Sample Employee Manual

Any fines imposed by the Cosmetology Board for infractions/violations of the rules set down by the Cosmetology Board concerning sanitation of  tools, applicants, stations, brushes, and combs shall be paid by the employee.

 

American with Disabilities Act (ADA) Policies

The salon complies with the Americans with Disabilities Act and all applicable state and local laws providing for nondiscrimination in employment against qualified individuals with disabilities. This Salon also provides reasonable accommodation for such individuals in accordance with these laws.

 

Without limitation, it is the Salon's policy to:

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  Ensure that qualified individuals with disabilities are treated in a nondiscriminatory manner during their pre-employment process throughout their term of employment.
  
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  Keep all medical-related information confidential in accordance with the requirements of the ADA by retaining such information in separate confidential files.
  
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  Provide applicants and employees who have qualifying disabilities with reasonable accommodation, except where such an accommodation would create an undue hardship on the Salon.
  
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  Notify individuals with disabilities that the Salon provides reasonable accommodation to qualified individuals with disabilities. Such individuals are notified through this policy in the Salon's Employee Manual, and by posting the Equal Employment Opportunity Commission's poster regarding non- discrimination prominently within Salon facilities.
  

  

Accommodation for Disabled Persons - Procedure Request

Qualified individuals with disabilities may make requests for reasonable accommodation to the Owners. Upon receipt of an Accommodation Request, an Owner will meet with the requesting individual to discuss and identify the precise limitations resulting from the disability and to explore the potential accommodation that the Salon might make to help overcome those limitations.

 

The Owners and/or others identified as having a need to know, such as the Salon Manager, will determine the feasibility of the requested accommodation. Various factors will be considered, including, but not limited to the nature and cost of the accommodation, the availability of tax credits and deductions, outside funding, the Salon's overall financial resources and organization, and the accommodation's impact on the operation of the Salon, including its impact on the ability of other employees to perform their duties and on the Salon's ability to conduct business.

 

Insurance

 

Disability Insurance

Short Term Disability Insurance is available through AFLAC. They offer a variety of supplemental insurance.  Open enrollment is January 1^st of every year.  The cost of the plan is paid entirely by the employee and deducted from your paycheck on w pre-tax basis.

 

Group Health Insurance

Health insurance- The salon has a group health insurance that you can join within 30 days of hire.  After 30 days, the employee must wait until the plans open enrollment period.  The cost of the plan will be paid entirely by the employee.  Premiums will be deducted automatically from your paycheck on a pre-tax basis.

Employees who want to include coverage on the eligible dependents may do so by indicating this choice on the group health insurance enrollment form.

 

Please see Management/HR Coordinator if you have any questions and/or for the proper forms.

 

Dress Code & Appearance

 

Appearance

Personal cleanliness and appearance are of the utmost importance in the Salon industry. A well-groomed employee in updated attire immediately creates a favorable impression of the services we provide, especially when it pairs with a friendly smile, a gracious greeting and cutting edge techniques.

 

Dress Code

All employees are required to arrive at work each day meeting the salon dress code in its entirety.  Any time an employee is performing services in the salon they must be dressed professionally (i.e., classes, days off, etc.). 

 

Management reserves the right to clarify the interpretation of the dress code.  If you are dressed inappropriately for work you may be sent home to change.  When in doubt, please ask a manager prior to wearing the item(s) to work.  Employees failing to adhere to proper Salon standards with respect to appearance and grooming are in violation of Salon policy.

 

Here are the basic dress code policies:

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  All dress will project an image of fashion, professionalism and good taste
  
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  No employee should be attired in such a manner as to be distracting to guests or team members
  
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  Overly casual clothing is unacceptable (i.e., graphic t-shirts, flip flops, twill cargo pants, faded and/or torn garments, etc.)
  
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  Clothing made of denim or corduroy material is not permitted (i.e., jean jackets, skirts, etc)
  
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  No bare stomachs or backs.  Shirts should cover waistline.
  
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  No shorts or skorts.  Skirts must be a professional length
  
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  All clothes must be in clean, pressed condition
  
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  No athletic shoes or any shoes resembling athletic wear (sneakers)
  
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  Sandals may be worn, but feet must be groomed
  
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  All shoes must be in clean, neat condition
  
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  Apply make-up (if applicable) and style hair prior to coming to work
  
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  If sleeveless shirts are worn, underarms must be properly groomed
  
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  Interns and Guest Relations must wear an apron 
  
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  Wearing Aveda T -shirts marketing new products or collections. We will participate in those campaigns as they occur.
  

