MUSIC THEARTRE OF IDAHO
HUMAN RESOURCES POLICIES AND PROCEDURES MANUAL.
(MTI VOLUNTEERS)
ISSUE 1.1April 17, 2002
Approvals
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Name |
Title |
Signature |
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Jean Andrews |
Managing Artistic Director |
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Chris Johnson |
Director of Human
Resources |
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WEB VERSION
Change history
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Issue |
Date |
Reason For Issue |
|
A |
13-Dec-01 |
Draft
for review |
|
1.0 |
1-Jan-01 |
Document
launch |
|
1.1 |
17-Apr-02 |
Added
section on safety, new text on dual casting and understudies, New values
“Safety and Loyalty” |
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Name
of document author |
Title |
Signature |
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James
Andrews |
Chief
Operating Officer |
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|
Name
of Document controller |
Title |
Signature |
|
Chris
Johnson |
Director
of Human Resources |
|
Distribution: All MTI volunteers
All MTI Board members
The chairperson of the board of trustees
The director of Human Resources
The Chief Operating Office
Copy write
Parts of this manual include text and section headings donated by the Human Service Alliance, who retain the copywriter of their original text. The changes to this,
Original text, together with this manual as a complete derived work; rest with © Music Theatre of Idaho 2001. This document in part or in its entirety, may not be copied, n or attract additional distribution, beyond that listed above without the written expressed permission of the Music Theater of Idaho.
3. General
Terms and Conditions of volunteering with MTI
4.3
Supervision and lines of Communication.
4.6 Human
resource issues and grievances
6. Harassment
Policy “No Tolerance”
6.1 Relationships
between Volunteers, or between employees and volunteers
In connection with our Corporate Insurance it has become necessary to formalize our requirements on Volunteers. Volunteers are individuals who commit to activities in connection with one or more shows or seasons with MTI who are not paid employees. This includes but is not limited to:
· Actors
· Technical staff
o Costume
o Scenic
o Lighting
o Sound
o Web and systems
· Administrative
o Box Office
o Clerical
· General support
o Merchandising
o Sales
o Promotions
o Catering
o Marketing assistance
o Casting and registration
o Community outreach.
This also gives us an opportunity to set out what you should expect as an MTI Volunteer and what is expected of you.
This document is the result. We intend this manual to be subject to continuous improvement. This gives us a means to continually feed best practice into our practices conditions, to the benefit of the volunteers, as well as the company.
We will ask each adult volunteer (16 or over) to print out this document and to sign signature page at the end of this document for each distribution of this manual. For volunteers under the age of sixteen the volunteer’s guardian is required to sign on the volunteer’s behalf. This signed page will then be added to the volunteers Human Resources (HR) file as a record that of the volunteer has received this manual. In the case of a guardian signing for a minor volunteer the signature indicates that the guardian commits will explain fully its contents to the level of understanding of the minor and to be responsible for the minors behavior and actions as judged against its content. In return for the completed signature page you will receive a copy back countersigned, and a signed front page for your records. The failure of the employee to submit written questions or change requests within 10 working days of casting will be taken as unqualified agreements to be bound by the requirements of the manual
The MTI board welcomes input to this manual but cautions that changes that are not applicable to all volunteers equally, will be unlikely to be accepted.
Many organizations define a set of core values, which all employees and volunteers shall share. MTI is no exception. Our shared values are:-
Quality: MTI has grown on the basis of its affordable, Professional Quality Productions. It is our reputation for quality, which has driven our expanding reputation, both within the treasure valley, and beyond. It is the quality of our work that has fueled our audience growth.
Community MTI is rooted in the community, and is in existence for our community! We involve our community, not only as audience, but also we provide acting and theatre technical service opportunities. These opportunities are solely offered to volunteers, and primarily to residents of our local community. Likewise our community outreach program provided local children with their first experience of theatre.
Continuous improvement At MTI we are not content to ‘rest on our laurels’ we strive to learn from our mistakes, and build on our successes. We are only as good as our last performance; there is no room for potboilers or lemons at MTI! We strive for innovation and growth, both in the quality and scope of what we do. Therefore who each of us may find that whilst we may b4e in the foreground in one season, may be asked to play second fiddle in the next. However we do not foster the ‘star system’ in MTI, as we are all equally valuable. Thus we willingly promote, and step aside, for new talent. We do this with good grace through our commitment to contribute to the growth and development of our company, rather than to our personal gratification.
