Staff Policy Handbook - Mass Premier Soccer Sites
Global Premier Soccer: GPS Staff Policy Handbook: 2015 GLOBAL PREMIER Global Premier Soccer Suite 204, 85 Central Street Waltham MA 02453 T (781) 891-‐6900 www.globalpremiersoccer.com Welcome from the CEO Congratulations on becoming a member of the Global Premier Soccer (GPS) team. You are taking the first step in what I hope will be a long and exciting career together. GPS is a company which thrives on hard work and dedication whilst respecting trust, loyalty and honesty at all times. This handbook is for all GPS employees and offers information on a wide range of subjects relating to the company and your employment. Please read this handbook carefully. It is designed to help you settle into the company by telling you a little about our background, structure, philosophy and objectives. It also details important club policies which you will agree to by signing the acknowledgement at the end of the handbook I request that you read the handbook in its entirety. Feel free to ask HR or your line manager about anything which remains unclear. GPS welcomes any suggestions you may have to improve the handbook. Joe Bradley Chief Executive Officer/Owner Global Premier Soccer E-‐mail: jbradley@globalpremiersoccer.com Phone: 781-‐891-‐6900x23 Global Premier Soccer Suite 204, 85 Central Street Waltham MA 02453 T (781) 891-‐6900 www.globalpremiersoccer.com Table of Contents Section A: 4 4-‐15 16-‐17 18 Performance Review and Development Introduction Section B: Working Practices Section C: Leave and Absence Section D: Section E: 20-‐25 26-‐27 Policies and Procedure Section F: Staff Policy Handbook Acknowledgement Global Premier Soccer Suite 204, 85 Central Street Waltham MA 02453 T (781) 891-‐6900 www.globalpremiersoccer.com SECTION A: INTRODUCTION GPS Mission Statement The mission of Global Premier Soccer is to be a leader in the development and growth of soccer across North America and beyond. We will establish an identity of excellence as we pursue our pathway to success on and off the field, with our primary focus being the development of players and people. We will produce players who can compete at the highest level of soccer throughout the world. SECTION B: WORKING PRACTICES Dress Code: Office dress Code: You are expected to maintain a smart appearance consistent with the professionalism of GPS. Your appearance and standards of dress are expected to be neat and tidy and be either business casual or sponsor product (coaching attire). Staff must not wear any competing sponsor clothing or footwear to the office or to club functions. Jeans may be worn only on ‘casual’ Fridays as dictated by franchise management. The following guidelines will apply to all employees on company premises during working hours: Hair is to be clean, tidy and presentable Clothing is to be clean, ironed and presentable T-‐shirts and Polo’s should be tucked in at all times. Hats must not be worn during working hours. Jewelry worn at work must be kept to a minimum and reflect a professional image Male staff members are to be clean shaven, or appropriately groomed, at all times. Friday is the designated “casual day” -‐ no Competitive sporting brands are to be worn on “casual day” Coaching Dress Code: A seasonal, daily coaching attire/dress code will be communicated by the HR department of each franchise. Please see GPS Staff Lounge for details also. If you do not having any of the specified coaching apparel, please contact the Operations Manager of your franchise directly. Sales Dress Code: For corporate sponsor sales meetings, employees of GPS must wear business attire and club outerwear. For youth soccer and other sales, dress pants must be worn with shoes and club polo. Club outerwear may be worn if necessary. Global Premier Soccer Suite 204, 85 Central Street Waltham MA 02453 T (781) 891-‐6900 www.globalpremiersoccer.com General Office Information: Business Conduct: As an employee of GPS, you represent the company in all your dealings with customers and associates. In addition, your conduct at work affects your colleagues and the harmonious operation of the workplace. It is therefore necessary that you maintain appropriate professional standards of conduct and appearance at all times. Office Appearance: The Offices must be presented in a professional manner at all times. Each individual staff member is not only responsible for the tidiness of his or her immediate office area but also for the appearance of the office as a whole. Please make an effort to tidy and organize the office on a regular basis. Any and all areas used for eating lunch must be cleaned and chairs must be replaced in a neat fashion. Staff should routinely wipe down their own desk area and computer surfaces and make sure that their floor and wall space is clean and devoid of clutter. We have a very open office environment which engenders a family atmosphere but unless we are vigilant about tidiness and respect, it can quickly look unprofessional. Please show respect for the other staff in the office by setting and maintaining the highest levels of cleanliness. Desk Management: Your desk or office must have a clearly identifiable in-‐tray so that staff and/or clients can place your correspondence when you are not in the office. This should be emptied every day before you leave the office. Your desk must be clean and tidy at all times, especially when you leave the office. Mandatory desk management trays include; In-‐Box and In Process tray. Lunch: Lunch should last approximately 30 minutes and no longer than 45 minutes. Lunch should start between 12pm and 12:30pm. Dependent on the size of the franchise, lunch slots may be assigned by HR. Keys: Every staff member should have Office keys. The franchise specific HR representative will issue all keys. Please ensure that you use your own initiative to have access to the keys that you need within your own department. Office Security: Make sure all sensitive documents (see information security policy for more detail) are secured in locked drawers or filing cabinets. When leaving make sure that all doors have been closed and locked properly: Global Premier Soccer Suite 204, 85 Central Street Waltham MA 02453 T (781) 891-‐6900 www.globalpremiersoccer.com Communications: Mail: Outgoing mail must be left in the outgoing mail tray. It is very important to make sure that all mail leaving the GPS office has a professional appearance. The Finance Director/Controller of each franchise will purchase and distribute stamps. You cannot use GPS stamps for sending personal mail. Cell Phones: It is the responsibility of all staff members to have a personal cell phone that they can be contacted at all times. Such cell phones can be bought on a pay as you go basis from many phone outlets or electronic stores – further details available from the HR department. Voice Mail: The majority of office employees have an extension and a voice mailbox. In some cases staff may share one voice mail/extension. You will be assigned a password by the IT/Operations Manager which you are not permitted to change without prior approval. Staff are expected to check voice mails on a regular basis. When on vacation or away on business, staff must change their voice mail to reflect the period they are