Standards

Conduct and Behaviour

It is important that Shaper/Caper 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.

Representing Shaper/Caper

We recognise the importance of work life balance. Whilst we do not intend to restrict outside activities, it is important to remember that activities whether during or outside of working hours which result adverse publicity to the Company, or which cause us to lose faith in your integrity, may give us grounds for your dismissal.

When attending any work-related social function, an appropriate standard of conduct is expected from all employees. This includes but is not limited to any Christmas events, lunches, dinners, nights out, or other social events with suppliers, project partners, venues, etc.

Work-related social functions can be a great opportunity to celebrate and get to know your colleagues better. However, it is important to remember that our policies on Dignity at Work, and Equality, Diversity & Inclusion apply fully at these events. You should always uphold the values of Shaper/Caper.

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 Creative Engagement Manager/or the relevant person at workshop venues if you leave workshop venue during working hours. This will enable Shaper/Caper or workshop venues to ensure that employees can be located in the event of an emergency.

Statements to the media

Any statements to the press or media in relation to our business may only be given by the Executive Team or Board, or delegated to the Marketing & Digital Content Officer regarding projects.

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.

Competing with Shaper/Caper

You should not, directly or indirectly, engage in, or have any interest, in any other business enterprise which interferes or is likely to interfere with your independent exercise of judgement in Shaper/Caper’s best interests. Generally, a conflict of interest exists when an employee is involved in an activity:

• Which provides services directly to Shaper/Caper. • Which subjects the employee to unreasonable time demands that prevent the employee from devoting proper attention to their responsibilities to

Shaper/Caper. • Which is so operated that the employee’s involvement with the outside business activity will reflect adversely on Shaper/Caper.

Should you be in doubt as to whether an activity involves a conflict, you should discuss the situation with your manger.

Benefits

Shaper/Caper are pleased to offer the following benefits:

1. 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. 2. You have free access to Village Hall for 5 members of your family, for the duration of your employment. 3. You are entitled to 2 free tickets to each of our productions per tour. 4. Access to free group and individual counselling monthly sessions as part of our Health & Wellbeing commitment to our staff.

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. Extra time of up to half an hour on any day will not normally be considered as TOIL.

Shaper/Caper do not pay overtime. However, the needs of the organisation will sometimes require flexibility and staff will occasionally need to work over their contracted hours for a particular incidence, for example: whilst facilitating an evening or weekend event on behalf of the organisation. Staff are therefore permitted to ‘take back’ overtime as a time off in lieu (TOIL) instead of being paid. All TOIL must be approved.

A regular need to work in excess of your contracted hours will require the manager to review the post and work with the staff member to address the situation.

General Principles:

• TOIL will be calculated based on timesheet recordings entered on the TOIL system. Staff are responsible for ensuring they keep their TOIL up-to-date at all times. Failure to maintain this may result in TOIL calculations being inaccurate and accrued TOIL being removed. • All staff are encouraged to manage their time effectively in order to be available for work during the core hours (8.30am – 5.30pm) and to eliminate the need to work more than their contracted hours. • TOIL can only be accrued if the job or organisation necessitates a member of staff to work more hours than they are contracted to in order to fulfil the aims of their role, the project or organisation. • All TOIL must be approved, in advance, by your manager and once approved must be recorded on your TOIL record and calendars. • No more than 2 days’ worth of TOIL should be accumulated without exceptional reason. • TOIL should be taken as soon as possible after the event i.e. if a staff member works late one evening they should endeavour to work fewer hours the next day or at the earliest possible opportunity. In most instances this should always be within 4 weeks of the TOIL being accrued. • TOIL may be removed (forfeit) if not taken within the four-week time frame and if the staff member has not made a reasonable effort to take the accrued TOIL.

Responsibilities:

It is the responsibility of all staff to manage their own TOIL. It is the responsibility of managers to monitor TOIL balances on a monthly basis and work with staff to maintain reasonable TOIL balances at all times. The Executive Director will review TOIL balances on a regular basis and will highlight any concerns with the relevant employee.

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.

Dress Code 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 (whether face-to-face or through a digital platform) 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 Creative Engagement team should wear their Shaper/Caper branded T-Shirt or jumper 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 revealing outfits that may be considered inappropriate.

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 Shaper/ Caper. All fees from Clients must be made directly to Shaper/Caper.

Environmental Awareness

Shaper/Caper is committed to minimising the environmental impact of its operations through:

• encouraging better environmental management; • fostering environmental awareness amongst all staff; and • encouraging individual responsibility in contributing to an improvement in environmental quality.

In making better use of resources, reducing waste and energy consumption, we not only contribute to a better environment but can make substantial savings on costs too.

• Energy

Promote energy conservation and more efficient energy management. Switch off lights and electrical equipment when not in use.

• Materials

We are a paperless office. A printer is available at the office, but it should only be used when a hard copy is essential – think digital first. Reduce the consumption of materials wherever possible and aim to digitalise and recycle as much as possible. Take care not to over-order supplies.

• Waste

Reduce, re-use and recycle waste wherever possible and dispose of waste by approved methods.

• Sustainable Products & Services

Where possible, give preference to re-used, re-cycled and recyclable materials and include environmental considerations in the design criteria for projects, materials, packaging and services.

• Transport

Reduce travel wherever possible. Promote walking as the first mode of transport followed by public transport.

• Catering

Consider the environment when making catering choices.

Monitor energy use, travel, waste etc. to assist in the minimising of Shaper/Caper’s carbon footprint and to help tackle Climate Change.

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.