The following sample Code of Conduct Compliance Forms are provided below:

• Sample letter to vendors
• Cover sheet with statement of principles and purpose of the Code of Conduct
• Labor standards--compensation, separate forms for domestic and international manufacturers
• Labor standards--working conditions, separate forms relating to domestic and international manufacturers
• Labor standards--worker rights, separate forms relating to domestic and international manufacturers
• Labor standards--child labor, separate forms relating to domestic and international manufacturers
• Labor standards--legal compliance
• Reporting and Verification--Vendor statement of compliance
• Vendor Product Line Tracking Form

Implementing the Sweatfree NY Schools Code of Conduct:
Sample Letter to Vendors

Enlightened School District
555 Ethical Drive
Doright, NY 12866

Ms. Jan Salesperson
ABC School Apparel Co.
122 Uniform Lane
East Oshkosh, Michigan 01566

Dear Ms. Salesperson:

I am writing to inform you that our school board of education recently adopted the Sweatfree NY Schools Code of Conduct for the Manufacture of Apparel to ensure that articles of apparel and footwear that are sold to the school, to the families with children attending our school or articles bearing the name or logo of our school, are not manufactured in sweatshops or by child labor.

This policy requires all vendors who intend to do business with the district or the families of our students, to affirmatively comply with all provisions of the Code of Conduct by completing the attached Code of Conduct Compliance form and returning it to our business office within 60 days of receipt of this letter. If, for some reason, your company is no longer interested in doing business with our school district you may contact us directly or simply not return the form. However, if your company wishes to continue to do business with the district, we MUST receive a completed Code of Conduct Compliance Form including compliance letters from all the manufacturers, subcontractors and suppliers who supply your company with the finished articles sold to the school . Failure to complete and send in the form within the allotted time will automatically preclude you from selling apparel or footwear to the district.

Once we have received your completed Code of Conduct Compliance Form, including compliance letters from your manufacturers/suppliers, you will be contacted by a representative from our business office within 10 business days should we need any additional information from you. Within 30 days of reciept of a completed Compliance Form and attachments, the district will make a determination whether you are in compliance with the new district purchasing policy and will notify you in writing.

In addition to the Compliance Form, I have enclosed copies of the school board resolution adopting the Sweatfree NY Schools Code of Conduct for the Manufacture of Apparel, a copy of the Code and a list of apparel covered by the Code.

Should you have any questions regarding this process, please feel free to call me during regular business hours.

Sincerely,
District Business Officer

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Implementing the Sweatfree NY Schools Code of Conduct:
Code of Conduct Compliance Form

To be completed by vendors wishing to sell apparel to the district.

Directions: Please complete this form in its entirety. Below each section of the Code of Conduct for the Manufacture of Apparel you will have an opportunity to indicate whether or not your suppliers or manufacturers meet Code requirements. Note: Incomplete forms cannot be processed. Failure to complete and send in the form will disqualify your company from conducting business with our district. Also note: willful false statements on this form may result in termination of any current or future business with the district. Any questions: call _______________ for assistance.

STATEMENT OF PRINCIPLES
(see wording in school resolution)

PURPOSE

The purpose of this policy is to ensure that apparel purchased, licensed, or required by the School be manufactured by responsible employers, and not in sweatshop conditions. It is the intent of this policy to provide strong incentives to the producers and vendors of school apparel to ensure that decent conditions prevail in their factories. Where conditions are substandard, it is our purpose to be a positive influence toward raising standards.

The School will only use vendors that comply with the terms and conditions defined below. Eligible vendors must, of course, be able to meet competitive requirements in terms of price, quality, style and service. However, in line with our statement of principles, vendors that drive prices down on the basis of exploitative labor shall not set the standard of "competitive price" for this School's purchases.

In the event that the school cannot, for certain items, find satisfactory vendors that meet the terms and conditions defined below, the School will, for those items, show a preference for vendors that come closest to these standards.

Vendor Profile

Name ____________________________________________________

Address ______________________________________________

Phone ___________________________ Fax _____________________ City __________________________

State ______ Zip_________
Sales Rep Name ____________________________________________

Product Line: _________________________________________

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Code of Conduct Compliance Form

Vendor ___________________________________________________________ Date:

A. LABOR STANDARDS

1. Compensation. Vendors shall ensure that all manufacturers, including sub-contractors, provide to their employees involved in the manufacture and distribution of apparel for the School a living wage. A living wage allows a worker and her family to meet basic needs plus provide some discretionary income. For U.S. production, a living wage is based on the standard of living in a specific geographic area. In no instance shall the hourly wage in the U.S. be less than $6.50 in 1997 dollars, plus company paid health and pension benefits of at least $1.50 in 1997 dollars.

