EMPLOYEE HANDBOOK DHP Family Ltd. VENUES
DHP FamilyLtd. CONTENTS Company History ......................................................... 3 Using the employee handbook...................... 4 Joining DHP Family .................................................... 5 Pay & Benefits ................................................................. 6 Holiday ..................................................................................... 9 Absence reporting ...................................................... 11 Time off .................................................................................... 12 General Terms and Procedures ................... 14 Safeguards .......................................................................... 16 Termination of Employment ............................ 20 Policy & Procedure list .......................................... 21 Company History Since the opening of our flagship venue Rock City 40 years ago, DHP Family has grown to become a leading name in the live music industry with a deserved reputation for our innovative and creative approach to music production and promotion. After 10 years of fast expansion, we’ve established ourselves as the biggest independent promoter in the UK, earning a credible reputation within the live industry and winning Music Week’s ‘National Promoter of the Year’ in 2019 and Live UK’s ‘National Concert Promoter of the Year’ multiple times. We pride ourselves on our big company capabilities but with the same focus on the original ethics that got us here. We deliver an unrivalled experience in promotion, managing all aspects of major indoor and outdoor festivals, national tours and standalone shows across the UK. DHP Family is constantly expanding, in 2013 we added a brand new London venue, Oslo, to our accomplished roster. This was shortly followed by the purchase and renovation of iconic venue The Garage in Islington in 2016 and the launch of The Grace in 2019. Our venue portfolio also includes Rock City, Rescue Rooms, The Bodega and Stealth in Nottingham and Thekla in Bristol, and is a key part of the business. Our venues are unique, fully equipped and offer customers and artists the best experience possible. Above all, we’re dedicated to live music. Whether it’s fresh and exciting new talent playing their first show at a 50 cap venue, or a national tour for an established stadium star, we always provide an epic live experience for live music lovers, because we love what we do. 3 2
Using the employee handbook This handbook sets out the main policies and procedures that you will need to be aware of while working for us. You should familiarise yourself with it and comply with it at all times. Any questions you may have with regard to its contents or what you have to do to comply with it should be referred to a manager and/or the HR Department. The policies and procedures set out in this handbook apply to all staff unless otherwise indicated. They therefore apply to managers, officers, employees, consultants, contractors, trainees, homeworkers, parttime and fixed-term employees, casual and agency staff (collectively referred to as staff in this handbook). They do not form part of the terms of your contract with us, which are provided to you separately. Joining DHP INDUCTION & TRAINING We are keen that you have every assistance to help you settle into your role quickly. Your induction programme sets out what to expect on your first day and the induction process we will follow. You will meet your colleagues and you will receive information on the company, your terms and conditions of employment, policies and procedures, health and safety. You will be assigned mandatory induction modules to complete on Mapal our online training platform before commencing employment. JOB RESPONSIBILITIES As your employment grows, your skills and training may be expanded to encompass additional duties within the business, and so your work responsibilities may be modified from time to time in response to the changing nature of the company. We will discuss any significant changes with you. PERSONAL DETAILS To help us to assist you, especially in cases of emergency, it is essential that all information on your personnel records is complete, correct and up to date. Please log in to your Fourth account as soon as there are any changes to your personal details i.e. address, mobile, e-mail and next of kin and make the appropriate amendments. To change your name and bank account details please contact a manager who will be able to update your information. Your personal information is confidential and will not be released to outside sources without your prior authorisation. RIGHT TO WORK IN THE UK During the recruitment process, you will have presented the employer with documents proving your legal right to live and work in the UK. Please update a manager or the HR Department if there are any updates to your right to live and work in the UK, for example, proof of extended immigration status, renewal of professional accreditations and changes to contact details. If you lose your right to work in the UK at any point during your employment, the company will be required to terminate your employment. PROBATIONARY PERIOD When you first start with the company you be required to serve a probationary term, the length of which is specified in your Employment Contract. During this time, you will decide whether you want to continue working for the company. At the same time, a manager will analyse your ability to meet the needed criteria as well as your overall fit for the work. If you do not meet the required requirements, your job may be terminated during the probationary period, alternatively, your probationary period may be extended, or you may be re-assigned to another department/location. EVIDENCE FROM CCTV FOOTAGE Every venue has CCTV cameras both outside and inside. Recorded images are kept for security reasons, but they may also be used in conjunction with investigations and any disciplinary actions that follow. 5 4
