STAFF MANUAL

We have been committed to excellence and cutting edge imagery since 1945. We cover school imaging, commercial work and family portraits in the Chicago Metro area. We now serve close to 100 carefully selected schools and Districts in the area as well as provide the best corporate image work in Chicago. We are first and foremost committed artists who happen to be in the Photography business.

Pride, trust, commitment, creativity, caring, sense of purpose, community... we live our commitments every day at work and at home.

WHAT TO EXPECT:

We have a variety of on site and Work From Home positions available and work hard to fit the positions available to the strengths of each individual. Everyone comes here with varying degrees of experience in our field and we try to respect that, fit everyone where they will thrive, and everyone leaves here with a deep understanding of the business of photography.

Expect to work hard, get open feedback and mentoring, and have the flexibility to make the best of this season here. This can be a high pressure environment when deadlines approach and we work hard to support everyone and build a strong team as we serve our demanding clients.

Our philosophy is built on participation and involvement. Don’t settle down. Give opinions, seek opportunities and advancement and always say what you think. Your opinion is always valued. Make your voice count.

We all work together to create a product and service that all of us can take pride in. Don’t let a product leave the company if it’s not up to the highest standards.

CODE OF ETHICS

We at Stuart-Rodgers expect to treat all our customers, suppliers and fellow staff members with 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 protection. Customers under no circumstances have the right to copy any of our work without written consent.

FULL-TIME STAFF

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 and production staff will receive weekly schedules from their department manager and 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. Breaks must also be recorded by clocking in and out for lunch breaks. Failure to punch in or out will result loss of eligibility for bonus pay and commissions.

BENEFITS FOR FULL-TIME STAFF

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.

DRESS CODE

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:

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Jeans and otherwise casual attire is appropriate

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No clothing with words, characters, symbols or pictures


 

Studio Sales and Photography Staff:

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Business Casual Attire

Corporate events:

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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 button down shirt and dress shoes. For Black tie events, all staff should be a little dressier than the rules above. We recommend male employees wear a jacket and tie and female employees wear a nice blouse or suit jacket.

Schools:

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No jeans, hats, clothing with words, characters, symbols or pictures

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Slacks and polo or button down shirt, no tee shirts, no bare shoulders

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No tee shirts or jeans.

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Nice dress shorts are allowed on outdoor jobs only when the temperature is 75 or higher.


 

Location Sittings:


 

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Business casual is generally appropriate unless you will be shooting at a formal event in which case you will need to match the attire of the event.
General rules:
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No clothing with words, characters, symbols or pictures
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No excessive talking on your phone, texting
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No listening to music unless it is set up and approved by the company
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Studio doors are always open
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Soliciting business for yourself is strictly forbidden while on Stuart-Rodgers assignments and will be grounds for immediate dismissal
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Be kind and respectful with what you say and how you represent yourself and our Company

 
REMOTE WORK POLICY

 
Remote work may become available for trusted and hard working employees. Below are the requirements for Working Remotely:

 
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The employee must have an official work space at home (An office or desk set-up)
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The employee needs to be at their home and no other place (like a vacation home or coffee shop) unless approved
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Employees need to be available to answer phone calls, texts or slack messages within 15 minutes unless on lunch break
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Employees must use a designated Slack page to notify others when clocking in and out for lunch
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Employees must be online during regular business hours unless another schedule has been approved.
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Employee will not go into overtime unless approved
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Employees will be required to log in and out of a time tracking system if requested

 

 
SICK LEAVE

 
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).

 
HOLIDAYS

 
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).

 
PHOTOGRAPHY PAY

 
All photographers will be paid according to current SRS Photo Pay Rates and will be required to clock in and out of TSHEETS 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. Your location will be tracked when you are clocked in for a job. If you forget to clock in or out, please send corrections to your hiring manager immediately following the job. Recurring failure to clock in and out will result in review for dismissal.

 
TURNING IN ASSIGNMENTS 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.

 
VACATIONS

 
Stuart-Rodgers believes everyone should take their vacation every year. It is vital for your health and the company’s welfare.

 
After an employee has been a full time employee with the company for one full year, he or she is entitled to two weeks (80 hours) 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 a 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:

 
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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.
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No more than one week can be scheduled between May 15th and August 1st.
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Very limited vacations will be allowed between August 15th and December 31st.

 

LAST MINUTE JOBS & WEEKEND SCHEDULING

At times we have had to turn away school or 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 phone 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.

ON CALL PHOTOGRAPHER

We assign our regular photographers as “On Call” on a rotating basis. This allows coverage of our assignments if someone on our team needs sick leave. You will be notified during the scheduling process of your On Call day and be expected to be available until the last job of the date starts should the need arise.

PAY PROCEDURE

Paychecks are issued on the 15th and the last 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 approved ahead of time before it is worked.

SEXUAL HARASSMENT

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.

CLIENT RELATION RULES

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Employees are forbidden to be alone in a one on one situation with any clients.

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When photographing anyone, either a third person should be present or the door to the room propped open.

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Stuart-Rodgers has the right to record and/or monitor any activity in client spaces.

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No client phone numbers, email addresses, or social networking contact information will be collected for personal use.

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No personal phone number, email addresses, or social networking contact information will be shared by employees with clients.


 

CONCLUSION

We are happy to have you here and look forward to having you as a part of our group.