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Staff Manual


Dedicated to providing the best service, product and artistic value to our clients. Our goal is to make every client pleased with every contact with our company and product received from us. Staff members here are treated as adults and equals. As such, you are expected to make sound business decisions on the job that contribute to the success of the company, your fellow workers and yourself.


Our philosophy is built on participation and involvement. Don’t settle down. Give opinions, seek opportunities and advancement and always say what you think. Don’t just be one more person in the company.

Your opinion is always interesting, even if no one asked you for it. Make your voice count. Your seed of and idea can be built upon and grown.

Stuart-Rodgers and its people must strive to communicate with frankness and honesty. You must be able to believe fully in what is said to you by your co-workers.


It’s only worth working at a place in which you can be proud. Create this pride by ensuring the quality of everything you do. Don’t let a product leave the company if it’s not up to the highest standards. Don’t write a letter or a memo that is not absolutely honest.


We at Stuart-Rodgers expect to treat all our customers, suppliers and fellow staff members with absolute courtesy, fairness, and honesty.

At no time should anyone be misled about our prices, services or policies. We reserve the right as business people and artists to withhold sensitive professional information as needed. Therefore, we will not disclose names of labs that we use, retouching artists, oil artists or any other such information. We will also maintain the right to our copyright privi­leges and stand up to any possible customer intimidation in this regard. Customers under no circumstances have the right to copy any of our work without written consent.


Full time staff are expected to work overtime during our busy season from August through December. The expectation during that period is for permanent employees to work 45 - 48 hours per week.

Sales staff will be expected to be at the office 1/2 hour before the start of business each day and 15 minutes after closing. Production staff have more flexible hours but are responsible for making sure they work the required hours per week.

All staff are required to punch in and out on the computerized time tracking system that can be accessed from any terminal in either office. Failure to punch in or out will result loss of eligibility for bonus pay and commissions.

Salaried Exempt Employees

Employees who work in an administrative, executive or professional capacity generally are exempt from overtime rules because the work involves duties related to the company's management. The criteria for exempt classifications vary; however, a common thread in the exempt status criteria is that employees must use independent judgment in performing the majority of their job duties. Exempt workers do not receive overtime pay, yet the company expects them to work as many hours as it takes to fulfill their responsibilities even if they have to work more than 40 hours during the workweek.

The employee’s salary will be adjusted for any additional absences of full 8 hour days past the agreed upon number of vacation and paid sick leave dates above. Notice by email is required for any full 8 hour day that the employee wants off and should be titled as vacation, sick, personal or unpaid time off. All vacation and sick pay is based on a total of 2080 hours per year.


Medical and Dental insurance is available through Stuart-Rodgers after three months of employment. Coverage is available for employees and their families. The cost of the coverage is born by the employee for the first six months. After six months of service, Stuart-Rodgers will pay one half of the individual coverage (not family). These payments will be in the form of payroll deductions. Thirty two or more hours per week constitutes full-time work.


As another part creating a professional and positive experience for all of our important clients, we are instituting the following company dress code. During working hours, this code is to be followed:

Production and back room staff:

Jeans and otherwise casual attire is appropriate
No clothing with words, characters, symbols or pictures

Job Rules and Attire:

Studio Sales and Photography Staff:

Business Casual Attire

Corporate events:

Dress to the level of the guests. If it’s black tie for guests, we are black tie. If it’s business attire for guests, we wear dress slacks, a white button down shirt, tie and dress shoes.
For Black tie events a woman should be a little dressier than white button down following the above rules.


No jeans, hats, clothing with words, characters, symbols or pictures
For men: slacks and polo or button down shirt, no tee shirts or jeans
For women: dress slacks and a dress blouse (no bare shoulders) or below the knee skirt with a dress blouse (no bare shoulders) or dress (no bare shoulders). No tee shirts or jeans.

Location Sittings:

Business casual is generally appropriate unless you will be shooting at a formal event in which case you will need to match the event attire.

General rules:

All tattoos are to be covered
All piercing other than ears need to be removed or covered as best as possible
For women long sleeve blouses are recommended
No clothing with words, characters, symbols or pictures
No talking on your phone, texting, or listening to music
Studio doors always open
Soliciting business for yourself is strictly forbidden while on Stuart-Rodgers assignments and will be grounds for immediate dismissal
Don't say anything mean, stupid or offensive

Evanston rules for attire and traffic on the sales floor:

We are creating a sales, photography and marketing environment here that stresses professionalism, service, empathy and attention to detail. As part of that image, we ask that if you are on, walking through, or in any way close to the sales floor, you be dressed appropriately for it. That means, if you are dressed casually:

If you need to talk with a salesperson, ask them to come to your desk, do not go to theirs
Use the back stairs when possible, not the front stairs

The goal with this is to continue improving and professionalizing our image at the client contact level. It will also reduce traffic through the sales areas which will improve the client’s experience as well.


