GBA Employee Manual

GBA Employee Manual

EXECUTIVE SUMMARY

This manual provides Great Beginnings Academy employees with a comprehensive overview of company policies, procedures, and expectations. It governs the employment relationship, compensation, conduct, training, and workplace standards across all GBA centers. Policies may be updated at any time at the sole discretion of the Company. All employees are employed on an at-will basis.

State Addendums

Some policies vary by state. Use the addendum for the state where you work:

1. Employment Relationship & Company Values

This manual is provided to inform and acquaint employees with Great Beginnings Academy and their affiliates ("the Company") and with the Company’s policies, procedures, and practices. The Company may change any of its policies, procedures, benefits, or other matters described in this Policy Guide or elsewhere with or without notice at the sole option of the Company and without prior consultation with or agreement by any employee. Neither this Policy Guide, employment with the Company, nor the maintenance of supervisory or other policies or procedures shall be construed as constituting a promise from or contract of any kind with the Company, either express or implied, regarding any of the matters addressed in any such handbooks or policies. Although it is intended that the relationship between the Company and its employees will grow and be in the best interests of both the employee and the Company, all employees are employed for an indefinite period in an at-will capacity. This means that both the company and its employees retain the right to end or terminate the employment relationship at any time, with or without notice. No supervisor, manager, or representative of the Company, other than the President, has the authority to enter into any contract or agreement with you of any kind, including but not limited to for employment for any specific duration or to make any commitments contrary to the at-will nature of employment. Only a separate, express, written agreement signed by the President of the company and designated as an employment contract may create any such contract and change the at-will nature of the employment relationship.

Core Focus

We Support Working Families.

Core Values

  1. We are Family
  2. We are Fun but Firm
  3. We are Forever Learning
  4. We are Team Players
  5. We are Adaptable

Equal Employment Opportunity

The Company is an equal opportunity employer. In accordance with anti-discrimination law, it is the purpose of this policy to effectuate these principles and mandates. The Company prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to: Race, Ethnicity, Color, National origin, Religion, Sex, Sexual orientation, Gender identity or expression, Age, Disability status, Protected veteran status, Genetics, or any other protected characteristic.

The policy of Equal Employment Opportunity (EEO) applies to all aspects of the relationship between the Company and its employees, including:

  • Recruitment
  • Employment
  • Promotion
  • Job assignment
  • Transfer
  • Termination
  • Layoff
  • Recall
  • Leaves
  • Training
  • Working conditions
  • Compensation
  • Employee benefits
  • Policy application

The policies and principles of EEO also apply to the selection and treatment of independent contractors, personnel working on our premises who are employed by temporary agencies, and any other persons or firms doing business for or with the Company.

Nepotism / Romantic / Personal Relations

Employees may not be in a supervisor/subordinate relationship with any family member, someone whom they are dating, or have a close personal relationship to. If an employee is dating or is related to another employee, both parties involved must disclose their relationship to management. This policy applies to all employees without regard to the age, gender or sexual orientation of the individuals involved.

If present employees become family members or date during employment, the Company must be notified so that we may determine whether a conflict-of-interest involving supervision, safety or morale that would disrupt the Company’s Operations exist. If the Company determines that a conflict exists, the company will take appropriate steps to resolve the conflict of interest, which may include reassignment of one employee (if feasible) or separation of employment.

Romantic or sexual relationships that create an actual, perceived, or potential conflict of interest, potential charges of sexual harassment, discord or distractions that interfere with workplace productivity are prohibited.

Employee Documents & Storage

The Company will maintain a personnel file for each employee that will be stored on site for all active employees. For terminated employees they will be kept for three years plus the current year based on termination date (longer where a specific state addendum requires a longer period). This file will also contain evaluations and correspondence. Certain records are subject to different retention rules and are kept separately: Form I-9 is retained for 3 years after the date of hire or 1 year after termination, whichever is later; OSHA injury and illness logs are retained for 5 years following the end of the calendar year they cover; and any records related to a pending EEOC charge, audit, or litigation hold are retained until final resolution.

Personnel files are to be stored in a locked cabinet and whenever possible stored in the Center Director’s office. Personnel files are only to be accessed by Center Directors, District Managers, and other Corporate Management. Under special circumstances Assistant Directors may be temporarily authorized to access personnel files.

2. Work Schedule & Time

Work Schedule

The center will be open year-round except for the following holidays: New Year’s Day, Memorial Day, Fourth of July, Labor Day, Thanksgiving Day, and Christmas Day. Adjustments may be made at any time depending on when the holiday is being federally observed. Center closure days may vary depending on state, or center requirements.

The regular work week for a full-time hourly employee may be 30 to 40 hours. A part-time employee may work as few as 0 hours and as many as 10 hours per day but will stay below 29 hours per week.

An agreement will be reached prior to employment on the hours to be worked by each employee. The Company reserves the right to change these hours based on the needs of the center. Working hours will be set based on the specific Center’s hours of operation.

It should be noted that staffing at the center is directly related to the number of children enrolled and in attendance. If the enrollment or attendance decreases, it is possible that the number of hours worked by staff could be reduced. In such a case, the employee would be paid only for the number of hours worked. Full-time hours are never guaranteed.

Breaks

All full-time employees will be offered a minimum 30-minute unpaid lunch break. The time for lunch breaks is to be taken at the discretion of the director. No breaks can be taken in an office area or lobby, additionally no breaks can be taken in any room or area where other employees are on the clock and never in the kitchen due to health department regulations.

