Freelancer's Handbook

Welcome from our Executive Team

Thank you very much for deciding to further your career with Shaper/Caper!

You are joining an ambitious company at a time of growth and we look to you to play a key role in the next stage of our progression and success. We pride ourselves on our values and our support for the long term development of our staff.

We also put a lot of time and effort on creating a culture in which staff have the ability to participate in decision making and to contribute to new ideas. Staff teams are empowered to make improvements and to be as creative as possible.

We believe in you and will work closely with you to help you achieve your ambitions and goals. We welcome you and express our sincere hope that you will be happy here in our team.

We ask you to look over the contents of this Freelancer’s Handbook, as in addition to setting out our rules and regulations, it also contains a great deal of helpful information.

We hope you enjoy your time with us and we very much look forward to working with you!

Yolanda Aguilar

Thomas Small

vision vision

Through dance, we reveal the extraordinary in people and inspire them to create a more connected, fair, and empathetic world.

‘Tommy is an amazing talent. His skill and dynamism brings a whole new creative dimension to some of Radio 2’s most iconic output’

Bob Shennan, BBC Group Managing Director

mission mission

To create safe, dynamic, and imagination-sparking spaces that nurture innovation and creative thinking; producing dance-theatre that connects society, reveals the extraordinary in people, and which helps make sense of the chaotic, unjust, and wonderful world we live in.

values values

Kindness:

We use our resources to support the development of people and communities and we are generous with our time and skills. A culture of kindness is integral to our productions, workshops, classes, and social events. Our team nurture caring environments and fair working arrangements for everyone involved with Shaper/Caper.

Respect:

We tell stories that show how cultural traditions, experiences, and systems of life can live in harmony. We learn about cultures and experiences different to our own. Our team take action to support and regenerate the planet. We continually develop and improve our practice to ensure that we offer safe, inclusive, and sustainable spaces.

Collaboration:

We invest in national and international partnerships to share knowledge and resources. Through collaboration, we develop the quality and sustainability of our artistic creation. We play our part in tackling local, national and global challenges.

Joy:

We work with people and communities to produce high quality performances, events, and workshops that spark joy. What people want to do, who they want to be and the stories they want to tell, shapes our work. Through dance, we enliven people and communities to instigate positive change.

‘The children engage very well with the experience, and feedback from class teachers and those taking part has always been extremely positive. I have no hesitation in highlighting the quality of the work provided by Tommy, Yolanda, and the team at Shaper/Caper’

Kerry Dalgetty, Senior Health Promotions Officer NHS Tayside

Vision, Mission & Values

Shaper/Caper is a diversity-led dance company and registered charity. We bring the work of multi-award-winning choreographer Thomas Small to new and diverse audiences, through our inclusive approach to dance-theatre. Our work is inspired by stories and ideas from the people and communities we work with in Dundee and beyond. We make space for the storytelling of seldom-heard stories. Our work has three connected strands:

• artistic creation: we create high-quality productions that tour throughout Scotland and the UK, with ambitions to tour internationally.

• creative experiences: we run creative programmes, workshops and performances that are inclusive and accessible.

• professional pathways: we nurture talent and provide opportunities for people to develop their creative practice and skills.

Our work is inspired by stories and ideas from the people and communities we work with in Dundee and beyond.

Our Audiences

Shaper/Caper creates work that is inclusive and accessible to all, and we focus our energy on working with those who have the most to gain from the positive impact of our work:

• Children and young people

• Families living in areas of deprivation

• LGBTQ+ people

• People who are marginalised or excluded (such as people in the criminal justice system, disabled people, migrants, or care-experienced young people)

• We recognise the importance of intersectionality. We work to bring together people from different backgrounds to share experiences and find new perspectives.

How we do it...

• Health & Wellbeing: using dance to connect people to their bodies and to develop embodied knowledge of their creative power.

• Social Justice: creating an equitable world by giving a platform to under-represented stories.

• Representation: providing training, development, networking, and resource sharing to increase diversity of people and stories on stage.

• Access: improving access by understanding people’s needs and working to remove barriers.

• Climate Justice: implicated within our approach to social justice, working from the bottom-up to regenerate the living world.

• Connecting People: connecting people to each other, their bodies, and minds. Providing opportunities to participate in creative activities and help people find their communities.

• Storytelling: making space for untold stories and sharing them in the heart of communities.

About Shaper/Caper

Shaper/Caper is an independently led organisation based in Dundee developing the work of multi award-winning choreographer, BBC Radio 2 Artist in Residence, and Clore fellow, Thomas Small.