Employees must work at least 80 hours within any 120 day period to qualify for Paid Sick Leave. For every 40 hours worked, an employee earns one hour of paid sick leave in full hour increments. Salaried employees who are exempt from overtime requirements shall accrue one hour of paid sick leave for each week of employment. Paid sick leave hours are capped at 40 hours per 12-month period. At the end of a 12-month period, employees must be allowed to carry over up to half of unused paid sick leave (a maximum of 20 hours).


You must be employed full-time for three months before holiday benefits can be paid. New Year’s, Memorial Day, July 4, Labor Day, Thanksgiving, and Christmas will all be paid holidays. If any of these falls on a day when you are normally off, you will receive another day off. To receive pay for the day, all full-time staff members must be here the day before and the day after a holiday unless you are on approved vacation time (if it is a regularly scheduled workday).


All photographers will be paid according to current SRS Photo Pay Rates and will be required to complete Pay Reports to receive payment for jobs. Pay Reports will not be accepted or paid if submitted more than 30 days past the date of the job.

Turning in jobs On-time:

In order to turn jobs around within the delivery dates promised to our clients, they must be on our servers within 24 hours of the shoot (or by the Monday following any Friday, Saturday or Sunday shoot).

If you have geographical issues related to getting your jobs turned in, we have an FTP site that can be accessed and used for job submission.

Lost or Mixed up Seniors:

In the past, production has spent days fixing problems related to cards being downloaded to incorrect folders or never being downloaded at all. In many cases sales also needed to get involved calling clients to re-schedule or asking them to "describe their son or daughter". None of it was professional or up to the standards we sell to the schools or expect from one another. In the end, the problems were related to human error in the card handling process on site.

Missing or failed uploads take 1 - 2 weeks to appear. Be careful, and make sure everyone on the job is being careful. No lost or mixed up images, ever.

Three areas to watch on site:

Always use Fox to copy cards (call for help if it's not working but NEVER copy by hand)
Check your downloaded folders (each time)
Check your portable drives (properties on both from and to folders) before putting the drive in the envelope to go to Evanston


Stuart-Rodgers believes everyone should take their vacation every year. It is vital for your health and the company’s welfare. No excuse is good enough for accumulating vacation days for “later”.

After an employee has been a full time employee with the company for one full year, he or she is entitled to two weeks paid vacation to be taken over the course of your second year of employment. Vacation time is not accumulated so be sure to take yours each year. Vacation times must be staggered, so please check with the scheduling manager as soon as you know the dates that you would like for your vacation. The schedule will be made out on a first come first served basis. When a holiday occurs during your vacation, you will be entitled to an extra day. When planning vacation time, the following rules will apply:

1 - 2 weeks of vacation must be scheduled between January 1 and May 15th. If you are eligible for two weeks of vacation, a minimum of one week must be taken during this time.
No more than one week can be scheduled between May 15th and August 1st.
No vacations will be allowed between August 15 th and December 31st. No requests for vacation during that time will be accepted or considered. If you submit a request during that period, none will be granted.
Please be aware of the following policies regarding scheduling of vacation time and time off:
Vacation time is allotted and signed up for on the Vacation schedule that is circulated early in the year. Please make EVERY effort to have signed up on this by February 28th. If NOT, we will need six weeks notice and these requests may not be able to be approved based on scheduling needs along with other company priorities.
Each staff member will be allowed 3 “last minute” changes per year to their schedule. This type of change includes “I’m working late and want to come in late.”, “I’m going to a party and want extra time off.”, “I’m having a friend in for the night and want to work ½ day.” Please use these changes wisely.
For staff photographers, if you are scheduled to work on a day when you also have a job, you are expected to be in the office at the start of business that day.
For sales staff, our doors open at 9:00 and close at 5:00, That means we arrive at 8:30 and are ready to open at 9:00, not walking in the door at 9:00. Closing at 5:00 means that we close the doors and stop handling clients at 5:00 and begin the end of day process. It does not mean that we begin the end of day process at 4:30 and race out the door at 4:59.



At times we have had to turn away commercial candid assignments because we could not find anyone to cover them. We are in the photography business and we must cover this type of event. Turning them away not only looses that particular job, but also potential future jobs from that client. By saying “no”, we force the client, who we have fought hard to get, to call a competitor and have the competitor build the relationship … we will not survive long as a retail photo studio under those circumstances.

Some weeknight evening and weekend jobs are a normal and expected part of your responsibilities as a photographer here. These jobs are part of the bread and butter of our business and we invest thousands of dollars annually to develop the referral network that brings them to us.

We will be assigning these jobs based upon which staff photographer has the best qualifications for the job and notifying you of the assignment by email or telephone ahead of time.

