STUART-RODGERS EMPLOYEES ARE
Dedicated to providing the best service, product and artistic value to our
clients. Our goal is to make every client pleased with every contact with our
company and product received from us. Staff members here are treated as adults
and equals. As such, you are expected to make sound business decisions on the
job that contribute to the success of the company, your fellow workers and
Our philosophy is built on participation and involvement. Don’t settle down.
Give opinions, seek opportunities and advancement and always say what you think.
Don’t just be one more person in the company.
Your opinion is always interesting, even if no one asked you for it. Make your
voice count. Your seed of and idea can be built upon and grown.
Stuart-Rodgers and its people must strive to communicate with frankness and
honesty. You must be able to believe fully in what is said to you by your
It’s only worth working at a place in which you can be proud. Create this pride
by ensuring the quality of everything you do. Don’t let a product leave the
company if it’s not up to the highest standards. Don’t write a letter or a memo
that is not absolutely honest.
CODE OF ETHICS
We at Stuart-Rodgers expect to treat all our customers, suppliers and fellow
staff members with absolute courtesy, fairness, and honesty.
At no time should anyone be misled about our prices, services or policies. We
reserve the right as business people and artists to withhold sensitive
professional information as needed. Therefore, we will not disclose names of
labs that we use, retouching artists, oil artists or any other such information.
We will also maintain the right to our copyright privileges and stand up to any
possible customer intimidation in this regard. Customers under no circumstances
have the right to copy any of our work without written consent.
Full time staff are expected to work overtime during our busy season from August
through December. The expectation during that period is for permanent employees
to work 45 - 48 hours per week.
Sales staff will be expected to be at the office 1/2 hour before the start of
business each day and 15 minutes after closing. Production staff have more
flexible hours but are responsible for making sure they work the required hours
All staff are required to punch in and out on the computerized time tracking
system that can be accessed from any terminal in either office. Failure to punch
in or out will result loss of eligibility for bonus pay and commissions.
Salaried Exempt Employees
Employees who work in an administrative, executive or professional capacity
generally are exempt from overtime rules because the work involves duties
related to the company's management. The criteria for exempt classifications
vary; however, a common thread in the exempt status criteria is that employees
must use independent judgment in performing the majority of their job duties.
Exempt workers do not receive overtime pay, yet the company expects them to work
as many hours as it takes to fulfill their responsibilities even if they have to
work more than 40 hours during the workweek.
The employee’s salary will be adjusted for any additional absences of full 8
hour days past the agreed upon number of vacation and paid sick leave dates
above. Notice by email is required for any full 8 hour day that the employee
wants off and should be titled as vacation, sick, personal or unpaid time off.
All vacation and sick pay is based on a total of 2080 hours per year.
BENEFITS FOR FULL-TIME STAFF
Medical and Dental insurance is available through Stuart-Rodgers after three
months of employment. Coverage is available for employees and their families.
The cost of the coverage is born by the employee for the first six months. After
six months of service, Stuart-Rodgers will pay one half of the individual
coverage (not family). These payments will be in the form of payroll deductions.
Thirty two or more hours per week constitutes full-time work.
As another part creating a professional and positive experience for all of our
important clients, we are instituting the following company dress code. During
working hours, this code is to be followed:
Production and back room staff:
Jeans and otherwise casual attire is appropriate
No clothing with words, characters, symbols or pictures
Job Rules and Attire:
Studio Sales and Photography Staff:
Business Casual Attire
Dress to the level of the guests. If it’s black tie for guests, we are
black tie. If it’s business attire for guests, we wear dress slacks, a white
button down shirt, tie and dress shoes.
For Black tie events a woman should be a little dressier than white button
down following the above rules.
No jeans, hats, clothing with words, characters, symbols or pictures
For men: slacks and polo or button down shirt, no tee shirts or jeans
For women: dress slacks and a dress blouse (no bare shoulders) or below the
knee skirt with a dress blouse (no bare shoulders) or dress (no bare
shoulders). No tee shirts or jeans.
Business casual is generally appropriate unless you will be shooting at a
formal event in which case you will need to match the event attire.
All tattoos are to be covered
All piercing other than ears need to be removed or covered as best as
For women long sleeve blouses are recommended
No clothing with words, characters, symbols or pictures
No talking on your phone, texting, or listening to music
Studio doors always open
Soliciting business for yourself is strictly forbidden while on
Stuart-Rodgers assignments and will be grounds for immediate dismissal
Don't say anything mean, stupid or offensive
Evanston rules for attire and traffic on the sales floor:
We are creating a sales, photography and marketing environment here that
stresses professionalism, service, empathy and attention to detail. As part of
that image, we ask that if you are on, walking through, or in any way close to
the sales floor, you be dressed appropriately for it. That means, if you are
If you need to talk with a salesperson, ask them to come to your desk, do
not go to theirs
Use the back stairs when possible, not the front stairs
The goal with this is to continue improving and professionalizing our image
at the client contact level. It will also reduce traffic through the sales areas
which will improve the client’s experience as well.
