The Employee's Manual and Guidelines for International Creative Artists
by Helene Goldnadel
Connor G. 2 national Kodak commercials and a print job.
Wyatt Y. a co-star appearance on Judging Amy etc…
Patrick D.R. a promo with Comedy Central's Reno 911
Magdalena Zielinska a Mac Donalds commercial, a guest star appearance with Two and a half men and a guest star on Reno 911
Elijah T. a Baby Einstein commercial
Jolene C. a Wachovia National commercial
Jackie H. a Disney national commercial
Gunner Washington national pizza hut commercial
The central mission of International Creative Artists, Inc. is to provide an educational career program designed to prepare students to succeed in the film, TV, commercial industry by enabling them to meet the highest expectations of SAG and AFTRA franchised talent Agents, and Managers.
We expect the personal commitment of each employee to be involved in contributing ideas and energy to the attainment of our common mission. We are committed to both our human priorities and our business priorities and will maintain a balance between them in our organization.
OUR COMMITMENT TO QUALITY STUDENT SERVICE:
- On time, full performance and reliability.
- Consistency.
- Service with courtesy and pride.
- The MOST IMPORTANT PERSON.
- Not dependent on us - we are dependent on him/her.
- Not an interruption of our work - he/she is the sole purpose of our work.
- Doing us a favor by being here - we are not doing him/her a favor by servicing him/her.
- A part of our business - not an outsider.
- Not a statistic - he/she is a flesh and blood human being with feelings and emotions like our own.
- Deserving of the most courteous and attentive treatment we can give him/her.
- Again each and every one of our students is the MOST IMPORTANT PERSON.
- We will treat each other as we want to be treated.
- We will establish common goals and work toward them together.
- We will cooperate with each other.
- We will find opportunities to help each other.
- We will show respect for each other.
- We will help establish the highest quality of work life.
- We will take pride in our appearance.
- We will take pride in our performance.
DEFINITION OF FULL TIME EMPLOYEES: Employees who are hired on a permanent basis and are scheduled to work continuously at least 37.5 hours per week. Benefits that are available to full-time employees are Sick, Vacation and Holiday pay, as well as Health insurance benefits.
OFFICE HOURS: Monday through Sunday with the understanding that normal office hours are 9:00 a.m. to 9:00 p.m. Normal lunch breaks are 60 minutes in length. All employees must take scheduled lunches. Work hours shall be established by the immediate supervisor and may be modified throughout time of employment.
PROBATIONARY PERIOD: Newly hired employees will be on probation for the first 90 days of employment. This period may be extended based upon a 90 day review, oral and/or written, reflecting the performance during the initial 90 day period. During this probationary period, an employee is not eligible for "Sick Leave" compensation, "Medical/Dental Coverage", or "Holiday" compensation. Sick and Vacation time do not accumulate or accrue during this period. Upon successful completion of the probationary period, the employee will have eligibility for Medical/Dental Insurance.
ANNIVERSARY DATE: Anniversary Date is defined as the day/month and year of hire. For purposes of calculating benefits earned (sick, vacation, etc.), employees whose status changes (i.e.: part-time to full-time, temporary to full-time permanent status, leave of absences, etc.) will have a revised anniversary date of the effective date of such change. Benefits will be pro-rated when changes to employee status occurs.
VACATION POLICY: Employees are entitled to vacation only after full-time completion of continuous service each year. Vacation does not accrue in the first year, thus, if an employee leaves the company within the first year of employment, no vacation will be earned or paid to the employee. The following is a breakdown for employees:
COMPLETION OF YEAR ONE OF CONTINUOUS SERVICE….. 40 HOURS (After completion of one continuous year)
COMPLETION OF YEAR TWO OF CONTINUOUS SERVICE.....40 HOURS
COMPLETION OF YEAR THREE OR FOUR OF CONTINUOUS SERVICE ...... 80 HOURS
COMPLETION OF YEAR FIVE THROUGH NINE OF CONTINUOUS SERVICE........120 HOURS
COMPLETION OF YEAR TEN AND BEYOND OF CONTINUOUS SERVICE…...240 HOURS
Vacation time must be taken within one year after the employee's Anniversary Date. For example, if an employee completes the first year of continuous service with an Anniversary Date of 9/1/03, the five days of vacation must be taken prior to the next Anniversary period beginning 9/1/04. There will not be any pay in lieu of vacation time off prior to termination. Additionally, vacation time not taken prior to the next Anniversary Date will be lost. (Vacation time off cannot be carried over from one year to the next). Vacation time must be scheduled as far in advance as possible, must be in writing, submitted to and approved by the employee's immediate supervisor and Campus Director before time can be taken. It is suggested that a time off be approved in writing before the purchase of any airline tickets or confirmation of any other travel.