away. Messages of absence should mention ‘out of office’ period and not ‘holiday’ period. It is preferred that all staff includes their cell phone number on their voice mail. Checking VM externally: The procedure for checking voice mail is franchise specific – please see IT/Operations Manager more details. Telephones: In accordance with GPS’ standards of business conduct, all employees are expected to return all phone calls and emails within 24 hours of the receipt of the call/message. This is vital to our success in customer relations!! Repeated failure to return messages will be dealt directly with via the disciplinary procedures. Correct protocol for answering the phone is as follows – “Hello, GPS-‐STATE. This is NAME. How may I help you?” Personal Use: The telephone may be used for personal calls on a very limited basis. You may NOT make long distance personal phone calls. Global Premier Soccer Suite 204, 85 Central Street Waltham MA 02453 T (781) 891-‐6900 www.globalpremiersoccer.com Scheduling: Office Block Schedule: All GPS staff are expected to follow an office block schedule in which they divide each day into specific job areas. This allows more focused work and easier supervision from your HOD. All new staff will be expected to follow this protocol and will have a meeting with their HOD during their early days at GPS to finalize this schedule. Further information, including templates, is available on the GPS Staff Lounge. Any other questions, please direct them to your HOD. Staff Meetings: Staff Meetings are franchise specific – but tend to be called on a monthly basis. Inter department meetings may be called at any time during your work week by your HOD. Be punctual and prepared for staff meetings. Computers & Computer Maintenance: General Computer Maintenance: All documents must be dated. All folders in your Outlook should be checked at the end of the week so any irrelevant information can be discarded. Run ScanDisk and defrag your C drive on the 1st of every month – go to Start / programs / accessories / system tools / scan disk / disk defragmenter Delete temporary Internet files once a month -‐ go to C drive / windows filed / temporary Internet files – select all and delete. Also delete all other temp files in your C drive once per month. Computer Security All computers should be secured with a password All documents with sensitive information (credit card numbers, etc) should be secured individually or kept in a secured, password protected folder E-‐Mail/Internet Policy and Procedure: Each staff member will have a franchise specific email address, provided to you by Human Resources upon your arrival. All personal e-‐mail must be directed from your GPS account to a personal e-‐mail account. Please be aware that any e-‐ mail using your GPS account is the property of GPS. Your GPS e-‐mails will be monitored on a regular basis. The e-‐mail system and the Internet are available for communication on matters directly concerned with the business of GPS. Employees using the e-‐mail system should give attention to the following points – also see the Staff Lounge for E-‐ Mail Etiquette Policy: 1. The standard of presentation. The style and content of an e-‐mail message must be consistent with the standards that the company expects from written communications. GPS has a standardized signature at the foot off emails which everyone must use. Spell check e-‐mails. Global Premier Soccer Suite 204, 85 Central Street Waltham MA 02453 T (781) 891-‐6900 www.globalpremiersoccer.com 2. The extent of circulation. E-‐mail messages should only be sent to those employees and/or clients for whom they are particularly relevant. Please do not send redundant emails or short replies where a simple conversation would suffice. 3. The appropriateness of e-‐mail. E-‐mail should not be used as a substitute for face to face communications. Hasty messages sent without proper consideration can cause unnecessary misunderstandings. It is a good rule to not reply immediately to a contentious email. Take some time – the 24 hour rule (see below) -‐ to think through a response before replying emotionally. 4. The visibility of e-‐mail. If the message is confidential, the user must ensure that necessary steps are taken to protect confidentiality. This is a simple step, instead of putting the email addresses in the ‘To:’ box or the ‘cc:’ Box, place the email addresses in the ‘Bcc’ box. This is very important when sending out bulk emails with lots of contact information. 5. 6. E-‐mail contracts. Offers or contracts transmitted via e-‐mail are as legally binding as those sent out on paper. If you receive some information which generates a reaction in you, you must refrain from responding for 24 hours (24 hour rule). Any failure to follow these guidelines satisfactorily will result in disciplinary action. Unauthorized use of the Internet/E-‐Mail: Staff are not permitted to use the Internet for personal purposes during work hours. Staff may use the internet for personal use during their lunch break and before and after normal business hours. The company will not tolerate the use of the e-‐mail system for the following: 1. Any messages that could constitute bullying or harassment. 2. Personal use, e.g.: social invitations, personal messages, jokes, cartoons or chain letters. 3. Use of instant messenger while in GPS offices (whether on a personally owned computer or not) is inappropriate behavior and will be addressed with disciplinary action. 4. On-‐line gambling. 5. Downloading or distributing copyright. 6. Posting confidential information about other employees, the company or its customers or suppliers. Any unauthorized use of the e-‐mail is likely to result in disciplinary action. Regular monitoring of e-‐mail messages will be carried out on a random basis. All e-‐mail messages are retained within the company. Users must ensure that critical information is not stored solely within the e-‐mail system. The information should be backed up on disk. If necessary, documents must be password protected. Employees who feel that they have Global Premier Soccer Suite 204, 85 Central Street Waltham MA 02453 T (781) 891-‐6900 www.globalpremiersoccer.com cause for complaint as a result of e-‐mail communications should raise the matter immediately with the General Manager. Social Media Policy and Procedure: While GPS does not seek to restrict your personal use of social media, or your access to social networking sites, you should be aware of how you portray yourself online and how your use of these platforms during work hours may impact your ability to perform your duties. Social Networking at Work While GPS does not block access to social networking sites, all GPS franchise and internal departments forbid the personal use of social media during work hours. The personal use of social networking sites is deemed misconduct and will be dealt with in accordance with GPS disciplinary protocol noted in the staff policy handbook. Misrepresentation Your online activity should not falsely give the impression that you are acting on behalf of GPS or your specific franchise. An example of something to avoid that might otherwise constitute a misrepresentation is: - Posting any pictures of yourself behaving inappropriately whilst wearing GPS