Employee Invention Disclosure Policy Example – Intellectual Property (IP) Policies

Employee Invention Disclosure Policy Sample

In this article, we’ll look at the key elements that make up an example Employee Invention Disclosure Policy. We’ve included some starter/boilerplate information to help you get started writing this policy for your company. If you’re looking for help in setting up your policies & procedures or employee manual/handbook, our team can assist.

Employee Invention Disclosure Policy Template

The following are the main elements that should be included in your Employee Invention Disclosure Policy:

1. Title Page

• Policy Title: Employee Invention Disclosure Policy
• Company Name: The name of the organization implementing the policy.
• Policy Number (if applicable): For easy reference within the company’s policy structure.
• Version Control: Date of creation, last review, and version number.
• Effective Date: The date the policy becomes operational.
• Approval Authority: Name and title of the individual who approved the policy.

2. Purpose/Objective

• A brief statement explaining why the Employee Invention Disclosure Policy exists. This section outlines the policy’s purpose in relation to the company’s goals, regulatory requirements, or ethical standards.
• Describe what problem or issue the policy addresses.
• Example Purpose/Objective:

The Employee Invention Disclosure Policy requires employees to report any inventions or innovations created during their employment. This ensures that the company can evaluate these developments for potential intellectual property protection. By mandating disclosure, the policy aims to safeguard the company’s interests, promote transparency, and encourage innovation within the organization. It also helps in identifying valuable intellectual assets that can be patented or otherwise protected, thereby enhancing the company’s competitive edge and fostering a culture of creativity and collaboration

3. Scope

• A description of who the Employee Invention Disclosure Policy applies to (e.g., employees, contractors, vendors).
• Specify any exceptions to the policy.
• Explain departments or roles affected, if necessary.
• Example Scope:

This policy requires employees to report any inventions or innovations created during their employment. The aim is to assess these developments for potential intellectual property protection. It applies to all employees and covers any work-related inventions, ensuring the company can secure and manage intellectual property rights effectively. By disclosing inventions, employees help the organization identify valuable innovations and take necessary steps to protect them legally. This process supports the company’s strategic interests in maintaining and leveraging its intellectual property assets

4. Definitions

• Clarify any key terms or jargon used within the Employee Invention Disclosure Policy to ensure understanding.
• Avoid assumptions about familiarity with industry-specific terminology.
• Example Definitions:

The Employee Invention Disclosure Policy requires employees to report any inventions or innovations created during their employment. This ensures that such developments can be evaluated for potential intellectual property protection. The policy falls under the category of Intellectual Property (IP) Policies

5. Policy Statement

• A detailed outline of the Employee Invention Disclosure Policy itself, including all rules, expectations, and standards.
• It should be direct and clear so that it leaves no ambiguity about the company’s position or requirements.

6. Procedures

• Step-by-step instructions on how to implement or comply with the Employee Invention Disclosure Policy.
• Include any forms, tools, or systems that employees must use.
• Describe the responsibilities of different roles in ensuring adherence to the policy.
• Example Procedures:

Employees must promptly disclose any inventions or innovations created during their employment. This ensures the company can evaluate the potential for intellectual property protection. The disclosure process involves submitting detailed information about the invention to the designated department. The company will assess the invention’s novelty, utility, and potential market impact. Employees are required to cooperate with any further inquiries or documentation requests. The company retains the right to pursue patents or other IP protections. Compliance with this policy is mandatory, and failure to disclose may result in disciplinary action

7. Roles and Responsibilities

• List the roles responsible for enforcing or overseeing the Employee Invention Disclosure Policy (e.g., managers, HR).
• Define who is accountable for reporting, monitoring, and updating the policy as needed.
• Example Roles and Responsibilities:

Employees must promptly disclose any inventions or innovations created during their employment to the company. This ensures potential intellectual property protection and aligns with the company’s IP policies. Managers are responsible for facilitating the disclosure process and ensuring employees understand their obligations. The legal team evaluates the disclosed inventions for patentability and advises on protection strategies. HR is tasked with incorporating this policy into onboarding and training sessions. Compliance with this policy is mandatory, and failure to disclose may result in disciplinary action

8. Compliance and Disciplinary Measures

• Outline how compliance will be monitored or enforced.
• Describe any consequences or disciplinary actions for failing to follow the policy, including the escalation process.

9. References and Related Documents

• Include links or references to any laws, regulations, or company guidelines that support the Employee Invention Disclosure Policy.
• Reference related company policies that connect or overlap with the document.

10. Review and Revision History

• State the review cycle (e.g., annually, biannually) and who is responsible for reviewing the Employee Invention Disclosure Policy.
• A history section that lists all revisions made to the document, including dates and reasons for changes.

11. Approval Signatures

• Signature lines for key decision-makers who have authorized the policy (CEO, department head, HR manager).

12. Appendices or Attachments (if needed)

• Additional information, FAQs, or case examples to provide more context or clarify how the Employee Invention Disclosure Policy applies in specific situations.
• Any relevant forms or templates employees need to complete.