Pay & Benefits PAYMENT OF SALARIES & WAGES Salaries & Wages are paid on the last Friday of each calendar month (in arrears) by BACS transfer. An individual payslip available on your Fourth account will show gross pay, fixed and variable deductions and net pay. Your starting salary/wage is that stated in your contract of employment. The company will let you know in writing of any subsequent changes to your salary/wages. DEDUCTIONS FROM SALARIES & WAGES The company will make any deductions from your pay as required by law or as authorised by you in writing. In addition, the company reserves the right to make adjustments to your pay where an overpayment has been made or in cases of malicious damage which results in dismissal. DEDUCTIONS FROM SALARY There may be occasions whereby it is necessary for the company to deduct monies from your salary or other sums owing to you. Examples include but are not limited to: • Court orders • Overpayments • Losses suffered by the company as a result of your negligence or breach of the company rules • The cost of replacing damaged, lost items or equipment, such as your till fob • Damage to a company vehicle or unrecoverable losses to include the Insurance Excess PENSIONS Employee Pension Plan: All workers who are more than 22 years old (but under 75) and make more than the earnings threshold will automatically be enrolled in the “Staff Pension Plan”. Regarding any contributions, the company will abide by its legal obligations, and employees must also make contributions. Even so, you have the choice to opt-out. Employees may still be able to enrol in the program even if they don’t meet the eligibility requirements. Please get in touch with the HR Department if you feel that this pertains to you and you would like to do so. MANAGERS’ PENSION SCHEME Managers aged 22 or older (but under 75 years of age) will be auto-enrolled into the “Management Pension Scheme”. The company pay a percentage of your salary into the scheme on your behalf. There is the option to opt-out. Funds will be sent monthly to the pension scheme management company to be deposited into a personal account set up in your name. You will have your own account within the scheme and the ability to make personal contributions. A joining pack will be sent to your home address once you have joined the pension scheme. DRINKS DISCOUNT BENEFIT The company offers 50% discount off on drinks at any DHP Venue. To access this benefit you will need to show your employee number, which can be found on your Fourth app, when due to pay at the till. Below is a summary of the steps you need to follow to access your employee number on Fourth app: 1. Open the Fourth app on your mobile 2. Click on the 3 lines shown at the left top corner 3. Click where it says ‘Hi [Your name]’ at the top of the list – you will be directed to your Profile 4. Select ‘Show My ID’ at the top – a smaller window will open which shows your employee Number.. Please note that the following terms and conditions apply: • The discount can be used in any of the DHP venues after 2 weeks of employment to the value of six transactions per day. • There is a £5 minimum spend and the discount is also limited to £15 per transaction. • The discount is only valid for the personal use of the employee and therefore cannot be shared with friends and family. •You must use the steps outlined above every time you wish to claim your discount as your employee number will only be accepted as valid for the discount if the date on the box showcasing your employee number matches the date of the transaction. If the dates do not match, the bar staff can refuse the discount. 7 6
Holiday The company’s holiday year runs from 1st April to 31st March your annual leave entitlement, including any public/bank holidays, is detailed in your Employment Contract. If you are requesting annual leave of one week or more the company requires a minimum of two weeks’ notice. When requesting a holiday lasting longer than ten days, the company requires that you give a manager at least four weeks’ notice. In particular during peak seasons, your request for a holiday could be denied if you don’t give enough notice. Requests for holidays that exceed the number of days/hours you have accrued may not be granted and are subject to management discretion. A maximum of 10 consecutive days may be taken at any one time. Any exceptions to this must be approved by a senior manager. HOLIDAY BOOKING’S ON FOURTH You can book your holidays via the Employee Self Service portal on the Fourth app as shown in the screenshots