HR_XAG & FGC Employee Handbook
Updated January 2019
We are very excited to have you as part of our “Xtreme” and “Flatirons” families. This handbook outlines the core principles, values and policies of this company that pertain to our employees. Please take the time to read the handbook carefully. Afterwards, be sure to sign the acknowledgment section at the end and turn it in to your supervisor.Thank you for your cooperation. Welcome to Xtreme Altitude.
Owners:Mark and Ana Bogoger
This manual is designed to acquaint you with Xtreme Altitude Gymnastics and Flatirons Gymnastics Center,and provide you with information about working conditions, benefits, and policies affecting your employment.The information contained in this Manual applies to all employees of the Company, hereinafter referred toas Xtreme Altitude Gymnastics and Flatirons Gymnastics Center. Following the policies described in thismanual is considered a condition of continued employment. However, nothing in this manual alters anemployee’s status. The contents of this manual shall not constitute nor be construed as a promise ofemployment or as a contract between the Company and any of its employees. The manual is a summary ofour policies, which are presented here only as a matter of information.
You are responsible for reading, understanding, and complying with the provisions of this Manual. Ourobjective is to provide you with a work environment that is constructive to both personal and professionalgrowth.
This manual supersedes all previous employee manuals and memos that may have been issued from time totime on subjects covered in this manual.
However, since our business and our organization are subject to change, we reserve the right to interpret,change, suspend, cancel, or dispute with or without notice all or any part of our policies, procedures, andbenefits at any time. We will notify all employees of these changes. Changes will be effective on the datesdetermined by Xtreme Altitude Gymnastics and Flatirons Gymnastics Center, and after those dates allsuperseded policies will be null.
No individual supervisor or manager has the authority to change policies at any time. If you are uncertainabout any policy or procedure, speak with your direct supervisor.
We rely upon the accuracy of information contained in the employment application and the accuracy of otherdata presented throughout the hiring process and employment. Any misrepresentations, falsifications, ormaterial omissions in any of this information or data may result in exclusion of the individual from furtherconsideration for employment or, if the person has been hired, termination of employment.
You enter into employment voluntarily, and you are free to resign at any time for any reason or no reason.Similarly, Xtreme Altitude Gymnastics and Flatirons Gymnastics Center are free to conclude their relationshipwith any employee at any time for any reason or no reason. Following the probationary period, employeesare required to follow the Employment Termination Policy (See Section 3.13).
An “employee” of Xtreme Altitude Gymnastics and Flatirons Gymnastics Center is a person who regularly works for Xtreme Altitude Gymnastics or Flatirons Gymnastics Center on a wage or salary basis. “Employees” may include regular full-time, regular part-time, and temporary persons, and others employed with the Company who are subject to the control and direction of Xtreme Altitude Gymnastics and Flatirons Gymnastics Center in the performance of their duties.
REGULAR PART-TIME EMPLOYEES (HOURLY)Employees who have completed the 30-day probationary period* and who are regularly scheduled to work less than 35 hours per week. These employees are paid on an hourly basis and are entitled to overtime pay for workweeks that exceed 40 hours, at a rate of time and half. Regular part-time hourly employees are not eligible to receive any company benefits such as medical or dental insurance, retirement or paid vacation time.
REGULAR FULL-TIME EMPLOYEES (SALARIED)Employees who have completed the 30-day probationary period* and who abide by policies and provisions outlined in an employment contract. Generally, they are eligible for the company’s benefit package, subject to the terms, conditions, and limitations of each benefit program.
PROBATIONARY PERIOD FOR NEW EMPLOYEESThe probationary period for regular full-time and regular part-time employees lasts up to 30 days from date of hire. During this time, employees have the opportunity to evaluate Xtreme Altitude Gymnastics and Flatirons Gymnastics Center as a place to work and management has its first opportunity to evaluate the employee. During this introductory period, both the employee and the company have the right to terminate employment without advance notice.