Our critically acclaimed performance work, such as ‘Within This Dust’, a piece inspired by the events of 9/11, has toured extensively across the UK over the past 10 years, as well as internationally to North and South America across Europe, including a sold out performance at the 9/11 Memorial & Museum at World Trade Center NYC. His work for children under 5, ‘Paper Moon’, a Cumbernauld Theatre commission, sold out every one of the 55 performances to date. As part of Tommy’s role as BBC Radio 2 Artist in Residence, we’ve presented work outdoors to audiences of over 30k people. We were commissioned to choreograph the opening of V&A Dundee as part of the 3D Festival. We worked with 8 pro dancers, 3 dancers from Scottish Ballet, and 500 young people from across Tayside who performed to an audience of 10k people, and shown on BBC2. Since 2010, the choreography of Thomas Small and the recognition he has received has grown at an exponential rate.

We won the Inspirational Work in Education and Community Outreach Award from One Dance UK in 2020. We have worked with over 63k children and young people over the last 9 years through a partnership with NHS Tayside delivering the Well Good project in 116 primary schools each year in Dundee, Perth & Kinross and Angus. We also deliver the Dance for Parkinson’s project for the Dundee and Fife hubs, continuing the project that was developed by Dance Base and Scottish Ballet; and A Day to Play – a hugely popular monthly interactive performance workshop for families in museums.

Our office at Manhattan Works is in an area of multiple deprivation in Dundee. Creating excellent art that connects with real people drives both him and the company to want to ensure that as many people as possible, despite their socio-economic backgrounds, race, and/or gender, can access high-quality arts for free. We really believe that the arts are an intrinsic part of achieving a cohesive society that can spark civic action for social change. During 2020’s initial lockdown, we created and presented Children’s Capers, an online dance class and performance presented on Facebook Live every weekday morning at 10.30am. We presented 100 episodes of Children’s Capers and reached over 100k views so far.

We are also proud to work with our volunteer Youth Advisory Board, The Body. The Body forms part of our governance procedures and help us to ensure that young voices are heard within our programme and are co-designed with our participants.

We are continually reflecting, evaluating, developing, adapting and evolving to deliver world-class creative experiences for all the people we reach.

We are supported by Creative Scotland, Scottish Government, CashBack, National Lottery Community Fund, National Lottery Heritage Fund, Corra Foundation, Northwood Charitable Trust, NHS, YouthLink Scotland, Dundee Social Enterprise Network and Rank Foundation, among others.

Our lastest show, Small Town Boys, has been nominated for a Proud Scotland Award in 2024.

Awards and Accolades

Thomas Small has received numerous awards and commissions for his choreographic work. He is also one of the very few artistic leaders in Scotland, to have received bespoke leadership training experiences such as the coveted full fellowship on the Clore Leadership Programme and currently he remains the only Scottish choreographer to receive this prestigious accolade and undertake this training. He was also invited to be part of Dance East’s Rural Retreat programme of leadership training for choreographers. We were selected to take part in bespoke training with the Royal Opera House through the ROH Links programme conversation days where we have learnt from leaders at the Royal Opera House and Paul Hamlyn Foundation.

Highlights for Thomas Small and Shaper/Caper include:

• Winner of the ‘Overall Chamber Champion’ award at the Dundee and Angus Chamber of Commerce Awards 2023

• Winners of the ‘Inspirational Work in Education and Outreach’ award at the 2020 One Dance UK Awards

• Finalists in the 2022 SCVO Charity Awards and 2022 Proud Scotland Awards (Scotland’s LGBTQ+ awards)

• Robin Howard Foundation Commission

• Bonnie Bird New Choreography Award

• Commissioned by V&A Dundee to choreograph a piece of work involving 500 local young people and dancers from Scottish Ballet for the opening of V&A Dundee as part of the 3D Festival

• Commissioned by Starcatchers to create ‘Teeny Weeny’ for young audiences

• Commissioned by Dance Base to create ‘The End’

• Commissioned by Cumbernauld Theatre to create ‘Paper Moon’ for under 5’s audience - sell out tours in 2018 and 2019

• Awarded the first ever opportunity to be Artist in Residence at BBC Radio 2. He was picked from 750 applications and was on the final shortlist alongside two Turner prize nominated artists. As part of this process, he is mentored by Google Cultural Institute CEO Amit Sood.

• Creative Scotland full fellowship on the Clore Leadership Programme. Thomas undertook secondments at The Roundhouse in London and V&A Dundee shadowing the leadership team at both organisations. He was mentored by Akram Khan and English National Ballet Producer Farooq Chaudhry. He remains the only Scottish choreographer to be selected for a full fellowship.