below. Once you have put your request through this will send a notification to a manager to review the request before approving. When requesting paid holidays via the Employee Self Service portal you need to ensure that you do not mark the date as a ‘non-working day’. Selecting the ‘non-working day’ option will result in your holiday not being paid. Unless previously agreed with your relevant line manager, and at their discretion, no holiday will be approved for the 31 October or 31 December. GUESTLIST DHP Family offers free tickets to events/ gigs taking place at any of the DHP Venues. To access this benefit you need to liaise with a member of the management team. Please note that tickets are allocated to employees subject to availability and at the discretion of the management team. WAGESTREAM Wagestream gives you access to your earned pay, every hour of every day. Once you are fully enrolled, simply navigate to Wagestream app to view your accrued pay, and select the amount you wish to transfer directly into your bank account. Wagestream will settle any earned wages you have accessed early by deducting the total amount of any transfers you’ve made since your last payment was received to your Wagestream account. Your remaining net pay will be deposited onto your Wagestream account. There is a small charge every time you withdraw money prior to payday. You can check the exact amount you will be charged for transferring your wages early on the Wagestream app. To access Wagestream, you will need to have received your Fourth login details and also have downloaded the Wagestream app on your phone. To login to Wagestream, simple open your Fourth app, click on the three lines on the top left corner of the Fourth app, select ‘all applications’ and click on the Wagestream app to begin streaming. 9 8
CONFIRMING UNAVAILABILITY ON FOURTH The main difference between requesting holiday and logging your unavailability is that the former will be paid holiday based on the hours of holidays you have accrued, where the latter will be unpaid. If you wish to notify a manager of your unavailability, you will have to log your unavailability via ‘My schedule’ on the Fourth app as shown in the screenshots below. To confirm your unavailability you need to select the date and time you won’t be able to attend work as well as confirm whether this is a ‘one-off’ request or you expect it to be a recurring request. Once you have logged your unavailability via ‘My Schedule’, a manager will receive the notification which will be taken into consideration when planning the schedule. Please be mindful that schedules are normally published every two/four weeks, therefore you will need to ensure you log your unavailability as far in advance as possible. Absence Reporting SICKNESS REPORTING If you are unable to attend work due to illness or injury, you must notify a manager using the agreed-upon channel, such as phone, text, or e-mail, as soon as possible and no later than four hours before the start of your shift. Unless there are special circumstances, you should not ask someone else to initiate contact on your behalf. When reporting your absence, please include the reason for your absence as well as your expected return date. This applies to all subsequent work days, unless you have a Fit Note to cover your absence. CONTACTABILITY You must be contactable during times of illness, and if you are unable to be reached at the company’s usual contact telephone number, you must provide an alternative number. The company may contact you at home to discuss your fitness for work and your progress toward returning to work during your absence. CERTIFICATION On your first day back at work, you should complete a Self-Certification Form for any absences due to illness or injury. For absences of more than 7 consecutive days, including non-working days, a Fit Note must be provided as soon as possible, but no later than the eighth day of absence. Fit notes must be provided for the entire period of absence. ABSENCE WITHOUT LEAVE Sickness absence which has not been notified and certified in the manner outlined above will be considered as absence without leave and could prevent any applicable sickness payments. LONG TERM SICKNESS If you are sick for an extended period of time, the company will make every effort to contact you on a regular basis in order to provide you with support and help. A manager will also conduct regular review meetings, which you are expected to attend. Where you have been warned that you are at risk of dismissal, and the situation has not changed significantly, we may need to consider the possible termination of your employment. Before we make a decision, we will consider any matters you wish to raise and whether there have been any changes since your last review meeting. OCCUPATIONAL HEALTH The company reserves the right to request a medical consultation if you are absent due to illness. The company will pay for any such consultation, and all information provided in connection with it, as well as any report produced as a result, will be fully disclosed to the Human Resources department and a manager. 11 10