issued attire sporting any franchise logo. When online you are speaking in your personal capacity unless you have been given prior approval from your department head or another GPS representative (Executive Committee/Human Resources/Marketing and Communications) to speak for GPS. In addition, you should be extremely careful with regards to any pictures/statements you post on-‐line as anything inappropriate could have an impact on your current employment, or any future job opportunities. Disclaim You have a right to your opinions and to share them. If you choose to blog, tweet or Facebook, and you do identify yourself as a GPS employee, be sure to post a disclaimer such as: “The views and opinions expressed here are my own and not necessarily those of Global Premier Soccer”. This way, readers of your posts understand you are not speaking on behalf of GPS, as do your employers. Legal You will be held responsible for what you post. Libel, copyright infringement and defamation are just as egregious on the web as they are anywhere else. Use of Data after termination of contract When staff permanently leave the club, including during periods when staff return home out of visa, staff must delete any GPS IP, and uninstall any GPS owned software – including MS Office, Outlook, Photoshop etc. Global Premier Soccer Suite 204, 85 Central Street Waltham MA 02453 T (781) 891-‐6900 www.globalpremiersoccer.com Working Times Hours of Work: Normal office hours are Monday to Friday 9 A.M. – 5 P.M. If at any time you will not be in the office, you should inform your HOD and HR of your intended absence. Staff will be expected to be flexible in their hours of work. GPS will permit time off in lieu of hours/workload has been excessive. Please note that you may be asked to attend marketing events such as youth soccer tournaments in addition to coaching on weekends and national holidays. During the busy Fall and Spring seasons, staff are permitted to arrive at the office at 10.30am on the Monday. Franchises may also run on-‐field professional development sessions from 10.30am-‐12pm on a Monday. In addition to this, during the Fall and Spring (September-‐November and April-‐June) seasons, when working 6 hours (on field) at the weekend, all staff members outside of the executive committee will have either Wednesday or Thursday out of the office (note that you will still be required to coach on these days). This time off will be coordinated in advance by your HOD and Human Resources. This supplemental time off policy is franchise specific and exact details will be communicated with you at your franchise induction. Camp Hours: Based on the difference in the various markets we work, this policy is also franchise specific. Generally, if you are working a 9am-‐1pm camp, you are expected to deal with closing down the camp, go for lunch (or bring lunch to the office) and then return promptly to the office. You are expected to be in the office and ready to work by 2.30pm at the latest. If you are working a 9am-‐3pm or Residential camp, you are not expected into the office afterwards, although you are expected to continually check and respond to emails/voicemails. The Program Directors/DOC’s – as well as HOD’s have the authority to over-‐rule this for individual staff and request staff in for any period of time until 5pm. Camp Directors (and staff assisting camp directors with equipment) do need to come in on a to drop off equipment and address camp logistics/paperwork etc. with the Camp Department. Punctuality Punctuality is vital to the productivity of the business. All staff will be expected to report for work by 9:00am sharp. Tardiness will be recorded in staff personnel files and addressed at staff reviews. Consistent tardiness may be addressed with disciplinary action. Sales Calls All staff members are also required, when requested, to stay late in the office to do sales calls for any department. These sales calls are an imperative part of continuing GPS’ growth. Global Premier Soccer Suite 204, 85 Central Street Waltham MA 02453 T (781) 891-‐6900 www.globalpremiersoccer.com Probation Period All staff will have an initial probation period with GPS, which will be 3 month’s employment Notice Periods: After completing the probationary period, all staff are required to give four weeks’ notice to terminate their employment with GPS. Notice must be given in writing. Salary: Payment of Salary: Employees will be paid on a bi-‐weekly basis. The working week is based on a seven-‐day period. For questions about paychecks, please speak to your Franchise General Manager. In order to receive payment of salary all employees must have completed the appropriate W4 and I-‐9 forms along with obtaining a social security number within the first two weeks of starting at GPS. Proof of social security must be given to HR and Finance Departments. Employee must confirm social security number with HR and Finance upon its arrival. Deductions from Salary: GPS is required by law to deduct taxes and social security payments at source. You may also have salary deduction for staff flights. Deductions from wages will be communicated with you beforehand. If you have any queries about deductions from your pay, or discrepancies in your wages, please speak to your Franchise General Manager. Collection of Wages: Pay checks will be available to be collected from Human Resources/Finance every other Friday by 3pm. There is also the option to have pay directly deposited into your account. Flight Reimbursement and Payroll Flights will be reimbursed by Global Premier Soccer up to a certain value (determined in your Terms and Conditions). You will receive remuneration in two separate/equal instalments. The first reimbursement will be payable upon arrival to the US, and the second a minimum of 1 week prior to your departure. Please note that, should you choose to leave the company and not fulfil the terms of your agreement then you will not receive the second instalment. Additionally, if GPS is required to pay for your full flight up front and then take repayment through payroll – your reimbursement amount will be reduced. Staff will come onto payroll based upon their first coaching requirements. During the induction period if you don’t have coaching you will still be provided with transport. Please note that not all staff will be required to work in the final weeks of November (which may lead to coming off payroll early). The decision whether you are required to work until December 1 will be based on staffing needs. Staff should account for this when budgeting. Global Premier Soccer Suite 204, 85 Central Street Waltham MA 02453 T (781) 891-‐6900 www.globalpremiersoccer.com Global Premier Soccer H-‐2 Per Diem Policy: GPS commits to provide non-‐taxable cost of living per diem expenses to all staff members on an H-‐2 visa in its employ, providing that each individual staff member provides written affirmation that they continue to be liable for living expenses in their home country. The Massachusetts per diem rates for living expenses varies between $100 and $325. This rate, in all Franchise States, is dependent on the town in which the H-‐2 staff member resides whilst in the US. This cost of living per diem will be provided by Global Premier Soccer in the