Upon satisfactory completion of the probationary period, a 30-day review will be given and benefits will begin as appropriate. All employees, regardless of classification or length of service, are expected to meet and maintain company standards for job performance and behavior (See Section 5, Standards of Conduct).
The following statements are the beliefs and values that drive this company. Everything we do isbased on these principles. Our success depends on company-wide unity in these beliefs and thededication to see them carried out each and every day.
“To provide premier children’s activity centers that fuel imaginationand inspire dreams, and deliver the highest level of service andprofessionalism in our industry.”
a. Respect – be respectful of the children, parents, co-workers, & the company.b. Trust – be trustworthy, trust others and exemplify integrity.c. Professionalism – be professional in actions & appearances.d. Teamwork – work as a team, and solve problems through collaboration.e. Growth – pursue growth through constant individual innovation.f. Balance – seek balance between work and lifeg. Positive Conflict Communication -
a. Keep the kids safeb. Be enthusiasticc. Be engagedd. Be consistente. Creativity, variety, & funf. Perpetual motiong. Discipline with understood & appropriate consequencesh. Clearly communicate expectationsi. Listen to the kidsj. Catch the kids doing things rightk. Daily challengesl. Daily successesm. Love, compassion
The next section discusses the general policies of the gym. Your specific department may have additional policies that your supervisor will discuss with you.Policies can have a way of creating negative feelings among employees because the focus lies on being told how to act or behave. Instead, try to focus on the goals of the gym in each particular case. If you can understand and believe in the goal, the policy should make sense and feel natural to follow.
If we can all treat every aspect of our job and each other with respect, we should rarely encounter any problems. Please consider the following:Management and our policies – if you have a concern about a decision or a policy, please ask for a meeting. We are always willing to have constructive discussions with our staff.
Managers and co-workers – we must all WORK TOGETHER. Be friendly and helpful. Be respectful and courteous of co-workers when you are in the gym, despite any differences you may have.
Parents (our clients) – take the time to answer their questions and address their concerns.Understand that in most cases, they want what’s best for their child, just like you do. If you find yourself in conflict with a parent, set up a meeting with your supervisor and management.
The children – they are here to have fun. Children should never be punished or belittled in front of the class. Respect their needs, whether they are injured or afraid.
This facility – Everyone on the gym floor, including coaches and athletes, are responsible for maintaining the appearance of this facility. At the end of practice, please remind your students to pick up all of their belongings and trash. We have two large facilities that see 1,500 kids go in and out of the doors each week and we need everyone’s help to keep them clean.
Why do we have specific staff attire? We assign staff attire for our employees for many of the same reasons that our gymnastics teams wear matching uniforms, such as unity and professionalism. We are a TEAM, and our goal is to be a professional sports club, to differentiate ourselves from local recreation centers and other clubs in the area. One of the ways in which we can accomplish this is through our professional attire. We have chosen lightweight, athletic style clothing decorated with our gym logo that should allow you to coach comfortably while creating a clear distinction between coach and athlete, and employee and client. We ask that every employee wear the appropriate staff shirt that has been assigned for the day of the week.
Provided staff t-shirts are black or red with our logo. Team coaches will also receive a polo shirt prior to competitive season to wear to meets, and during shifts. In the event that the gym is cold, a black, red, or white shirt may be worn under your staff shirt. An Xtreme Altitude fleece or any jacket specifically designed as staff attire may be worn as well. We have XA staff jackets available for order/purchase at the front desk.
Bottoms must be black, grey, or red athletic pants, capris, or shorts, or khakis. Black/grey/red/white decorative details on pants is acceptable, but no brightly colored accents. Shorts must be no shorter than mid-thigh (fingertip length). We ask that all coaches wear athletic style shoes for their safety and to maintain a professional appearance. No hats of any kind may be worn while coaching as they can disrupt your ability to coach safely.
Our coaches are role models to the children they teach. Although we encourage creativity, we ask that employees do not wear any excessive body piercing or dye their hair any drastic colors. Depending on their nature/location, we may request that some tattoos are covered up.