Time off MEDICAL APPOINTMENTS Circumstances may arise where you need to visit the opticians, hospital, doctors, dentists or specialists. Wherever possible, you should arrange the appointment outside of your normal working hours. If this is not possible then appointments should be made as close to your starting or finishing time as possible. You should discuss the absence with a manager and give as much notice as possible. EMERGENCY TIME OFF FOR DEPENDENTS In cases of an emergency involving dependents, we understand that you may need to take emergency leave on short notice to make arrangements to care for a dependent(s). A dependent is a spouse, civil partner, child, parent, or someone you live with, such as a tenant, lodger, or boarder. In these situations, you should contact a manager, who will arrange for appropriate time off. This time off will not be paid; however, you may be able to book a holiday or work it back. COMPASSIONATE LEAVE In the event of the death of an immediate family member, you may contact a manager and request compassionate leave. Each case will be reviewed sympathetically, and the amount of leave granted will be determined by your individual circumstances. When granting paid or unpaid leave, the following factors will be considered: • Your relationship with the family member • Their distance from you • Your role in funeral planning for these purposes, immediate family means your spouse, civil partner, partner, parent, child, sibling, or grandparent PARENTAL/MATERNITY/ PATERNITY/ADOPTION/ SHARED PARENTAL LEAVE AND PAY You may be entitled to parental/maternity/ paternity/adoption/shared parental leave and pay in accordance with the current statutory provisions. If you or your partner become pregnant or are notified of a match date for adoption purposes you should notify a manager at an early stage so that entitlements and obligations can be explained to you. If you require further information please contact the HR Department. TIME OFF FOR ANTENATAL / ADOPTION APPOINTMENTS If you are pregnant, you may take reasonable paid time off during working hours for antenatal appointments. Please try to give us as much notice as possible of the appointment. We may ask you to provide the following, unless it is the first appointment: a) a certificate from the doctor, midwife or health visitor stating that you are pregnant and; b) an appointment card. You may also be entitled to take time off to accompany a pregnant woman to an antenatal appointment if you have a “qualifying relationship” with the woman or the child. Where you and your partner are adopting a child, you must decide between you who will be treated as the primary adopter and who will be treated as the secondary adopter for the purposes of time off. You must tell us your decision the first time you request time off for an adoption appointment. This will affect how much time you can take off and whether it is paid. If you require further information, please contact the HR Department. CARERS LEAVE The law recognises and we respect that there may be occasions when you will need to take time off work to provide or arrange care for a dependant with a longterm care need. You have a right to take up to one week of unpaid time off work in each rolling 12-month period to provide or arrange care for a dependant with a longterm care need. A dependant for the purposes of this policy is: a) your spouse, civil partner, child or parent; b) a person who lives in the same household as you, but who is not your tenant, lodger, boarder or employee; or c) anyone else who reasonably relies on you to provide or arrange care for them. A dependant has a long-term care need for the purposes of this policy if: a) they have an illness or injury (whether physical or mental) that requires, or is likely to require, care for more than three months; b) they have a disability for the purposes of the Equality Act 2010; or c) they require care for a reason connected with their old age. If you require further information, please contact the HR Department. PARENTAL BEREAVEMENT LEAVE In the event of the death of a child or a stillbirth after at least 24 weeks of pregnancy. Parental bereavement leave can be one week, two consecutive weeks, or two separate weeks. It can be taken at any time during the first 56 weeks after the child’s death. You should notify a manager or the HR Department so that entitlements and obligations can be explained to you. JURY SERVICE If you are called up for jury service, you should contact a manager as soon as possible to discuss the matter. Jury service typically lasts 10 working days, but it may be longer. You need to provide a copy of the court summons and any other relevant documentation to a manager. If the company believes that your absence from jury service will cause significant harm to its business, you must file an application for excusal or deferral of jury service, as applicable. If a manager believes that this applies, you should not submit the application until a manager has provided you with a letter and any other relevant evidence to support the application. Jury service time will be unpaid unless approved by a senior manager. With your jury summons, you will receive a Certificate of Loss of Earnings or Benefit, which you can submit to the HM Courts and Tribunals Service (HMCTS) for reimbursement, up to a limit, for earnings lost due to absence from work for jury service. If your services are not required for any part of the court day, you may be expected to return to work for the rest of the day. 13 12