 

Regulations set forth by Occupational Safety and Health Administration (OSHA) supercede BSSA’s dress code.  Any fines incurred by the employee are the employee’s sole responsibility.

  

Hours of Operation

Sunday                                      Closed

Monday                                     Closed

Tuesday – Thursday                    9:30 a.m. - 8:00 p.m.

Friday                                       9:00 a.m. - 6:00 p.m.

Saturday                                   8:00 a.m. - 5:00 p.m.

 

Seasonal adjustments by the owner will be accommodated.

 

Hours of Work

A normal workweek for all full-time regular employees is four (4) days per week. Their manager will determine the regular work schedule for all full and part-time regular employees. Exempt employees' work schedules are based on job requirements, typically a minimum of eight {8) hours per day.

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  Your working hours parallel your booking hours, not appointment bookings.
  

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  Employees may discuss alternate work schedule arrangements with their supervisor as needed.
  
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  Employees may occasionally be required to work overtime. Normally, adequate notice will be given for changes in work schedules.
  

 

Note: If the Salon is to be closed or the regular starting time delayed due to weather conditions, employees should contact the salon. Do not assume that just because schools or other businesses are closed that the Salon will be closed.

 

Attendance Policies

 

Work Schedule

We view attendance in terms of the guest’s time and your commitment to the guest.  Tardiness reduces your service value because it takes away from the guest; as well as jeopardizes your success level…tardiness is a lack of commitment.  Each morning and evening you should check the appointments on your schedule to ensure you are prepared.  If you must come in later than expected on any given day, you must notify the Manager as soon as possible.

 

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  Your working hours parallel your booking hours, not appointment bookings.
  
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  Each employee is required to be in the salon and prepared to work for their scheduled shift.
  
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  Employees must stay 20 minutes past the last client's scheduled appointment in case they arrive late rather than no-show.
  
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  Tardiness and absenteeism shows a lack of commitment to your career and to the people who ultimately decide your future- our guests.
  
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  Repeated tardiness or absenteeism will reflect against your performance and will result in counseling/disciplinary action. If not corrected, it may result in dismissal from the Salon.
  
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  Employees who are absent from work because of illness may be asked to provide a doctor's statement establishing they are, or have been, ill and unable to work.
  
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  If you are going to be out due to illness or an unforeseen event, please let management know as soon as possible.  This will allow us to make any adjustments to the guests and personnel already scheduled for that day.  If unable to speak with management directly, please leave a Voicemail and speak with someone in Guest Relations.
  
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  If you are going to be late, follow the same procedures for being out.  (See above)
  

 

The Salon will contact the guests on your schedule to either re-schedule with you or, if the client wishes, to be scheduled the same time/day with another stylist. The same policy goes for times when you must leave unexpectedly.

 

Tardiness

You should make every effort to be in the Salon, on time, when scheduled for work. If you are faced with an emergency and must be away from your job, you must report this to Management as soon as possible. 

 

Days Off / Schedule Change / Vacation Request

Personal days off require two (2) weeks notice to effect a change in schedule.

 

Permanent schedule changes require four (4) weeks notice to effect a change in schedule.  All Vacation requests require six (6) weeks notice to effect a change in schedule and must be approved by management.

 

All changes must be given to management on a schedule request form.  It is the employee’s responsibility to verify changes have been made at least 2 weeks prior to requested days off.

 

It is the responsibility of the stylist to notify management of their booking hours and days they will be working and/or not working.

 

Recording Hours of Work

The Salon keeps an accurate record of the time worked in order to calculate pay and benefits.  Accurately recording time worked is the responsibility of every employee.  Time worked includes all the time actually spent on the job performing assigned duties.

Full responsibility for submission of accurate time falls on each employee, not their supervisor.  If you forget to clock in/out please fill out a Time Clock Change Request form. 

 

Altering, falsifying, tampering with time records, or recording time on another employee's time record are violations of Salon policy and will result in termination.

 

Vacation Time

We provide paid vacation to salary/hourly/commissioned employees for rest and relaxation in recognition of services performed. It is awarded after one year of continuous employment.

 

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  Employee must be employed one continuous year.
  
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  Vacations must be taken within the one-year period following the one-year date of hire anniversary.
  