In order to maintain a consistent, functional schedule on which to run the gym, and to be sure that we always have the appropriate number of coaches for the classes we offer, we need all employees to take responsibility for the hours that they work. Your schedule will remain the same from session-to-session unless you request a change with your supervisor. Every employee is responsible for finding his or her own substitutes. We will give each employee a list of appropriate subs for each class. Please remember that these children depend on our coaching staff to be in class and their parents expect consistent coaching. If you are ill, please call the front desk and your supervisor as soon as possible.
In order for your paycheck to be accurate, you will be asked to clock in for your working hours each day. Each employee has an account in the ZipClock system. Please log in when you arrive. Most employees are on a one-entry system which means they do not have to log out when they leave.Please check with your supervisor at the time of hire to see which entry system applies to you. You willed be paid for the time you are logged in only. If you are late, please do not change your login time. Your supervisor will check these hours and approve them on a daily/weekly basis. Once the hours have been approved, they can only be changed by a supervisor. If you forget to log in for the day, the only way to get the hours on your time sheet is by meeting with your supervisor. Pay periods for Xtreme Altitude and Flatirons Gymnastics are the 21st (previous month) to the 20th (current month), and paychecks are distributed on the last business day of the month. Please note gym closure dates when considering the number of shifts that will be included in your monthly paycheck. You have a choice of receiving a check or having your pay directly deposited into your bank account.
All employees are to arrive to work in time to complete any personal business and start their class on time. For some employees, this may be 15 minutes. For others, this may be 5 minutes. Arriving after your class start time is unacceptable. If you are going to be late, or think you may possibly be late, please call the front desk as soon as possible.
In order for our clients to entrust us with their children and their money, we owe it to them to dedicate ourselves to our job in the most positive manner possible. All employees should maintain a professional appearance at all times. The focus should always be on your group of athletes rather than on conversations with other coaches. Please be mindful of all public conversations and behaviors. Cell phones should not be used on the gym floor. If you feel you have a valid reason to have a cell phone on the floor, please speak with your supervisor.
Xtreme Altitude Gymnastics and Flatirons Gymnastics Center are equal opportunity employers. We do not discriminate based on race, sex, sexual orientation, political views, religion or beliefs.
However, due to the nature of our business and the fact that we work with children, if we find that any of the above categories conflict with your professionalism and ability to focus on your job, we reserve the right to take action. This may include a meeting to discuss our concerns, a change in responsibility or even discontinuing our business relationship.
This is a non-smoking facility. Please do not smoke in or near the building. This is also a drug-free environment. Please see the Drug Free Workplace Policy form at the end of this handbook. We reserve the right to perform a drug test on any employee at any time.
All employees will undergo a background check prior to beginning work at Xtreme Altitude Gymnastics or Flatirons Gymnastics Center. This includes office staff and any other non-coaching staff, as well as those who work directly with children. Part-time and full-time staff members who are not professional USA Gymnastics members must cover the cost of their background check. If you are aware of any issues that might negatively affect your background check, please let us know before you begin the process.
The front desk has the responsibility of maintaining accurate client records and billing records for the gym. In order for our front desk associates to do their job, we need our coaching staff to take roll each week for EVERY recreational class. When taking roll, please make sure that all students in the class are on the roll sheet. If you notice a child in class who is NOT on your roll sheet, please inform the front desk as soon as possible. We would like to avoid situations where students continuously take a class without payment, or simply show up to a class where they may not belong. We greatly appreciate your cooperation with this request.
Please check with your supervisor to see if your program requires maintenance of student skills.
The sports we teach carry with them a great deal of risk to our athletes. And while we would first and foremost like to prevent injuries for the sake of the athletes themselves, this risk to the athletes also translates into a serious risk for the gym and the individual coach when an injury occurs. Thus, it is imperative that all coaches follow the proper procedures in dealing with and documenting any injury.
