Organisational Chart

Learning & Development Manager

Yolanda Aguilar

Key SPK Management Team _______________ Direct line management ______________

Children’s Dance Classes Dance

Worker Glen McArtney

Board of Directors Sheila Allan, Graeme Lynch, Tanya Small, Thomas Small

Artistic Director Thomas Small

Company Dancers

Administrator Recruiting 2013

Freelance Dance Workers

Rehearsal Directors Romain Guion & Vince Virr

General Manager & Producer Rob Dunn

Creative Producer Allan McIntyre

Learning & Development Artist

Sarah Oakley

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JOINING SMALLPETITKLEIN Personal problems If you have any personal problems with which you believe the Company may be able to help then you should approach your line manager. He or she can arrange for a personal discussion with the appropriate personnel, which will be in absolute confidence. Probationary period On joining the Company you will serve a probationary period. During this time you will be making your own mind up about whether you wish to remain working with this Company. Your manager, at the same time, will be assessing your capabilities, attitude and potential. If you do not reach the standards required by the Company your employment may be terminated at any time during the probationary period, or the probationary period may be extended. Unless stated differently in your Statement of Main Terms and Conditions of Employment, a probationary period of three months shall be served. Induction Our induction programme is designed so that you fit in quickly and effectively. You will meet your new colleagues and you will receive information on the Company, your terms and conditions of employment, company rules, health, hygiene and safety. Changes in personal details To help us to assist you, especially in cases of emergency, it is essential that all information on your personnel records is complete, correct and up to date. Please inform the General Manager & Producer of any changes in your personal details, including a change of: • Address and telephone number • Name • Next of kin Your personal information is classified as confidential and will not be released to outside sources. Job Description You have been provided with a Job Description of the position to which you have been appointed but amendments may be made to your Job Description from time to time in relation to our changing needs and your own ability. Job Flexibility It is an express condition of your employment that you are prepared, whenever necessary, to transfer to alternative duties within the Company. From time to time, it may be necessary for you to take over some duties normally performed by colleagues. This flexibility is essential as the type and volume of work is always subject to change, and it allows us to operate efficiently and gain maximum potential from our work force. Mobility It is a condition of your employment that you are prepared, whenever necessary, to work from any assigned location. This mobility is essential to the smooth running of our business. Signing In & Out Ardler Complex, our HQ in Dundee, operates a system for signing in and out. When you arrive for work, you must tick your name in and out when entering and leaving the building. This acts as a roll call in the event of an evacuation.

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Performance and Review Our policy is to monitor your work performance on a continuous basis so that we can maximise your strengths, and help you to overcome any possible weaknesses. Staff Appraisal Scheme - Performance Appraisal We have a staff appraisal scheme, called Performance Appraisal, in place for the purposes of monitoring staff performance levels with a view to maximising the effectiveness of individuals, details of which are available below.

• All Core Team staff will meet with their Line Manager and/or Artistic Director on a weekly basis during Team meetings to give updates on their work with the Company and agree a work plan for the next week or two. All Core Team staff will attend a Performance Appraisal twice a year to review their progress. Performance Appraisal is intended to be a positive and mutually beneficial process, which allows Smallpetitklein and its staff the opportunity to discuss issues that encourage best practice and the achievement of high standards in all aspects of their work. Disciplinary action under the Disciplinary Procedure may be taken against any employee who fails to work on the goals agreed during the appraisal process.

Capability Review Policy & Procedure Action may be taken where an individual is incapable of satisfactorily carrying out the work that they are employed to perform. Examples of such incapability include sickness (detailed in the Sickness & Absence Management Policy) and the failure to meet key standards of performance. Full information regarding our Capability Review Policy & Procedure is available in the appendices. Training We are committed to the continual development of all our employees. It is vital that our employees possess the skills and knowledge to enable them to perform their duties effectively. Any needs should be discussed with your Line Manager. Smallpetitklein may, in its absolute discretion, provide financial assistance for external training courses that have relevance to your current or likely future duties with Smallpetitklein. You may not be paid to undertake this training. Ownership All work created during your work with Smallpetitklein remains the property of Smallpetitklein Dance Company Limited and we reserve the right to present, perform, adapt or modify the work in any way we deem appropriate. All images taken of you during Company photo-shoots or during performance, office work, teaching or rehearsal remain the property of Smallpetitklein Dance Company Limited and we reserve the right to use these images for our publicity and marketing through print, online, social media or any other means now and in the future. Business Expenses The principle behind the Business Expense policy is that if you incur a valid & reasonable business expense on our behalf of then you will be reimbursed. To be a valid business expense, the Business Expense policy, which can be found on the Work Area, should be followed at all times and claims made within three months of being incurred. Abuse of this right to claim expenses are considered to be gross misconduct, which may result in dismissal. Travel expenses to workshops, dance clubs and rehearsals etc, whilst in Dundee, are NOT paid unless prior agreement has been made with your line manager. Expenses should be claimed via an Expenses Form and must be authorised by your line manager prior to payment. A receipt and a clear breakdown must accompany all expense forms. This should include a detailed explanation of what the expense claim is for and what project it relates to. Expense claims will be paid within 30 days. It is important you retain receipts and invoices for at least seven years. These can be audited by, amongst others, your manager, Internal or External Audit teams or the Finance Committee and if we become aware of false claims at any point, this will lead to disciplinary action, which could lead to you losing your job. Where more than one employee is travelling to the same destination you should use shared transport. Wherever possible, video and telephone conferencing facilities should always be considered as an alternative to travel. To avoid any disputes we recommend that you agree in advance with your manager what expenses they would be prepared to authorise prior to incurring any expenses.

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POLICIES Equality & Diversity Policy It is the Company's intention that all employees should have an equal chance of advancement, access to opportunity, and the training necessary to that end, irrespective of the employee's: • Sex • Race, colour nationality, ethnic origin • Sexual orientation • Religion or belief • Age It is the Company's policy to employ and provide a suitable environment for people with disabilities. All reasonable facilities will be provided for employees with disabilities to pursue their careers without difficulty or disadvantage. It is the responsibility of every staff member to ensure that the terms of the policy are observed. If you feel that the letter and general intent of the Equality & Diversity policy has not been fully implemented then you should draw this to the attention of your line manager, in the first instance. If the matter is not resolved satisfactorily you may raise a grievance through the Company's grievance procedures. Please see our separate document entitled ‘Equality & Diversity Policy’ for further information. Child Protection Policy and Vulnerable Adults Policy Please see our separate documents entitled ‘Child Protection Policy’ and ‘Vulnerable Adults Policy’. Disclosure Policy Please see our separate document entitled ‘Disclosure Policy’. Health and Safety Policy Smallpetitklein recognises that it is responsible for ensuring; so far as is reasonably practicable, the health, safety and welfare at work of its employees. Smallpetitklein believes that the pro-active management of health and safety issues is an integral part of its obligations to its employees and to the wider community. This policy statement sets out in broad terms the legal responsibilities owed by Smallpetitklein and by employees in relation to health and safety issues. It will only be possible for Smallpetitklein to comply with these legal obligations if both its employees and any self-employed third parties on our premises understand that they are under a duty to take reasonable care for the health and safety of themselves and any of their colleagues who may be affected by their acts or omissions and that they are required to co-operate with Smallpetitklein to enable Smallpetitklein to perform its obligations. This means everyone needs to avoid silly or reckless behaviour, but also take positive steps to work safely. We firmly believe that adequate provisions for health and safety are essential to working life. The maintenance of healthy and safe working conditions and the prevention of injuries are not only of vital importance to the Company's efficiency and success, but also in the best interests of all our employees and their families. We therefore aim to: • Ensure that all employees are fully aware of their responsibility for safety and of the safety rules

which are relevant to their own jobs • Provide up to date information about health and safety issues at work. Safety do's and don'ts The list of safety rules set out below is not exhaustive and is intended for general guidance only. Some rules will be explained to you by your line manager or by an experienced employee. If you are unsure about health and safety issues don't be afraid to ask.

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Do • Look where you are going and proceed cautiously and carefully around the building. Avoid

running or rushing about – it's better to be safe than sorry • Make sure that you really understand what to do before you operate any piece of equipment

or machine, however simple, on your own • Make sure that you use proper methods for lifting and handling: keep your back

straight: if something is too heavy for you to lift on your own, ask someone to help • Clean up after you: your untidiness or carelessness may cause injury to someone else • Wear special protective clothing, including goggles, ear protectors, gloves or boots when

advised to do so • Take care at all times for the safety of yourself and others • Report any injury, however slight, to your line manager • Report hazards Don't • Run inside or outside the building • Attempt to operate any machine or equipment without taking proper instructions • Attempt to clean any machine or any moving part whilst it is in motion • Interfere with any safety equipment or machine guards • Tamper with any electrical wiring or equipment • Leave things lying around the office area or in gangways • Obstruct fire exits Accidents and First Aid Any injury requiring treatment should be dealt with by a trained first-aider. Allan McIntyre (Creative Producer) is Smallpetitklein’s First Aider. First aid boxes are available in the office and in the SPK Cupboard at Ardler Complex. If no first aider is available in your area, please report to your Line Manager. Reporting accidents You should report any accident, however minor, in the Accident Book that can be found in the office. In the event of a serious or notifiable accident or dangerous occurrence, it is essential that your line manager is located and advised as soon as possible, in order that suitable action is taken. Fire procedures Rules concerning fire evacuation are posted near fire equipment throughout the building. Hygiene Any exposed cut or burn must be covered with a first aid dressing. If you are suffering from an infectious or contagious disease or illness such as swine flu, rubella or hepatitis, you must not report for work without clearance from your own doctor. Data Protection Policy You may be required to give certain information relating to yourself in order that Smallpetitklein may properly carry out its duties, rights and obligations as the employer. Smallpetitklein will process and control such data principally for personnel, administrative and payroll purposes. The term ‘processing’ may include Smallpetitklein obtaining, recording or holding the information or data or carrying out any set of operation or operations on the information or data, including organising, altering, retrieving, consulting, using, disclosing or destroying the information or data. Smallpetitklein will adopt appropriate technical and organisational measures to prevent the unauthorised or unlawful processing or disclosure of data. You are requested to sign the attached consent form (Appendix 1 – Data Protection Consent Form) giving consent to Smallpetitklein to process data relating to yourself, which may include sensitive data. Please also refer to our separate document entitled ‘Disclosure Policy’

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HOLIDAY ENTITLEMENT AND CONDITIONS Annual holidays

1. Your holiday year begins on the day you started working for Smallpetitklein. Each holiday year after this will start on the anniversary of the date on which you started work. Therefore, each holiday year ends the day before your anniversary of beginning work with the company. For example: If you start on 10th January 2013 your holiday year begins on 10th January 2013 and ends on 9th January 2014.