manner of housing and transportation for the duration of each employee’s stay in the US. PAPERWORK REQUIREMENTS: Pre-‐Arrival: Prior to arriving in the US, you must have completed/submitted the following paperwork: Copy of Passport Copy of Driving license Copy of Highest Coaching qualification Copy of your immunization records CV/Resume Police/Criminal background check Completed version of the coaching bio document (to be sent) Completed version of the host family questionnaire (to be sent) Uniform sizes – S,M, L, XL Shoe size (please make sure this is in US size) Administrative/Psychometric Responses Character/Personality Type Scores (P-‐Compass) Post-‐Arrival: Staff Policy Handbook/Non-‐Compete Acknowledgement Child Protection Handbook Acknowledgement Transportation Handbook Acknowledgement Host Family Handbook Acknowledgement Health Insurance (HIRD) Form Per Diem Policy Global Premier Soccer Suite 204, 85 Central Street Waltham MA 02453 T (781) 891-‐6900 www.globalpremiersoccer.com General Housekeeping Information: Office Equipment/Supplies: Office equipment/machines must not be used for personal use without the prior permission of the IT/Operations Manager. Each staff member is responsible for keeping the office supply area neat and tidy. Please notify the IT/Operations Manager when any supplies are running low. Personal Property: GPS takes all reasonable precautions to ensure the safe custody of employee’s property, however it cannot be held responsible for loss or damage to personal property. Personal Security: Some employees will be visiting customers on their premises and as with any work of this nature, the employee’s whereabouts should be known at all times by the HOD and/or the General Manager. In all cases, employees must leave details within GPS of the time and location of the appointment, the contact name and telephone number. Purchases: All purchases need to be verified by the Franchise General Manager or GPS CEO, Joe Bradley (jbradley@globalpremiersoccer.com) Smoking Policy: GPS operates a No Smoking Policy and breach of this will result in disciplinary action. As the business is promoting health and fitness you are not permitted to smoke immediately outside the company premises or while engaged in any activity where you may be seen as representing the company including within your host family home. Substance Abuse: Use of drugs on club premises or at club functions is strictly forbidden. Employees who take drugs, which have not been prescribed on medical grounds, in the absence of mitigating circumstances, will be deemed to be committing an act of gross misconduct. GPS deems the buying and selling of drugs to be contrary to the whole ethos of the company. An employee believed to be buying or selling illegal drugs, in possession of illegal drugs or using illegal drugs to have committed an act of gross misconduct. The resultant action by GPS will be summary dismissal of the employee. Global Premier Soccer Suite 204, 85 Central Street Waltham MA 02453 T (781) 891-‐6900 www.globalpremiersoccer.com SECTION C: LEAVE AND ABSENCE Sickness and Absence Your daily attendance is of paramount importance. Unexpected absence from work inevitably causes disruption. However, it is recognized that occasions may arise when you will need to be away from work. The following guidelines are intended to assist you in coping with the unexpected or occasional absence and to minimize the effect on the company. Notification of Absence If you are unexpectedly absent from work for any reason, you must inform your HOD and/or the HR representative at the earliest opportunity. You should explain the nature of your absence and indicate your expected date of return. You should make contact with your HOD regularly during your absence at intervals agreed in the initial conversation. Missing Sessions If you know you are unable to fulfil a required session, you must contact all of the following; HR and the Program Directors. Vacation Time: Full time Staff members are allowed 2 weeks (10 days) off per year. Third year or more H2’s are entitled to 2 weeks (10 days) off per year. First/Second Year Staff will be allowed 1 week (5 days) off per year. Fall Only Staff are allowed no paid time off. July 1st-‐August 15th is the recommended time frame allowed for all staff vacations. All vacation requests must be reviewed/approved by HOD, DOC and HR and submitted a minimum of 1 month in advance of the time off being sought to avoid any approval issues dictated by lack of notice. Any time off taken in addition to that allotted will be unpaid. Global Premier Soccer Suite 204, 85 Central Street Waltham MA 02453 T (781) 891-‐6900 www.globalpremiersoccer.com Holidays during which GPS Offices are closed are as follows: January – New Year’s Day (Jan 1st) / Martin Luther King Day February – Presidents Day May – Memorial Day July – Independence Day (July 4th) September – Labor Day October -‐ Columbus Day November noon – Sunday off) – Veterans Day (November 11th) / Thanksgiving (Employees have Wednesday from 12 Christmas – Office Closed 12/24, 12/25, 12/30 and 12/31 2015. *All other time off taken during the Holiday period must be taken as vacation or un-‐paid* NOTE: Often, staff may be required to coach on the aforementioned dates. If this is the case, then time off will be provided in lieu. Workman’s Compensation Should injury occur while you are at work, you must notify Human Resources immediately so that a report may be submitted to our insurance carrier. You must submit, in writing, an account of how, where, and when the incident occurred in detail. Any witnesses to the incident will also be required to submit a written account of what occurred. Should your injury be such that you are unable to work, insurance will pay you 60% of your wage. Office staff and coaching staff should notify the HR Director immediately upon incident. Health Insurance GPS provides complimentary access to our sports medicine partners at no cost to our employees. GPS also provides the opportunity to purchase the company Health Insurance plan. It is encouraged that coaches secure their own personal accident insurance (travel insurance) before arrival in the USA as it is less expensive than the American based company plan. GPS HR will provide travel insurance options/recommendations prior to your arrival. Medical Examinations GPS reserves the right to require you to undergo a medical examination by an independent medical advisor at the expense of the company. The information will be treated in the strictest confidence. All GPS staff must have up-‐to-‐date immunization records that can be kept on file. Global Premier Soccer Suite 204, 85 Central Street Waltham MA 02453 T (781) 891-‐6900 www.globalpremiersoccer.com Other Absence Jury Service: If you are called upon to attend as a juror, please advise your Franchise General Manager immediately. Whist you will be granted paid leave of absence, any expenses for travel and meals should be claimed from the Court. Time Off for Medical Appointments: Medical appointments should be arranged outside of contracted working hours. Where this is not possible, appointments to the Doctor/ Hospital/ Dentist etc. will usually be honored but they must be booked at a time agreed with your HOD. Adoption: People adopting