General Terms and Procedures CLOCK IN AND OUT It is expected of all employees (hourly paid) to adhere to the company’s clock-in and clock-out procedures when starting and ending their shift times. It is necessary for you to clock in and out on your own. For any reason, you are not allowed to tamper with the clocking records or clock in or out on behalf of another employee. If you forget to clock in or out, you risk not getting paid for the hours you worked. To avoid this, notify a manager as soon as possible and provide the precise time of your arrival or departure along with the reason why you did not follow the correct procedure at the time. COVER The following procedure will be followed if you would like to cover a shift or have another employee cover your scheduled shift: 1. The date and time of the shift that needs to be covered should be communicated to both employees. Half shifts will not be permitted. 2. To confirm the full shift time for the cover, both employees must email the venue. They must then wait for a manager to respond the manager may refuse the request if there are gaps in the rota. 3. Through Fourth, both employees must request and accept this. It would be your duty to find substitute coverage if you had committed to cover a shift for another employee and were subsequently unable to do so. LATENESS It is advisable to notify a manager via phone or email as soon as possible if you anticipate being late for your shift. A manager has the authority to send you home if you neglect to notify them and your shift has been covered. VISITING VENUE’S You must either speak with a manager or email the venue in order to make a social visit, and you must wait for a manager to confirm your request. The manager has the final say over whether to let you in or not if you show up at the venue without confirmation. EMPLOYEE FACILITIES The company offers the use of a kettle, coffee maker, toaster, and microwave for making beverages. These can be used during authorised breaks as well as prior to and right after your shift. All food and beverages must be consumed in the staff room. None may be brought into any areas that interact with customers. PERSONAL PROPERTY It is best to avoid bringing personal items into work or areas where customers are present, as the company will not be held responsible for any misplacement or harm. You can give a manager your purse, wallet, phone, or anything else you think is valuable, and they will lock it in a drawer. LOST PROPERTY You should report any lost or misplaced items to the manager, who will make an effort to locate the owner, whether they belong to a customer or an employee. Lost property needs to be filed on the lost property form and kept in the staff room. VENUES CONTACT LIST *Employees of Oslo and Garage will receive management contact details directly from the venue. VENUE E-MAIL PHONE NUMBER ROCK CITY – Lateness, Sickness & Cover shifts@rock-city.co.uk 0115 950 6547 ROCK CITY – Social visits staff@rock-city.co.uk N/A THEKLA staff@theklabristol.co.uk 0117 929 3301 BODEGA bodega@dhpfamily.com 0115 950 5078 RESCUE ROOMS staff@rescuerooms.com 0115 828 3173 STEALTH stealth@dhpfamily.com 0115 828 3173 OSLO* Managers e-mail Managers mobile GARAGE* Work WhatsApp group chat or Managers work e-mail N/A 15 14
Safeguards RIGHTS OF SEARCH The right to conduct searches is reserved by the company. We would ask that you help us with this and allow a manager to search your personal belongings if asked to do so. Should you be discovered to be in unapproved possession of company’s property, or property owned by other staff members or external parties connected to our business, like vendors and clients, the situation will be handled in accordance with the company’s disciplinary policy and procedure. In the event that the business determines there is enough proof that you committed a crime while on our property, the police will be notified. FIRE DRILL Posted on employee notice boards and given out at the beginning of employment are instructions about fire drill precautions and proper use of firefighting equipment. It will be explained to you how to conduct a proper fire drill and where the assembly points, fire exits, and escape routes are for a safe building evacuation. Attending the fire drills on a regular basis will be mandatory for you. Typically, fire drills occur during regular business hours. It is necessary that you become acquainted with the regulations pertaining to the fire drills for your location. EXTERNAL AUTHORITY VISITS It is appropriate to request identification from any external authority representative wishing to enter the company’s premises. Prior to granting any external authority body access to the premises, this should always be confirmed by the senior manager who is on duty. EMPLOYEES AND VISITORS Without prior approval from the senior manager on duty, you are not allowed to bring personal guests into the company’s private areas. If authorisation is granted, ensure the guest abides by any applicable business policies. Every visitor must sign the visitor’s book upon arrival and out when they depart the property. This will allow them to be identified in the event of an emergency on the property. ALCOHOL AND