• Within This Dust international touring thanks to inclusion in the Made In Scotland showcase. Touring to Sao Paulo, Brazil and New York City 5 times including the prestigious performances at the 9/11 Memorial & Museum at the World Trade Center in April 2017 as part of the museum’s 15 year anniversary programme of events. This has allowed us to build links with the US Consulate in Edinburgh and London and international interest in further USA touring.

Meet the Executive Team

The day-to-day running of Shaper/Caper is managed by an Executive Team (Yolanda Aguilar and Thomas Small), supported by the Chair and Vice Chair of the Board.

Yolanda Aguilar Executive Director

Thomas Small Artistic Director

In 2013, our multi award-winning Artistic Director, Thomas Small, was awarded the Creative Scotland Fellowship on the prestigious Clore Leadership Programme. As part of his fellowship, he worked at the Roundhouse in London, shadowing Chief Executive and Artistic Director Marcus Davey and was seconded to the V&A. Further, Farooq Chaudhry, the acclaimed Producer of Akram Khan Company and English National Ballet mentored him. Thomas is the first ever BBC Radio 2 Artist in Residence. Thomas is the Co-Chair at The Barn, a multi arts centre in Banchory, and is also Chair of Dundee Pride. He was previously on the Board of Trustees at Federation of Scottish Theatre (FST). Thomas is a trained mentor through FST’s Step Up programme. Thomas was the host of the 2021 One Dance UK Awards.

A trained actor and dancer worked with leading community dance practitioners in London after graduation, such as Adam Benjamin of CandoCo and Fergus Early at Green Candle Dance. In Scotland, she joined YDance for 3 years, became Artist in Residence at South Lanarkshire Council, and worked at Macrobert, where she won the main commission for M-Power youth festival, which resulted in a pioneer collaboration with the world-renowned company La Fura dels Baus. She has worked with Thomas since 2011 and graduated with a merit MA in Art, Festivals, and Cultural Management from Queen Margaret University. Yolanda is on the Board of Trustees of Federation of Scottish Theatre and previous served on the Board of Arts & Business Scotland.

Meet the Board of Trustees

Allan McIntyre (Photo 1) began his training as a Dancer at The Space, Dundee, before transferring to complete his studies at Laban, London. Allan has worked in various roles including Fife Cultural Trust’s Dance Development Coordinator and Youth Arts Development Coordinator at Aberdeen Performing Arts. He then worked as the Creative Industries Producer at the V&A Dundee before his current role as Creative Activities Manager at Macrobert Arts Centre.

Linzi McLagan (Photo 2) Linzi is currently Head of Education at YDance and previously a lecturer at Dundee and Angus College. Through these roles, she aims to support and develop the provision of dance in educational settings across Scotland. She believes learning experiences within the arts play a vital role in developing participants’ capacities for critical thinking, creativity, imagination and innovation. She was previously a Dance Development Officer at Citymoves.

Jenny Rutter (Photo 3) is a fellow on the coveted Clore Leadership Programme.  Jenny is a producer with 2 decades’ experience developing creative practice in the Northwest of England. Her career has included local government regeneration & creative industry roles as well as managing and producing a wide variety of arts programmes, including major festivals and events. Most recently, she worked with two Arts Council England Creative People and Places programmes, LeftCoast in Blackpool and Super Slow Way in Pennine Lancashire, where she organises the British Textile Biennial.

David Wright (Photo 4) is currently a Relationship Manager, Theatre at Arts Council England working with a range of theatre organisations and makers in London, giving funding advice, and assessing grant applications to the National Portfolio and Solicited Grant programmes. He was previously responsible for assessing applications to Arts Council England’s Lottery Project Grants fund. Clients include National Portfolio Organisations, organisations, statutory authorities, and individuals. He was previously Deputy Director at National Dance Company Wales and General Manager at Citymoves.

Dr Aleksandra Webb (Photo 5) Aleksandra is a lecturer in the School of Business and Creative Industries at the University of the West of Scotland and a Fellow of Higher Education Academy. She holds a PhD in Cultural Management from the University of Stirling. She is a dedicated educator, mentor and supervisor with over a decade of teaching experience in Higher Education. She has worked as a researcher in both academic and applied contexts (including the STUC-Scottish Government Women and Work Project), and presented her work to a variety of academic and professional audiences. She has carried out research and evaluation for national and supranational bodies such as the Scottish Government, the Scottish Trades Union Congress, Creative Scotland and the European Commission.