Family Ours is a family based organization, both in respect to our productions, our staff, and volunteers. We embrace diversity but within the context of Family centered entertainment
Commitment A saying of ours is, that “If you need to ask how much of a commitment MTI will be, then you haven’t got the energy or time”J. We are involved, because we can do, and we want to do, we sometimes suffer long irregular hours for the sheer exhilaration of a job well done and an appreciative audience.
Professionalism See the relevant section document for a definition.
Frugality This is not a contradiction with quality! We do not use gold when tin will do just as well, we do not pay for comfort or our preference unless it contributes to our achievement. We count pennies to keep our productions affordable and in order to have funds to grow and improve.
Commercialism An ethos that applies equally to for a non-profit company as to a commercial one! As not for profit we do not have shareholders as stakeholders. However we have audience, volunteers, and employees as basic stakeholders, in that order. We also have primary stakeholders who give us grants and donations and also secondary stakeholders who are suppliers that rely on our payment but give us substantial discounts on their commercial rates. We have a duty to all stake holders as strong as that as that of any ‘for profit business’. We let them down if we fail as a business. Therefore meeting our planned costs and revenues is central to our decision making process. A not for “profit company’ is a “not for loss company”. We need to be focused on our business goal if anything more than if we had shareholders to bail us out of a bad year!
Diversity Within the constraints of family centered entertainment and our burden of care to our stakeholders, we welcome diversity. We are non denominational, non judgmental, non racial, a non-prejudiced. Indeed we welcome new volunteers and employees who may have a different worldview and perspective on what we do.
Safety We put safety first, it is possible to enjoy ones work
without putting oneself or others in danger.
Loyalty As actors we accept lesser roles in a particular season and as such we are more likely to be cast in major roles in another season. Those of us who only want staring roles and drop out, or go elsewhere, if they don’t get them are less likely to have the edge in a casting close call. There may not be a “right” role for the very best of actors in one or more seasons and we understand and accept this. Likewise as tech staff we put the company before the roles of our children have in a given year. Our involvement is not based on the shows chosen for a given season and as such perhaps we will find more opportunities that those who drop out or go because they don’t like the way a specific season has been planned.
The order of appearance in the list of values does not indicate order of priority
The Music Theater of Idaho does not offer health, dental or optical insurance for volunteers. Each volunteer is responsible for his or her own heath needs.
3.2 Insurance:
The employee is responsible for their own health and safety insurance. Ordinarily homeowners insurance covers unpaid volunteer activities.
Volunteering with MTI is a commitment. In may cases individuals unplanned absence can impact the quality and integrity of what we do. Thus voluntary work with MTI should be thought of as a much of a commitment as a paid job and arguably more so! However sometimes a volunteer cannot be present for reasons beyond the volunteers control. It is the responsibility of the volunteer to discuss this in advance with the MTI manager designated for this purpose and to arrange emergency cover during such absences at no cost to the MTI. Prolonged absence in such circumstances may be a bar to participation in a current or future, show or season.
The Music theatre of Idaho can make no allowance, or payment, for MTI related local travel within Ada and Canyon counties. By exception Long distance travel, if agreed by the MAD as necessary will be reimbursed, provided that prior written agreement of the MAD has been obtained.
Volunteering with MTI is a commitment and we expect you to see that commitment through to the end. Failing to complete on a volunteers commitments lets fellow volunteers down, and it may let down our community as a whole! So while consideration will be given to the specific circumstances ceasing to volunteer before the end of a show or season as appropriate (depending on the volunteers work), may be grounds to be barred from involvement in future productions and seasons,
MTI requires Volunteers to keep a record of the time you have spent working with MTI. This is so we know the total volunteer hours are donated to the company in a season, as this information is key to grant applications and corporate donations. So this requirement is not primarily to check up on youJ. Your MTI professional manager will ask you for your hours once a week.
While the hours that that a volunteer works to discharge his or her duties may be flexible in rare cases, most volunteers will have to adhere to rehearsal and performance schedules. When a volunteer is required to be available at an agreed time, lateness will not be acceptable.