SICK PAY POLICY:
Paid Sick Leave eligibility will accumulate to a total of 24 hours per year, commencing January 1st of each year, provided the employee has been employed full-time continuously for at least six (6) months prior to January 1st.. An employee may not carry over Paid Sick Leave. There will not be any compensation in lieu of Sick Leave not taken. More than three consecutive days of time off due to illness will require a doctor's statement in order to return to work and in order to receive Sick Pay earned. Employees in their probationary period may be required to submit a doctor's note for any time off during this probationary period. Employees may use sick time for personal illness only. Failure to notify Supervisor of inability to work due to illness within regularly scheduled work hours may result in disciplinary action and/or termination, and non-payment of any earned sick time.
PERFORMANCE AND PAY REVIEWS:
Each newly hired employee may be reviewed on a 90 day performance evaluation culminating their "Probationary Period". This review may be accomplished by an oral and/or written evaluation for continuing employment purposes. There is normally no pay increase provided at the 90 day review period. Each employee may receive a written appraisal from his/her supervisor prior to or during his/her Anniversary Date month, or one year from his/her last pay increase (whichever occurs last). For example, an employee with an Anniversary Date of 5/1/04 may receive a written appraisal within a reasonable period around 5/1/05. However, if an employee was given a pay increase/review in July of 2003, a written appraisal may be postponed until July 2004. Oral and/or written appraisals are not a guarantee of a cost of living increase or a basis for a merit pay increase. However, the management of InterCoast Colleges and InterCoast Career Institute does recognize its valuable employees and may grant such increases, if appropriate.
TIME SHEETS AND PAYROLL:
Payroll checks are normally distributed by the Campus Director every Thursday weekly, and are available for pick-up after 3:00PM. Payroll checks are not released earlier than 3:00PM unless authorized by the Administrative Manager. Additionally, payroll checks are only released to the employee, and may only be released to a designated individual or mailed to the employee in cases where the employee provides written authorization to the President or Campus Director.
Employees must report their time on timesheets for all time worked. Timesheets should reflect the approved work schedule as noted on the Personnel Action Form or other documents or communication provided to Employee. Any hours above regularly scheduled hours must be approved in writing by Manager in advance. Employees are expected to work all hours scheduled and take any breaks required. Timesheets are available through the employee's Manager. Inaccurate (Overstatement of hours or understatement of break periods) are grounds for immediate termination.
Signed Time sheets are due to the employee's manager on the Monday ending the payroll period, no later than 5:00 p.m.. All time sheets must be signed by both the employee and manager. THERE ARE NO EXCEPTIONS.
Employees should note that payroll received on any Thursday reflects the previous one week period and not the week in which the time sheets are processed. Managers must ensure each employee's time sheet is completed correctly according to the time worked and any specific time off before submission.
If a time sheet is not submitted, or if an employee's time sheet is incorrect or incomplete, payroll will only be processed with the data submitted that can be verified by the manager. All time sheets must be signed and dated by both the employee and manager.
TIME OFF REQUESTS:
Any time that an employee will not be at work, be it vacation, illness, personal day, emergency - any time off - the employee's manager must be notified as soon as the absence requirement is known, but no later than two (2) hours prior to the employee's scheduled work time. Tardies must also be reported and recorded. In addition to calling the manager. Messages are not to be left with any other person. Failure to contact the manager will result in a counseling warning. Three such warnings are grounds for immediate termination. Upon return from any absence (paid or non-paid), employees must submit a time off request form. The document must be signed by both the employee and manager. The manager will forward the document to the Administrative Manager.