First, assess the injury and decide if it merits a phone call, whether to the child’s parents or, in the worst case, 911. Even if an injury is minor, such as a scrape or a stubbed toe, it must be documented and the parent should be informed at pick up. After the appropriate action has been taken to deal with the injury, an INJURY REPORT must be filled out. Blank reports can be found at the front desk. Please fill in your name, the child’s FULL name, the class in which the injury occurred and a DETAILED description of the injury and how it occurred. The report must then be signed by a supervisor and filed. Always follow up with a phone call to the parent the next day to make sure the child is okay and to make any adjustments to the injury report.If an injury is serious, please refer to the first aid/CPR instruction sheet located at each facility. Pit injuries should be handled with extreme care. Do not jump into the pit to assess an injury – carefully slide it so as not to make the injury worse. Also, we do not splint broken bones in our facilities, regardless of any medical background you may have. Please allow an EMT crew to handle this.
For your safety and care, the gym carries worker’s compensation insurance. If you are injured AT WORK, there is a procedure that must be followed. Please see Ana Bogoger if you are ever in this situation. If the injury is serious and requires immediate medical attention on site, a family member or an ambulance will be called to transport the injured employee to the nearest hospital. Fellow employees should not provide transportation.
Coaching is a physical job, and therefore carries with it a requirement for a coach to be physically capable of performing the tasks involved. In situations such as pregnancy or a medical condition that affects your ability to teach and spot skills, your duties will be limited to those that you are physically able to perform. Hours may be reduced dependent on these limitations. Should you need to take a leave of absence due to a specific condition, your employment is guaranteed upon your return to work, however we cannot guarantee the same number of hours or the same classes/groups as you had prior to leaving.
Xtreme Altitude Gymnastics and Flatirons Gymnastics Center hold each of its employees to certain work rules and standards of conduct (see Section 5). When an employee deviates from these rules and standards, we expect the employee’s supervisor to take corrective action.
Corrective action at Xtreme Altitude Gymnastics and Flatirons Gymnastics Center is progressive. That is, the action taken in response to a rule infraction or violation of standards typically follows a pattern increasing in seriousness until the infraction or violation is corrected.
The usual sequence of corrective actions includes an oral/written warning (PIP), probation, and finally, termination of employment. All warnings will be documented and will be signed by both a supervisor and the employee. In deciding which initial corrective action would be appropriate, a supervisor will consider the seriousness of the infraction, the circumstances surrounding the matter, and the employee’s previous record.
Though committed to a progressive approach to corrective action, Xtreme Altitude Gymnastics and Flatirons Gymnastics Center consider certain rule infractions and violations of standards as grounds for immediate termination of employment. These include but are not limited to: athlete abuse, theft in any form (including falsification of working hours on an employee’s time sheet or an employee’s gym account), vandalism or destruction of company property, untruthfulness about personal work history, skills, or training, divulging Company business practices, and misrepresentations of Xtreme Altitude Gymnastics and Flatirons Gymnastics Center to a customer, a prospective customer, the general public, or an employee.
Termination of employment is an inevitable part of personnel activity within any organization, and many of the reasons for termination are routine. Below are a few examples of some of the most common circumstances under which employment is terminated:
When a part-time hourly employee intends to terminate his/her employment with Xtreme Altitude Gymnastics or Flatirons Gymnastics Center, he/she shall give the Company at least two (2) weeks written notice. Full-time salaried employees shall give at least four (4) weeks written notice.Since employment with Xtreme Altitude Gymnastics and Flatirons Gymnastics Center is based on mutual consent, both the employee and the Company have the right to terminate employment at-will, with or without cause during the Introductory/Probationary Period for New Employees (See Section 3, Introductory/Probationary Period for New Employees).
Any employee who terminates employment with Xtreme Altitude Gymnastics or Flatirons Gymnastics Center shall return all files, records, keys, and any other materials that are property of Xtreme Altitude Gymnastics. No final settlement of an employee’s pay will be made until all items are returned in appropriate condition. The cost of replacing non-returned items will be deducted from the employee’s final paycheck. Furthermore, any outstanding financial obligations owed to Xtreme Altitude Gymnastics or Flatirons Gymnastics Center will also be deducted from the employee’s final check.