· Firstly all volunteers are required to set an example to other volunteers by promptness. The “one rotten apple” saying really does apply here.
· Secondly lateness is the height of rudeness, it is in effect saying, “my time is more important that the time of those I work with”.
· Thirdly if volunteers are late, then they will be wasting everyone else’s time in waiting. In MTI we are all of us too busy to have our time wasted.
There is always occasion where for reasons beyond a volunteers control they may need to be late. In these exceptional circumstances it is the volunteer’s responsibility to let his, or her peers, know of these difficulties so they can get on with something else. This is much preferable than they “sit on their thumbs” waiting for a latecomer! Thus promptness is not only polite, it is and absolute requirement for those involved in MTI. Persistent tardiness and/or failure to inform your MTI professional manager of lateness beyond an volunteer’s control may well impact an individual’s participation in future productions and/or seasons
It is not MTI policy to pay actors. This engenders a star culture and would lead to our productions having to be selected largely on the basis of minimum casts, thus reducing the opportunity to the communality to participate. Likewise those volunteering in other areas of MTI productions are similarly not paid for their time.
MTI professional managers do receive a small salary; this is solely and entirely for business and man management duties. In addition to paid hours, MTI professional managers are required to volunteer for additional activities, as additional volunteer hours, for which they will not in any circumstances be paid.
However in exceptional circumstances and dependant on company performance the Chief Operating Officer “COO” in conjunction with the Managing Artistic Director, reserves the right to award token honorariums for exceptional volunteer effort. Such honorariums do not constitute employment by MTI and have no State or Federal tax withheld. The recipient of an honorarium is responsible for any tax declarations required and for the payment of all related taxes due. Honorariums cannot be negotiated in advance, are not guaranteed, and are entirely discretionary. They are in all respects an unanticipated gift by the company. The COO may authorize none, one or many honorariums in a given season his and the MAD’s sole discretion to technical, (and others who are not actor) volunteers. Volunteers who are actors, or MTI professional managers are indelible to receive honorariums in any circumstance. In no cases shall an honorarium exceed $100 or be less than $25
It is important to the smooth operation of the MTI organization, that all volnteers understand the importance of developing and following effective lines of communication. All employees and managers of The Music Theatre of Idaho will work and act as a team. If volunteers have needs or concerns, they should seek peer review first. If the peer review is not available or is does not assist in the matter, then the next person to approach to resolve the matter is the volunteers MTI professional manager. Finally as a last resort the COO or MAD may be contacted to advise on the matter.
The issue of teamwork is implied in our core values. Regrettably there are occasion where certain individuals cannot get along in the same team, and that this is perceived by management to have an impact on company performance. The MTI management is effectively one team. Thus we will endeavor to work with the individuals to resolves any personal conflicts or issues which effect performance. If possible we will facilitate the individuals attempts to find ways to avoid the conflict and thence work together in the team. However if such endeavors to resolve the problem fail, our policy is the “Wisdom of Solomon”. We will ask both protagonists to cease their participation in the company either immediately or after the Current production or season has ended..
Volunteers may request formal feedback on their performance during a season known as an appraisal. Such Personnel evaluations before the end of December in a given season and we will endeavor to arrange for an appraisal not more then one month after the volunteer has ceased work with MTI whenever that may be. Appraisals are compulsory for volunteers under the MTI intern program but entirely voluntary for all other volunteers. Not withstanding this there may be cases where an MTI volunteer is asked to provide input to a “360 review” of a MTI professional manager. Participation in such a review is again voluntary apart from MTI intern volunteers. Appraisals will be undertaken on a informal face-to-face basis but will result in a formal written record. In order prevent subjective impressions clouding judgment; the appraisal team will include at least two of the following
· The Professional MTI manager for the Volunteer
· The MAD
· The COO
Appraisal takes the form of a review against the volunteer’s role in the company in a season.
While the appraisal is for the Volunteers feedback only the outcome shall be documented on the appraisal form. The employee will be given the form at the completion of the appraisal. MTI will not retain any documentation relating the review in its records. The review committee will sign the form.
The volunteers MTI professional manager should be approached for minor other day-to-day issues, He will approach whoever is needed to resolve the issue, and will keep all information confidential, on a strict need to know basis.
