EMPLOYEE HANDBOOK
This handbook replaces and supersedes all prior written and oral policies and is subject to further change at
the company’s discretion without prior notice.
TABLE OF CONTENT
I. INTRODUCTORY AND GENERAL INFORMATION
- WELCOME TO HAIR COMPANY & SPA
- HOW TO USE THIS HANDBOOK
- LEVEL SYSTEMS
- ASSOCIATE PROGRAM
- SUPPLIES
- SALON HOURS
- HOURS OF WORK/SCHEDULING CHANGES
- PERSONNEL RECORDS
II. GENERAL COMPANY POLICIES
- EMPLOYEE COMMUNICATIONS/OPEN DOOR POLICY
- STAFF MEETINGS
- EDUCATIONAL REQUIREMENTS
- DOWN TIME
- EMPLOYEE PARKING
- PERSONAL PHONE CALLS
- TIME RECORDS
- SERVICE TICKETS
- TIPS
- PAY PERIODS
- ADVANCES
- PERSONAL APPEARANCE/DRESS CODE
- CONFIDENTIAL INFORMATION
- Client Information
- Personnel Manuals
- Operating Manuals
- Business Records
- Pricing Information
- Other Information
- GUEST RELATIONS AND COMPLAINT RESOLUTION
- WORKPLACE SAFETY/CLEANLINESS
- RESIGNATION/TERMINATION
III. EMPLOYMENT BENEFIT POLICIES
- DISCOUNT POLICY
- VACATIONS
- HOLIDAYS
IV. EMPLOYEE WORK RULES AND RESPONSIBILITIES
- ATTENDANCE AND PUNCTUALITY
- LOSS PREVENTION
- MOONLIGHTING
WELCOME TO HAIR COMPANY & SALON
We are pleased that you have chosen Hair Company & Spa as the place to begin or advance your career. Welcome to the team! This handbook will acquaint you with our policies and benefit programs. Hair Company & Spa has proven itself a leader in the salon/spa industry. The Company is proud of its good guest relations and its reputation in the area. In order for all of us to prosper, it is necessary that we maintain our high standard of guest service and satisfaction. The Company considered many factors when selecting you as one of its employees, such as the ability to get along with your associates and the ability to project a good image to our guests. Other considerations, such as your prior employment record, skill, experience, intelligence, honesty, and dependability, were taken into account. Since we hired you, we believe that you will be a valuable addition to Hair Company & Spa.
The work environment includes both the working conditions and the personal relationships between Hair Company & Spa and the employees acting together as a team. I want you to feel free to talk to me, and I will feel free to talk to you. During the time of your employment, we always want to keep it this way. It is very important that every employee be treated as an individual and an important participant in the operation of Hair Company & Spa. We strongly believe that individual consideration in employee/Company relations provides the best climate for each employee’s maximum development, for the teamwork between the employee and the Hair Company & Spa, and for the attainment of the common goals of both the employee and the Company.
HOW TO USE THIS HANDBOOK
This handbook has been prepared to provide you with an outline of our policies, procedures, and current employee benefits. It is not a contract, and the contents are subject to change, addition, or deletion by Hair Company & Spa at any time, with or without notice. Any such changes will be communicated to you. If you have any questions about Company policies, please contact management.
LEVEL SYSTEMS
Our Level System determines service prices. It serves as a guide for evaluation of guest count, regular requests, referrals, pre-books, services, add ons, and retail performance. Multi-level systems pertain to service providers. Guarantee pay will be as follows: $8.00 through Associate Program, $9.00 at Entry Level for the first 6 months. After 6 months pay will be either commission or minimum wage. (Whatever is greater during that pay period)
ASSOCIATE PROGRAM
Associates must be licensed or a recent graduate awaiting state boards. They work very closely with our stylists for approximately 6-8 months to learn all aspects of cosmetology and guest service. Upon completion of the program, the associate will begin as a Level 1 stylist. We feel this program helps the stylist achieve a successful career at a faster rate than if they went out on the floor immediately upon graduation.
SUPPLIES
Soft goods for service are provided by the Company. Employees are responsible for hard goods needed to perform services.
SALON HOURS
The salon’s present hours are:
Monday 9am – 8pm
Tuesday 9am – 9pm
Wednesday 8am – 9pm
Thursday 8am – 8pm
Friday 8am – 5pm
Saturday (summer) 8am-12pm
Saturday (winter) 8am-4pm
An employee may not use the salon outside of these business hours without prior approval of the Owner or Manager.
HOURS OF WORK/SCHEDULING CHANGES
The management will inform you of your hours of work. Due to the nature of our business, your hours may vary and may be adjusted to fit the needs of our guests. All changes to work schedules must be approved by management.
PERSONNEL RECORDS
The payroll department will maintain employee personnel records. You must report the following information to management: Change in name, address, telephone number, number of dependents, marital status, person to notify in case of emergency, additional education, new skills acquired, and any other information as requested to keep your personnel file current.