2. Your annual holiday entitlement is shown in your individual Statement of Main Terms and Conditions of Employment.

3. Holidays cannot be carried forward unless this is set out in your Statement of Main Terms and Conditions of Employment or authorised by the Artistic Director.

4. TOIL time cannot be saved and used towards holidays. Conditions applying to your annual holiday entitlement

1. You should check your proposed holiday dates with your Line Manager in the first instance. Following this check, you should then complete the Holiday Request Form for all holiday requests and email this to the Artistic Director. You must have this signed and approved by the Artistic Director before spending any money or making any firm holiday arrangements.

2. Holiday requests will only be considered if you present them on the Holiday Request Form. We will allocate agreed holiday dates on a ‘first come – first served’ basis whilst ensuring that operational efficiency and minimum staffing levels are maintained throughout the year. Only one person from each of the Teams will be allowed on annual leave at any one time to ensure the office is staffed and operations continue efficiently. For example, only one member of the Producing & Admin Team will be allowed on annual leave at any one time.

3. All holiday requests must be booked taking the Annual Schedule into consideration and cannot clash with pre-arranged events scheduled to take place during the year. Particularly during the times when the Company is performing at the Edinburgh Festival Fringe, touring Well Good or touring a production nationally or internationally.

4. The Company shuts down over Christmas and New Year period therefore this 2-week period is a mandatory holiday that will be reflected in your holiday entitlements.

5. You may not normally take more than two working weeks consecutively. 6. Your holiday pay will be at your normal basic pay unless shown otherwise on your Statement

of Main Terms of Employment. 7. In the event of the termination of your employment any holidays accrued but not taken will

be paid for. However, in the event of your having taken holidays, which have not been accrued, pro-rata, then the appropriate payment will be deducted from your final wages/salary. This is an express written term of your contract of employment.

8. You should give the Company as much as notice as possible of your intention to take holidays but as a minimum we require at least two weeks notice. We will try our best to accommodate your request but this will always be subject to having enough people available to meet the needs of our business.

9. No payments in lieu will be made for any untaken holiday unless you are leaving our employment.

Public/Bank Holidays We do not provide additional holidays for public/bank holidays. However, you may use your holiday entitlement towards a public or bank holiday subject to the conditions above. We do not make any additional payment for working on a public/bank holiday.

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SPECIAL CONDITIONS FOR LEARNING & DEVELOPMENT EMPLOYEES Learning & Development Employees Rules & Regulations The following terms and conditions apply when accepting a role with Smallpetitklein’s Learning & Development Team.

1. You must not establish a new dance class outwith your role at Smallpetitklein at the host venue or within a 3 mile radius, involving the participants either as a result of teaching the class or otherwise within a 2 year period whether currently employed by Smallpetitklein or not.

2. You cannot claims hours for any session that you did not deliver and this should be reflected and amended in your weekly schedule.

3. No additional payments towards travel or expenses will be paid unless agreed in advance in writing.

4. You must not arrange to send someone to teach your class without prior agreement with your line manager, failure to do so may result in disciplinary action and the replacement teacher will not be paid.

5. You must use language that is appropriate to the level you are teaching. Please refrain from using crude, vulgar language including swear words. You must also avoid making statements or comments to the participants, which may be misconstrued. You must remember that you are representing Smallpetitklein in a professional capacity,

6. You must not use the classes or workshops as an opportunity to promote or market any projects or classes that you are doing yourself outwith Smallpetitklein or with other companies. Smallpetitklein works hard to establish relationships with schools and colleges and will not allow other companies to use our work for their benefit. Failure to comply with this condition will result in disciplinary action.

7. For your protection, regardless of your intentions, you must restrict the use of touch when trying to help children learn the moves. Try to use descriptive language to explain what you want. This is in line with our Child Protection Policy and is designed to protect both children and our staff.

8. Please ensure your mobile phone is switched off or on silent mode before starting your session. 9. Ensure you are wearing a Smallpetitklein branded T-Shirt during all sessions taught for the

Company. Do not wear T-shirts advertising other companies. Do not wear baseball caps or hats whilst teaching.

10. You must complete and return all evaluation forms as agreed with the Learning & Development Manager each term to a satisfactory standard otherwise disciplinary action may be taken.

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WAGES AND PAYMENTS

1. The pay month is the calendar month. 2. Wages are paid directly into your bank account by the last Friday of each month. 3. You will receive a payslip showing how the total amount of your pay has been calculated. It

will also show the deductions that have been made and the reasons for them, e.g. Income Tax, National Insurance, etc.

4. Any pay queries that you may have should be raised with the General Manager & Producer. 5. If you are overpaid for any reason, the total amount of the overpayment will normally be

deducted from your next payment but if this would cause hardship, arrangements may be made for the overpayment to be recovered over a longer period.

6. At the end of each tax year you will be given a form P60 showing you the total pay you have received from us during that year and the amount of deductions for Income Tax and National Insurance. You may also be given a form P11D showing non-salary benefits. You should keep these documents in a safe place as you may need to produce them in your dealings with HM Revenue and Customs and other government departments, or if completing a self-assessment form.

7. Salaries are normally reviewed annually. The outcome of this review does not guarantee you will receive a salary increase. The Company is under no obligation to review or increase your salary at any time.

8. We reserve the right to deduct from your pay anything you owe us. This includes, but is not limited to: • Any overpayment we have made to you for any reason. • Any loans we have made to you in connection with your job, like advances on your salary,

season ticket loans etc.

WORKING HOURS AND BREAKS Working hours The Company’s normal business hours are 9.30am to 6pm Monday to Friday plus activities in the evenings and weekends as part of our Learning & Development programme and performances of our productions. Your hours of work will be detailed in your written Statement of Main Terms and Conditions of Employment. The way in which you work these hours may be changed, and you may be asked to work extra hours on a week-to-week basis. Due to the nature of our business, all employees are required to undertake weekend and evening working when necessary and it is an express condition of all contracts that this flexibility is accepted. Working time does not include normal travel between work and home, rest breaks, time spent travelling outside normal working hours and non-job related training. Breaks Staff members are entitled to an unpaid 30 minutes break for shifts longer than 6 hours. In addition to this, reasonable tea breaks that do not exceed 10 minutes are allowed at the discretion of your line manager. Benefits Smallpetitklein are pleased to offer free classes and workshops to you and your immediate family. We define immediate family as partners/spouse, children, parents and siblings. Priority must be given to paying customers and access to classes will only be given should there be available spaces. We also offer free access to the gym and weights room at Ardler Complex. You are also entitled to 2 free tickets to each of our productions per tour.

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SICKNESS & ABSENCE MANAGEMENT POLICY Notification of incapacity for work If you are unable to work due to illness, injury or some unforeseen circumstance, you should notify your line manager, by telephone, by 9am on the first day of absence. It is not acceptable to report your absence by text message, email or to leave a message on the Company landline voicemail. Notification should be made personally. If your line manager is not available, you should contact the Artistic Director, General Manager & Producer or Learning & Development Manager and notify them. If you are due to attend a meeting etc, you should also let the client or colleague know that you are sick. If you are due to teach, you should liaise with the Learning & Development Manager so that alternative arrangements can be made. You should let your Line Manager know by 3pm if you will be returning the next day so that we can make plans to distribute your workload to other staff members. Failure to adhere to this procedure may result in disciplinary action and/or immediate termination of your contract and dismissal. If your incapacity extends to more than seven days you are required to notify us of your continued incapacity once a week thereafter, unless otherwise agreed. The Company needs to know about your absence so that prompt attention can be given to temporary re-organisation of your duties. You should, therefore, inform your Manager of any jobs that would have required completing on the days of absence to progress a project. Evidence of Incapacity If the period of absence is between 0.5 and 7 calendar days you should complete a self-certification of sickness form (See Appendix 2). This should be forwarded to your line manager on your return to work who will have a discussion with you. The line manager must forward the form to the Management Team for processing. If your absence is for more than 7 calendar days (inclusive of non-working days), you must provide a medical certificate (a ‘fit note’) signed by a registered medical practitioner. This certificate should be forwarded to the Management Team within one week of issue. Should you wish to return to work prior to the expiry of the period covered in the medical certificate, a note from your doctor is required stating that they consider you are fit to do so. Failure to submit medical certificates on time may result in the absence being treated as unauthorised and payment may be withheld. Unauthorised Absence Failure to report sickness absence (or any other absence without prior permission from your line manager) within a reasonable period of time, usually on the first day of absence, will normally be regarded as unauthorised absence. This may lead to disciplinary action and pay being withheld. Going on Holiday During Sick Leave If you are on sick leave and wish to go away on holiday (possibly booked before your sickness), you must inform the Management Team. SSP will be unaffected. In some cases, The Management Team will require confirmation from your doctor or an occupational health practitioner that the proposed holiday will not have a detrimental effect on your recovery. Employees may request to take holiday leave while off sick in which case this should be put in writing. If approved, sick pay is suspended while holiday pay is instated. Accrual of Annual Holiday Entitlement During Sick Leave If you are absent due to long-term illness you continue to accrue some holidays. If you are absent for a period of one month or more, you will lose 1.5 days’ of your annual leave each month thereafter until you return to work. You may not reclaim any Smallpetitklein closure days on which you are ill. However, your remaining annual leave may be increased if necessary to ensure that the total amount of leave and reclaimed leave available is not less than 28 days (or pro-rata if you are part time) during the relevant annual leave year. Reclaimed leave should normally be taken at the end of your period of sickness absence, and must be at a time agreed with your line manager, subject to the requirements of the Smallpetitklein.