Compliance Indicators: Domestic Manufacturers & Subcontractors

Company/Subcontractor Name (full legal name)

Plant Address
(include: street #, street, city, state, zip & phone)

Current hrly min wage rate

Value of benefit pkges

Letter from plant mgmt received

Provide information above for each subcontractor.

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Code of Conduct Compliance Form

Vendor ___________________________________________________________ Date:

A. LABOR STANDARDS cont.

1. Compensation. Vendors shall ensure that all manufacturers, including sub-contractors, provide to their employees involved in the manufacture and distribution of apparel for the School a living wage. A living wage allows a worker and her family to meet basic needs plus provides some discretionary income.

Compliance Indicators: International Manufacturers & Subcontractors

Company/Subcontractor Name(full legal name)

Plant Address (includes: street # , street address, city or village, state or province, country, zip & phone #)

Current hrly min wage rate

Value of benefit package

Letter from plant mgmt received

Provide information above for each subcontractor.

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Code of Conduct Compliance Form

Vendor ___________________________________________________________ Date:

A. LABOR STANDARDS cont.

2. Working conditions. Each contractor or sub-contractor shall provide a safe and healthy working environment, and have a safety program that proactively identifies and eliminates workplace hazards. Proper sanitation, including hygienic toilet facilities and drinkable water, shall be provided. Employees shall not be required to work more than the lesser of 48 hours per week or the limits on the regular hours allowed by the law of the country of manufacture. Overtime shall not exceed 12 hours per week, or be, in any manner required of workers.

Compliance Indicators: Domestic Manufacturers & Subcontractors

Company/Subcontractor Name (full legal name)

Plant Address (include: street #, street, city, state, zip & phone)

Safety Prog?(Y or N)
Sanitary conditions?(Y or N)
Mgmt letter on maximum & overtime hrs policy received

Provide information above for each subcontractor.

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Code of Conduct Compliance Form

Vendor ___________________________________________________________ Date:

A. LABOR STANDARDS cont.

2. Working conditions. Each contractor or sub-contractor shall provide a safe and healthy working environment, and have a safety program that proactively identifies and eliminates workplace hazards. Proper sanitation, including hygienic toilet facilities and drinkable water, shall be provided. Employees shall not be required to work more than the lesser of 48 hours per week or the limits on the regular hours allowed by the law of the country of manufacture. Overtime shall not exceed 12 hours per week, or be, in any manner required of workers.

Compliance Indicators: International Manufacturers & Subcontractors

Company/Subcontractor Name (full legal name)

Plant Address (includes: street # , street address, city or village, state or province, country, zip & phone #)

Safety Program? (Y or N)

Sanitary Conditions? (Y or N)

Mgmt letter on max hrs & overtime hours policy received

Provide information above for each subcontractor.

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Code of Conduct Compliance form

Vendor ___________________________________________________________ Date:

A. LABOR STANDARDS cont.

3. Worker rights. Employees of contractors or sub-contractors shall have the right to speak up about working conditions without fear of retaliation, and have the right to form unions of their own choosing without employer resistance. No employee may be subjected to physical, sexual or verbal harassment. No employee may be discriminated against in employment in any way on the basis of sex, race, religion, age, disability, nationality, political opinion or social or ethnic origin. Due process procedures shall be in place for discipline or discharge.

Compliance Indicators: Domestic Manufacturers & Subcontractors

Company/Subcontractor Name (full legal name)

Plant Address (include: street #, street, city, state, zip & phone)

Mgmt. provides copies of policies/ posters handbooks or letter allowing the following:

Right to speak out/organize union _______
Non-discrimination _______
Non-harassment _______
Due process on discipline/termination _______

Provide information above for each subcontractor.

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Code of Conduct Compliance form

Vendor ___________________________________________________________ Date:

A. LABOR STANDARDS cont.

3. Worker rights. Employees of contractors or sub-contractors shall have the right to speak up about working conditions without fear of retaliation, and have the right to form unions of their own choosing without employer resistance. No employee may be subjected to physical, sexual or verbal harassment. No employee may be discriminated against in employment in any way on the basis of sex, race, religion, age, disability, nationality, political opinion or social or ethnic origin. Due process procedures shall be in place for discipline or discharge.

Compliance Indicators: International Manufacturers & Subcontractors

Company/Subcontractor Name(full legal name)

Plant Address (includes: street # , street address, city or village, state or province, country, zip & phone #)

Mgmt. provides copies of policies/ posters handbooks or letter allowing the following:

Right to speakout/organize union _______
Non-discrimination _______
Non-harassment _______
Due process on discipline/termination _______

Provide information above for each subcontractor.