HOLIDAYS:
Depending on the calendar year, the number of paid holidays may change from year to year. For the fiscal year 2004-2005, the employee paid holidays are as follows:
July 4 - Independence Day
September 6 - Labor Day
November 25 - Thanksgiving Day
December 24 - Christmas
December 31 - New Year
January 17 - Martin Luther King
February 21 - President's Day
May 30 - Memorial Day
Employees may be asked from time to time to work on a paid holiday. In such cases, the employee will be given another floating holiday off with pay, date to be pre-approved by manager. Employees must work their regularly scheduled work days immediately preceding and following a paid holiday in order to be compensated for that holiday, unless day off was requested and approved in writing prior to the missed work day and holiday. THERE ARE NO EXCEPTIONS TO THIS RULE.
MEDICAL INSURANCE:
International Creative Artists, Inc. offers health insurance to all qualified employees, with a shared cost. It is the responsibility of the employee to submit all necessary enrollment forms to the Administrative Manager at least two to four weeks prior to the eligibility date, which is the first of the calendar month following the successful completion of the 90 day probationary period. International Creative Artists, Inc. contributes a specified amount to the employee only health insurance. The employee's payment portion, along with any additional amount for spouse and/or dependent(s) will be deducted from the employee's paycheck, as a pre-tax deduction.
LEAVE OF ABSENCE:
A Leave of Absence may be granted for full-time permanent employees, without pay, for a maximum of ten days for bereavement due to the death of an immediate family member. Leave of absences relating to the medical emergency of an immediate family member may be subject to the FMLA or ADA, in which case, the leave will be granted in accordance with law. Any other requests for a Leave of Absence may be granted by the President and/or Executive Director as requested, and, if possible, such requests must be made as far in advance as possible. Benefits are not earned during a leave of absence.
JURY DUTY:
Employee is required to submit Jury Duty documentation to employer to obtain the leave of absence to serve on Jury Duty. The company does not pay the salary of employees while serving on Jury Duty. Employee may use any and all vacation time accrued and available for time served in jury duty. Time off for jury duty will be considered a Leave of Absence without pay. As soon as possible, employee is asked to complete the Time Off Request Form.
OVERTIME POLICY:
All full time employees are expected to work between 37.5 and 40 hours per week, depending upon their work schedule. Any overtime with pay or pay beyond normally scheduled hours must be approved in advance and in writing by the President. A copy of the approval document must be submitted to the Manager with the next regular payroll time sheet. ANY OVERTIME WITHOUT THIS APPROVAL WILL NOT BE COMPENSATED. Employees exempt from overtime compensation are: Executive - Professional - Administrative. Examples of Exempt Employees include the Director, Manager, Administrative Manager. For full time non-exempt employees, time worked up to 8 hours per day will be at a straight time rate and any hours over 8 hours per day will be compensated at the overtime rate of time and a half (non-exempt employees only). Non-Exempt employees who are employed in a departments approved under the Alternate Work Schedule will be compensated at the overtime rate of time and a half beyond the normal schedule for each hour in each day worked beyond the normal hours.
COMMUNICATION:
It is imperative to communicate any and all concerns, problems, and requests in writing to the employee's Manager, President, or the Campus Director immediately, particularly if the problem or concern affects the employee's ability to perform his/her job, and/or if it negatively affects the company and its employees and students.
DISABILITY POLICY:
SHORT TERM DISABILITY:
No compensation or benefits will be provided to the employee beyond any sick or vacation time accrued. However, State disability benefits may be available with a doctor's approval. International Creative Artists, Inc. will hold the employee's position open for maximum of sixty calendar (60) days with the understanding of the intent of the employee to return to work. However, should the nature of the disability indicate that a Long Term Disability leave will occur; International Creative Artists, Inc. reserves the right to fill the position previously held at the earliest opportunity.
LONG TERM DISABILITY:
If the employee is unable to work for a period greater than 60 days, and is granted a leave of absence, payroll, bonus or other compensation will not be available to the employee. However, State disability benefits may be available with doctor's approval. International Creative Artists, Inc. reserves the right to fill the position previously held by the employee if such position is left open for a period greater than 60 calendar days, provided that the leave is not due to FLMA, in which case the position will be held open for the period required by law. International Creative Artists, Inc. will follow all rules and regulations relating to ADA and FMLA.
SEXUAL HARASSMENT:
Employees who feel they are victims of sexual harassment are asked to report any such incident IMMEDIATELY, in writing, communicating exactly as the incident happened, and noting any possible witnesses. Employees are asked to report such incidences to their Manager, Campus Director, and/or President. International Creative Artists, Inc. takes all issues relating to sexual harassment extremely seriously. All reports will be investigated immediately.