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  There will not be a provision to pay for or carry over unused vacation time from one year to the next, without prior management approval.
  
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  Following the first vacation, an employee’s annual vacation entitlement is credited after each anniversary date.
  
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  If a Salon holiday falls during the employee's vacation, his/her vacation will be extended one additional day.
  
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  All employees must complete and submit a written request for vacation to the Salon Manager at least six weeks in advance of requested time off.
  
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  The scheduling of vacations is at Management's discretion.
  
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  Vacation pay (no work time taken off) can be taken and must be requested at least 2 weeks in advance.
  
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  Vacation is not payable (for hourly and salary employees) upon separation without giving two (2) weeks working notice.  Terminated stylists vacation will only be paid to terminated employees upon request.
  

 

Vacation pay will be based on the following:

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  Commission Employees- The average of the previous 12 weeks commission pay for the individual.
  
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  Hourly Employees- The average of the previous 12 weeks hours worked for the individual.
  
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  Salaried Employees- Their weekly salary.
  

(The previous 12 weeks are consecutive, regardless of holidays, sick days, etc.)

 

Holidays

The Salon will be closed on the following holidays:

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  Easter
  
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  Memorial Day
  
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  Independence Day
  
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  Labor Day
  
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  Thanksgiving
  
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  Christmas
  
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  New Year’s Day
  
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  Christmas Eve and New Year’s Eve (limited hours)
  

All closings are at the salon’s discretion and can change at any time.

 

Salon Rules

 

Parking

Atlanta Post Riverside- Parking in the Town Square is prohibited for team members.  Parking is limited to designated areas, which include unreserved spaces in the parking garage.  The purpose of this is to allow ample parking for the reason we are here - our clients.

 

Computer Policy

Producing, exchanging and retrieving information electronically by taking advantage of computer technology presents valuable opportunities for the Salon. While employees are encouraged to use this new technology, its use carries important responsibilities. Employees are expected to exhibit the same high level of ethical and business standards when using this new technology as they do with more traditional workplace communication resources.

 

Computers, computer systems and electronic media equipment (including computer accounts, voice mail, laptop computers, printers, networks, software, electronic mail, Internet and World Wide Web access connections) at the Salon are provided for the use of employees for Salon business-related use. Personal use is not prohibited but should be kept to a minimum. It is the responsibility of employees to see that these information systems are used in an efficient, ethical and lawful manner.

 

The use of information systems is a privilege extended by the Salon, which may be

withdrawn at any time. An employee's use of computer systems may be suspended immediately upon the discovery of a possible violation of these policies.

 

Internet Use

If you use the Internet as part of your job, a browser will be activated on your

system to enable you to take advantage of this great tool.  The salon has no control over information accessed through the Internet. We cannot be held responsible for its content. We ask that you only access appropriate sites. Accessing sexually explicit sites at any hour is not appropriate.

 

Ethical Use:

The Internet may not be used for criminal or illegal purposes.

Other unacceptable uses include, but are not limited to:

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  Harassment of other users
  
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  Libeling or slandering other users
  
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  Destruction of or damage to equipment, software, data belonging the Salon or other users
  
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  Disruption or unauthorized monitoring of electronic communications
  
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  Unauthorized copying of copyright-protected or licensed material.
  
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  It is not acceptable to use salon Internet resources to seek to infiltrate a computer or computing system and/or damage or alter the software or hardware components of a local or remote computer or computing system.
  
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  The basic rule of thumb is, "If in doubt, don't."
  

 

Personal Phone Calls & Visits

Employees should discourage friends and family from calling at work. In the event you receive such calls they will be forwarded to your Voice Mail and paged.  Messages will be taken and delivered to you at the convenience of the Salon.  Encourage your friends to visit the Salon, but advise them you are working and will not be able to visit if it interferes with your work.

 

Employment Practices

 

Equal Employment Opportunity

The salon provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or status as a Vietnam-era or special disabled veteran in accordance with applicable federal laws. In addition, the Salon complies with all applicable state and local laws governing nondiscrimination in employment. This policy applies to all terms and conditions of employment, including but not limited to, hiring, placement, promotion, termination, layoff, recall transfer, leaves of absence, compensation, and training.

 

Where this manual refers to 'he', 'his', 'him', 'her', 'she' or 's/he' it should be understood its use is for simplicity and implies no discrimination to either gender.