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Statutory sick pay Employees may be entitled to Statutory Sick Pay (SSP) when you are absent from work due to sickness, provided you meet the criteria in the current SSP regulations. When you are absent for four or more consecutive days you will be paid SSP by us if you are eligible. This is treated like wages and is subject to normal deductions. The main features of the scheme are: • The first three days of incapacity are unpaid (called 'waiting days') • SSP is paid for up to 28 weeks. • Once SSP is exhausted, an employee normally transfers onto benefits paid directly by the

Department for Work and Pensions • If two periods of sickness are separated by less than eight weeks (56 days), then they are linked

and the employee need not serve the waiting days again. Where the circumstances of your incapacity are such that you receive or are awarded any sum by way of compensation or damages in respect of the incapacity from a third party, then any payment which we may have made to you because of the absence (including SSP) shall be repaid by you to us up to an amount not exceeding the amount of the compensation or damages paid by the third party and up to, but not exceeding, any amount paid by us. Self-employed freelancers and contractors will not receive payment for any days/sessions missed. Other Employment If in addition to your employment at Smallpetitklein you have other employment (or self-employment) in which you intend to continue working while being absent from Smallpetitklein due to illness, you must notify The Management Team. Confirmation from your GP may be required to confirm that continuing to work in your other job is not detrimental to your recovery. Absence Your attendance is important to the business and is monitored. This policy identifies points at which the Company will take action if your sickness absence reaches unacceptable levels. 1. Short-term absence • Your Line Manager will formally review your absence record if in any three month period there

are three separate periods of absence (whether these are certificated or not), or if there is an unacceptable pattern of absence, for example, regular time off on Mondays or Fridays.

2. Long-term absence • 'Long term absence' is a period of sickness, which lasts longer than two calendar weeks • The Company takes a sympathetic view about genuine ill-health problems and will provide a

supportive approach to all employees in such circumstances • Your Line Manager will monitor your absence and will counsel you through a period of sickness

absence. If, after discussion it appears that you are likely to be away from work for more than four weeks your Line Manager will telephone you every fortnight and may visit your home every month. These arrangements may be varied by agreement. Home visits will not be made without your consent

Ultimately, if absence (either short term or long term) does reach problematic levels then the Company will take action under the Capability Review Policy & Procedure (Absence). Refer to the Capability Review Policy & Procedure (Absence) in the appendices for full details.

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Returning to Work How your return to work is managed after a period of absence will depend on the length of your absence and the reason for it. In cases of short term absence, the return to work may be relatively straight forward and mainly focus on getting up to date with relevant work matters. Managers are required to take reasonable steps to manage the workload of employees who are on sick leave to prevent the individual returning to a large backlog of work. The Management Team may be contacted for further advice. Going back to work after a longer period of absence typically requires advance planning and, after the return, close monitoring. Medical professionals say that sometimes, depending on the nature of an illness or injury, returning to work before full fitness can be helpful to recovery. Your doctor can give advice and support with regard to when a return to work might be appropriate. When you return to work after a period of sickness absence you should have a discussion with your line manager. The purpose of this is to consider your well being in light of your absence and to update you on any relevant work matters. It also provides an opportunity to identify any underlying issues or concerns at an early stage and, hopefully, resolve them. The discussion should focus on the following points:

• The reason for your absence • Care and concern regarding your well being • Ensuring you have not returned to work too early • Updating you on any work related matters • If appropriate, identifying any underlying reasons for absence and ensuring that

suitable assistance and support is given where possible • Assisting in the monitoring and review of your sickness record and identifying any

patterns that may be emerging Details of the meeting should be recorded (Appendix 5) and forwarded by the line manager to the Artistic Director. Information discussed at the return to work meeting is contained within the self-certification form, which must be returned. Guidance and Support If a line manager considers that there may be a cause for concern regarding an employee’s attendance record, they should discuss this matter further with the Management Team. The Management Team will advise on arranging a guidance and support meeting with the employee, in which the frequency, reasons and amount of absence may be discussed. The employee should be invited to attend this meeting and be given the opportunity to bring someone along with them, i.e. a work colleague. A guidance and support meeting may be arranged due to an employee’s absence record reaching a trigger point or because there is a cause for concern about the absence(s) or reasons for it. During the meeting the following points should be covered:

• The attendance record and reasons for absence • The reasons for concern • Any underlying factors or mitigating circumstances such as personal or work related

problems which may be addressed • An action plan, to manage the situation in the future • Any requirement for professional medical involvement, such as Occupational Health

Managing Attendance While absences, and the reasons for them, are considered on a case-by-case basis, there are some trigger points at which a guidance and support meeting normally takes place.

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The trigger points are:

i. 5 separate periods of absence, occurring within a 12 month rolling year ii. 1 continuous absence, lasting one month or more iii. A Bradford Factor* of 100 or more

*The Bradford Factor is a widely used measure of sickness absence and is calculated at follows: Bradford Factor = no. of days’ sickness absence in past 12 months x no. of epsiodes Pattern of Absences Sometimes a pattern to an employee’s absences emerges, for example they tend to be absent on a particular day of the week or time of the year. Similarly, a number of absences may occur for the same or related reasons due to a particular health, or other, problem. Identifying and discussing patterns can sometimes be helpful identifying the root cause of absence and addressing attendance issues. Record Keeping Accurate records are not only mandatory for the purposes of sick pay but are essential for monitoring sickness absence. Records must be completed for every member of staff by the Management Team. It is therefore essential that the Artistic Director is informed of all absences by line managers. Such records should show dates of an employee’s absence and reason for absence. The line manager must forward all self certification forms and any details of return to work discussions held with the employee to the Artistic Director. The Artistic Director will log all absences in the Absence Management Record. This procedure ensures we can monitor staff absence levels. It should be noted that all such information is confidential and handled in line with our Data Protection Policy. Unsatisfactory Attendance Sometimes an employee’s absence from work inhibits their ability to carry out their role satisfactorily. This is usually due to either frequent spells of short term absence or a long term absence. In such circumstances the Capability Review Policy & Procedure (Absence) is used. Refer to Appendix 6. General Conditions

1. Submission of a medical certificate or Sickness Self-Certification Absence Form, although giving us the reason for your absence, may not always be regarded by us as sufficient justification for accepting your absence. Sickness is just one of a number of reasons for absence and although it is understandable that if you are sick you may need time off, continual or repeated absence through sickness may not be acceptable to us.

2. In deciding whether your absence is acceptable or not we will take into account the reasons and extent of all your absences, including any absence caused by sickness. We cannot operate with an excessive level absence as all absence, for whatever reason, reduces our efficiency.

3. We will take a serious view if you take sickness/injury leave that is not genuine, and it will result in disciplinary action being taken.

4. If we consider it necessary, we may ask your permission to contact your doctor or for you to be independently medically examined.

5. Employees should not participate in any other work or projects, whether paid or unpaid, during sick leave unless they have received written authorisation from their line manager.

6. Staff members should put on their out of office message so that clients are aware of the situation in case they have an urgent request and can be redirected to someone else in the team.

7. Line managers will send out a Self Certification Form to the staff member. These Self-Certifications must be completed by the staff member upon return to work and must be returned to your Line Manager by the end of your first day back at work. Line Managers will then store this form in the staff members personnel file and forward a copy of this form to the Artistic Director.

8. You should avoid contacting staff members via their mobile phone when they are ill so that they can recover. The only exception to this would be an emergency.

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Attending Work While on Sick Leave If you wish to attend Smallpetitklein or other work related activity outside Smallpetitklein (for example a meeting or CPD event) while on sick leave, you should contact your line manager or The Management Team in advance to discuss this and make arrangements as appropriate. OTHER ABSENCES Time off to deal with emergencies You are entitled to take a reasonable amount of unpaid time off during working hours to take action which is necessary to provide help to your dependants, for example, if a dependant falls ill or is injured, if care arrangements break down, or to arrange or attend a dependant's funeral. Should this be necessary, you should discuss your situation with your line manager. As a guideline Smallpetitklein would not expect to grant leave more than 2-3 emergency requests for any individual staff member in any rolling 12 month period. A Short Term Leave of Absence Form (Appendix 4) must be completed. Court attendance and Jury service You must notify your Manager as soon as possible after receiving the summons. You’ll be given reasonable paid time off if you’re required to attend a court or tribunal as a witness or juror. You must claim allowances/expenses from the court, to which staff are entitled to under the Jurors Allowances Regulations. The court will issue you with an Certificate of Loss of Earnings. You must give this to the General Manger & Producer. You will then receive full basic pay for your jury service. You must advise the General Manager & Producer of payment received by submitting a copy of summons detailing payment; any allowances/expenses paid will be deducted from your pay. If the court is adjourned, you must return to work on those days. If you are attending court as a result of a personal case you have instigated you will be expected to use holiday leave for this time. If you are attending court to support a Company-related case, you will be paid. Fertility treatment Employees wishing to take time off to attend fertility treatment appointments should use their holiday entitlement. Elective surgery Elective surgery is surgery not considered to be medically necessary e.g. cosmetic surgery, laser eye treatment or vasectomies. Employees wishing to undergo such treatment should use their holiday entitlement. Any additional unpaid leave is at the discretion of the Line Manager and will be subject to the needs of the business. Unexpected Outcomes In the event that the outcome of the elective surgery is unexpected and the employee suffers injury or illness, following receipt of the relevant medical certificate, the sick pay policy will apply for the relevant period. Special/Bereavement Leave Individuals’ reactions to bereavement and serious illness vary greatly and the setting of fixed rules for time off is therefore inappropriate. You should discuss your circumstances with your Line Manager and agree appropriate time off. Any payments made at this time are at the discretion of the Artistic Director. Payment will only be made on the death of a close relative and will not exceed five days paid leave. All circumstances will be heard on a case by case basis. A Short Term Leave of Absence Form (Appendix 4) must be completed. Time Off for Appointments You must make every effort to arrange any medical appointments outside of your normal working hours. If this is not possible, time off required for these purposes may be granted at the discretion of the Artistic Director and will either be without pay or with the expectation that you will make up the hours. If time off is granted, you must provide evidence that the appointment has been booked and attended and a Short Term Leave of Absence Form (Appendix 4) must be completed.