II. GENERAL COMPANY POLICIES
EMPLOYEE COMMUNICATION/OPEN DOOR POLICY
I want you to be happy and satisfied with your job. For this purpose, I emphasize two-way communication between the Company’s owner, managers and employees. I realize that from time to time it is only normal that situations may arise where an employee has a question or complaint about some aspect of his/her employment with the Company. Because questions can only be answered and complaints can only be rectified when there is communication between the Company and its employees, Hair Company & Spa has an open door policy with respect to the availability of management. This is extremely important in order for us to maintain good channels of communication between the Hair Company & Spa and you.
STAFF MEETINGS
Staff meetings are held every month. Attendance by all employees is highly recommended. If you are unable to attend you must let management know ahead of time.
EDUCATIONAL REQUIREMENTS
All employees must meet and maintain the requirements for license in the state they are working. In addition, all employees are required to attend the in-salon classes. No excuses will be accepted other than illness or a death in the family. Employees are responsible for reviewing this schedule and ensuring their attendance at such classes.
DOWN TIME
Salon appearance and atmosphere create an important first impression of our team. It also allows us to effectively serve our guests. The Company expects EVERY employee to use their down time to wash and fold towels, dust, sweep and pick up magazines & any debris, put product away etc., in addition to keeping the shampoo area and their stations neat and clean.
CELL PHONES
Personal use of cell phones is permitted in the break room only and must be set to silent or vibrate. Phones may be in salon area for the use of consultations or photos, making appointments and must also be set on silent or vibrate. Cell phones must remain in lockers when not in use. Messages may be checked and or sent as needed. Down time is not for personal cell phone use. Look above for downtime duties.
TIPS
Tippy is used for all credit card tips and goes directly to your account. This is then put on payroll for tax purposes. Check or cash tips are written down at front desk. Tips can be taken at the end of the night if your prebooks have been checked. Please cross off if you take tips. Otherwise they are put in the tip folder in the morning.
PAY PERIODS
Employees are paid every other Tuesday by direct deposit. Taxes are taken out of the gross amount earned each week. Tips from tippy are reported as tip income. If the employee has authorized, the Company will also make deductions for group AFLAC and Simple Plan.
ADVANCES
It is not Company policy to permit pay advances. The only time an employee will be permitted an advance on future earnings will be in the case of an emergency. Any request for an advance should be submitted in writing and must be approved by the Owner. Terms of the repayment of any advance will be made in writing, and will be deducted from the employee’s future earnings, as agreed upon on a payroll deduction authorization form.
PERSONAL APPEARANCE/DRESS CODE
Employees must dress in a professional and fashionable manner. Jeans or denim pants will be allowed on Saturdays only. Saturdays are not causal days. They are jean day. Which means step up your hair and accessories? If shorts are worn, they must be of appropriate length; no short shorts! All shoes must be clean and professional and no sport shoes. If flip flops are worn they must be fashionable not plain. Hair must be styled and changed periodically, and makeup is a necessity. Manicures and Pedicures are a necessity. No chipped polish is allowed. We are in the fashion industry and need to present ourselves professionally to inspire our guests.
CONFIDENTIAL INFORMATION
The following information is deemed confidential and owned solely by Hair Company & Salon. Accordingly, no employee shall copy, remove from the salon premises, or otherwise disclose to another person or company the following items:
- Guest Information (including but not limited to Guest List and Guest Cards)
- Personnel & Operation Manuals
- Business Records (including but not limited to Sales Records, Payroll Data, Inventory, Tracking Data, accounting Data, etc.)
- Pricing Information, including any price lists and related information
- Other Information which is from time to time provided to you and identified as confidential or otherwise exclusively belongs to salon name which is not readily available to third parties
Violation of this policy may result in disciplinary action, up to and including discharge. The salon may also pursue any other legal rights and remedies against an employee who violates this policy or assists another employee in violating it.
GUEST RELATIONS AND COMPLAINT RESOLUTION
There are basically two types of guest complaints: service and merchandise. It is important to remember that the majority of complaints are made sincerely by guests who feel the complaints are justified. You should always keep in mind that the company’s continued success depends on satisfying guests. The guest views you as a representative of the salon. Regardless of the circumstances, you should apologize graciously when a guest complains to you. You should then report the complaint to the staff involved & management to determine what, if any, restitution should be offered the guest.
Be sure to stay calm and poised when dealing with an angry or upset guest. Do not argue with a guest under any circumstances. Reassure the guest that you are interested in helping him or her with the problem. If the guest resists your offers of restitution suggest that he or she talk with management. In the event the matter cannot be resolved, the matter should be discussed with the Management.
WORKPLACE SAFETY/CLEANLINESS
I want to maintain a clean, safe facility; in short, a facility you will enjoy. A clean salon also appeals to guests and invites their return visit. Accordingly, it is imperative that each employee keep their work areas clean. If any condition exists which, in your opinion, is unsafe, unsightly, or under par, please notify management immediately. If the condition continues to exist, please contact the Owner.
You should know and follow all common sense, safety, and fire regulations that will protect you and your fellow employees from inconvenience or serious injury. Employees should know the location of fire extinguishers, electrical breaker boxes, water heaters, etc. The Owner is available to hear your suggestions concerning safety at any time.