Victoria Simmons (Photo 6) Victoria lives just on the border between West Yorkshire and North Yorkshire, but was born in Perthshire and grew up in Orkney. She works for the NHS commissioning body in Bradford District and Craven leading on communications and engagement activity across the breadth of health and care, operating flexibly in response to system pressures, managing and developing our team, and ensuring everything they do is shaped by shared insight about the lives and experiences of our population. Her work is all about people and their stories; she sees it as her job to build empathy between the ‘system’ and the people we serve. Developing dialogue with communities can help tackle inequalities and injustice: by ensuring that decision-makers and policy-shapers see the realities of people’s lives; and informing, inspiring, and inverting the power to act so that people can create change for themselves. She thinks this is a great connection with the Shaper/Caper Mission.

Yolanda (Photo 7) and Thomas (Photo 8) are also Trustees (biographies provided in section ‘Meet the Executive Team’).

Joining Shaper/Caper

Onboarding & Induction

When you start work at Shaper/Caper the Executive Team will arrange your onboarding and induction. During the first 2 weeks, your Line Manager in consultation with the Executive Team will:

• Introduce you to staff.

• Provide you with an overview of Shaper/Caper, its work and your role.

• Acquaint you with all Health & Safety procedures.

• Give you access to relevant background information to help you settle into your role e.g. the business plan, current leaflets, information sheets, and publications.

• Provide you with an overview of key partner organisations or individuals that you need to make contact with. It is a priority that you are able to establish positive professional relationships with these individuals or groups.

• Explain regulations which are part of working in our office building, for example:

• Opening hours, signing in and out, fire and security procedures.

• Provide in association with other staff, day to day support.

Our induction programme is designed so that you fit in quickly and effectively. The content and duration of the induction programme will be dependent on the scope and complexity of your role, and your line manager will outline this in detail to you on your first day with us. 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.

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 during the probationary period, your engagement may be terminated, giving the notice stated in your contract, or the probationary period may be extended. Unless stated differently in your contract, a probationary period of three months shall be served.

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 Executive Director 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.

Personnel Files

Shaper/Caper keeps information in your digital personnel file as required under the terms of your contract. This will include your postal and email addresses, next of kin, salary and details of appraisal, training, sickness and absence details. You may request to view these files, but you will have to give at least one week’s written notice. Access will only be restricted on occasions where this would breach the confidentiality of a third party (e.g. references). These digital files can only be read via screen share and in the presence of another member of staff

Role Description

You have been provided with a Role Description of the position to which you have been appointed but amendments may be made to your Role Description from time to time in relation to our changing needs and your own ability.

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.

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. They can arrange for a personal discussion with the appropriate personnel, which will be in absolute confidence.

Ownership, Copyright, & Intellectual Property

Ownership

All work created during your work with Shaper/Caper remains the property of Shaper Caper 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 Shaper Caper Ltd 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. When you leave the company, you have no right to use any of our creative work in any context other than fair usage in show reels or portfolios for the purposes of you seeking employment, and therefore demonstrating your work.

Intellectual Property

Shaper/Caper 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 Shaper/Caper, and you agree to waive all moral rights to this.

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 Shaper/Caper and its assigns and successors in title.

Payments

1. Payments are paid directly into your bank account as determined in your contract.

2. Any pay queries that you may have should be raised with the Executive Director.

3. 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.

4. 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 role, like advances on your salary, season ticket loans etc.

Business Expenses

Shaper/Caper recognises that expenses are incurred in the course of both board members and staff carrying out their work. Expenses must be made claimed by the end of the month following the month in which the expense has incurred and be authorised in advance by your manager. Payment of staff expenses is normally made through the payroll directly into your bank account.

Expenses should be claimed via an Expenses Claim 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. If we become aware of false claims at any point, this will lead to disciplinary action, which could lead to you losing your role. Where more than one contractor 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. Expense Claim Forms can be found at www.shapercaper. com/backstage (Password: heybeautiful) Depending on your role, you may be issued with a Cashplus expenses card. All payments made on this card should be authorised in advance. There should be no cash withdrawls from this card.

When you are working away from the office, Shaper/Caper offers the following guidelines for your own expenses:

Travel

Travel expenses from home to the Shaper/Caper company base or your normal place of work are not paid. Travel expenses to workshops, dance clubs and rehearsals etc, whilst in Dundee, are not paid.

As a general rule staff are expected to travel by the most economical form of transport available for a particular journey.

• Bus/Train/Tram

After walking or cycling in line with our environmental policy, bus, train or tram are the preferred modes of transport.

• Taxis

Staff should use taxis only where it is impractical to use public transport.

• Car hire

You should always obtain prior approval if you intend to hire a vehicle in the course of your work. Fuel costs for hire cars are reimbursed based on actual cost rather than mileage rates.