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SAFEGUARDS Use of Email You are encouraged to use email and the Internet at work as a fast and reliable method of communication with significant advantages for business. However, you need to be careful not to expose either yourself or Smallpetitklein to certain risks and offences that the misuse of these facilities can cause.

! Employees must word all emails appropriately, in the same professional manner as if they were composing a letter.

! The content of any email message sent must be neither defamatory, abusive nor illegal and must accord with Smallpetitklein’s Equality & Diversity Policy. Sending and receiving of obscene or pornographic or other offensive material is not only considered to be gross misconduct but may also constitute a criminal offence.

! Employees must be careful of what is said in email messages as the content could give rise to both personal liability or create liability for Smallpetitklein. Employees must also avoid committing themselves, or on behalf of Smallpetitklein, over the Internet without having received prior and express authorisation to do so, or unless this forms part of their normal day-to-day activities and has been so authorised by Smallpetitklein.

! Smallpetitklein reserves the right to monitor the content of emails sent and received and may undertake monitoring of both the content and extent of use of emails. Employees must ensure that they have the correct email address for the intended recipients. If employees inadvertently misdirect an email, they should contact their manager immediately on becoming aware of their mistake. Employees must not send any information that Smallpetitklein considers to be confidential or sensitive over email. Smallpetitklein, in particular, considers the following information inappropriate for transmission over email: personnel information or confidential information relating to Smallpetitklein’s business.

! The email facility is provided for business purposes only. Employees must limit personal usage to a minimum and must abide by the above guidelines concerning the content of emails. Employees should at all times remember that email messages may have to be disclosed as evidence at any court proceedings or investigations by regulatory bodies and therefore may be prejudicial to both their or Smallpetitklein’s interests. Employees should consider that hard copies of emails may be taken and backup disks may retain records of emails even when these have been deleted from the system. Disciplinary action under the Disciplinary Procedure shall be taken against any employee who is found to be in breach of these guidelines and depending upon the circumstances and seriousness of the breach, this may result in dismissal.

! Outgoing emails should always include standard company signatures that include name, position, contact details, disclaimers and other relevant company information. A personalised company signature will be created for you and you should keep this information updated as instructed by the management team.

Use of Computer Equipment In order to control the use of Smallpetitklein’s computer equipment and reduce the risk of contamination the following will apply:

• The introduction of new software must first of all be checked and authorised by the Artistic Director before general use will be permitted.

• Only authorised staff should have access to Smallpetitklein’s computer equipment. • Only authorised software may be used on any of the Company’s computer equipment. • Only software that is used for business applications may be used. • No software may be brought onto or taken from the Company without prior authorisation. • Unauthorised tampering with the computer equipment will result in disciplinary action. • Unauthorised copying and/or removal of computer equipment/software will result in

disciplinary action, such actions could lead to dismissal. • Computer equipment, including laptops, should not be used for personal use. It is forbidden to

install any other programs to a Company computer without the written permission of your Line

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Manager. These forbidden programs include, but are not limited to, unlicensed software, pirated music, and pornography. The copying of programs installed on the Company computers is not allowed unless you are specifically directed to do so in writing by your Line Manager.

Use of Internet You must ensure that use of the Internet is limited to work related activities. You should restrict your access social networking sites, such as Facebook and Twitter, during working hours unless it is work related. You must not illegally access and/or download files such as music, video, software etc. Failure to comply with these conditions will result in disciplinary procedures; such actions could lead to dismissal.

Use of Equipment and Company Property Smallpetitklein will provide you with the necessary equipment to do your job. This equipment may be used for personal use providing this is kept to a minimum and does not intrude on your work. Excessive and/or inappropriate use will result in disciplinary action. If you are provided with computing equipment, mobile devices and/or tablets, you will be expected to sign documentation to acknowledge receipt and accept responsibility for ensuring it is looked after appropriately. By signing this agreement, you agree to return the equipment should you decide to leave the company of if your contract is terminated. Any property belonging to us must be returned to your manager before you leave. This includes files, credit cards, passwords, keys, mobile phones, bank cards, cheque books, mobile phones, tablet devices, uniforms or laptops. Failure to return these items will result in the withholding of final payments to you. Mobile phones and devices are provided for business use where your job requires it. All mobile device usage must be allocated as ‘Business’ or ‘Personal’ using an Expenses Form, and costs of Personal usage will be deducted from your salary. Company mobile phone users must never use their mobile device while driving. Note: a person is ‘driving’ if the engine of the vehicle is running.

Confidentiality You may, in properly carrying out your duties, have access to, or come into contact with, information of a confidential nature. Your terms and conditions provide that except in the proper performance of their duties, you are forbidden from disclosing or making use of, in any form whatsoever, such confidential information. Employees with access to sensitive information pertaining to financial areas of the Company’s work or personal information concerning other employees are required to sign a confidentiality agreement. Statements to the media Any statements to the press or media in relation to our business may only be given by the Artistic Director, General Manager & Producer, Learning & Development Manager or Creative Producer. International Travel Should you be required to travel internationally as part of your duties, you will be offered a small, one off fee to cover travel time to and from your destination. This fee covers all travel during your trip including to and from the airport from your home and onward to your hotel. Travel to and from the airport should be conducted together as a group in the most cost effective and efficient way and if you decide to opt out of this arrangement, you will bear the costs of these additional expenses. If you have to travel separately due to your commitments with the company, then these additional expenses will be paid. Workplace monitoring and monitoring of communications Smallpetitklein reserves the right to monitor all communications to establish facts which are relevant to the business; to check that procedures are being followed; to check standards; prevent or detect crime; to find important or urgent information if the member of staff is absent from work in order that operations may continue efficiently; to check for unauthorised use of telecommunications systems; to make sure electronic systems are operating effectively. This monitoring may include opening your emails or mail.

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STANDARDS Conduct and Behaviour It is important that Smallpetitklein is recognised for its professionalism and high standard of work and conduct, therefore it is imperative that you conduct yourself in a professional manner when working with the Company. This is particularly important when members of the public engage with us be it through a workshop, performance, meeting or viewing a rehearsal. Please ensure your language is polite and courteous at all times and refrain from offensive and/or aggressive language & behaviour whether in earshot or not. Where a Manager is unhappy with either the conduct or the performance of an Employee, they will initially discuss their concerns with the Employee on an informal basis. A meeting will be held with the Employee to guide and support the Employee, as well as to help them address the problem and perform to a standard acceptable to management. For this reason the Manager will take notes during the meeting and then decide what action should result from the meeting. The Employee will be requested to sign the notes. Only the Manager and Employee should attend this meeting. There will be no entitlement to be accompanied. If the employee’s performance does not improve, action will be taken under the Capability Review Policy & Procedure. Please refer to the Capability Review Policy & Procedure (Performance) in the appendices. Lateness, Absenteeism and Timekeeping You must attend for work punctually at the specified time and you are required to comply strictly with any time recording procedures relating to your area of work. All absences must be notified in accordance with the sickness reporting procedures laid down in this Company Handbook. If you arrive for work more than one hour late without having previously notified us, other arrangements may have been made to cover your duties and you may be sent off the premises for the remainder of the day without pay. Lateness or absence may result in disciplinary action and/or loss of appropriate payment. If attending a meeting on behalf of the Company please ensure you arrive at least five minutes before the meeting is due to begin. When delivering workshops and classes, please arrive in good time for workshops and classes to allow set up and preparation. Please inform the Learning & Development Manager/or the relevant person at workshop venues if you leave workshop venue during working hours. This will enable Smallpetitklein/workshop venues to ensure that employees can be located in the event of an emergency. Client Fees You must not accept directly or indirectly any payment with regard to fees from clients with any actual or prospective business relationship with Smallpetitklein. All fees from Clients must be made directly to Smallpetitklein. TOIL (Time Off In Lieu) Policy & Procedure On occasions, the hours worked by employees may exceed their contracted hours. This may be due to: evening productions and events, weekend work, or there may be an occasional unplanned yet urgent need to extend the working day. On these occasions, our TOIL procedure comes into effect. Please see our separate ‘TOIL Policy & Procedure’ for full information. Available as a download on the Work Area of our website at www.smallpetitklein.com/workarea.html Fraud Every employee has a responsibility to protect customers and the company against fraud. Internal fraud is defined as fraud committed by, or with the assistance of, any member of our staff (permanent, temporary or contractor). This normally involves, but is not limited to, disclosure or theft of data, theft from Company, client, customer or colleague, manipulation of bonus/reward schemes, facilitating fraudulent transactions, unauthorised modification of customer data and fraudulent expense claims. All employees, where required, must assist with any fraud investigation and any employees guilty of fraud will be subject to disciplinary proceedings and criminal prosecution. An employee who is under investigation for committing or assisting in a fraud may be suspended, pending the outcome of the investigation. Our Disciplinary policy will be followed in all such cases.

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Uniform and Appearance You are expected to maintain a high standard of personal hygiene, appearance and dress appropriate to your job responsibilities: Office days and meetings: All Core Team members are required to dress in smart manner when representing the Company at meetings and in a smart casual manner on office days and Team Days. When delivering workshops and classes: All staff delivering workshops and classes as part of the Learning & Development team should wear their Smallpetitklein branded T-Shirt with tracksuit/jogging/exercise trousers during all sessions taught for the Company. Do not wear T-shirts or clothing advertising other companies or schools. Do not wear baseball caps or hats whilst teaching. Do not wear revealing outfits that may be considered inappropriate. Wastage We maintain a policy of ‘minimum waste’, which is essential to the cost-effective and efficient running of all our operations. You are able to promote this policy by taking extra care during your normal duties by avoiding unnecessary or extravagant use of services, time, energy, etc. The following points are illustrations of this:

• Handle machines, equipment and stock with care • Only use Company stationary when needed. • Ask for other work if your job has come to a standstill. • Start with minimum of delay after arriving for work and after breaks.