We will always assume photographers are available to work any last minute job unless prior request off has been submitted and approved. Failure to accept last minute work will result in less hours on the schedule. Priority will be given to responsible photographers who notify us when they need time off and not to people to continually decline work.


Overtime is calculated by a combination of our punch system and the worksheets posted at:

Because may staff here have variable pay rates, we have provided these template worksheets for you to use when calculating the pay due you. Federal law states that you are eligible for overtime for any time over 40 hours, that you work in a 7 day week (168 hour period). The software that prints the timecard reports accounts for two full weeks in every pay period and automatically splits out any overtime payable for those two weeks. You are not however, eligible for overtime for hours over 8 in the "dangling" day.

The only way to calculate if those "dangling" hours are overtime eligible, is to make the calculations by hand and submit them in a consistent and logical form showing how many hours over 40 you have worked in the following 168 hour period that includes the "dangling" day. We will be happy to pay for those hours as overtime given correct and consistent documentation provided by you.


Paychecks are issued on the 15th and the first day of each month. If that day comes on a Sunday or Holiday, you will be paid on the following day. If that day comes on a Saturday, you will be paid on the preceding day. All documented payroll information (eg. hours, commissions etc.) must be submitted to the accounting by the last day of the pay period as specified on the payroll schedule sheet or that pay will be de­ferred to the next pay period. Commissions do not accrue, nor are they payable, after your employment has ended.

All overtime must be preapproved before it is worked.

Payroll will only be paid when the correct payroll period summary sheets are filled out and submitted. These must be submitted on the last day of the pay period in question as listed at:


When you are hired (full-time) you will be brought on the payroll at a “let’s get acquainted” salary. Your salary and performance will be reviewed after 6 months on the payroll. After that, you will have a performance review during the winter with management and/or fellow staff members.

Your compensation will be strictly tied to measurable performance goals.


Please be aware that at Stuart-Rodgers Ltd. we are committed to creating a working environment in which we all feel welcomed and comfortable. Our goal is to ensure that everyone here can achieve their highest potential. This is possible only by adherence to the highest standards of conduct in all our associations here. Please read carefully the following publication from the US government and understand that in all ways we believe in and will enforce these guidelines.

All conduct here will be held to the highest level of compliance. No comments, emails, web browsing, phone conversations or other verbal or non-verbal communication that causes discomfort to fellow employees here will be tolerated.

If an occasion arises that appears to be in-appropriate, please feel comfortable reporting it immediately to Scott or Angie.

The U.S. Equal Employment Opportunity Commission
Facts About Sexual Harassment

Sexual harassment is a form of sex discrimination that violates Title VII of the Civil Rights Act of 1964.

Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitutes sexual harassment when submission to or rejection of this conduct explicitly or implicitly affects an individual's employment, unreasonably interferes with an individual's work performance or creates an intimidating, hostile or offensive work environment.

Sexual harassment can occur in a variety of circumstances, including but not limited to the following:
The victim as well as the harasser may be a woman or a man. The victim does not have to be of the opposite sex.
The harasser can be the victim's supervisor, an agent of the employer, a supervisor in another area, a co-worker, or a non-employee.
The victim does not have to be the person harassed but could be anyone affected by the offensive conduct.
Unlawful sexual harassment may occur without economic injury to or discharge of the victim.
The harasser's conduct must be unwelcome.

It is helpful for the victim to directly inform the harasser that the conduct is unwelcome and must stop. The victim should use any employer complaint mechanism or grievance system available.

When investigating allegations of sexual harassment, EEOC looks at the whole record: the circumstances, such as the nature of the sexual advances, and the context in which the alleged incidents occurred. A determination on the allegations is made from the facts on a case-by-case basis.

Prevention is the best tool to eliminate sexual harassment in the workplace. Employers are encouraged to take steps necessary to prevent sexual harassment from occurring. They should clearly communicate to employees that sexual harassment will not be tolerated. They can do so by establishing an effective complaint or grievance process and taking immediate and appropriate action when an employee complains.

These policies apply to all internal interactions with fellow employees as well as with interactions with clients and any other people in the work environment. All interactions are expected to be professional, courteous and respectful.


Employees are forbidden to be alone in a one on one situation with any clients.
When photographing anyone, either a third person should be present or the door to the room propped open.
Stuart-Rodgers has the right to record and/or monitor any activity in client spaces.
No client phone numbers, email addresses, or social networking contact information will be collected for personal use.
No personal phone number, email addresses, or social networking contact information will be shared by employees with clients.


This manual is designed to be a guideline for our growth as a company and as individuals. Working as a team, we will all benefit from the increased rewards that our company attains. The keys again will be teamwork, cooperation, communication, respect and ever higher expecta­tions of one another and ourselves.