DRUGS The business is dedicated to protecting the wellbeing, health, and safety of all of its employees as well as anyone impacted by its operations. We’ll do everything in our power to lessen, if not completely eradicate, the possibility of mishaps or injuries brought on by people who are abusing drugs or alcohol. It is crucial that you are able to work when you attend. Should we suspect that you arrived at work impaired by alcohol or drugs that you took or consumed before starting your shifts, you could face suspension and disciplinary action. Please let a manager know if you take prescription or over-the-counter medications so that the right help can be provided if needed. The company expressly prohibits the use of any illegal drugs or any prescription drugs that have not been prescribed for the user. It is a criminal offence to be in possession of, use or distribute an illicit substance. If any such incidents take place on our premises or at any company gathering, they will be regarded as serious, will be investigated and may lead to disciplinary action and possible reporting to the police. HEALTH AND SAFETY The company considers it essential for employees to have access to sufficient health and safety measures. Injury prevention and the upkeep of safe and healthy working environments are crucial. The company’s health and safety procedures are available for your review; please make sure you familiarise yourself with them these are available on Fourth. • The manager on duty will enter the details into the accident book after you report any accidents or injuries sustained at work, no matter how minor. • You are obligated to wear protective equipment when performing housekeeping duties. Housekeeping tasks will be completed safely with the help of training. • Before using any equipment behind the bar, you must be familiar with how to operate it; if you are unsure how to use a specific piece of equipment, you should speak with a manager. • It is imperative that you understand the protocols regarding fire and evacuation, as well as what steps to take in case of an emergency. ACCIDENT REPORTING You have an obligation to notify the onduty manager right away in the event of an accident involving a customer, an employee, or property damage. It is important to record all accident details, including witness names and contact information. You might have to submit a written report outlining the specifics, including the extent of the damage and any injuries. INFECTIOUS AND CONTAGIOUS DISEASES In order to reduce the risk of any infectious disease, such as chickenpox, impetigo, scabies, salmonella, influenza, and mumps, spreading in the workplace, the company has a duty of care. It is important that you notify a manager as soon as possible due to the nature of your job. If you have recently come into contact with someone who has an infectious or contagious disease, or if you have one yourself. Consult with your own doctor before going back to work. If necessary, you may need to provide medical documentation to prove you are well enough to resume work and are no longer infectious or contagious. The company may take appropriate action, such as modifying your duties, moving you to a different position, or suspending you from work, in certain special circumstances, such as when you have recently come into contact with someone who is ill or when you are ill yourself. DATA PROTECTION In order to control the holding and ethical processing of personal data, data protection legislation was introduced. You have the right to know as an employee what personal information about you is being processed. Please refer to the GDPR Notice, which is accessible on Fourth. 17 16
CONFIDENTIALITY All staff are expected to maintain the highest levels of confidentiality by the company. An employee may not, either before or after leaving the company, divulge to any third party any trade secrets or confidential information about the business. Financial data, business operations, or transactions pertaining to the company’s or its suppliers’ operations are examples of confidential information. This includes, but is not limited to, lists of the suppliers’ or the company’s clients’ contact information that you may learn about during your employment. All sensitive information that has been entrusted to you must be kept completely confidential. You are not permitted to use or attempt to use any such information in any way unless the company has given you specific permission to do so. You must also use your best endeavours to prevent disclosure of confidential information by third parties. WORKING TIME DIRECTIVE Employers are required by the working time regulations to make sure that you do not work more than an average of 48 hours per week without your permission. You consent to opting out of the 48-hour limit by signing your employment contract and accepting the terms and conditions stated therein. If you want to withdraw your optout, you must give three months’ written notice. You should not take on any additional work that would require you to work more than an average of 48 hours per week if there isn’t an opt-out agreement in place under the regulations (such as when you have to terminate it by notice). We will also monitor your average hours to ensure that you do not exceed an