Employee Handbook

Section 1: Studio Policies & Expectations

👗 Dress Code

All staff represent the studio at all times. Dress appropriately for your role:

Teachers: Clean, athletic attire appropriate for demonstrating movement. Hair pulled back. No loose jewelry that could catch on costumes or equipment.
Front Desk: Professional casual. Studio branded attire when available.
Events/Recitals: Studio shirt or black/navy attire as directed. Closed-toe shoes required backstage.
No revealing, offensive, or ripped clothing. If unsure, ask the owner.

⏱ Attendance & Punctuality

Punctuality is non-negotiable. Students and families depend on us.

Arrive 10 minutes early to every shift. Being late disrupts class setup and parent trust.
If you cannot make a shift, notify Kiva directly at least 48 hours in advance unless it's an emergency.
No-showing a class or shift without notice is grounds for immediate disciplinary action.
If sick, notify by phone call or text — email alone is not sufficient same-day.
Substitutions are your responsibility to arrange — find a qualified replacement and confirm with Kiva before the shift.

🤝 Behavior & Professionalism

We are a family-oriented studio. Treat every student, parent, and colleague with respect.

No yelling at, shaming, or singling out students — constructive correction only.
Do not discuss other families, staff, or students with parents. Direct concerns to Kiva.
Never post negatively about the studio, its students, or families on any platform.
Keep personal device use minimal during class time.
Maintain confidentiality about student progress, family situations, and studio operations.

📴 Social Media Policy

Your online presence reflects on the studio. The following rules apply to all social media:

DO NOT post photos or videos of students without written parent consent on file.
DO NOT discuss students, families, or staff members online.
DO NOT post negatively about class schedules, pay, or studio decisions.
DO NOT claim to represent Laveen Dance & Cheer without Kiva's approval.
If a parent asks you to post a photo of their child — verify consent is on file first.

🏥 Studio Rules & Facility

Studio Access: Do not let unauthorized persons into the building. Parents wait in the lobby — only students should be in class areas.
Keys & Alarm: Do not share codes or keys. If you open or close, follow the lock-up checklist. Report any security issues immediately.
Music & Equipment: Do not download music onto studio devices. Report any broken equipment to Kiva immediately.
Cleanliness: Clean up your area after every class. Wipe mirrors, pick up props, return equipment.
Lost & Found: Turn in lost items to the front desk. Items unclaimed after 30 days are donated.

Section 2: Training Manual

🎯 Teaching Protocols

Consistent structure creates trust for students and quality across all classes.

Class Structure: Begin with warm-up (5-10 min), move to technique/combinations (30-40 min), end with cool-down or performance review (5-10 min). Actual timing varies by class age group.
Age-Appropriate Teaching: Under 5: games and repetition. Ages 5-9: positive reinforcement, simple corrections. Ages 10+: more technical detail, set expectations early.
Classroom Management: Never leave a class unattended. If a student is disruptive, redirect quietly first. Escalate to Kiva if behavior does not improve after 2 attempts.
Syllabus & Recital Prep: Follow the curriculum plan provided. All teachers teach the same recital dance — coordinate with fellow teachers on pacing.
Parent Observation: No parents in class during regular sessions. Inform them of the designated observation weeks.

⚠ Emergency Procedures

Injury: Stop the class. Assess the child. Call 911 if severe. Notify Kiva immediately. Complete an incident report form within 24 hours.

Fire/Evacuation: Lead students out the main exit — never the back door unless directed. Assemble in the parking lot. Take attendance. Do not re-enter until cleared by authorities.

First Aid Kit: Located at front desk. AED is on the wall near the lobby entrance.

Emergency Contacts: Kiva Hollywood: 480-433-6874. Police/Fire/Medical: 911.

📧 Parent Communication Guidelines

General Questions: Answer politely. If you don't know the answer, say so and offer to get back to them — then actually follow up.
Complaints about class: Listen fully. Do not defend or argue. Say: \"I'll bring that to Kiva's attention.\" Then actually tell Kiva.
Student Progress Questions: Refer to Kiva unless you have specific knowledge. Never promise promotions or competition spots.
Never discuss another parent's child — no comparisons, no feedback about other students' behavior.
Escalation Rule: If a parent seems upset or is pressing for a decision you can't make — involve Kiva. Don't try to fix it yourself.

🎅 Recital & Event Responsibilities

Backstage: Follow the backstage flow. Holding → Pictures → On Deck → Backstage → Stage. Do not skip steps. Teachers are responsible for their classes in holding.
Volunteer Coordination: Help recruit volunteers for each show. Ensure volunteer check-in happens at least 30 minutes before doors.
Costume/Prop Management: Track costume distribution before each show. Report missing items to Kiva immediately.
Rehearsals: Attend all scheduled run-throughs. Missing a rehearsal without prior approval may affect your pay or scheduling.
Post-Show: Help clean the backstage area. Do not leave until cleared by your supervisor.

💰 Pay Schedule

Staff Type	Pay Day	Processed By
W-2 Staff (front desk, etc.)	5th and 20th of each month	Paychex
1099 Teachers (per-class contractors)	5th of each month	Paychex

Questions about pay? Contact Kiva directly. Do not discuss pay amounts with other staff.

🕑 Time Off Policy

There is no paid time off (PTO). Staff do not receive PTO. This is a flat policy.

Time Off Request Process (REQUIRED):

All time off must be formally requested in advance. Do not just take time off without submitting a request.
Submit your request to Kiva at least 7 days before the date(s) you need off (exceptions for sudden illness/injury).
Requests must include: date(s), reason, and your plan for any classes you'll miss (find a substitute or hand off to another teacher).
Taking time off without an approved request is a disciplinary offense — it is not acceptable under any circumstances except a verified emergency.
Approved time off is unpaid unless otherwise arranged in writing.

Section 3: Onboarding & Employment Requirements

Before your first shift, the following must be completed and on file with the studio owner.

☐ Job Application on File

A completed application must be submitted before starting work. This includes emergency contact information.

☐ Payroll Paperwork

W-2 employees and 1099 teachers must complete all required payroll forms through Paychex before their first pay period.

☐ Driver's License Copy

A government-issued photo ID must be provided and kept on file. Required for payroll verification and background check compliance.

☐ Social Security Number (SSN)

SSN must be on file for tax withholding. This information is stored securely and used only for payroll processing.

Note: If you are a returning staff member and already have paperwork on file, you do not need to resubmit.

Section 4: Disciplinary Policy

Laveen Dance & Cheer uses a progressive discipline process. All warnings are documented and kept in your employment file.

1

Verbal Warning

First offense. Documented verbally by the owner. You acknowledge the warning and are expected to correct the behavior immediately. Further occurrence will escalate.

2

Written Warning

Second offense. A formal written warning is issued with your signature acknowledging receipt. A copy goes in your file. This remains active for 12 months.

3

Termination

Third offense OR a severe violation (theft, misconduct, endangering a child, harassment). Employment is terminated immediately. No additional warning is given for severe violations.

Severe violations (possession of controlled substances on premises, abuse of any kind, gross misconduct, illegal activity) may bypass the verbal warning step and result in immediate termination.

Staff Handbook Sign-Offs