Employees must work at least 80 hours within any 120 day period to qualify for
Paid Sick Leave. For every 40 hours worked, an employee earns one hour of paid
sick leave in full hour increments. Salaried employees who are exempt from
overtime requirements shall accrue one hour of paid sick leave for each week of
employment. Paid sick leave hours are capped at 40 hours per 12-month period. At
the end of a 12-month period, employees must be allowed to carry over up to half
of unused paid sick leave (a maximum of 20 hours).
You must be employed full-time for three months before holiday benefits can be
paid. New Year’s, Memorial Day, July 4, Labor Day, Thanksgiving, and Christmas
will all be paid holidays. If any of these falls on a day when you are normally
off, you will receive another day off. To receive pay for the day, all full-time
staff members must be here the day before and the day after a holiday unless you
are on approved vacation time (if it is a regularly scheduled workday).
All photographers will be paid according to current SRS Photo Pay Rates and will
be required to complete Pay Reports to receive payment for jobs. Pay Reports
will not be accepted or paid if submitted more than 30 days past the date of the
Turning in jobs On-time:
In order to turn jobs around within the delivery dates promised to our clients,
they must be on our servers within 24 hours of the shoot (or by the Monday
following any Friday, Saturday or Sunday shoot).
If you have geographical issues related to getting your jobs turned in, we have
an FTP site that can be accessed and used for job submission.
Lost or Mixed up Seniors:
In the past, production has spent days fixing problems related to cards being
downloaded to incorrect folders or never being downloaded at all. In many cases
sales also needed to get involved calling clients to re-schedule or asking them
to "describe their son or daughter". None of it was professional or up to the
standards we sell to the schools or expect from one another. In the end, the
problems were related to human error in the card handling process on site.
Missing or failed uploads take 1 - 2 weeks to appear. Be careful, and make sure
everyone on the job is being careful. No lost or mixed up images, ever.
Three areas to watch on site:
Always use Fox to copy cards (call for help if it's not working but NEVER
copy by hand)
Check your downloaded folders (each time)
Check your portable drives (properties on both from and to folders) before
putting the drive in the envelope to go to Evanston
Stuart-Rodgers believes everyone should take their vacation every year. It is
vital for your health and the company’s welfare. No excuse is good enough for
accumulating vacation days for “later”.
After an employee has been a full time employee with the company for one full
year, he or she is entitled to two weeks paid vacation to be taken over the
course of your second year of employment. Vacation time is not accumulated so be
sure to take yours each year. Vacation times must be staggered, so please check
with the scheduling manager as soon as you know the dates that you would like
for your vacation. The schedule will be made out on a first come first served
basis. When a holiday occurs during your vacation, you will be entitled to an
extra day. When planning vacation time, the following rules will apply:
1 - 2 weeks of vacation must be scheduled between January 1 and May 15th.
If you are eligible for two weeks of vacation, a minimum of one week must be
taken during this time.
No more than one week can be scheduled between May 15th and August 1st.
No vacations will be allowed between August 15 th and December 31st. No
requests for vacation during that time will be accepted or considered. If
you submit a request during that period, none will be granted.
Please be aware of the following policies regarding scheduling of vacation
time and time off:
Vacation time is allotted and signed up for on the Vacation schedule that is
circulated early in the year. Please make EVERY effort to have signed up on
this by February 28th. If NOT, we will need six weeks notice and these
requests may not be able to be approved based on scheduling needs along with
other company priorities.
Each staff member will be allowed 3 “last minute” changes per year to their
schedule. This type of change includes “I’m working late and want to come in
late.”, “I’m going to a party and want extra time off.”, “I’m having a
friend in for the night and want to work ½ day.” Please use these changes
For staff photographers, if you are scheduled to work on a day when you also
have a job, you are expected to be in the office at the start of business
For sales staff, our doors open at 9:00 and close at 5:00, That means we
arrive at 8:30 and are ready to open at 9:00, not walking in the door at
9:00. Closing at 5:00 means that we close the doors and stop handling
clients at 5:00 and begin the end of day process. It does not mean that we
begin the end of day process at 4:30 and race out the door at 4:59.
LAST MINUTE JOBS & WEEKEND SCHEDULING
At times we have had to turn away commercial candid assignments because we could
not find anyone to cover them. We are in the photography business and we must
cover this type of event. Turning them away not only looses that particular job,
but also potential future jobs from that client. By saying “no”, we force the
client, who we have fought hard to get, to call a competitor and have the
competitor build the relationship … we will not survive long as a retail photo
studio under those circumstances.
Some weeknight evening and weekend jobs are a normal and expected part of your
responsibilities as a photographer here. These jobs are part of the bread and
butter of our business and we invest thousands of dollars annually to develop
the referral network that brings them to us.
We will be assigning these jobs based upon which staff photographer has the best
qualifications for the job and notifying you of the assignment by email or
telephone ahead of time.