The following provision is an express written term of your contract of employment/engagement:

• Any damage to equipment, stock or property that is the result of your carelessness, negligence, or deliberate vandalism will render you liable to pay the full or part of the cost of repair or replacement.

• Any loss to us that is the result of your failure to observe rules, procedures or instruction, or is as a result of your negligent behaviour or your unsatisfactory standards of work will render you liable to reimburse to us the full or part of the cost of the loss.

• In the event of failure to pay, we have the contractual right to deduct such costs from your pay.

Housekeeping Both from the point of view of safety and of appearance, work areas must be kept clean and tidy at all times. It is your responsibility to clear up after yourself; this includes working in studios as well as at your desk. Please ensure personal mobile telephones are set to silent or vibrate mode for the sake of colleagues nearby. No music should be played to allow other staff members to concentrate on their work. Extreme weather In the event of extreme weather conditions, for example snowfall, you are required to follow the Sickness & Absence Management Policy Procedures. If an individual cannot get into work by their normal method of transport, they should consider alternatives; for example, car sharing, trains, buses, etc. If individuals find it impossible to attend work, they should consider and agree with their Manager:

1. Taking a days holiday 2. Taking a days unpaid leave 3. Rearranging the hours and making them up at another time

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LEAVING THE COMPANY Notice If you decide to leave us, you need to give your manager your resignation in writing, detailing the appropriate amount of contractual notice (as contained in your Statement of Main Terms and Conditions of Employment). Similarly, if we terminate your employment for any reason, this will also be confirmed in writing. It is important that your working relationship with us continues as normal during this period to ensure an effective handover of your role. You will normally be required to work your full notice period. However, once either party has given notice, the Company reserves the right at its absolute discretion to exclude you from certain work and places of work. You may also be asked to carry out duties that are different from your normal duties. Holiday requests made during notice periods will be considered in line with operational requirements. Any outstanding holiday entitlement on leaving will be paid along with your final salary, or a deduction will be made if you have taken more holidays than you have accrued at this date. The Company also reserves the right at its absolute discretion to pay your basic salary in lieu of notice, or place you on garden leave at any time during your notice period Garden Leave Smallpetitklein reserves the right, at its sole discretion, to require employees not to attend their place of work or to perform any duties or to perform reduced or alternative duties at any time during the employment, including but not limited to, at any time after notice to terminate the employment has been served by either party. In these circumstances, the employee’s contract will continue in force until the end of the notice period and the employee will continue to receive full pay and benefits in the normal way. The employee will also remain bound by all the obligations and restrictions set out in the contract of employment, except the duty to attend work or to perform duties or certain duties as the case may be. The employee must remain available to be contacted by Smallpetitklein. Under these circumstances, the employee is not permitted to take up employment elsewhere during the notice period. During any period of Garden Leave, Smallpetitklein will be under no obligation to provide any work to the employee or vest any powers in the employee. If you are placed on garden leave, you will not be able to contact any of our customers, clients or business contacts during this time. Post Termination Restrictions You hereby undertake that you will not during a period of 12 months immediately following the termination date, however this is caused, without the prior written consent of Smallpetitklein whether by yourself, through your employees, or agents or otherwise whatsoever and whether on your own behalf or on behalf of any other person, corporation, company or other organisation, directly or indirectly:

1. Solicit business from, or canvass, any Client of Smallpetitklein if such solicitations or canvassing is in respect of Restricted Services

2. Supply Restricted Services to any Client of Smallpetitklein 3. Solicit or induce, or endeavour to solicit or induce, any person who is, on the termination date,

employed by Smallpetitklein, to cease working for or providing services to the Company, whether or not any such person would thereby commit a breach of contract

4. Employ, or otherwise engage in, the supply of Restricted Service to any Client or any person who is on the termination date, or was during the 12 months preceding the termination date, employed by Smallpetitklein in any capacity.

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‘Client’ shall mean any person, corporation, company or other organisation to whom or which Smallpetitklein supplied services during the 12 months preceding the termination date and with whom or which during such period, you had personal dealings in the course of your employment. ‘Restricted Services’ shall mean any services, which are the same as, or similar to any services supplied by Smallpetitklein with which your duties were concerned or for which you were responsible during the 12 months immediately preceding the termination date. Return of Company Property If your employment is terminated for any reason, you will need to return all company property allocated to you during the course of your employment, whether this has been as a contractual benefit or to help you do your job. All property will need to be returned on or before your last day of work.

Property should be returned to your manager and could include things like uniform, mobile phone, credit and bank cards, security passes, keys, other equipment whether electronic or otherwise and any other property relating to the business or belonging to us, together with all copies of any such documents that you have in your possession or under your control.

Failure to return our property will entitle us to withhold any final payments due to you and/or deduct the cost of replacement items.

Payment of final salary Any final payments of salary and expenses will be made to you in the normal way, less any deductions due to the company. Once all final payments have been made, you will be sent your final pay slip and relevant statutory forms such as your P45.

Any adjustment for accrued holiday which has not yet been taken, or where you have taken more holiday than you’ve accrued, will also be made or deducted within your final payment. These holiday days will be paid at your basic pay rate.

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EXCLUSIVITY OF SERVICE Requests from a member of staff to undertake external work

Introduction When a member of staff is considering undertaking external work they need to ensure that they are doing so within the terms of their contract of employment. This will protect both the staff and the Company. This document outlines how the Company deals with exclusivity of service and the process a member of staff should follow with regard to declaring external work. The contract of employment deals with exclusivity of service and the relevant section is reproduced below, with clarifications where appropriate to reflect the specific position at this Company.

Exclusivity of Service in the Contract of Employment Before you enter into an obligation to undertake any external work, including consultancy, you must inform the Company. Smallpetitklein will then decide (within 5 working days or whatever time period may be agreed as being reasonable in all the circumstances) if that work:

1. Interferes with the performance of your professional responsibilities 2. Competes or conflicts with the interests of the Company, in which case the Company may, at

its sole discretion, require you not to undertake the work; such a requirement will not be made unreasonably, will be subject to full consultation with yourself, and if made, will be accompanied by full written reasons for it.

3. Can be undertaken as part of your post at Smallpetitklein. Where it is intended to use the facilities of Smallpetitklein in connection with external work, prior approval is required in accordance with the procedures laid down.

Notes for Guidance The contract of employment states that; “before you enter into an obligation to undertake any external work, including consultancy, you must inform the Company.” To “inform” the Company you must follow the process and guidance notes below in order to obtain the Company’s permission to undertake the work.

• The normal routes for undertaking external work are through Smallpetitklein Dance Company Limited (the Company trading Company) as an income generating activity.

• Where a member of staff is undertaking external work through Smallpetitklein Dance Company Limited as an income generating activity they must follow the agreed processes for doing this. Copies of those processes and a range of support services are available from your Line Manager.

• If you wish to undertake external work via a route other than through Smallpetitklein Dance Company Limited as an income generating activity you should firstly complete the attached form and discuss it with the Artistic Director.

• For the purpose of determining an application under these exclusivity guidance notes 'the Company’ shall normally be the Artistic Director, Line Manager and/or Chair of the Board.

• These guidelines also apply to “professional activities for fees where the time commitment is minor.” The Company considers activities up to 1 hour in duration as being “minor”. However, the Company recommends that you still follow these guidance notes for any proposed work you consider to be covered under this category in order to protect yourself.

• The Artistic Director in consultation with your Line Manager will decide whether the proposed work interferes with the performance of your professional duties.

• The Artistic Director will then decide whether the proposed work competes or conflicts with the interests of the Company. Activities, which may bring the Company into disrepute, will not be permitted. The definition of 'disrepute' is at the sole discretion of the Company.

• A copy of the Company’s decision will be sent to you and copied to your Line Manager, and we will monitor the application of this clause of your contract to ensure equitable treatment for all staff.

• It is envisaged that this process will take 5 working days (or whatever time period may be

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agreed as being reasonable in all the circumstances) from when you discuss it with the Company.

• If you are dissatisfied with the decision of the Company at this stage, you have the right to appeal to the Chair of the Board. If you are still dissatisfied following the outcome of this appeal, you may initiate a grievance in accordance with the Company's grievance procedure. Copies of this procedure are available in this Company Handbook.

Becoming a Company Director of external Company If you wish to become a director of a company or external organisation you must also follow this process. This would normally be welcomed. Establishing a New Company If you wish to set-up or be involved with a new company/entity during your contract with us, you must also follow this process. Recognition of Existing Activities The Company will agree to the honouring of existing commitments by staff newly joining the Company, subject to:

1. The declaration of such commitments in accordance with this procedure, prior to accepting an offer of appointment.

2. That such commitments, by their continuation, are neither prejudicial to the reputation and integrity of the Company, nor to its' Corporate aims and objectives. Such a decision is at the discretion of the Company.

3. Such commitments not interfering with the duties by the employee to this Company.

Fractional Appointments The Company recognises that staff engaged on fractional appointments may have other business or professional interests, but staff must be aware of the implied duty of fidelity to the Company as their employer. Fractional appointment staff must not engage in any other work which may be either in direct competition with the Company, or contrary to its objectives, or which is likely to bring the Company into disrepute. Work Undertaken for Competitor Institutions/Organisations. Any proposal for a member of staff to undertake teaching/ learning/ consulting work for either Dundee College or any other provider of:

• Higher or Further Education, including providers of professional training leading to the examinations for membership of professional or other bodies.

• Open or distance learning materials. • Industrial / commercial training in the public or private sector.

must be agreed in writing, under these procedures, in advance of any commitment being made.

Failure to Comply with Exclusivity of Service Requirements Alleged breaches of these guidelines will be investigated under the auspices of the disciplinary procedures and could result in disciplinary action being taken.