If a volunteer has a major issue (such as an allegation of harassment by another volunteer or MTI Professional manager or director), or a serious issue on policy, he, or she, may also approach the COO in the first instance. Similarly proposed changes or enhancements to this document should be sent to the COO. Alternatively, at his, or her, discretion the employee may take the issue directly to the MAD. The MAD will consult with whom she deems necessary to resolve the issue, (again on a strict need to know basis). Irrespective of whom a volunteer approaches, in most cases MTI aim to resolve the matter informally. If however, the matter is one for which a volunteer feels that they need a formal response, then issue should be submitted in writing. In such cases MTI board of directors commit to give a formal written response within 10 working days.
The MTI reserves the right to take up references as part of appointing volunteers to roles within the company. If MTI receives a verbal or written request for references for an employee from a potential future employer, the following policy shall apply
· If the volunteer is current engaged in a role or position with MTI, the written reference shall read:
“{name} has been Volunteer with MTI for {years} {Months} and his or her current or last role or position within the company is {title}, the performance of the volunteer during this time has been satisfactory.”
The MTI policy as documented here will be appended to the above text.
· In all other cases the written reference shall read:
“With respect to your request for a reference for {name}. It is against the policy of the MTI to provide a reference in this instance” This is totality of the statement; the policy as defined here shall not be divulged or discussed.
One of the above written statements forms the limit of MTI’s obligation to the volunteer and to the requester for the reference. MTI will not enter into any further discussion concerning the volunteer either verbal or written.
Volunteers are not paid for what they do in the context of MTI. However this does not mean that they are not required to maintain professional attitudes, ethics and behavior in all MTI settings. What is acceptable behavior in a social context may not be appropriate in a volunteer context. Thus there are certain behavioral and ethical considerations associated with professionals which we expect volunteers to respect and exhibit in the MTI context.
· A professional is service orientated; his or her behavior should be dictated by delivering a consistent level of expertise, and to achieve an agreed objective.
· A professional’s behavior is ethical. There are agreed codes of practice and behavior associated with a profession. These act as limits of freedom as to how a professional carries out his, or her, work.
· A professional’s relationship with peers and colleagues is also dictated by ethics. While there may be healthy competition between professionals, there is no place for personal animosity. Furthermore a professional commits to providing mutual support and solidarity with his peers, within ethical constraints.
· A professional is a team worker. Despite personal likes, and dislikes, of peers, or despite personal ambitions, the performance of the agreed service is the foremost driver to how a professional behaves. A professional will focus on the most important task to meet critical objectives of his profession. If this means dropping lower priority goals, a professional will find a way to catch up, or will discuss priorities with management.
· Our job as a volunteer is to maintain our MTI values as defined in this document, and behave according to our code of conduct, throughout our work. If necessary this ethic dictates we will do so to the exclusion of our egocentric goals and our what ever reason we may have to act contrary to our MTI values. Our values form our ethical code.
Turning MTI into to a professionally managed company is a culture change. Our primary reason for participating as a volunteer is for the fun of taking part. While we hope MTI volunteers will have fun in their work, we also look toward the volunteer exhibiting loyalty to MTI as a company, and to each other. Likewise, and perhaps more importantly, we owe professional attitudes to our customers, the audience. We should no longer put fun and personal desires first. Sometimes we will do things that we don’t want to do, because we are acting with a professional attitude, and if so we will do it with good grace and extract our fun from doing our assigned job to the best of our abilities.
One change from last year is that we will cease the practice of actors entering the lobby or non stage auditorium areas in costume. As specified by your stage manager most actors will be required to remain in costume to meet invited members of the public “back stage”. Such members of the public will be wearing an identity badge. Actors are welcome to greet friends or relatives in the lobby when they are released from back stage duties after changing out of costume. The reason for this change in practice is that MTI is developing a loyal audience through means of a “MTI Theatre club”, meeting actors in costume and technical staff back stage is one of the key benefits of joining the club. Furthermore the absence of costumed acting staff in the lobby is part of the mystique of theatre and reflects our ambition to be a little beyond that average community theatre. There may be exceptions to this rule of costumes being restricted to back stage areas, but any exception shall be at the express direction on the MAD only.