Employee’s benefits will be affected by employment termination in the following manner. All accrued vested benefits that are due and payable at termination will be paid. Some benefits may be continued at the employee’s expense (See Section 5, Benefits) if the employee elects to do so. The employee will be notified of the benefits that may be continued and of the terms, conditions, and limitations.
We generally do not issue keys to employees other than managers and/or supervisors. If you require entry to the building during non-regular hours, you may be issued the code to our key lock box. This information is confidential and considered company property. The last employee, or a designated employee, who leaves the office at the end of the business day assumes the responsibility to ensure that all doors are securely locked, thermostats or swamp coolers are set on the appropriate evening and/or weekend setting, and all appliances and lights are turned off with exception of the lights normally left on for security purposes. Employees are not allowed on Company property after hours without prior authorization from an owner representative.
All employees should be sure that their own personal insurance policies cover the loss of anything occasionally left at the office. Xtreme Altitude Gymnastics and Flatirons Gymnastics Center assume no risk for any loss or damage to personal property.
Expenses incurred by an employee must have prior approval by a supervisor. Should you require a reimbursement, please fill out the appropriate forms and turn them in to your supervisor.
The work rules and standards of conduct for Xtreme Altitude Gymnastics and Flatirons Gymnastics Center are important, and the Company regards them seriously. All employees are urged to become familiar with these rules and standards. In addition, employees are expected to follow the rules and standards faithfully in doing their own jobs and conducting the Company’s business. Please note that any employee who deviates from these rules and standards will be subject to corrective action, up to and including termination of employment (see Section 4.11, Corrective Action).
While not intended to list all the forms of behavior that are considered unacceptable in the workplace, the following are examples of rule infractions or misconduct that may result in disciplinary action, including termination of employment.
Xtreme Altitude Gymnastics is committed to providing a work environment that is free of discrimination and unlawful harassment. Actions, words, jokes, or comments based on an individual’s sex, race, ethnicity, age, religion, or any other legally protected characteristic will not be tolerated.If you believe you have been the victim of harassment, or know of another employee who has, report it immediately. Employees can raise concerns and make reports without fear of reprisal.
The information written below outlines the basics of our child abuse prevention policy. All employees will be required to read and sign our official Child Abuse Prevention Policy (CAPP) attached to this handbook.
Xtreme Altitude Gymnastics and Flatirons Gymnastics Center has a zero tolerance policy on sexual misconduct. Our coaching staff is expected to maintain complete and total professionalism with all athletes at all times.
No staff member is permitted to engage in relationships outside of the working environment with any athlete in the gym. This includes, but is not limited to: private texting, private emailing, private phone calls, Facebook/Instagram, babysitting, socializing without the athlete’s parentspresent, dating, and travel of any kind without the parent present.
Parents are required to stay at the gym for private lessons. No exceptions.
Coaches are not to be in a position where they are responsible for the safety of an athlete outside of normal gym activity (normal gym activity refers to practice times and meets). For travel meets, no coach is permitted to be the chaperone or driver for any athlete
The information written below outlines our basic substance abuse policy. All employees will be required to read and sign our official Drug-Free Workplace Policy attached to this handbook.
Xtreme Altitude Gymnastics and Flatirons Gymnastics Center are committed to protecting the safety, health, and well-being of all children, employees and other individuals in our workplace. In keeping with this commitment, the following rules regarding alcohol and drugs of abuse have been established for all staff members, regardless of rank or position, including both full-time and part- time employees. The rules apply during working hours to all employees of the Company while they are on Company premises or elsewhere on Company business.