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GENERAL TERMS OF EMPLOYMENT, INFORMATION AND PROCEDURES Mail All mail received by us will be opened, including that addressed to employees. If this is an issue for staff members, then they should refrain from having private mail delivered to our business address. This allows us to carry out our day-to-day duties and ensure all Company correspondence is received. No private mail may be posted at our expense except in those cases where a formal re-charge arrangement has been made. Telephone Calls/Mobile Phones Since mobile phones can be a distraction and interfere with employee productivity, during working hours you should restrict personal (non work related) use of this device, including phone calls, text messaging, internet usage and use of social networking applications. Personal mobile phones for personal use should only be used during scheduled breaks. Mobile phones must be switched to silent mode when in the work place. To ensure the effectiveness of meetings, you must leave mobile phones at your desk. On the unusual occasion of an emergency or anticipated emergency that requires immediate attention, the mobile phone may be carried to the meeting on silent/vibrate mode and your line manager informed. Smallpetitklein has both company landlines and a mobile phone to make and receive calls and as part of this service, we monitor all usage of the Company lines. These lines should only be used for personal use in emergencies. Failure to comply with these conditions may result in disciplinary procedures; such actions could lead to dismissal. Employees Property We do not accept liability for any loss of, or damage to, property or personal items that you bring onto the premises. You are requested not to bring personal items of value onto the premises and, in particular, not to leave any items overnight. Return of Company items and property You agree that you shall, whenever requested by Smallpetitklein, and in any event on the termination of your employment, promptly return to Smallpetitklein all property and items belonging to Smallpetitklein in your possession, custody or control. These should be returned on or before your last day with the company. You acknowledge and agree that, on termination of your employment, you shall not be entitled to retain and shall not retain any property. Intellectual Property Smallpetitklein foresees that, during the course of your employment, you may create, originate, conceive, discover, design, develop and/or make works in or relating to which there may be intellectual property rights. Subject to the provisions of the Patents Act 1977, all intellectual property rights in or relating to all or any works made during the course of your employment shall belong to and is the absolute property of Smallpetitklein.

Copyright The copyright of any communication, document, or other material (‘works’) that you prepare during your employment shall belong to the business. You irrevocably and unconditionally waive for the full period for which such rights may subsist all and any moral rights existing now or subsequently arising in respect of such works and declare that this waiver shall operate in favour of Smallpetitklein and its assigns and successors in title.

Gifts and hospitality It’s important that whilst you are working for us that you act at all times with the highest standards of integrity and honesty in order to avoid any perception or allegations of bribery, compromise or having a conflict of interest. This means that you do not offer, promise, request or accept any cash payments, significant gifts or hospitality to or from any person or organisation that does or seeks to do business with us. However, token gifts and reasonable and proportionate hospitality are acceptable in certain circumstances. All gifts and hospitality needs to be recorded with your line manager. We reserve the right to require you to refuse such gifts or hospitality and/or return them.

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DISMISSAL AND DISCIPLINARY RULES AND PROCEDURE Smallpetitklein’s aim is to encourage improvement in individual performance and conduct. Employees are required to treat members of the public and other employees equally in accordance with the Equality & Diversity Policy. This Procedure sets out the action that will be taken when disciplinary rules are breached. (i) Principles:

(a) The list of rules should not to be regarded as an exhaustive list. (b) The Procedure is designed to establish the facts quickly and to deal consistently with

disciplinary issues. No disciplinary action will be taken until the matter has been fully investigated.

(c) At every stage employees will have the opportunity to state their case and have a right to be accompanied by a fellow employee of their choice at the hearings.

(d) When Smallpetitklein is contemplating dismissal for disciplinary or non-disciplinary grounds, statutory dispute resolution procedures will be adopted. Where the Employer is contemplating taking disciplinary action (other than a warning) statutory dispute resolution procedures will also be adopted.

(e) Only the Artistic Director or a member of the Board of Directors has the right to suspend or dismiss.

(f) An employee has the right to appeal against any disciplinary decision. (ii) The Rules:

Breaches of the Employer’s disciplinary rules that can lead to disciplinary action are: • Failure to observe a reasonable order or instruction; • Failure to observe a health and safety requirement; • Inadequate timekeeping; • Absence from work without proper cause (including taking sick leave dishonestly); • Theft or removal of the Employer’s property (including money); • Loss, damage to or misuse of the Employer’s property through negligence or carelessness; • Conduct detrimental to the interests of the Employer; • Incapacity for work due to being under the influence of alcohol or illegal drugs; • Physical assault or gross insubordination; • Committing an act outside work or being convicted for a criminal offence which is liable

adversely to affect the performance of the contract of employment and/or the relationship between the employee and the Employer;

• Failure to comply with the Employer’s Equality & Diversity Policy; • Threatening or abusive behaviour to another member of staff or member of the public.

(iii) The Procedure: (a) Oral warning

If conduct or performance is unsatisfactory, the employee will be given a formal oral warning, which will be recorded. The warning will be disregarded after six months’ satisfactory service.

(b) Written warning If the offence is serious, if there is no improvement in standards, or if a further offence occurs, a written warning will be given which will include the reason for the warning and a note that, if there is no improvement after 12 months, a final written warning will be given.

(c) Final written warning If conduct or performance is still unsatisfactory, or if a further serious offence occurs within the 12-month period, a final written warning will be given making it clear that any recurrence of the offence or other serious misconduct within a period of 12 months will result in dismissal.

(d) Dismissal If there is no satisfactory improvement or if further serious misconduct occurs, the employee will be dismissed.

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(e) Gross misconduct If, after investigation, it is confirmed that an employee has committed an offence of the following nature (the list is not exhaustive), the normal consequence will be dismissal without pay or pay in lieu of notice:

! Theft of or damage to the Employer’s property. ! Dishonesty, theft or fraud. ! Incapacity for work due to being under the influence of alcohol or illegal

drugs. ! Physical assault and gross insubordination. ! Discrimination or harassment ! Falsification or unauthorised removal of company records or property ! Malicious damage

(f) Appeals

An employee who wishes to appeal against any disciplinary decision must do so to the Artistic Director within two working days. The employer will hear the appeal and decide the case as impartially as possible.

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GRIEVANCE PROCEDURE The following Procedure shall be applied to settle all disputes or grievances concerning an employee or employees of the Employer (but excluding those relating to redundancy selection). (i) Principles:

(a) It is the intention of both parties that employees should be encouraged to have direct contact with management to resolve their problems.

(b) The Procedure for resolution of grievances and avoidance of disputes is available if the parties are unable to agree a solution to a problem.

(c) Should a matter be referred to this Procedure for resolution, both parties should accept that it should be progressed as speedily as possible, with a joint commitment that every effort will be made to ensure that such a reference takes no longer than seven working days to complete.

(d) Pending resolution of the grievance, the same conditions prior to its notification shall continue to apply, except in those circumstances where such a continuation would have damaging effects upon the Employer’s business.

(e) It is agreed between the parties that where the grievance is of a collective nature, i.e. affecting more than one employee, it shall be referred initially to (b) of the Procedure.

(f) If the employee’s immediate supervisor/manager is the subject of the grievance and for this reason the employee does not wish the grievance to be heard by him, it shall be referred initially to (b) of the Procedure.

(ii) The Procedure:

(a) Where an employee has a grievance, he shall raise the matter with his immediate line manager. If the grievance concerns the performance of a duty by the Employer in relation to an employee, the employee shall have a right to be accompanied by a fellow worker if he makes a request to be so accompanied.

(b) If the matter has not been resolved at (a), it shall be referred to a more senior manager or director and the fellow employee, if requested, shall be present. A statement summarising the main details of the grievance and the reasons for the failure to agree must be prepared and signed by both parties.

(c) In the event of a failure to agree, the parties will consider whether conciliation or arbitration is appropriate. The Employer may refer the dispute to the Advisory Conciliation and Arbitration Service, whose findings may, by mutual prior agreement, be binding on both parties.

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APPENDIX I

DATA PROTECTION CONSENT FORM I hereby consent to information relating to me being processed by the Employer in order that it may properly carry out its duties, rights and obligations as my employer. I understand that such processing will principally be for personnel, administrative and payroll purposes. I understand that information about me shall include information of a sensitive personal nature including information concerning:

• My racial or ethnic origin • My personnel information • Any commission or alleged commission by me of any offence, or any proceedings for

any offence committed or alleged to have been committed by me, the disposal of such proceedings or the sentence of any court in such proceedings.

I also understand that the term ‘processing’ includes the obtaining, recording or holding of information or data or carrying out any operation or set of operations on the information or data, including organising, altering, retrieving, consulting, using, disclosing, combining or destroying the information or data. I confirm that I have read and understood this explanation of the processing of data relating to me by the Employer and that I consent to the processing of such data. _______________________________________________ _________________ Signed Date _______________________________________________ Print Name

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APPENDIX 2

SICKNESS SELF-CERTIFICATION ABSENCE FORM

This form should be completed on your return to work following any period of sickness.

If you are returning to work after a period of sickness of more than 7 calendar days a medical certificate or certificates should already have been provided to cover the period of absence in excess of these first seven days.

EMPLOYEE NAME: ______________________________________________________ JOB TITLE: ______________________________________________________

Dates Of Absence

FIRST DAY OF ILLNESS _____________________________ am/pm _____________________________ day _____________________________ date

LAST DAY OF ILLNESS _____________________________ am/pm _____________________________ day _____________________________ date

Reason for Absence: Please use the codes provided in Appendix 3

______________________________________________________

Full details of sickness or injury:

Did you consult a doctor? YES/NO IF YES, please give details of: Doctors name, address, date of visit, treatment received and any current treatment. IF NO, please state why not.