Report all injuries and accidents on the job promptly. Our insurance policies require the immediate notification to our insurance company. The Company carries worker’s compensation insurance as required by state law, which provides coverage for medical expenses and lost time due to a work-related injury. In case of an accident involving a guest, immediately call the Owner. Make notes of what you observed and obtain names, addresses, and phone numbers of the injured party and any witnesses to the accident.
COACHING SESSIONS/ Personal Development meetings
Typically these are scheduled monthly. If there needs to be more time set aside for coaching this will be done on an individual basis.
RESIGNATION / TERMINATION
While we hope it will not be necessary for you to leave us, we understand that employees may wish to seek employment elsewhere. In this regard, we expect you to give us adequate notice, at least ten (10) working days, so we may look for a replacement and avoid overburdening other employees. We consider this to be a reasonable service for our guests. There will be an initial 90 day probation period for all employees. During this time the employee or Hair Company & Spa has the right to use this time to access the future or continued employment with our company. On the last date of employment, all employees must return all property of Hair Company & Spa to management.
III. EMPLOYMENT BENEFIT POLICIES
We strive to provide benefit policies that will be helpful to all employees. However, these policies may be adjusted or eliminated at the company’s discretion.
AFLAC
Hair Company & Spa currently has AFLAC available for all employees who are interested. Employees are eligible after 90 days of continuous employment. Employee must meet with our AFLAC representative to set up this plan. Hair Company & Spa will then deduct the full amount of AFLAC from pay periods in equal amounts per pay period. Form to approve of this will be given to employee at the time they set up AFLAC if they so choose.
SIMPLE PLAN
Retirement plan that is offered once a team member has been with the company more than 6 months and is at a full time status.
DISCOUNT POLICY
Applicable product charge will be collected the day of service by the stylist who is performing the service. Failure to collect will result in both of the employees being charged the product fee. Employees may purchase most products around a 50% discount off the retail price unless noted such has hot tools. This discount is not meant to be used for extended family or friends.
Front Desk staff gets one service a month at 50% off. Additional services will need to be approved or done on service providers down time paying house charge and whatever the service provider decides.
VACATIONS
Currently vacations may be taken unpaid and need to be approved by management.
HOLIDAYS
The Company has adopted the following holidays, which are unpaid:
New Year’s Day
Saturday before Memorial Day
Memorial Day
4th of July (depends on the day it lands. We may give a different day off)
Saturday before Labor Day
Labor Day
Thanksgiving Day
Christmas Day
IV. EMPLOYEE WORK RULES AND RESPONSIBILITIES
ATTENDANCE AND PUNCTUALITY
In order for our Company to function efficiently, we must have all employees present for work. If you are going to be absent, you must telephone management or the Owner at least 3 hours prior to the start of your scheduled work shift. You must also call front desk 3 hours in advance. The report must be made by you directly to management; you may not rely on friends, relatives, or fellow employees to convey a message for you. If your absence is unreported for a period of one day, without good reason, the Company will consider you have voluntarily terminated your employment.
Punctuality is as important as attendance. To be punctual, you must have your work area ready 15 minutes before your scheduled hour of work and be ready to serve guests. If you are going to be late by more than 15 minutes, you should provide advance notice to your management or the Owner as to the anticipated length of tardiness. Regardless of the length of time you are tardy, you must immediately report to management upon arrival at work and explain the reasons for your tardiness.
Poor attendance or tardiness may result in discipline up to and including discharge. Attendance records will also be taken into account when considering employees for promotion, advancement, pay increases, or transfer.
LEAVING EARLY
Must have a leave early pass
EVERYTHING must be done and reported to Salon management before leaving.
Everything = Station, TRAY and chair wiped down or your treatment room. Station vacuumed and mopped.
Credit cards are on. All nightly duties that can be done prior to leaving.
There is always help needed at front desk. This is not just a receptionist job. This is the job of everyone.
Stay and help other stylist. Clean up and make salon look nice for the next day.
If someone is staying late alone please inform Salon Management.
LEAVING EARLY ON A SATURDAY
No leaving early for anyone unless you are going to use your Saturday hours.
LOSS PREVENTION
Employees should immediately report to management or the Owner if they notice any suspicious activity that might be detrimental to the Company. Such behavior includes, but is not limited to, employee or guest dishonesty or theft, collusion, falsification of appointment books or other Company records, failure to ring up sales, hazardous conditions, leak of Confidential Information or other competition with the Company, etc.
MOONLIGHTING
We expect full-time employees to devote their entire best effort to the performance of their position with the Company. While Hair Company & Spa cannot dictate the use of any employee’s personal time, any other activity must not be in competition with or contrary to the Company’s best interests, nor interfere with the proper and efficient performance of the employee’s duties. Such action may be a cause for disciplinary action by the Company.
DISCIPLINARY ACTIONS
Verbal and written warnings should be considered serious, and do become a formal part of the employee’s personnel records. Repetitions of an offense for which an employee has received prior counseling or written warnings may result in discharge. They may be asked to sign verbal/written warnings, and may make comments concerning the warnings. If an employee is written up more than 3 times in a 12 month period then you terminate yourself from our salon company.
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