• Own car

Where you use your own car you may claim a mileage allowance, which is intended to cover both the costs of fuel and wear and tear. Shaper/ Caper’s mileage allowances operate irrespective of car size. They are reviewed annually in line with HMRC maximum guidelines.

If staff are to use their car for business use they MUST first:

• Ensure that their car is insured for business use and provide a copy to the company of their insurance certificate that stipulates this class of travel as being covered.

• Provide a copy of their driving licence to the company.

• Provide a DVLA access code to allow for endorsements and restrictions to be checked.

• Have completed a driver’s information pack

Accommodation & Subsistence Costs

For occasions where you are staying overnight on Shaper/Caper’s behalf:

• Hotels

Staff are encouraged to obtain the most cost-effective accommodation through advance booking (the web usually can offer cost effective deals). Normally the maximum would be £100 per night but where costs are high (e.g. Aberdeen or London) then this rate may need to be exceeded up to £150 per night.

• Meals

Shaper/Caper will reimburse the cost of meals while you are away from your normal office on Shaper/Caper work. For lunch this would normally be

no more than £10; for dinner, the cost of a hotel or equivalent meal while staying away from home overnight, up to a maximum of £25.

• Staying with friends

If you are saving on accommodation by staying with friends, Shaper/Caper allows up to £25 for you to make a gift to your host.

• Subsistence whilst travelling

If you are travelling, you may claim reasonable expenses for refreshments or a snack.

VAT receipts should always be obtained.

International Travel

Should you be required to travel internationally as part of your duties, you may, at the Board’s discretion, 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.

Entertaining guests/hosting meetings

Staff are trusted that when paying for guests/meetings drinks, meals or other forms of entertainment at Shaper/Caper’s expense the level of payment should be appropriate. If the amount is likely to be higher than would be usual, then you should try to obtain advance approval. Expense claim forms must state clearly who was being entertained - name and organisation - and for what reason - for example, membership recruitment, tour booking etc. If a manager feels past levels of expenses spend to be disproportionate, then staff members may be asked to clear all such future expenses in advance.

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 need to be recorded with your line manager. We reserve the right to require you to refuse such gifts or hospitality and/or return them.

Any gifts from suppliers should be handled carefully and sensitively. If they are gifts of no real value (under £25, calendars, diaries, chocolates or other perishables) then these can be accepted and thanks given. If they are of a significant value (over £25, e.g. bottle of whisky) then if it can be refused without causing offence this should be done. If this is likely to cause offence these gifts should be accepted and passed to the Executive Team who will record the gift on the ‘Gift Register’ and decide how to use them appropriately (e.g. donate to charity, raffle to support Shaper/Caper, distribute amongst the staff etc.)

Bribery Act

Shaper/Caper follow the six principles of the Bribery Act: proportionality, top level commitment, risk assessment, due diligence, communication and monitoring and review. The Bribery Act prohibits organisations from allowing staff to give someone a financial or other advantage to encourage that person to perform their functions or activities improperly or to reward that person for having already done so, or for staff to accept a financial or other advantage given to encourage them to perform their functions or activities improperly in order to benefit the giver or their organisation.

For the purposes of deciding whether a function or activity has been performed improperly the test of what is expected is a test of what a reasonable person in the UK would expect in relation to the performance of that function or activity.

An area where this may cause staff uncertainty is in regard to offering or accepting hospitality. The Bribery Act states that bona fide hospitality and promotional, or other business expenditure which seeks to improve the image of an organisation, better to present products and services, or establish cordial relations, is recognised as an established and important part of doing business and therefore would in normal circumstances not be seen as a bribe.

Shaper/Caper does not wish to limit reasonable and proportionate hospitality both by and to staff, but where any member of staff is in doubt about offering or accepting specific hospitality in case it falls foul of this policy, they should seek the view and consent of the Executive Team or Chair. Any act by a member of staff that is deemed to fall within the definitions of the Bribery Act will be subject to disciplinary procedures.

Policies

All our Policies can be accessed in OneDrive in Core Team under ‘Policies’ or it can be accessed here

Shaper/Caper has policies for the following:

• Equality, Diversity, and Inclusion

• Fair Work

• Dignity at Work

• Environmental policy

• Child Protection Policy

• Vulnerable Adults Policy

• Health and Safety Policy

• Maternity Leave

• Paternity Leave

• Shared Parental Leave

• Adoption Leave

• Parental Leave

• Disclosure Policy

• General Data Protection Regulations (GDPR) Policy

• Home Working Policy

• Social Networking Policy

Health & Safety

Accidents and First Aid

Any injury requiring treatment should be dealt with by a trained first-aider within the venue where you are delivering a session. Please check this on arrival at your venue. If no first aider is available in your area, please report to your Line Manager and exercise common sense as to whether or not the injury requires hospital treatment. If so, please call 111 to speak to NHS 24 for advice from a qualified medical professional. If the injury is life threatening, you should immediately call 999.