Declaration I certify that I was incapable of work because of my sickness/injury on the dates shown above and this information is true and accurate. I acknowledge that false information will result in disciplinary action. I hereby give my employer permission to verify the above information Signed _______________________________________ Acknowledged ____________________________________ (Employee) (For employer) Date ________________________________________

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APPENDIX 3

ABSENCE REASONS CODE DESCRIPTION DESCRIPTION DETAIL

A01 Allergy/Skin Complaint

Including reaction to drugs, food, insect bites/stings and hay fever Disorders including dermatoses, eczema, lupus and burns Infections – boils, abscess, scabies, ringworm, impetigo

A02 Blood Condition Anaemia, sickle cell disease, blood clots

A03 Anxiety/Stress/ Depression

Psychiatric disease – severe depression, etc Psychological – anxiety, panic attacks, stress, depression, nervous debility

A04 Bereavement Please refer to bereavement part of Leave of Absence Policy

A05 Cancer All types including Leukaemia, Breast (lumps, mastectomy) Prostrate and treatment including radiotherapy, chemotherapies, tests, etc

A06 Respiratory/Cold/Flu Colds, sore throats, viral infections, influenza (flu), chest infection Lower respiratory tract infection (bronchitis, pneumonia) Asthma, breathlessness

A07 Diabetes/Thyroid Other including thyroid and pituitary problems

A08 Dizzy Spells/Vertigo/ Fainting

Dizzy spells, vertigo, fainting, etc

A09 Gynaecology Hysterectomy, sterilisation, pelvic inflammation, fertility treatment, menopausal problems, fibroids, endometriosis, menstrual disorder

A10 Heart and Circulatory Disorders

Hypertension, stoke, blood pressure Heart attack, angina, heart operations including bypasses Circulatory disorders – varicose veins, thrombosis, deep vein thrombosis (DVT)

A11 Hernia

A12 Hospital/Surgery

A13 Infection Includes chicken pox, shingles, rubella, measles, malaria, viral

A14 Muscular/Skeletal Back/neck problems including low back pain, back strain, prolapsed disc, non specific neck pain Fractures, sprains, including head injuries, whiplash, road traffic accidents, torn/pulled ligaments, broken bones, concussion Arthritis – rheumatoid arthritis, osteo-arthritis, rheumatism, gout Upper limb disorders – repetitive strain injuries, tendonitis, carpal tunnel Orthopaedic – including operations for bunions, pin removal, hip replacement

A15 Nervous System Epilepsy, multiple sclerosis, other brain conditions, dementia, motor neurone disease

A16 Ear/Nose/Throat/ Toothache, extractions, abscess, mouth disorders

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Mouth/Eyes Ear infection, tonsillitis (not general sore throat), sinus problems, labyrinthitis Glaucoma, cataracts, visual disturbance, conjunctivitis and accidents to the eye

A17 Pregnancy Related

A18 Head Migraine, headache

A19 Stomach Disorder Gastro-intestinal minor conditions – nausea, vomiting, diarrhoea and vomiting, upset stomach, sickness, abdominal pain, piles, IBS Diarrhoea, infectious, food poisoning, etc Gastro-intestinal severe – Crohn’s disease, colitis, peptic ulcer and abdominal operations including appendix, gallbladder, liver, pancreas

A21 H1N1 H1N1 Virus (GP confirmed)

A22 H1N1 H1N1 Virus (GP suspected)

A23 Work Related Stress Work Related Stress

A24 Fatigue Fatigue, lethargy, post viral infection

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APPENDIX 4

APPLICATION FOR SHORT TERM LEAVE OF ABSENCE I request leave from work on: Date: Time:

for the following reason:

I understand that I will not be paid for this Short Term Leave of Absence. Employee Name: Signature of Applicant:

Date of Request:

THE ABOVE ABSENCE HAS/HAS NOT* BEEN PRE-AUTHORISED * Delete as required Authorised by Line Manager: Print Name:

Date:

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APPENDIX 5

RETURN TO WORK INTERVIEW FORM

(To be completed by Line Manager)

EMPLOYEE NAME:

EMPLOYEE JOB TITLE:

LINE MANAGER NAME:

LINE MANAGER JOB TITLE:

Dates of Absence:

Number of Days Absent:

Reason for Absence:

Points discussed: (" box if relevant)

Reporting Procedures

Absence Policy Completion of Certification

Other Issues Discussed:

I agree that this is a true reflection of discussion taken place at Return to Work interview from absence. Signed by Staff Member: Date:

Signed by Line Manager: Date:

UPON COMPLETION PLEASE RETURN A COPY TO THE MANAGEMENT TEAM

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APPENDIX 6

CAPABILITY REVIEW POLICY & PROCEDURE (ABSENCE) Introduction Smallpetitklein wishes to demonstrate a constructive approach to absence management, which is reasonable, fair and provides appropriate support at the same time as recognising the need to continue to operate effectively. The Capability Review Policy & Procedure (Absence) is used where an employee has frequent spells of short term absence or where an employee is absent for one month or more. It is called a capability review procedure as it relates to an employee’s incapacity to carry out their role effectively as a result of absence. It is expected that the capability review procedure will be used where an employee has a pattern of absence and/or cause of absence that raises concern. Where appropriate, Smallpetitklein will endeavour to identify a suitable alternative to progressing the capability review procedure such as a change of duties or redeployment. Managers must liaise with The Management Team if considering using the capability review procedure. The opinion of, or advice from, an occupational health practitioner or other medical professional is often sought in order to assist in the capability review procedure. Informal Guidance and Support Meeting In the case of short term absence, where a cause for concern has been identified, the manager will invite the employee to an informal guidance and support meeting to discuss their attendance record. In the case of long term absence, the manager will invite the employee to an informal guidance and support meeting to discuss their absence. In some circumstances a meeting may be arranged at a suitable location away from work, such as the employee’s home. The purpose of the guidance and support meeting is to discuss the employee’s absence and consider any support that the Smallpetitklein may be able to offer to assist in improving their attendance record, or to assist in their return to work. After the meeting a review date should be set to reassess the situation. A note of the meeting should be issued to the employee detailing the main points of discussion, setting out a reasonable review period and advising that the additional formal steps of the capability review process may be followed if there is not an acceptable improvement in attendance or if they do not return to work. Formal Capability Review Procedure If, after the informal guidance and support meeting, and within a reasonable timescale, attendance remains unsatisfactory, the formal capability review process may be used.

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The purpose of the formal capability review process is to try to address the attendance concerns raised. Support will continue to be available, as appropriate. At formal capability review meetings, employees may be accompanied and/or represented by a work colleague. With the exception of Stage 3, where dismissal is possible, the employee’s line manager will normally conduct formal capability review meetings. In some circumstances, it may be appropriate to identify an alternative, suitable manager to conduct the meeting. An employee will normally receive at least five working days’ notice of a formal capability review meeting. This can be postponed by the employee for up to a further 10 working days in order to suit the availability of their chosen companion, or for some other valid reason. If an employee is unable to, or chooses not to, attend a capability or appeal hearing, due to illness or for some other reason, depending on the circumstances, Smallpetitklein may decide to progress with the hearing in the employee’s absence. Alternatively the employee may request that the hearing is conducted by correspondence. At any stage of the formal capability review process Smallpetitklein and the individual concerned may wish to consider another suitable outcome. Employees may appeal the outcome of a formal capability review meeting or capability hearing. Appeals should be in writing, detailing the specific grounds of appeal, to the Management Team within 5 working days of receiving the outcome in writing. Stage 1 - First Formal Capability Review Meeting The purpose of the meeting is to further consider the employee’s absence and consider any support that Smallpetitklein may be able to offer to assist the employee in improving their attendance record. Following the meeting, the outcome will be confirmed in writing, along with the right of appeal. This will include details of the improvements required, timescales in which these should be achieved and review dates. It will also include the potential consequences if attendance does not improve satisfactorily within the next review period, i.e. progressing to Stage 2. Further to the first formal capability review meeting, within the defined timescales, if progress is satisfactory, no further action will be necessary other than normal monitoring and reviews. In the case of long term absence, if medical opinion has been sought and it is apparent that the employee has no prospect of returning to work within a reasonable period, then consideration will be given to progressing directly to stage 3, the capability hearing. Stage 2 - Second Formal Capability Review Meeting If the required improvements resulting from the first formal meeting are not met within the defined timescales, a second formal capability review meeting may be held. Following the meeting, the outcome will be confirmed in writing, along with the right of appeal. This will include details of the improvements required, timescales in which these should be achieved and review dates. It will also include the potential consequences if attendance does not improve satisfactorily within the next review period, i.e. progressing to Stage 3. Further to the second capability review meeting, within the defined timescales, if progress is satisfactory, no further action will be necessary other than normal monitoring and reviews.

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In the case of long term absence, if medical opinion has been sought and it is apparent that the employee has no prospect of returning to work within a reasonable period, then consideration will be given to progressing directly to stage 3, the capability hearing. Stage 3 – Capability Hearing If the required improvements resulting from the second formal meeting are not met within the defined timescales, a capability hearing may be arranged. The hearing will be conducted by a manager of suitable seniority, usually a member of the Management Team, not involved in the capability review procedure to date. The employee will normally be given at least five working days’ notice, in writing, of the date of the hearing. This can be postponed by the employee for up to a further 10 working days in order to suit the availability of their chosen companion, or for some other valid reason. In the written notice, the employee will be: • Informed of the reason for the hearing and its possible consequences; • Advised of the right to be accompanied and/or represented by a work colleague; • Provided with copies of all written statements or evidence which will be considered at the

hearing. A medical report is normally available at this meeting. The hearing will be conducted as follows: (1) The employee concerned has the right to be accompanied and/or represented by a work

colleague. (2) The employee (and their representative) will receive copies of all written statements or

evidence which will be presented at the hearing and will be required to make available, in advance, copies of any written statements or evidence to which reference will be made at the hearing, and advise of any witnesses requested to attend the hearing.

(3) The manager conducting the hearing and/or the employee concerned (or their

representative) may request a written submission from any member of staff who may have a contribution to make at the hearing.

(4) The manager conducting the hearing and/or employee concerned (or their representative)

may request that any member of staff, who may have a contribution to make to the capability hearing, attends.

(5) The Administrator will normally act as secretary to the hearing. In circumstances where this is

inappropriate the Management Team will nominate an alternative member of senior staff to act as secretary.

(6) In order to ensure confidentiality and to ensure that witness evidence is not unreasonably

duplicated, or for other appropriate reasons, the manager conducting the hearing shall have the authority to decide which staff providing supporting evidence will be requested to attend the hearing. It may be sufficient that information already gathered is verified by the parties concerned.

(7) The Management Team will notify members of staff who are required to attend the hearing

and will notify the employee (and their representative) who is the subject of the hearing of those attendees.