 

Open Door Policy

Your relationship with us is an extremely important one. The best way to develop a lasting relationship is to be honest, open and frank. It is important that any problems be discussed openly, so that a fair solution can be reached. Most problems can be solved, but if they are not discussed when they first occur, they usually become more serious. An informal discussion between an employee and their supervisor is recognized as the most effective means of preventing and solving problems. It is our policy to assure each employee that it is his/her right and privilege to follow a formal procedure without fear of censure or reprisal.  When a problem arises, discussing the problem with your supervisor is encouraged as a first step. If you do not believe a discussion with your supervisor is appropriate or the problem was not resolved, request a meeting with the Salon Manager.

 

It is everyone's responsibility to help maintain good working relationships by discussing their problems and cooperating to resolve the issues.  If there is anything you do not understand, you are responsible for seeking clarification.

 

The Management team of the salon has an open door policy allowing you to discuss any questions, problems, complaints or suggestions that may arise as a result of your job.

 

Employment-At-Will

Although we hope your relationship with us will be long term, employment with the salon is "at-will". This means that either you or the Salon may terminate this relationship at any time, for any reason, with or without cause or notice, so long as there is no violation of applicable law. Any employment agreement entered into by management shall not be enforceable unless in writing.

 

We will do our best to help you make a success of your position but most of the successes you experience will RESULT FROM YOUR OWN EFFORT. We hope that your employment relationship with BSS will be a rewarding experience.

 

 

Harassment Policy

We believe that every employee should be treated with common decency and courtesy. Every member of our organization is entitled to a working environment free of harassment or hostility because of race, color, religion, sex, national origin, age, disability, veteran status or any other basis protected by federal state or local laws. The purpose of this policy is not to regulate an employee's personal morality but rather to assure that, in the work place, no employee harasses another on any of these bases.

 

We define harassment as any conduct that has the effect of unreasonably interfering with an individual's work performance, creating an intimidating, hostile or offensive work environment, or otherwise adversely affecting an individual's employment.

 

Examples of harassment would include name-calling, slurs, negative stereotyping, intimidating or hostile acts (including "jokes" or "pranks"), different or demeaning treatment and written or graphic material that degrades or shows hostility or repugnance toward an individual or group.

 

Report all incidents to your Supervisor, Salon Manager or Owners. Once it is established beyond doubt that this policy has been violated, swift and appropriate action will be taken.  This policy applies to all employees. Furthermore, the Salon Will establish appropriate procedures to ensure that non-employees (vendors, agencies, contractors, trades people, etc.) on our premises are also made aware of the intent of this policy.

 

Failure to report (Applies to both the Harassment and Sexual Harassment policies) Failure to report any type of harassment will be considered by Management to indicate an acceptable relationship or that the incidents do not create unreasonable working conditions.  However, you can be assured that the Salon will not retaliate for reporting an incident.

 

Definitions:

Employee (Applies to both the Harassment and Sexual Harassment policies)

Any employee of the Salon, including Owners.

 

Harassment

Verbal, physical or visual conducts of a racial, ethnic or other types which impairs an employee's ability to perform their job.

 

Sexual Harassment

Sexual Harassment is contrary to basic standards of conduct between individuals and is prohibited by Equal Employment Opportunity Commission (EEOC) regulations. Our commitment as an equal opportunity employer applies to all employees including members of management, and we intend to enforce it by immediately investigating all known incidents or complaints of employees and taking necessary disciplinary action where incidents are found to be in violation of the salon policy.

 

Definitions:

Sexual Harassment

Unwelcome sexual advances, requests for sexual favors and other verbal or physical conduct of a sexual nature when such conduct:

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  Is made explicitly or implicitly a term or condition of employment
  
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  Is used as a basis for employment decisions
  
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  Is used to create a quid pro quo environment
  
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  Has the purpose or effect of interfering with work performance or creating an intimidating, hostile, or otherwise offensive working environment.
  

 

Unwelcome Sexual Relation

Under this policy, unwelcome sexual relationships or unwelcome harassment will be defined as any behavior that is not welcome, that is personally offensive, that lowers morale and that, therefore, interferes with the employee's work effectiveness.

 

Hostile Environment

Defined as containing sexual advances, innuendoes, vulgar statements, pranks and so on that the employee objects to or considers hostile.

 

Quid Pro Quo

Defined as being forced to choose between acquiescence to a superior's demand or forfeiting an employment benefit, (i.e., promotion, wage increase, leave of absence or continued employment.)