Code of Conduct and Principles

1. Purpose

This document was prepared, in line with the Senate Decision dated 23.06.2015, to define the code of conduct and working standards that all academic and administrative staff of Özyeğin University are required to follow while performing their duties, in alignment with the University's mission, vision, and core values.

The document is intended to foster an inclusive working environment based on trust, respect, justice, and academic freedom; regulate relationships among stakeholders; and to protect the institutional reputation of the University.

2. Scope

This document applies to all full-time and part-time academic and administrative staff as well as visiting faculty members and researchers, part-time working students, and contracted/outsourced personnel working within the University.

The annexes of this document constitute an integral part of these principles and procedures.

3. Statement of Zero Tolerance

Özyeğin University is committed to ensuring equal opportunity in professional and academic life, upholding human dignity, and fostering a safe and respectful workplace. To that end, the University aims to conduct all its operations in accordance with applicable labor laws, the United Nations Universal Declaration of Human Rights, and the core principles of the International Labor Organization. In line with this commitment, the University enforces a zero-tolerance policy toward discrimination, harassment, bullying, violence, and retaliation. The University is dedicated to maintaining a safe work environment, promoting workplace harmony, and supporting employee well-being, while implementing a reliable and comprehensive approach to prevent and address potential violations.

Complaint and reporting channels, as well as preventive and protective measures, are set out in the “Complaint Management Procedure.”

4. Work Environment and Culture of Conduct

All employees are expected to act honestly, fairly, objectively, and impartially while performing their duties. Personal interests must not influence decision-making processes. Compliance with University’s procedures and accountability are essential in all processes and decisions.

All internal communication and interactions must be conducted based on respect, inclusiveness, empathy, and courtesy. The identity, beliefs, opinions, and lifestyles of every individual must be respected. Any act or actions in violation of these principles are deemed unacceptable.

The following behaviors are strictly prohibited: discrimination, bullying, harassment, intimidation, violence, insults, threats, or violations of personal boundaries.

Physical and psychological safety is a fundamental right of all employees. Compliance with occupational health and safety (OHS) rules is mandatory.

Özyeğin University fosters an open, respectful, and trust-based communication environment where diverse opinions can be expressed without pressure, exclusion, or retaliation. Academic freedom is protected and supported alongside the principles of mutual respect, scientific integrity, and institutional responsibility; nevertheless, it  cannot be used as a justification for hate speech or personal attacks.

A culture of collaboration and teamwork is encouraged and expected at the University. To that end, the University promotes mentorship relationships grounded in experience and seniority, as well as the exchange of knowledge and expertise.

In line with universal design principles, continuous improvement is prioritized to ensure equal, independent, and safe access to physical and digital environments for individuals with disabilities and disadvantaged groups.

5. Professional Relationships and Boundaries

51 Communication with Students

Academic and administrative staff are expected to adopt a guiding, supportive, objective, and impartial approach in their interactions with students.

All communication with students must remain professional, trust-based and respectful.

Establishing romantic or intimate relationships with students is deemed inappropriate.
If such a relationship arises, the individuals involved or any stakeholder aware of the situation must report it to the relevant units.

5.2 Professional Relationships Among Colleagues

Employees are expected to maintain a collaborative, supportive, and trust-based attitude toward one another.

Gossip, exclusion, negative remarks targeting individuals or any conduct that undermines workplace harmony must be avoided at all times.

Managers are expected to demonstrate a fair, accessible, and balanced approach
in supervisor–subordinate relationships and must not abuse their authority or power.​​​​​​​

5.3 Family Ties and Close Relationships

The administrative structure of Özyeğin University is based on transparency, impartiality, accountability, and institutional trust.

It is considered inappropriate for employees who are spouses, first-degree relatives, or in close personal relationships to work in the same unit under a direct or indirect hierarchical relationship or hold roles that may influence decision-making processes involving one another as this may raise a conflict of interest.

If such a relationship exists or develops later, it must be reported to the Human Resources Department. Failure to disclose such relationships constitutes an ethical violation.

Individuals with family relationships or close personal relationships are not permitted to participate together in the same project, recruitment or interview process, or tender process.
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5.4 Social Media and Digital Communication

Employees are expected to respect professional boundaries in their use of social media.

Engaging in private communication with students via social media is considered inappropriate.

Confidential institutional information, personal data, or internal correspondence cannot be shared on public platforms.

In digital communications representing the University, the principles of respect, appropriateness, and accuracy must be upheld.