Reporting Accidents and Incidents

You should report any accident or incident, however minor, on the Accident and Incident Reporting Form in the Backstage area of our website. 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 HQ 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. If you have any symptoms of Covid-19, you must self-isolate for 14 days, order a test, and not attend the workplace.

Alcohol/Drug Abuse Policy

The consumption of alcohol, non-prescribed drugs, and/or intoxicating substances during the working day or during any rest breaks, on or off our Company premises, is strictly prohibited.

Alcohol may be consumed during work social events, but any alcohol consumption should be moderate. You must not drive after consuming alcohol. We expect our contractors to take responsibility for themselves and others and make suitable arrangements to get home safely.

If there is any suspicion that your performance or ability to properly and safely carry out your duties may be in any way impaired during your working hours, or should we have reasonable grounds to believe that you are under the influence of alcohol or drugs, or in possession of alcohol or drugs, when you attend work, then you may be sent home and an investigation will take place. If appropriate, disciplinary action may be taken.

Special Conditions for Creative Engagement Workers

The following terms and conditions apply when accepting a role within Shaper/Caper’s Creative Engagement Team.

1. You must not establish a new dance class out with your role at Shaper/Caper 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 Shaper/Caper or not.

2. You must not arrange to send a freelancer 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.

3. 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 Shaper/Caper in a professional capacity,

4. You must not use the classes or workshops as an opportunity to promote or market any projects or classes that you are doing yourself out with Shaper/Caper or with other companies. Shaper/Caper 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.

5. 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.

6. Please ensure your mobile phone is switched off or on silent mode before starting your session.

7. Ensure you are wearing a Shaper/Caper branded T-Shirt during all sessions taught for the Company. Do not wear T-shirts advertising other companies.

8. You must complete and return all evaluation forms as agreed with the Executive Director each term to a satisfactory standard.

Absence Management Policy

If you are unable to complete agreed work due to illness, injury or some unforeseen circumstance, you should notify your line manager, by calling their mobile phone, as early as you can 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 voicemail. If you are due to attend a meeting etc., you should also let the client or colleague know that you are unable to attend the meeting and will reschedule upon your return.

There is no payment for time missed but there is the other to reschedule that time instead.

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 Shaper/Caper to certain risks and offences that the misuse of these facilities can cause. You must ensure that you:

• comply with current legislation;

• use email and phones in an acceptable way; and

• do not create unnecessary business risk to the company by

The following behaviour is considered unacceptable:

• use of company communications systems to set up personal businesses or send chain letters;

• forwarding of company confidential messages to external locations;

• unwarranted and excessive use in work time for personal communications;

• distributing, disseminating or storing images, text or materials that might be considered indecent, pornographic, inappropriate, conflicting, obscene or illegal;

• distributing, disseminating or storing images, text or materials that might be considered discriminatory, offensive or abusive, in that the context is a personal attack, sexist or racist, or might be considered as harassment;

• sending emails that are defamatory and/or knowingly make false statements about Shaper/Caper, your colleagues and/or our customers;

• accessing copyrighted information in a way that violates the copyright;

• breaking into the company’s or another organisation’s system or unauthorised use of a password/mailbox;

• broadcasting unsolicited personal views on social, political, religious or other non-business related matters; this includes Facebook, Twitter and other such social media websites. Staff should always remember that once a message or photo is published on these sites it is in the public domain and cannot be retrieved.

• transmitting unsolicited commercial or advertising material;

• undertaking deliberate activities that waste staff effort or networked resources; and

• introducing any form of computer virus or malware into the corporate network.

Use of Computer Equipment

In order to control the use of Shaper/Caper’s computer equipment and reduce the risk of contamination the following will apply:

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

• Only authorised staff should have access to Shaper/Caper’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 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.

• If you are provided with a company MacBook and/or iPad, you must log any changes to log in passwords or security codes on the ‘Device Log Ins’ document stored in the Core Team document library in Teams/OneDrive/Sharepoint.

• If you are provided with a company MacBook and/or iPad, you must ensure the ‘Find My’ functionality is enabled. This is to ensure that in the event of an emergency, or should the device be lost or stolen we can always find it and remotely wipe all data from the device. This function will never be used to track your whereabouts.