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Code of Conduct Compliance form

Vendor ___________________________________________________________ Date:

A. LABOR STANDARDS cont.

4. Child Labor. Child labor shall not be used. No person shall be employed at an age younger than 15 (or 14 where the law of the country allows) or be younger that the age for completing compulsory education in the country of manufacture where such an age is higher than 15.

Compliance Indicators: Domestic Manufacturers & Subcontractors

Company/Subcontractor Name (full legal name)

Plant Address (include: street #, street, city, state, zip & phone)

Min. Age for compulsory education

Min. Age for plant workers

Age of youngest worker in plant

Mgmt ltr on hiring policy received

Provide information above for each subcontractor.

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Code of Conduct Compliance form

Vendor ___________________________________________________________ Date:

A. LABOR STANDARDS cont.

4. Child Labor Child labor shall not be used. No person shall be employed at an age younger than 15 (or 14 where the law of the country allows) or be younger that the age for completing compulsory education in the country of manufacture where such an age is higher than 15.

Compliance Indicators: International Manufacturers & Subcontractors

Company/Subcontractor Name (full legal name)

Plant Address (includes: street # , street address, city or village, state or province, country, zip & phone #)

Min. Age for compulsory education

Min. Age for plant workers

Age of youngest worker in plant

Mgmt ltr on hiring policies received

Provide information above for each subcontractor.

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Code of Conduct Compliance form

Vendor ___________________________________________________________ Date:

A. LABOR STANDARDS cont.

5. Legal compliance. The company complies with all laws and regulations governing the workplace. Where there are differences or conflicts with this Code of Conduct and the applicable laws of the country of manufacture, the higher standard will prevail.

Compliance Indicators:Domestic & International Manufacturers & Subcontractors

Company/Subcontractor Name (full legal name)

Plant Address (includes: street # , street address, city or village, state or province, country, zip & phone #)

Verification letter from plant mgmt with any attachments re: legal compliance received.

Provide information above for each subcontractor.

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Code of Conduct Compliance form

Vendor ___________________________________________________________ Date:

B. REPORTING AND VERIFICATION

1. Disclosure. Vendors shall report the name and location of every plant including every subcontractor plant engaged in the production and distribution of apparel for the School, along with a statement from each manufacturer declaring the compliance of each site with the standards listed above. It is understood by the vendors and manufacturers that to verify compliance, the School will make this information public. That statement shall specify any areas of non-compliance with the above standards.

2. On-Going Compliance. Vendors and manufacturers are responsible for immediately notifying the School of any sub-standard practices found at plants producing apparel for the School.

3. Reports of Monitoring Activity. Manufacturers using reports of in-house or independent monitors to assure the School of compliance with the above standards shall make such reports available to the School.

Vendor Statement of Compliance

In compliance with the requirements of the School district, I have completed this Code of Conduct Compliance form in good faith and have made no willingly false or misleading statements. Further, I have disclosed the names and plant locations of all my manufacturers and their subcontractors who supply me with apparel and footwear that I sell to the school district or to their students. I have also included letters of compliance from the plant management at each manufacturer or supplier indicating their level of compliance with the School's Code of Conduct for the Manufacture of Apparel. Further, I understand that, as an agent or representative of the vendor, any false statement on these forms could result in immediate termination of any current or future business relationship with the school district.

_____________________________________ ______________________
Signature of vendor representative and date
_____________________________________
Typed name and title

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Implementing the Sweatfree NY Schools Code of Conduct:
Vendor Product Line--Tracking Form

Directions: This form will assist you in completing the Code of Conduct Compliance form by identifying the products you sell to the school and their manufactured source. Once identified, you can then "track" each manufacturer or subcontractor's response to ensure that you secure and forward the documentation required by the district within the alloted time period. Begin by checking off all products sold; reviewing supplier invoices to determine who supplied them to you and check off that you have contacted and received all necessary documentation as it comes in.

The following articles of apparel are sold to _________________________________ School District:
(check all that apply)

For each product line listed below, provide the date of initial contact with the manufacturer/supplier and the date required documents were received.

Athletic Uniforms:

jerseys
shorts
socks
sweatshirts
sweatpants
t-shirts

other (specify)

School Uniforms:

jumpers
shirts
blouses
pants
sweaters
ties
vests
blazers

School logo imprinted:

sweatshirts
caps
t-shirts
sweatpants
shorts
socks

Graduation Items
caps
gowns

School Band uniforms:

blazers
shirts
blouses
pants
hats
other (specify)


Choral robes

School staff uniforms:
security
maintenance/janitorial
transportation
food service
lab coats

Other (specify)