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(8) Where considered appropriate by the manager conducting the hearing or in circumstances where a member of staff is unwilling to attend, the Management Team may request a written submission.

(9) The manager who has conducted the previous formal capability review meetings will present

the information and evidence relating to the alleged capability issues, calling witnesses as appropriate.

(10) The employee concerned, and/or their representative will be given an opportunity to present

their case, calling witnesses as appropriate. (11) The manager conducting the hearing will have the opportunity to ask questions of the

employee concerned, the manager presenting the case and anyone called to give evidence. The employee concerned and the manager presenting the case will also have the opportunity to ask questions of other parties.

(12) After the hearing has concluded, the manager conducting the hearing will consider all of the

information presented in order to decide upon the outcome. Where possible, the decision will be made on the same day of the hearing. In any case, the outcome will normally be decided and confirmed in writing within a further five working days.

(13) The decision will normally be one of the following options:

a) No further action is required; b) The capability issue is not deemed to be of an order as to warrant dismissal. An

alternative disciplinary sanction may be imposed and/or the employee concerned may be required to undertake whatever is deemed to be necessary to bring about the required improvement;

c) The capability issue is deemed to be of an order as to warrant dismissal which will be with notice or payment in lieu of notice. Some other sanction short of dismissal, in conjunction with a final warning may be an alternative to dismissal. This may include the withholding of further occupational sick pay. Where an employee does not agree to such a sanction, dismissal will apply.

(14) The written notice will include:

• Formal notification of the outcome of the hearing; • Details of the steps (if any) the employee concerned will be expected to take; • Advice on the consequences of disregarding any warning; • Details of the right of appeal.

Appeal Procedure An appeal hearing will generally act to review the points of appeal from the capability review meeting or capability hearing to ensure that the issues were appropriately considered and that the outcome reached was fair and reasonable under the circumstances. The appeal will be heard by a manager of suitable seniority not involved in the capability procedure to date. Where the appeal is in relation to a dismissal, it will normally be heard by two members of the Board of Directors. Where the Artistic Director has conducted the capability hearing, two members of the Board of Directors will hear the appeal. (1) An appeal must be submitted in writing to the Management Team within five working days of

receipt of the written outcome of the capability review meeting or capability hearing. This notice must state the grounds on which the appeal is made.

(2) The employee concerned has the right to be accompanied and/or represented by a work

colleague.

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(3) The Administrator will normally act as secretary to the hearing. In circumstances where this is

inappropriate the Management Team will nominate an alternative member of senior staff to act as secretary.

(4) The individual concerned (or their representative) will present their case. (5) The manager who conducted the capability review meeting or capability hearing will outline

the evidence considered at the original meeting or hearing and outline the process followed in reaching their decision.

(6) The parties present will have the opportunity to ask questions of each other. (7) The individual concerned (or their representative) will be given the opportunity to sum up their

case, followed by the manager who conducted the capability review meeting or capability hearing summing up their case.

(8) After the appeal hearing has concluded, the manager(s) conducting the hearing will

consider all of the information presented in order to decide upon the outcome. Where possible, the decision will be made on the same day of the hearing. In any case, the outcome will normally be decided and confirmed in writing within a further five working days.

(9) The decision will normally be one of the following options:

a) The appeal is upheld and appropriate action taken; b) The appeal is upheld in part and appropriate action taken; c) The appeal is dismissed.

(10) The decision of the manager(s) hearing the appeal is final and employees should be aware

that there is no further right of appeal within Smallpetitklein.

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APPENDIX 7

CAPABILITY REVIEW POLICY & PROCEDURE (PERFORMANCE) Aim of Capability Review Policy & Procedure (Performance) Employees have a contractual responsibility to perform to a satisfactory level. Where less than satisfactory performance is found to be due to misconduct (e.g. negligence or lack of application) on the part of the employee, then the Disciplinary Procedures would normally apply. However, issues of an employee’s capability may arise from time to time where underperformance relates to a lack of the required knowledge, skills or ability, rather than misconduct. If this is the case, then the employee should be given support and reasonable time to achieve the required standard in accordance with the terms of this policy. This Capability Review Policy is intended to

• help secure the required improvement in cases where performance falls short of that expected of a member of staff in a particular post or grade

• help poorly performing staff to become more effective • where practicable, provide a fair and effective means of securing redeployment to a more

appropriate position . It should be noted from the outset that a capability issue is not a disciplinary issue and should not be treated as such. Scope of the Policy The procedures in this document apply to all staff. Preliminary Actions If an employee’s performance becomes a matter of concern it should be addressed promptly and action taken in accordance with the informal procedure referred to in the Conduct & Behaviour section of the Company Handbook. Only when all stages in that process have been exhausted should action under the Capability Procedures be taken. 1st Capability Review Meeting with Senior Manager If an employee’s performance remains less than satisfactory after all the stages of the process for dealing with underperformance have been exhausted, then a 1st Capability Review meeting will be arranged. This meeting will involve the employee, their Reviewer, a manager at the next level of authority. The employee should be given at least one week’s notice, in writing, of the meeting and given the opportunity to be accompanied by a work colleague. The purpose of the meeting is to discuss the employee’s performance in the job, examine the cause of the problem and consider what can be done to improve the situation. At the meeting the employee’s Reviewer will state the nature of the problem and give specific examples of where performance has fallen below the required standard. The Reviewer will also explain what actions have been taken to help the employee improve and what improvement, if any, there has been. The employee will be asked to give their opinion on the cause of the problem and what they think can be done to help.

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The senior manager, taking the above into account, will consider what else might now be done to improve the situation and help the employee. This could include, for example, further training/coaching/development, or a change in duties. The senior manager may propose that the previous plan for improvement continue to be followed, with an extension to the timescale for improvement. It might be considered that a new plan for improvement should be drawn up. Consideration may also be given to redeployment to a suitable position, if possible, if it is felt by both the Reviewer and the senior manager that this would be appropriate for the employee. Where redeployment is considered to be a possible solution, advice must be sought from ACAS or legal advice regarding the procedures to be followed. A reasonable and realistic timescale for improvement should be agreed and a date set for a second Capability Review meeting at which progress will be reviewed. The senior manager must make it clear to the employee that their job is now seriously at risk if the required level of improvement is not achieved and sustained. A written note of the meeting will be made and should be signed by the employee, the Reviewer and the Senior Manager as an agreed record. 2nd and Final Capability Review Meeting with a Senior Manager This second and final meeting should be conducted in the same way to the first meeting. If performance has reached the required level and no further action is required, then this will be acknowledged and noted in writing by the Senior Manager and copied to the employee. Where performance is still less than satisfactory, the employee will be advised that they are to be dismissed on the grounds of capability. The employee will also be advised of their contractual period of notice on termination of employment and of their right to appeal against the decision. If at any stage it becomes clear that the underperformance is due to misconduct, rather than capability, then the Disciplinary procedures should be followed and the Board of Directors must be consulted before any action is taken. Appeals An employee who wishes to appeal against a capability decision, including dismissal, should write to the Management Team within five working days, indicating the reason(s) for their appeal. The Board of Directors will hear all appeals and his/her decision is final. Smallpetitklein reserves the right to amend this policy from time to time. Such amendments may be notified to employees through e-mail. The policy will be maintained in the Company Handbook on the Work Area of the Smallpetitklein website.

APPENDIX 8 HOLIDAY REQUEST FORM HOLIDAY YEAR: STARTS:_______________ ENDS:_______________ EMPLOYEE NAME: ___________________________________________________________ ENTITLEMENT IN CURRENT YEAR: ____________ DAYS/HOURS (Delete as applicable)

FOR COMPLETION BY EMPLOYEE

FOR MANAGEMENT USE ONLY

DATES FROM - TO NUMBER OF DAYS

EMPLOYEE SIGNATURE HOLIDAY APPROVED

HOLIDAY REFUSED

IF APPROVED AUTHORISING SIGNATURE

DAYS TAKEN

DAYS STILL DUE

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APPENDIX 9

REQUEST TO UNDERTAKE EXTERNAL WORK FORM

Part A - to be completed by Member of Staff

Employee Name: _____________________________________________________________ Position: __________________________________________________________

Dates of proposed work: ______________________________________________________

Description of external work opportunity (please attach any relevant additional information):

I formally request the Company's consent to my undertaking the external work described above:

Signed: ___________________________________________________________________ Date: _________________________________

Print Name: ______________________________________________________________

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Part B - To be completed by Artistic Director or Line Manager

1. This work does/does not (delete as appropriate) compete or conflict with the interests of the Company.

2. This work does/does not (delete as appropriate) interfere with the performance of the member of staff‘s professional duties.

If this work does compete, conflict or interferes with the performance of the member of staff’s professional duties, Smallpetitklein does not give you consent to undertake the work. The reasons why are:

If this work does not compete or conflict with the interests of the Company, and does not interfere with the performance of the member of staff’s professional duties, Smallpetitklein grants its permission for you to undertake the activity subject to the following conditions:

Signed: ___________________________________________________________________ Date: _________________________________

Position: __________________________________________________________________

Management use only: � APPROVED � REFUSED

DECLARATION This Company Handbook has been prepared for your information and understanding of the policies, philosophies, practices and benefits of Smallpetitklein. Please read it carefully. Upon completion of your review of this handbook, sign the statement below, and return it to your Line Manager by the due date.

I, ____________________, have received and read a copy of the Smallpetitklein Company Handbook, which outlines the goals, policies, benefits and expectations of Smallpetitklein, as well as my responsibilities as an employee.

I have familiarized myself with the contents of this handbook. By my signature below, I acknowledge, understand, accept and agree to comply with the information contained in the Company Handbook provided to me by Smallpetitklein. I understand this handbook is not intended to cover every situation that may arise during my employment, but is a general guide to the goals, policies, practices, benefits and expectations of Smallpetitklein.

I confirm that I have read and understand this Company Handbook and accept that it forms part of my terms and conditions of employment. _______________________________________________ _________________ Signed Date _______________________________________________ Print Name Please return this statement by _______________________________________