children will be considered for additional leave at the discretion of the Franchise General Manager/GPS CEO. Maternity Pay and Leave: Employees who are absent from work due to pregnancy are entitled to maternity leave and if they satisfy particular qualifying conditions they may be entitled to certain statutory payments and additional maternity leave. Parental Leave: To qualify for Parental Leave an employee must have one year’s continuous service. You must have responsibility for a child and the leave must be for the "Purpose of caring for that child". Parental Leave is taken to look after the child and to make arrangements for the good of the child and for reasons connected with the child’s health. The right to Parental Leave applies up until the child’s fifth birthday, unless the child is disabled. All Parental leave is unpaid. Religious Holidays: Where an employee requires time off for a religious holiday, this should be arranged in advance with the General Manager and HR. Global Premier Soccer Suite 204, 85 Central Street Waltham MA 02453 T (781) 891-‐6900 www.globalpremiersoccer.com SECTION D: PERFORMANCE REVIEW AND DEVELOPMENT Performance Review The purpose of the Performance Review process is to agree to an objective and fair assessment of an individual’s performance and to identify their strengths and areas for development. It is a vehicle for agreeing to future performance objectives and the training and development needs of individuals to achieve these. It will assist in the personal and career development of individuals. Performance/Salary Reviews will take place 1-‐2 times a year between the individual, the HOD and/or the General Manager. Reviews are likely to be held in June/July and October/November. These are opportunities to review what a continuous process of informal feedback is. The value of the Performance Review’s process is the two-‐way exchange of information and ideas and agreeing key objectives for future performance. This is a dual responsibility between the individual, HOD and the General Manager. Job Description All employees should have a written job description, which outlines the scope of their job, its key elements and required standards of performance. Job descriptions should be regarded as dynamic and reflect the main components of a job. If you do not have access to a job description or have any queries regarding your job description please see your HOD. Training and Development GPS will provide professional development opportunities for staff. This may vary based on time spent with the company. Individuals will have responsibility for their own development and, in conjunction with their Department Head and HR representative, are encouraged to actively identify their personal training and development needs and propose development strategies. Global Premier Soccer Suite 204, 85 Central Street Waltham MA 02453 T (781) 891-‐6900 www.globalpremiersoccer.com SECTION E: POLICIES AND PROCEDURES Personal Use of Company Vehicle 1. A Company vehicle may be driven only for authorized Company business by the employee to whom the car is assigned; or another employee possessing a valid driver's license which is not revoked or suspended in any state, for work use only, as designated by the Company. 2. Personal use of a Company vehicle is strictly prohibited. Prohibited personal use of a Company vehicle includes, but is not limited to: a. Evening or weekend use not specifically related to Company business. b. Carrying any passengers in the vehicle who are not there for purposes specifically related to Company business. Maintenance of Equipment: The Operations Manager will sign out balls, pinnies and cones to all coaches. SAQ equipment and 3v3 goals can be collected on request. It is your responsibility to look after the GPS equipment and check it all back in at the end of the session/season. Operations will have the option to take missing or damaged equipment from the wages of the staff member they were signed to if applicable. Attendance and Punctuality: It is expected that all coaches intend to arrive fifteen minutes early for all scheduled practices, appearances, camps, clinics, and other duties. E.g. Premier players will arrive for home games 60 minutes before kick-‐off so the coach is expected to plan accordingly to arrive 75 minutes before kickoff. If an absence is unavoidable, it is the responsibility of the coach to inform the Director of Coaching, Technical Director and Assistant Coach as soon as possible. For summer camps, all coaches will be expected to be on site one hour before the start of camp on Monday and one half hour before the start of camp on Tuesday through Friday. Disciplinary action will be taken for anyone not upholding our attendance and punctuality expectations. Repeat offenders will be relieved of their duties. Foul and Abusive Language: It is important to recognize that all of our players are teenagers or young adults. Although football is a game of passion it is imperative to the image of the club that foul language be avoided. Repeated offenses will result in removal from your coaching position in the club. You should enforce this standard to all players and parents involved with your team also. Global Premier Soccer Suite 204, 85 Central Street Waltham MA 02453 T (781) 891-‐6900 www.globalpremiersoccer.com Interaction of Parents and Players: It is imperative that all staff maintain a high level of professionalism when interacting with players and parents. All staff are to ensure that that they uphold a professional image both on and off the field. Verbal – Sir, Madam, Mr X, Mrs Y or 1st name Contact – Non aggressive, non-‐sexual Below are a few things staff must never do. Never swear at a player of any age. Never socialize (including drinking alcohol or taking drugs) with players. Never physically or verbally abuse a player. Never arrange to meet with players without their parents outside of training, the office or sanctioned club events. Never be intoxicated in the presence of parents. No socializing with parents when alcohol is involved. Parents Code of Conduct: When joining the program parents agree to refrain from coaching from the side-‐lines and placing unwarranted pressure on the players. Parents should not approach the coach on game day without prior communications requesting such interaction (email in advance). It is your responsibility as the coach to enforce these standards is met. Travelling (Away Games Policy): GPS holds high standards with regard to player and coach interaction, especially when traveling to away games when players may travel without parents. Interacting with the players off the field is to be kept to a minimum and socializing with players is forbidden. This includes watching a movie in a hotel room with players or having any involvement whatsoever with players, parents and alcohol. Equal Opportunities: GPS is unreservedly opposed to any form of discrimination being practiced against its employees or potential employees on the grounds of their race, creed, gender, sexual orientation, marital status, physical disability, age or religious persuasion. We will ensure that procedures are implemented fairly and that no one will be disadvantaged in the areas of recruitment and selection, training, promotion