1) Volunteers agree to uphold the high standards and values of the Music Theatre of Idaho at all times, in the presence of participants and the public.
2) Volunteers agree to fulfill the requirements of this code of conduct with due diligence, to high ethical standards, with honesty and integrity.
3) Volunteers understand that they report primarily to a designated MTI professional manager are part of a team with others who also report to her or him.
4) Volunteers agree to fulfill their duties in a mature, responsible manner, in line with the goals and objectives of the Music Theatre of Idaho.
5) Volunteers agree to treat all participants and staff with respect and courtesy.
6) Volunteers agree to report to the management team any problems, and issues which may be, counter productive to the efforts, goals and missions of the Music Theatre of Idaho. This DOES NOT; include gossip, hearsay, or claims that are unsupported by objective evidence.
7) MTI Volunteers do not defame other MTI Volunteers or employees publicly under any circumstances. We do not “wash our dirty laundry on public”; we deal with personal issues in confidence, within our team.
MTI Volunteers are expected to show a high level of commitment to their objectives, thus it is expected, that during the time that a volunteer is engaged in a role of positions within MTI, their focus will be on achievement of goals and objectives. Thus personal matters, or other occupations should not distract MTI Volunteers. If an volunteer finds that their ‘day’ job is making inroads into work with MTI they should discuss this with their MTI professional manager of the COO to determine the best course of action. It may be that a change in when MTI work takes place, or other changed arrangement can help.
If a role is dual cast, or you are an understudy to a role, you are required to be at all rehearsals and performances unless you have the express permission of the MAD or her delegate not to be there. The reason for dual casting and appointing understudies is so that if the actor appointed to play a given performance cannot go on, someone else can! Clearly if you are not at the performance or have missed rehearsals so you do not know the part, you cannot “go on” in the actors stead. In many cases you may be dismissed after check in at a performance you are not directly involved in, or given prior leave not to attend a specific rehearsal. At all other times the default is that you should be there! There are no exceptions to this, actors that miss a significant number of rehearsals even if not required to personally rehearse may be dismissed from their role at the sole discretion of the MAD. Actors that do not check in and stay until they are dismissed at a performance that they are not “on”, may (at the MAD’s sole discretion) lose one or more of their next scheduled performance. In either case the MAD may at her discretion bar the offender from being cast in futures shows or dismiss them from roles that they have been cast in future performances.
All volunteers are expected to maintain a clean and professional appearance. However clothing should be appropriate to the task at hand. We do not expect that when an volunteer is in the midst of scenic construction, that they should necessarily be formally dressed. Common sense should prevail. Be mindful that respectable casual dress is seldom objectionable, on the other hand dirty clothes or poor personal hygiene may often cause offence.
All
volunteers must be particularly mindful of safety issues. We must be a guide
and example to others. Back stage is a dangerous place, due to poor lighting
and a multitude of things to fall over. However there is no reason to make it
more dangerous than it need be. If we think safe we can anticipate some of the likely
dangers. It should also be remembered that for the first time the company has
money in the bank, we thus become a target for law suites should be negligent.
Some of the things we can consider as a non-exhaustive list is
·
Making
sure all props are either on the table of in someone’s hand on stage. Props are
not toys and should no be played with. They should never be on the floor or
being swung around idly backstage.
·
Ropes
should be stowed when not in use.
·
Making
sure all scenery that is not on stage is where possible placed where there is least
danger of someone falling over it. Particularly entrances and exits should if
possible be kept clear or else the danger marked!
·
If
there are special effects that require training only trained people should use
them, Corporate management will endeavor to ensure that the actors/tech crew
authorized to use potentially dangerous special effects are contracted to do
so. No other person should try out a special effect to fun. Special effects to
be mindful of are
o Weapons of all kinds eg stage
guns or metal knives.
o Flying equipment
o
Laser
lighting
o Inflammables (eg candles or
torches.
·
All
movable scenery should be braked when in use particularly
o Platforms
o Stairs
o Scenery with used opening doors.