We trust everyone to send occasional personal emails from their Shaper/Caper mailbox as long as such personal use;

• does not interfere with their work commitments as the volume of these activities is minimal; or

• the content is not unacceptable as set out above.

Telephone Calls/Mobile Phones

Similarly, we are willing to allow you to take and receive occasional personal phone calls or other communications on Shaper/Caper phones as long as such personal use;

• is for short communications; and

• if resulting in significant cost (e.g. high-tariff numbers or overseas calls) then Shaper/Caper will be reimbursed.

Use of personal phones or other forms of mobile communication when at work should be restricted to urgent communication and be kept as brief as possible if not within lunch breaks. Shaper/Caper will not accept personal phone use that;

• is frequent – including regular checking for personal emails or other communications;

• Is used to frequently to access social media etc.

• disturbs other staff; or

• is unacceptable behaviour (see above).

Internet Policy

Use of the internet at Shaper/Caper is permitted where such use supports the goals and objectives of the business.

However, you must ensure that you:

• comply with current legislation;

• use the internet in an acceptable way; and

• do not create unnecessary business risk to the company by their misuse of the internet

In particular, the following is deemed unacceptable use or behaviour by staff:

• Visiting internet sites that contain obscene, hateful, pornographic, inappropriate or otherwise illegal material.

• Using the computer to perpetrate any form of fraud, or software, film or music piracy.

• Causing to bring viruses, trojans or other damaging software into the systems of Shaper/Caper.

• Using the internet to send offensive or harassing material to other users.

• Downloading commercial software or any copyrighted materials belonging to third parties, unless this download is covered or permitted under a commercial agreement or other such licence.

• Hacking into unauthorised areas that you do not have permission (either explicitly or implied) to access

• Publishing defamatory and/or knowingly false material about Shaper/Caper, your colleagues and/or our customers on social networking sites, ‘blogs’ (online journals), ‘wikis’ and any online publishing format.

• Revealing confidential information about Shaper/Caper in a personal online posting, upload or transmission - including financial information and information relating to our customers, business plans, policies, staff and/or internal discussions.

• You must not ‘friend’ a young person under 18 that you come into contact with through our activities on social media – please refer to our Social Networking Policy

• Undertaking deliberate activities that waste staff effort or networked resources.

Anyone who is thought to be in breach of this trust may have their personal use curtailed or in the event of unacceptable behaviour face disciplinary procedure.

Monitoring

The company maintains the right to examine any systems and inspect any data recorded in those systems. In order to ensure compliance with this policy, the company also reserves the right to use monitoring software in order to check upon the use and content of emails or the volume of internet and network traffic, together with the internet sites visited. Such monitoring is for legitimate purposes only and will be undertaken in accordance with a procedure to ensure that the above policy is being adhered to.

Sanctions

Where it is believed that anyone has failed to comply with this policy, they will face the company’s disciplinary procedure. If they are found to have breached the policy, they will face a disciplinary penalty up to and including to dismissal. The actual penalty applied will depend on factors such as the seriousness of the breach and the individual’s disciplinary record.

Agreement

All company staff, contractors or temporary staff who have been granted the right to use the company’s internet access are required to confirm that they understand and accept this policy.

Use of Equipment and Company Property

Shaper/Caper will provide you with the necessary equipment to do your role. 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 role 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.

Workplace monitoring and monitoring of communications

Shaper/Caper 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.

Return of Company items and property

You agree that you shall, whenever requested by Shaper/Caper, and in any event on the termination of your engagement, promptly return to Shaper/ Caper all property and items belonging to Shaper/Caper 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 engagement, you shall not be entitled to retain and shall not retain any property.

Personal 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.

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 a contractor, they will initially discuss their concerns with the contractor on an informal basis.

A meeting will be held with the contractor to guide and support the Contractor, 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 Contractor will be requested to sign the notes. Only the Manager and Contractor should attend this meeting. There will be no entitlement to be accompanied. If the contractor’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 contractors. 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 Freelancer’s 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 contractors 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 contractor 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 contractors, where required, must assist with any fraud investigation and any contractors guilty of fraud will be subject to disciplinary proceedings and criminal prosecution.

An contractor 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 contractor is involved in an activity:

• Which provides services directly to Shaper/Caper.

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

• Which is so operated that the contractor’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.

TOIL (Time Off in Lieu) Policy & Procedure

On occasions, the hours worked by contractors 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. Contractors are responsible for ensuring they keep their TOIL upto-date at all times. Failure to maintain this may result in TOIL calculations being inaccurate and accrued TOIL being removed.

• All contractors 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 role or organisation necessitates a contractor 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 contractor 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 contractor has not made a reasonable effort to take the accrued TOIL.