We will always assume photographers are available to work any last minute job
unless prior request off has been submitted and approved. Failure to accept last
minute work will result in less hours on the schedule. Priority will be given to
responsible photographers who notify us when they need time off and not to
people to continually decline work.
Overtime is calculated by a combination of our punch system and the worksheets
Because may staff here have variable pay rates, we have provided these
template worksheets for you to use when calculating the pay due you. Federal law
states that you are eligible for overtime for any time over 40 hours, that you
work in a 7 day week (168 hour period). The software that prints the timecard
reports accounts for two full weeks in every pay period and automatically splits
out any overtime payable for those two weeks. You are not however, eligible for
overtime for hours over 8 in the "dangling" day.
The only way to calculate if those "dangling" hours are overtime eligible, is to
make the calculations by hand and submit them in a consistent and logical form
showing how many hours over 40 you have worked in the following 168 hour period
that includes the "dangling" day. We will be happy to pay for those hours as
overtime given correct and consistent documentation provided by you.
Paychecks are issued on the 15th and the first day of each month. If that day
comes on a Sunday or Holiday, you will be paid on the following day. If that day
comes on a Saturday, you will be paid on the preceding day. All documented
payroll information (eg. hours, commissions etc.) must be submitted to the
accounting by the last day of the pay period as specified on the payroll
schedule sheet or that pay will be deferred to the next pay period. Commissions
do not accrue, nor are they payable, after your employment has ended.
All overtime must be preapproved before it is worked.
Payroll will only be paid when the correct payroll period summary sheets are
filled out and submitted. These must be submitted on the last day of the pay
period in question as listed at:
When you are hired (full-time) you will be brought on the payroll at a “let’s
get acquainted” salary. Your salary and performance will be reviewed after 6
months on the payroll. After that, you will have a performance review during the
winter with management and/or fellow staff members.
Your compensation will be strictly tied to measurable performance goals.
Please be aware that at Stuart-Rodgers Ltd. we are committed to creating a
working environment in which we all feel welcomed and comfortable. Our goal is
to ensure that everyone here can achieve their highest potential. This is
possible only by adherence to the highest standards of conduct in all our
associations here. Please read carefully the following publication from the US
government and understand that in all ways we believe in and will enforce these
All conduct here will be held to the highest level of compliance. No comments,
emails, web browsing, phone conversations or other verbal or non-verbal
communication that causes discomfort to fellow employees here will be tolerated.
If an occasion arises that appears to be in-appropriate, please feel comfortable
reporting it immediately to Scott or Angie.
The U.S. Equal Employment Opportunity Commission
Facts About Sexual Harassment
Sexual harassment is a form of sex discrimination that violates Title VII of the
Civil Rights Act of 1964.
Unwelcome sexual advances, requests for sexual favors, and other verbal or
physical conduct of a sexual nature constitutes sexual harassment when
submission to or rejection of this conduct explicitly or implicitly affects an
individual's employment, unreasonably interferes with an individual's work
performance or creates an intimidating, hostile or offensive work environment.
Sexual harassment can occur in a variety of circumstances, including but not
limited to the following:
The victim as well as the harasser may be a woman or a man. The victim does not
have to be of the opposite sex.
The harasser can be the victim's supervisor, an agent of the employer, a
supervisor in another area, a co-worker, or a non-employee.
The victim does not have to be the person harassed but could be anyone affected
by the offensive conduct.
Unlawful sexual harassment may occur without economic injury to or discharge of
The harasser's conduct must be unwelcome.
It is helpful for the victim to directly inform the harasser that the conduct is
unwelcome and must stop. The victim should use any employer complaint mechanism
or grievance system available.
When investigating allegations of sexual harassment, EEOC looks at the whole
record: the circumstances, such as the nature of the sexual advances, and the
context in which the alleged incidents occurred. A determination on the
allegations is made from the facts on a case-by-case basis.
Prevention is the best tool to eliminate sexual harassment in the workplace.
Employers are encouraged to take steps necessary to prevent sexual harassment
from occurring. They should clearly communicate to employees that sexual
harassment will not be tolerated. They can do so by establishing an effective
complaint or grievance process and taking immediate and appropriate action when
an employee complains.
These policies apply to all internal interactions with fellow employees as well
as with interactions with clients and any other people in the work environment.
All interactions are expected to be professional, courteous and respectful.
CLIENT RELATION RULES
Employees are forbidden to be alone in a one on one situation with any clients.
When photographing anyone, either a third person should be present or the door
to the room propped open.
Stuart-Rodgers has the right to record and/or monitor any activity in client
No client phone numbers, email addresses, or social networking contact
information will be collected for personal use.
No personal phone number, email addresses, or social networking contact
information will be shared by employees with clients.
This manual is designed to be a guideline for our growth as a company and as
individuals. Working as a team, we will all benefit from the increased rewards
that our company attains. The keys again will be teamwork, cooperation,
communication, respect and ever higher expectations of one another and