or the application of terms and conditions of employment. Criteria for selection or promotion within the company, is the suitability of any applicant for the job. This will be determined by the application of objective criteria. All staff must accept their personal responsibility to comply with equal opportunities. This includes maintaining acceptable standards of personal behavior towards colleagues and customers alike. The company will take appropriate disciplinary action towards any employee who fails to follow GPS’ Equal Opportunities practices. Global Premier Soccer Suite 204, 85 Central Street Waltham MA 02453 T (781) 891-‐6900 www.globalpremiersoccer.com Non Disparagement Agreement: During the term of employment and for one year thereafter, coaches shall not, in any communications with the press, media / public outlet or with any customer, client or supplier of company, or any company affiliates, criticize, ridicule or make any statement which disparages or is derogatory of Global Premier Soccer or its affiliates or any of their respective directors or senior officers. No directory senior staff member of GPS will, during the same time period, criticize ridicule or make any statement which disparages or is derogatory of Candidate. Failure to adhere to this expectation will result in disciplinary action or even immediate dismissal. There is a zero tolerance policy regarding GPS staff participating in social networking with a youth participant, regardless of age outside of the secured GPS First Touch App. While GPS coaches are allowed to maintain online social networking accounts for their own personal use, it is strictly forbidden for interactions to take place with program participants unless through the secured GPS First Touch App. Any GPS Candidate who fails to adhere to this policy will be subject to immediate termination. Harassment Policy: GPS is committed to a working environment, which offers equal opportunities and fair treatment for all employees. The company expects all employees to ensure that this policy is adhered to at all times. Harassment, discrimination, bullying and victimization can lead to fear, stress and anxiety and may be unlawful. GPS finds any form of such behavior unacceptable and is committed to promoting a work environment free of harassment where all employees are treated fairly and with respect. Harassment either racial or sexual, or on grounds of disability will not be tolerated under any circumstances. All employees are required to behave in such a way as to not to cause offense to others, whether employees or customers in respect of their color, race, religion, ethnic origin, gender, marital status, sexual orientation, disability or nationality. Harassment is any unwanted non-‐verbal, verbal or physical abuse, advances and behavior, which the employee may find offensive, distressing and / or unwanted. As employees we also have a responsibility which can be done by; Helping to create a climate which discourages harassment; Making it clear that we find such behavior unacceptable; Supporting colleague(s). This may include challenging the harasser at the time of the incident, offering support in any other way and co-‐operating in any investigations; Ensuring no victimization of complainants occurs. Examples of harassment include: Verbal or written comments of an offensive nature, use of bad language; Lewd, suggestive or over familiar behavior; Displaying or circulating sexually suggestive material or other offensive material’ Insulting, or ridiculing a person because of their age, disability, ethnic background, and skin color, faith, gender, health, language social and economic background or being lesbian or gay; Criminal acts such as indecent exposure, physical attack or sexual assault. Global Premier Soccer Suite 204, 85 Central Street Waltham MA 02453 T (781) 891-‐6900 www.globalpremiersoccer.com Policy Principles: GPS considers harassment and inappropriate interaction with players and/or parents to amount to misconduct and may be gross misconduct depending on the nature and severity of the case. Such misconduct will be dealt with under the company’s disciplinary procedure. Complaints from clients/players/parents, including allegations of harassment will be dealt with in accordance with the company’s disciplinary procedure. Procedure for Reporting Harassment: If an employee feels that they are being harassed then they should, if possible, advise the harasser that the behavior is offensive. A written request that the behavior stops may be effective. Notes and diary entries of all occasions and behavior should be kept in as much detail as possible. If the behavior does not cease the employee may approach the Franchise General Manager who will be available for advice and information. Information that should be recorded if an incident occurs: The name of the harasser What occurred When and where it occurred The name of any witnesses Any steps taken to stop the harassment If the General Manager considers a grievance is valid, disciplinary action in line with the company’s disciplinary policy will be undertaken. Copies of all statements will be provided to both the alleged harasser and the complainant. The penalties imposed on the harasser will be in accordance with the company’s disciplinary procedure and may amount to written warnings, transfer or removal depending on the severity of the offense. Appeal: Employees found to have harassed a colleague or client who has had disciplinary action taken against them may lodge an appeal in accordance with the company’s disciplinary procedure and this must be done within two days to the General Manager. Airport Pick Up Policy As there is frequent movement of inbound/outbound coaches as well as frequent tournament travel, staff will be called upon to pick up returning coaches. Global Premier Soccer Suite 204, 85 Central Street Waltham MA 02453 T (781) 891-‐6900 www.globalpremiersoccer.com Disciplinary Procedure The procedure for dealing with misconduct comprises a number of levels and the level adopted will depend on the nature and severity of the offense. During each stage of the disciplinary procedure you will be given the opportunity to express fully your reasons and views on the matter. For repeated minor offenses, as well as well as anything regarded by management as serious offense/gross misconduct (Noted below) will result in the following system of disciplinary action. Please note that if management deems an offense to be serious enough, immediate dismissal may occur. Theft, fraud, deliberate falsification of records. Discrimination. Deliberate damage to property of GPS. Incapability to perform your role through alcohol or being under the influence of illegal drugs. Negligence which causes unacceptable loss, damage or injury. Unauthorized use of the company’s e-‐mail and internet. Misappropriation of the company’s funds. Conviction in a court of law of an offense, which is inconsistent with the standard of responsibility required, in the performance of the job. Stage 1. Informal Discussion The first stage involves an informal discussion between management and the employee, highlighting the areas where job performances or certain employee behavior are not satisfactory or acceptable and management will