Responsibilities:

It is the responsibility of all contractors to manage their own TOIL. It is the responsibility of managers to monitor TOIL balances on a monthly basis and work with contractors 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 contractor.

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. Contractors with access to sensitive information pertaining to financial areas of the Company’s work or personal information concerning other contractors 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 role responsibilities:

Office days and meetings:

All Core Team members and non dance contractors are required to dress in smart manner when representing the Company at meetings (whether face-toface or through a digital platform) and in a smart casual manner on office days and Team Days.

When delivering workshops and classes:

All contractors who work in rehearsals or delivering workshops and classes as part of the Creative Engagement team should wear either their Shaper/Caper branded T-Shirt or jumper with tracksuit/jogging/exercise trousers during all sessions taught for the Company, or clothing appropriate to your role. Do not wear T-shirts or clothing advertising other dance companies or dance chools. 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 contractors; 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 role 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.

Office Etiquette

Desks

All workstations are ‘hot desk’ in nature so please do not leave items long term on desks etc. Please use storage units provided for anything you would like to keep in the office.

Mail

All mail received by us will be opened, including that addressed to contractors. If this is an issue for contractors, 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.

Food

Don’t leave food to go out of date in the fridge and please be mindful when putting things in there to leave space for others to use too. Always wash dishes and cutlery as quickly as possible, ensuring all dishes are put away by the end of the day. Please do not leave them on desks or in the sink no matter how short a timeframe.

Supplies

We have a reordering system in Teams to order milk, tea bags, office supplies, cleaning products etc. It’s in Core Teams in the Office channel. Click on the Orders tab too each separate list. You can also view this in Planner. All items are already ticked by default so to reorder, simply click on the list then untick/ uncheck the item required in the checklist by clicking on it and it will appear ready to be reordered. Once ordered, please check/tick off the item again.

Locking Up

If you are the last one to leave the office, please ensure that all lights are off and the blinds are down and closed. Please ensure the latch is on, on the office door and ensure the office is ‘locked’.

Infection Control

As a small team, it’s important to ensure that we don’t pass on germs on surfaces etc. Please ensure you do not place used tissues etc on working surfaces and do not place in the office bins. Please flush these down the toilet or store in your pockets. Please also cough or sneeze into your elbow to ensure hands are not contaminated when sneezing/coughing which can be easily spread to surfaces etc.

Plants

Please ensure that all plants are watered. There are care instructions in Yolanda’s desk drawer. The two plants in the grey concrete need to be moist and not stand in water.

Bins & Recycling

Yellow bin is general waste and the black bin is for recycling. Please ensure the bins are emptied at the end of each week. The coffee pods we have can be

recycled! They need to be kept in recycling bags are sent via CollectPlus service at newsagents. Nearest one by the office in Stobswell. The Costa pods can be returned to Costa shops.

Cleaning

We do not have a cleaner servicing our office so please play your part in keeping the office clean and tidy and regularly contribute towards the cleaning.

• We have a small Goblin vacuum marked ‘Shaper/Caper’ in our storage unit or under the desks.

• All cleaning items are stored under the sink. We have polish and a duster for all working surfaces including desks, office chairs and storage cabinets. There is bleach and surface sprays for the kitchen and sink area.

• The towels require washing once a week/fortnight.

Housekeeping

Please ensure you hang up your jackets on the coat rack. Please store all bags under desks during the workday so they are out sight to keep the office clutter free due to the small space. Please do not hang coats on chairs or leave bags at feet. 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, unless agreed with others, to allow other team members to concentrate on their work.

TV

Please note, live TV and BBC iPlayer should not be watched on the TV due to TV licensing. However, Netflix etc can be used.

Lighting

The lighting is controlled via Alexa. Three lighting states are programmed. At the end of the working day, just say ‘Alexa, lights off’. Do not switch lights off at the switches or wall sockets.

Heating & Cooling

The radiator is controlled on the wall at the valve. If it is still too cold, there is an electric heater in the storage unit that can be used. Please ensure this is switched off when leaving the office. There is a fan in the storage unit when the office is too hot.

Meetings

Contractors may join team meetings remotely when agreed in advance with their line manager. For safety, please ensure you are not driving when attending the meeting. Please pull over, park and turn off your engine so you can fully participate in the meeting safely.

Return of Company Property

If your engagement is terminated for any reason, you will need to return all company property allocated to you during the course of your engagement, whether this has been as a contractual benefit or to help you do your role. 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 fees

Any final payments of fees and expenses will be made to you in the normal way, less any deductions due to the company.