All social media and public-facing content must be aligned with University’s values.​​​​​​​

5.5 Relations with External Stakeholders and Business Partners

In relationships with suppliers, business partners, sponsors and other external stakeholders, employees must act with professionalism and transparency, recognizing that they represent the University.

Objectivity is a fundamental principle in all business processes, including procurement, tenders, and collaborations. No relationships can be established that could create, or appear to create, a conflict of personal interest. 

Official statements made on behalf of the University to public or media may only be issued by authorized units or individuals.

6. Use of Institutional Resources

While performing their duties, employees must not allow personal, family, or financial interests to influence their decisions or actions.

Gifts, benefits, or invitations that may create a conflict of interest cannot be accepted. In exceptional cases, such situations must be disclosed to the relevant manager or unit in line with the principle of transparency. Gifts received in an official capacity on behalf of the University are considered to have been given to the office. They cannot be treated as personal property and must be retained within the University.

All institutional resources including time, budget, equipment, information systems, and other assets must be used solely for institutional purposes.

Such resources must not be wasted or used for personal purposes and must not be shared with unauthorized third parties.

7. Confidentiality and Data Security

Personal data belonging to students, employees, and other stakeholders must be protected in accordance with Law No: 6698 on the Protection of Personal Data (KVKK), and institutional policies.

Data may not be shared with third parties without the explicit consent of the data owner or a legal basis.
The security of physical and electronic documents and all institutional information assets is the responsibility of the relevant individuals and units.

Any situation that may indicate unauthorized access or a potential data breach must be reported immediately to the relevant units.

8. Academic and Professional Ethics

Scientifically unethical conduct, including plagiarism, data manipulation (falsification), fabrication, and inappropriate authorship practices, is strictly prohibited in research, publication, and project processes. 

In collaborative works, contributions must be reflected fairly, and all citations and references must comply with the principles of academic integrity and scientific ethics.
 
In academic advising, evaluation, and jury processes, all forms of conflict of interest or relationship that may compromise impartiality must be avoided at all times.

All decisions and assessments affecting students’ academic performance must be based on transparent and objective criteria.

The use of artificial intelligence must remain within the boundaries of academic integrity and artificial intelligence must be treated solely as a support tool. Ultimate responsibility always lies with the researcher/user.

Comprehensive guidance on academic ethics is provided in the OzU Faculty Handbook.

9. Use of Artificial Intelligence

Artificial intelligence tools may only be used as support tools in work and educational processes and must not be used as final decision-makers.

Confidential institutional information, materials containing intellectual property or personal data must not be entered into publicly available or general-purpose AI systems.

Outputs generated by AI tools must not be used as official documents or final outputs without human review and validation.

All legal, ethical, and administrative responsibility arising from the use of such tools lies with the relevant employee and unit.

Managers and faculty members are expected to set an example and provide guidance to their teams and students on the ethical use of artificial intelligence.

10. Ethical Violations and Reporting Mechanism

In cases of suspected violations of the code of conduct, employees may consult to Human Resources, Wellbeing and Equality Office, President’s Office, or their line managers.

Reports may be submitted anonymously, and all processes are handled with strict confidentiality. However, intentionally submitting false reports with the aim of defaming individuals constitutes a serious ethical violation.

No form of retaliation may be taken against individuals who report concerns in good faith, or provide information or testimony during an investigation process. Protection against retaliation is a fundamental principle.

11. Implementation and Responsibility

​​​​​​​All employees are responsible for reading and understanding these rules throughout their employment. Employees are required to comply with these rules both during and after their term of employment. It is therefore essential that this document is formally communicated to all new hires.

Managers are expected to lead by example in promoting ethical behavior, provide guidance, support the adoption of these rules within their teams, and take preventive measures against potential violations.

This document is reviewed at least once a year under the coordination of the Human Resources Directorate and, if necessary, updated and communicated to all employees.

12. References

• OzU Code of Ethics
• OzU Artificial Intelligence Usage Policy
• OzU Faculty Handbook
• POLI.KVK.01 Personal Data Protection and Processing Policy
• PROS.IK.150 Complaint Management Procedure

13. Annexes

• Annex 1: Social Media Guidelines
• Annex 2: Guidelines for Professional Boundaries in Academic and Administrative Relationships  
• Annex 3: Dress Code and Appearance Guidelines
• Annex 4: Non-Discriminatory Language and Inclusive Communication Guidelines
• Annex 5: Guidance on Support and Reporting For Potential Boundary Violations in Interpersonal Interactions

Annexes are accessible via the University Staff Document Center.