suggest ways in which improvements must be made. If employees performance of behavior is not improved then stage 2 of the disciplinary procedure will be implemented. Stage 2. Formal Verbal Warning/ Probation A formal verbal warning shall be issued to warn the employee of the standards, which are expected of him/her, and to emphasize that the company is not satisfied with the progress that he/she is making in connection with his/her job performance. The employee will be informed by the General Manager, that this is a formal verbal warning and part of the disciplinary procedure. The manager will then outline the time-‐line (probation period) in which the issues are expected to be corrected. The formal verbal warning along with all issues associated with the employees undesirable behavior will be recorded and added to the employee’s personal file. Should the employee fail to correct his/her behavior during the probation period then proves stage 3 will be implemented Stage 3. Dismissal or Formal Written Warning / Probation If the formal verbal warning fails to have the necessary effect, you shall receive a written warning and final probation period, the length of which shall be determined by the General Manager. At the time of issuing the written warning, the General Manager will interview the employee concerned and set out the standards, which are expected of him/her and the areas in which he/she is continuing to fall short of his/her job responsibilities. The written warning and all issues involved shall be recorded in writing on the employee’s file. Should improvement not occur during the probation period then the employee will be dismissed. Stage 4: Dismissal The final stage of the disciplinary procedure is dismissal. Notice will not be given. Global Premier Soccer Suite 204, 85 Central Street Waltham MA 02453 T (781) 891-‐6900 www.globalpremiersoccer.com *Note that the company reserves the right to go directly to any stage of the disciplinary process dependent on severity of offense/performance. Time-‐Scales Warnings will lapse after 12 months provided that there are no further disciplinary offenses during that period (and that the warning itself does not specify a longer period). I UNDERSTAND THAT THE PROCEDURES STATED ABOVE ARE FOR INFORMATION AND GUIDANCE ONLY AND ARE NOT A CONTRACT AND THAT MY EMPLOYMENT WITH THE COMPANY IS “AT WILL”, MEANING THAT BOTH THE COMPANY AND I HAVE THE RIGHT TO TERMINATE MY EMPLOYMENT AT ANY TIME WITHOUT CAUSE AND WITHOUT PRIOR NOTICE. Grievance and Problem Solving Procedure If you have a complaint about any aspect of your employment, you should bring this to the General Manager’s attention. All grievances should be resolved as quickly as possible, wherever practical at the level at which they arise. Please note that the 24 hour rule is to be adhered to with all grievances. Acceptance of Gifts If you are offered a gift or a favor from any existing or prospective customer or a supplier of GPS you must advise the General Manager immediately. Acceptance of such a gift without agreement from the General Manager may be a disciplinary offense. Other Employment GPS employees are not permitted to undertake employment in addition to your work with GPS. You must not engage or be employed in any other service, profession, trade, and business or take directorships of any organization. Confidentiality In the course of your duties, you will have access to sensitive information about GPS’ operation and its customers. It is important that you protect all such information and do not, under any circumstances, disclose it to unauthorized people and/or organizations. Particular care should be taken when giving information over the telephone and you should be confident that the caller has the authority to receive the information in question. Global Premier Soccer Suite 204, 85 Central Street Waltham MA 02453 T (781) 891-‐6900 www.globalpremiersoccer.com SECTION F: GPS Staff Policy Handbook Acknowledgement and Acceptance I have been given access to and read a copy of the Massachusetts Premier Soccer LLC DBA Global Premier Soccer (“GPS”) Staff Policy Handbook, the GPS Host Family Handbook, the GPS Transportation Manual and the GPS Child Protection Policy Handbook; all of which I have read prior to signing this document and agree to all terms and conditions detailed therein. I understand that changes may be made to the contents of all aforementioned Handbooks by GPS at any time and that it is my responsibility to stay up to date with all changes. GPS will document any policy changes via email and via posting on the GPS HR portal which all employees have access to. I accept and acknowledge that I have been assigned to GPS-‐ __________________________which is one of a number of entities owned and operated by GPS. As of today these entities include; GPS Massachusetts that is a DBA of Massachusetts Premier Soccer LLC GPS New Hampshire that is a DBA of Mass Premier Soccer in New Hampshire LLC GPS New York that is a DBA of New York Premier Soccer LLC GPS Jersey that is a DBA of Jersey Premier Soccer LLC GPS Florida that is a DBA of Florida Premier Soccer LLC GPS Vermont that is a DBA of Vermont Premier Soccer LLC GPS Rhode Island that is a DBA of Rhode Island Premier Soccer LLC GPS Carolina that is a DBA of Carolina Premier Soccer LLC GPS Georgia that is a DBA of Georgia Premier Soccer LLC GPS Maine that is a DBA of Maine Premier Soccer LLC I accept and agree that my employment with GPS may involve me moving between these entities (collectively referred to in this document as GPS or Company) and I also accept and agree to abide by the terms of this non-‐compete agreement regardless of what state I am in based on the conditions and parameters outlined herein. Specifically, I understand and agree that the staff policy handbook sets forth the terms and conditions of my employment with GPS and expresses Management/Owner’s right to issue and enforce practices and procedures that it deems necessary to operate and protect its business interest. I further understand and agree that I must abide by the rules and policies in these Handbooks, as well as any changes that the Management/Owners may make from time to time. I understand and am aware that it is imperative that all GPS staff maintain a high level of professionalism when interacting with players and parents. Furthermore, I understand and will adhere to the policies established in all Handbooks with regards to interaction with players and parents at all training sessions, games, tournaments and all other club events. I also acknowledge that as an employee of GPS I will have consistent access to specialized training in curriculum, methodology and business practices which, for the purpose of this agreement, shall be considered “Confidential Information.” For the purposes of this agreement, “Confidential Information” shall mean all, or any part of, and originals or copies of, any information disclosed in writing or in other tangible form or provided or disclosed orally or visually during the time of my engagement with GPS, including but not limited to, products, services, fees, concepts, player/coach/customer contact lists, research, services and other proprietary information and the like. I understand and agree that I will be given and