average of 48 hours per week. You should, however, inform a manager or venue of the number of hours you will be working in other employment so that this can be included in our monitoring. ADDITIONAL EMPLOYMENT MANAGERS During working hours, you should give the company your entire attention, time, and skill set. You are not permitted to perform any other tasks of any kind while you are employed by the company. That is true regardless of whether those responsibilities would be compensated or uncompensated, and regardless of whether they would conflict with the business operations or goals of the company. It is a necessity that you acquire written consent from the company before taking on any other employment, even if it is outside your regular working hours. REST BREAKS You are entitled to a minimum 20-minute unpaid rest period during any workday that lasts longer than six hours straight. In addition, you are entitled to 11 hours of uninterrupted rest for every 24 hours; for example, if you conclude work at 8 p.m., you should not begin work the next day earlier than 7 a.m. UNUSUAL INCIDENTS It is important to always be aware of the vulnerability of cash and stock and to take all necessary precautions to prevent a security breach. Any unusual occurrence involving any part of the venue’s operations must be reported by you. This needs to be done as soon as possible, either during or after the incident, and the specifics of what happened should be noted. Theft, fire, assault, suspicious strangers, unexpected illness, injuries, or accidents are a few instances of unusual incidents. The senior manager on duty should be notified as soon as possible if you believe there has been a security breach. You agree to fully cooperate with the company, its officials, security personnel, and/or other officials looking into theft, shortages of goods, money, or other related incidents, should it become necessary to do so. RELATIONSHIPS AT WORK If you are in an intimate relationship with a work colleague, or related with a work colleague, or related to another member of staff, we would ask you to disclose it to a member of the HR department. We reserve the right to take appropriate action if there is any reason to believe the relationship will have a detrimental effect on the company. An example could be a transfer to a different department or location. For example, a manager involved with a team member may be deemed as compromising the manager’s position. NO SMOKING POLICY The company prohibits smoking anywhere on the property, even with e-cigarettes. Employees who wish to smoke can do so in designated area. 19 18
Termination of Employment RESIGNATION If you wish to resign, we ask that you put this in writing. NOTICE PERIOD Your required notice period will be included in your Employment Contract. FAILURE TO PROVIDE NOTICE We reserve the right to deduct the cost of covering your duties from any money owed to you if you fail to provide notice during your notice period or end your employment without giving us notice. Additionally, any contractual holidays you accrue above the minimum required by law will be forfeited. COMPANY PROPERTY Once your employment with the company ends, you should ensure that you return any company property that is in your possession or control, including equipment, keys, and documents (including copies). GARDEN LEAVE The company may put you on “garden leave” for the entirety of the remaining term of your employment, meaning you cannot report to work for the entirety of the notice period if you or the company serves notice to the other to terminate your employment. When you are placed on garden leave, you are not allowed to report to work unless specifically asked to do so. As a result, you should avoid going to work during this time. The following actions are possible if you are put on garden leave: • Require you to return any companyowned equipment at the beginning of the garden-leave period. • Prohibit you from communicating with clients or customers. • Prevent you from having any contact with another company, typically a competitor, during the garden leave period. You shall: • continue to be subject to all duties and limitations outlined in your primary terms of employment; • be unable to accept another job during the gardening leave period; and • continue to be reachable by the company. This means that, during the garden-leave period, you will continue to receive full pay and benefits, with the exception of benefits that are given to allow you to do your job, such as a work mobile phone. Policy & Procedure list All applicable policies and procedures to your employment are stipulated below and available on Fourth via Employee Self Service – HR Documentation. 1. Anti-Corruption and Bribery Policy 2. Maternity Leave Policy 3. AWOL policy and procedure 4. Grievance Procedure 5. Social Media Policy 6. GDPR Notice 7. Equality, Diversity and Inclusion (EDI) Policy 8. Anti-harassment and Anti-Bullying Policy 9. Parental Leave Policy 10. Adoption Leave Policy 11. Whistleblowing Policy 12. Parental Leave Policy 13. Disciplinary Policy and Procedure 14. Carers Leave Procedure 15. Paternity Leave Policy 16. Probationary Policy 17. Sickness Absence Policy 18. Flexible Working Policy 21 20
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