·
We
should make a special effort when erecting sets or striking to
o Ensure all screws and nails are
not left on the floor
o All sharp and power tools are
under direct supervision of a responsible adult at all times (especially when
children are present)
o All tall scenery is supported
when being worked on.
o
Ladders
are “footed”
o Items being raised or lowered
from above have an adequate “no go” area underneath
o Sharp edges are identified and
protected or removed.
o The use of real glass is
avoided.
o We should not do any non
emergency work without work lights (this means strike has to wait until the
show is over!!
·
We
need to behave in a responsible manner back stage, which means we must avoid
bumping into others or tripping over, so we are either on stage entering or
leaving stage OR sitting down!
o We do not run unless we have a
necessity to do so
o We do not walk around unless we
need to.
o We do not dance, act or
otherwise move except when getting into character immediately before an
entrance, and then only in the wings.
The Music Theatre of Idaho does not tolerate harassment of employees or volunteers. This naturally includes sexual Harassment, but also includes any form of harassment, including but not restricted to, that relating to age, gender, sexual orientation, ethnicity, religious affiliation, relationship status, body appearance, country of citizenship or disability. The MTI provides procedures for victims of harassment to report such harassment, and takes action to remove those-who commit harassment from the person harassed. No person, volunteer, MTI employee or third party, no matter his, or her position, has the authority, expressed, actual, apparent, or implied, to harass any other individual who is associated with the company.
Sexual harassment includes, any unwelcome sexual advances, requests for sexual favors, and any other verbal or physical conduct of a sexual nature, where such actions, or allowance of such actions, are made an expressed, or implied condition of participation.
General forms of harassment (that may fall under the category of sexual harassment), include, but are not limited to, name calling, hostile comments, (even if disguised as humor), or any other form of lack of respect, that could be interpreted by the victim as bullying. Harassment interferes with an individual's performance, and creates an intimidating, hostile, or offensive environment.
The MTI prohibits, forbids, and does not tolerate any volunteer, employee, manager, or director, whether male or female, to harass another person who is associated with the company, or to create a hostile or intolerable working environment by exhibiting, committing, or condoning:
- Material such as pornographic, or sexually explicit items, such as posters, or calendars
- Other public displays that could reasonably be interpreted as offensive, such as graffiti.
- Unwanted, unwelcome, and unwarranted advances, sexually motivated or otherwise, including but not limited to, requests, comments or innuendoes including, jokes, gestures, statements or stalking.
- Intentional or malicious physical conduct, that is an act of aggression, (sexual in nature or otherwise), including, but not limited to, touching, pinching, patting, brushing, and/or pulling another's body or clothes
- Physical assaults on other employees, included but not limited to rape, sexual battery, molestation, brawling or any attempts to commit such acts or assaults.
The MTI Board or Directors will determine what constitutes harassment based on a review of the facts and circumstances of each situation. The MTI reserves the right, and hereby provides notice that, third parties may be used to investigate claims of harassment sexual or otherwise. All offending employees at any level may be barred from further participation in MTI and if appropriate the matter may additionally be reported to the police . The determination by MTI that an actual case of harassment has taken place shall be subject to objective and reasonable evidence. An allegation, which is unsupported by independent objective evidence, will not necessarily be deemed actionable by MTI.
The MTI does not want volunteers to feel that they need to walk on eggshells with their peers. Provided volunteers remember, that what is acceptable to one individual, may cause genuine distress, to another, then they are unlikely to cause offense. Likewise an individual may not realize they are causing offense unless they are told by the person feeling offended. Thus if we are sensitive to those we work with in MTI, and have an ethos of open communication, then problems of this nature, need not occur.
While there is no place for unwanted sexual advances at MTI we recognize that some advances may be wanted and reciprocated J. At MTI we consider that any sexual or other personal relationships are a matter for those involved, and not management. However professional conduct dictates that the workplace is not the place for courtship. The MTI policy is that if such matters are not brought to our attention, then we will have no reason for concern. However MTI commonly has children involved in its performances, so we require due decorum from all our volunteers and employees, what ever their relationship! Behavior that interferes with a performance, or causes offense to others, will not be tolerated and may result in a bar to further participation with MTI or even to a volunteer being immediately removed from a roll or position.
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Appraisal
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Review
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For the MTI Board of Directors
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Name |
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Date |
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Jean Andrews |
Managing Artistic Director |
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Signature |
Date |
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Volunteers Comments or change proposal (these may be added at any time on application to the COO
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