will have access to private and confidential information on the practices and procedures related to and associated with the operations and business of GPS and its affiliates. I agree that I will not disclose to any other party any trade secrets or Confidential Information acquired during the period of my engagement with GPS. I specifically agree not to disclose to any party or use for my own purposes, Confidential Information, including without limitation, consumer lists, player lists, business contacts, including soccer clubs, coaches, etc., which have dealt with GPS during the period of my engagement with GPS, all or any part of, the GPS curriculum, methodology of the GPS player development model, GPS business development strategies, marketing strategies and any and all details of the GPS business model. . Global Premier Soccer Suite 204, 85 Central Street Waltham MA 02453 T (781) 891-‐6900 www.globalpremiersoccer.com The Employee understands that the above list is not exhaustive and that Confidential Information also includes other information that is marked or otherwise identified as confidential or proprietary, or that would otherwise appear to a reasonable person to be confidential or proprietary in the context and circumstances in which the information is known or used. The Employee further acknowledges that the development or acquisition of such Confidential Information is the result of great effort and expense by the Company that the Company continues to invest substantial time, money and specialized knowledge into developing its strategy and products/programming, that its Trade Secrets and Confidential Information is critical to the survival and success of the Company and provides the Company with a competitive advantage over others in the marketplace and that the unauthorized disclosure or use of its Trade Secrets and Confidential Information would cause the Company irreparable harm. The Employee further agrees, upon termination of employment, or earlier if requested by the Company at any time during the Employee’s employment, promptly to deliver to the Company all Confidential Information, whether or not such Confidential Information was produced by the Employee's own efforts, and all other files, books, documents, computer disks or tapes, and other property prepared on behalf of the Company or purchased with Company funds, and to refrain from making, retaining or distributing copies thereof and to delete or destroy all copies of any such documents and materials not returned to the Company that remain in the Employee’s possession or control, including those stored on any non-‐Company devices, networks, storage locations and media in the Employee’s possession or control. During Employee's employment with the Company and for one year after termination for any reason of Employee's employment, Employee agrees and covenants not to (i) provide services as an employee, stockholder, partner, co-‐venturer, independent contractor, or otherwise, within any state where GPS operates, on behalf of any business organization engaged in the same or similar business as the Company, including those engaged in the business of providing soccer coaching or will Employee engage in such activities on his/her own behalf, and will not engage in a position or activity which may require or inevitably require disclosure of Confidential Information, or (ii) directly or indirectly solicit, hire, recruit, attempt to hire or recruit, or induce the termination of employment of , any employee of the Company, and not to directly or indirectly, solicit, contact, attempt to contact or meet with the Company’s current, former or prospective customers for purposes of offering or accepting goods or services similar to or competitive with those offered by the Company. The Employee further agrees and covenants that he will not at any time, on or after termination of his employment, make, publish or communicate to any person or entity or in any public forum any defamatory or disparaging remarks, comments or statements concerning the Company or its businesses, or any of its employees, officers, investors, advisors, and other associated third parties. The Employee agrees that he is an at will employee of the Company and that either he/she or the Company may terminate his employment at any time. This Agreement does not create an obligation on the part of the Company or any other person to continue the employment of the Employee. I hereby covenant and undertake without prejudice and in addition to all other like obligations already or hereafter and for a period of 12 months following the termination date that I will neither directly nor indirectly be engaged, concerned or interested (whether solely or jointly with any other person, company, firm, organization or business entity) as an employee or principal of any business which is the same or similar to that which is in competition with or is likely to be in competition with the business from time-‐to-‐time of GPS and within the State or States that GPS was active in during the employee’s period of employment with GPS, ending on the termination date. I agree that any breach of this Agreement by me will cause irreparable damage to GPS and that in the event of such breach GPS shall have, in addition to any and all remedies at law, the right to an injunction, specific performance or other equitable relief to prevent the violation of my obligations set forth herein. If any action at law or in equity is necessary to enforce or interpret the terms of this agreement, including, but not limited to, an action for injunctive relief and/or a suit for damages, GPS shall be entitled to receive reasonable attorneys’ fees and costs in addition to any other relief to which it may be entitled. The rights and remedies set forth in this agreement are cumulative of all other rights and remedies existing at law or in equity, and shall not be deemed to deprive GPS of any such other legal or equitable right or remedy, by judicial proceedings or otherwise, necessary or appropriate to enforce the terms, provisions, conditions and covenants contained in this agreement, or the employment of any remedy hereunder, or otherwise, and shall not prevent the concurrent or subsequent employment of another appropriate remedy or remedies. Understanding of Agreement. THE EMPLOYEE STATES THAT HE/SHE HAS HAD A REASONABLE PERIOD SUFFICIENT TO STUDY, UNDERSTAND AND CONSIDER THIS AGREEMENT, THAT HE HAS HAD AN OPPORTUNITY TO CONSULT WITH COUNSEL OF HIS CHOICE, THAT HE HAS READ THIS AGREEMENT AND UNDERSTANDS ALL OF ITS TERMS, THAT HE IS ENTERING INTO AND SIGNING THIS AGREEMENT KNOWINGLY AND VOLUNTARILY, AND THAT IN DOING SO HE IS NOT RELYING UPON ANY STATEMENTS OR REPRESENTATIONS BY THE COMPANY OR ITS AGENTS. Name (please print):_________________________________________ Signature: ___________________________________________________________Date:_____________________________________________ Witnessed By: ___________________________________________________________Date:__________________________________________ Global Premier Soccer Suite 204, 85 Central Street Waltham MA 02453 T (781) 891-‐6900 www.globalpremiersoccer.com iRedline 9/25/14 9:56 AM Deleted: he/she
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