Senior coaching staff at Xtreme Altitude Gymnastics or Flatirons Gymnastics Center will be administered a drug test as part of the hiring process. All coaches, instructors and administrative staff will be screened in order to become leads or managers. Employees may also be randomly screened during their employment with the Company. If an applicant fails an initial drug test, the offer of employment will be withdrawn. If a current employee fails the drug test, their employment will be terminated. Exception: Due to current laws in the state of Colorado regarding marijuana, a positive result for marijuana will not necessarily result in termination of employment.
Xtreme Altitude Gymnastics will cover the cost of the drug test.
The manufacture, distribution, possession, sale, or purchase of controlled substances of abuse on Company property is prohibited.
Being under the influence of illegal drugs, alcohol, or substances of abuse (including marijuana) on Company property is prohibited.
Working while under the influence of alcohol, marijuana, or prescription drugs that impair performance is prohibited.
So that there is no question about what these rules signify, please note the following definitions:
Company property: All Company owned or leased property used by employees.
Controlled substance of abuse: Any substance listed in Schedules I-V of Section 202 of the Controlled Substance Act, as amended. http://www.deadiversion.usdoj.gov/schedules/orangebook/c_cs_alpha.pdf
Drug: Any chemical substance that produces physical, mental, emotional, or behavioral change in the user.
Each part-time employee’s hourly wage will be reviewed at least twice each year. Such reviews may be conducted more frequently for a newly created position, or based on a recent promotion. Full-time employees will have their annual salary reviewed one time per year (usually in August or September), unless the employee’s job responsibilities increase or decrease during the year.
Increases will be determined on the basis of performance, level of training, adherence to company policies and procedures, and ability to meet or exceed duties per job description and achieve performance goals as outlined by an employee’s supervisor.
Although salary ranges and hourly wage schedules will be adjusted on an ongoing basis, Xtreme Altitude Gymnastics and Flatirons Gymnastics Center do not grant “cost of living” increases. Performance is the key to wage increases in the Company.
Accurately recording time worked is the responsibility of every hourly employee. Time worked is the time actually spent on a job(s) performing assigned duties. Xtreme Altitude Gymnastics and Flatirons Gymnastics Center do not pay for extended breaks or time spent on personal matters. Only short 5-minute breaks between classes will be paid.
Altering, falsifying, tampering with time records, or recording time on another team member’s time record will result in disciplinary action, including termination of employment.
Authorized personnel will review time records at the end of each day. Any changes to an employee’s time record must be approved by his/her supervisor. Questions regarding the timekeeping system should be directed to a supervisor.
Overtime compensation is paid to part-time hourly employees in accordance with federal and state wage and hour restrictions. Overtime is payable for all hours worked over 40 per week at a rate of one and one-half times the employee's regular hourly rate. Time off on personal time, holidays, or any leave of absence will not be considered hours worked when calculating overtime.
All overtime work performed by an hourly employee must receive the supervisor’s prior authorization. Overtime worked without prior authorization from the supervisor may result in disciplinary action. The supervisor’s approval in the ZipClock system authorizes pay for overtime hours worked.
All employees are paid monthly. In the event that a regularly scheduled payday falls on a weekend or holiday, employees will receive pay on the day before. We strongly encourage employees to utilize our direct deposit option.
If a regular payday falls during an employee’s vacation, and the employee is not on direct deposit, the employee’s paycheck will be available upon his/her return from vacation.
For those employees who are not on direct deposit, paychecks will be placed in the employee’s mailbox on payday. Paychecks will not, under any circumstances, be given to any person other than the employee without written authorization. Paychecks may also be mailed to the employee’s address or deposited directly into an employee's bank account upon request (direct deposit form is required).
If you have any questions, please see your supervisor. It is important to us that each employee understands and is comfortable with our procedures so that everyone’s experience here is a positive one. Please read through the next two pages, sign and return them to Human Resources.
Thank you for your time!
I have read, understand and agree to abide by all the principles, policies and codes of conduct written in this handbook. I also understand that my continued employment at Xtreme Altitude Gymnastics or Flatirons Gymnastics Center is dependent on my ability to follow the principles and polices set forth by this gym.
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Document Name: HR_XAG & FGC Employee Handbook
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