TERMINATION:
Employees are at will. Employment is therefore not guaranteed to any employee. Because vacation does not accrue during the first year of service, there will be no vacation compensation for the first year if the first service year is not completed. Vacation compensation will be pro-rated based on vacation time earned and/or not used after the first year of service. (Please refer to "Vacation Policy") There will be no compensation for unused Sick Leave upon termination.
EMPLOYMENT AGREEMENT:
Misrepresentations on applications or resumes submitted to International Creative Artists, Inc. will be grounds for immediate termination of employment, regardless of length of employment. Additionally, as a representative of International Creative Artists, Inc. appearance, manners, and language must be always on a professional level, as well as the highest ethical standards possible to reflect honesty, integrity, and human dignity. Furthermore, socializing with or dating students, prospective students, or anyone that employee is meeting in a business capacity, are grounds for immediate termination. Employees must adhere to all governmental rules and regulations as set forth by our governing agencies. The use of telephones and office/classroom equipment are for company business. Unauthorized use of telephones or office/classroom equipment will be grounds for immediate termination and the company will seek reimbursement for the misuse and expenses. Employees agree to act in a professional manner when self-terminating the employment with International Creative Artists, Inc. by giving at least two weeks written notice (administrative staff) and at least four weeks notice for instructional staff and management. International Creative Artists, Inc. may terminate the employment without notice. Upon termination, employee will immediately deliver to manager or any and all materials belonging to and/or concerning International Creative Artists, Inc. and its business. Maintaining, destroying, or misusing said items will be grounds for legal prosecution and fines. Employee agrees to complete an exit interview with manager.
PERSONAL PROPERTY:
It is with the full understanding that any personal items brought to work shall be of employee's own accord and risk. International Creative Artists, Inc. will not be held responsible for the replacement of any such item be it damaged or stolen.
PARKING:
Parking under and/or around the exterior of the building will be made available to employees. Employees are asked to park in designated parking areas only. International Creative Artists, Inc. assumes no liability for vehicle damage, loss of personal property or theft of vehicle and supplies parking purely as a convenience for its employees.
ILLNESS PREVENTION PROGRAM:
International Creative Artists, Inc. are firmly committed to maintaining a safe and healthful working environment. To achieve this goal, International Creative Artists, Inc. have implemented an Injury and Illness Prevention Program. The Program is designed to prevent work place accidents, injuries, and illnesses. All employees are responsible for working safely and maintaining a safe and healthful work environment. In addition International Creative Artists, Inc. maintain a smoke free environment and smoking in any school building is prohibited.
PART-TIME AND TEMPORARY EMPLOYEES
DEFINITION OF PART-TIME EMPLOYEES:
Employees hired on a permanent basis and are scheduled to work less than 37.5 hours per week continuously.
DEFINITION OF TEMPORARY EMPLOYEES:
Temporary employees are defined as those employees (full or part time hours) who are hired to perform their jobs on a temporary basis (less than one year). Temporary employees, even if employed 37.5 hours per week or more, do not earn any benefits during their employment, including sick and vacation pay. Furthermore, temporary employees are not eligible for medical benefits, 401k participation, and will not be paid for any holidays not worked.
OFFICE HOURS:
Work hours shall be established by the immediate Manager and may be modified from time to time to meet the needs students and operations of the schools/office.
VACATION POLICY:
Part time employees are not eligible to receive vacation pay benefits.
HOLIDAYS:
Part time employees are not compensated for any days off, including holidays.
MEDICAL INSURANCE:
Part time employees are not eligible to receive medical benefits, but may be eligible to participate in the 401K. It is suggested that employee contact Human Resources for criteria and eligibility. Temporary employees are not eligible for any benefits.
TERMINATION:
Same criteria as that of a full time employee with the exception that there will be no vacation compensation.
SICK PAY POLICY:
Part time employees are not eligible to receive Sick Pay Compensation.
ILLNESS PREVENTION PROGRAM:
Same criteria as that of full time employee.
OTHER:
Unless otherwise noted, all policies for part-time employees are the same as those terms and/or conditions established for full-time employees.
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