Consistent with the federal PUMP Act (FLSA Section 7(r)), nursing employees will be provided reasonable break time to express breast milk each time they have need to do so, for up to one year after the child’s birth, in a private location that is not a bathroom. These breaks are unpaid only if the employee is completely relieved of all duties; if any work is performed during the break, or if the Company otherwise compensates employees for comparable break time, the break must be paid.

Any time an employee clocks out for a meal break, they must be clocked out for a minimum of 30 minutes. This is a Company policy — federal law (the FLSA) does not require employers to provide meal or rest breaks. If a bona fide meal break of 30 or more minutes is given and the employee is completely relieved of duty, it may be unpaid; breaks shorter than 20 minutes must be paid as time worked.

Restroom breaks are available as needed and do not require clocking out.

Employee Clock In and Out Policy

The Company’s employees are scheduled to work by the center Management based on the needs of the center. Employee work hours are documented using the center’s electronic clock in and out computer program. Employees are required to clock in and out using this system, at your scheduled time. All changes to a scheduled shift must be pre-approved by the center Management. All personal business (including clocking in and dropping off your own children) MUST be done prior to clocking in for your shift. You must clock out PRIOR to any personal business being conducted.

Verifying Your Timecard

It is your responsibility that you clock in and out each time you work, including breaks, and validate that your time is always accurate. This needs to be done within 24 hours of the payroll period ending. If there are inaccuracies with timecards that need to be fixed and the timecard has not been verified within 24 hours, corrections of those inaccuracies will be fixed on the next payroll date. It is best practice to ensure your timecard information is correct each day to avoid payroll issues.

Request for Time Off

All time off must be scheduled with the Center Director or Supervisor in advance.

Late / Absent Policy

If you know you are going to be late, you must call the center and speak to a member of Center Management as soon as possible. Tell them why you are late, and when you will arrive at the center.

Reporting Illness or Absence

Employees must:

  • Notify their supervisor as soon as possible, preferably no later than 2 hours before their scheduled shift.
  • Provide information about symptoms to determine risk to business operations. If not contagious symptoms, you may be asked to come to work to maintain consistency with the children, and to support teacher to child ratios.

Failure to properly notify may result in disciplinary action.

If you cannot reach the center by phone, try to contact the Center Director. If you cannot get a response from the Center Director, go down the chain of command until you contact a member of center management.

If you use text as communication, they must respond to you for it to count as a contact. It is not sufficient to leave a voicemail without a response. It is your responsibility to get a hold of Center Management to acknowledge your absence or tardiness.

3. Communication, Evaluations & Development

Communication Between Management and Staff

  • Newsletters
  • Individual staff-administrative evaluation meetings
  • Memos, paper, or electronic
  • Open-door policy — Availability to schedule a meeting at any time with your Director, District Manager, Regional or Operational Managers.
  • Weekly, bi-monthly, monthly, and annual staff meetings

Evaluations and Staff Development Plan

There will be a 90-day training and evaluation period for all new employees and existing employees in a new position. The employee will receive a performance evaluation at the end of 90 days.

The employee may be evaluated periodically. The employee will evaluate his/her own performance in writing. The Center Director, and in some cases, other management members, will also prepare a written evaluation of the performance of the employee. The evaluation will be fully discussed with the employee. The employee will have the opportunity to read the evaluation and to sign it, signifying that he/she has read it. The employee may accept the evaluation or write a statement concerning any points on which he/she disagrees. The evaluation and any statement(s) will become a part of the employee’s personnel file.

During the evaluation process, the employee and Director will set up a staff development plan to include goals for the employee to achieve and include timelines to complete these goals.

Merit Raises

Merit raises are pay increases issued by the company and based on an employee’s performance. Raises are usually graded in relation to goals or benchmarks set in advance with the Director.

Merit Raise Criteria

Merit raises are offered as an incentive for employees to meet or exceed preset goals or performance criteria. These are usually set at the time of hiring or during subsequent individual performance reviews. Merit raise criteria can change as an employee’s skill level increases or as economic forces dictate.

Promotions

Periodically, job openings become available within the company at any of our centers. Some of these openings could be considered a promotion with higher pay or job description. All openings with job descriptions will be posted at each center. If you feel you qualify for the position and would like to make a career move, you are encouraged to submit your application and qualifications for consideration. An employee’s eligibility for promotion is based on performance being in good standing.

Licenses and Certifications

Employees hired to fill a position requiring a particular license or certification (i.e., Childcare Certifications, CPR and First Aid, Food Handlers) must provide documentation prior to commencing employment. Employees are responsible for determining timing of renewal processes, obtaining and renewing licenses and certifications as a condition of their employment. Employees must submit copies of renewals to their Director prior to their expirations. Depending on job requirement, employees may not be allowed to work without a required license or certification.

Employment Verification

If contacted for employment verification, we will only confirm the dates of employment, position held, and whether or not you are re-hirable for the company. Any other requested information will only be provided if required by law or authorized in writing by the employee.

Referral Bonus

Any employee is eligible for a $50 referral bonus when they refer an employee to work for any of our locations, or a family that attends any of our locations. The bonus for a client referral can be paid after the client has been active for 30 days. The bonus for referring an employee can be paid after the referred employee has worked for 90 days. Referring an immediate family member does not count for the employee referral bonus.

Emergency Center Closures

Our company’s Core Focus is to support working families, and we provide an essential service to our clients and community. We do not close a center unless there is a severe emergency that would compromise the safety of the children and our employees.

Emergency center closure decisions are made on a case-by-case basis, and you will be notified by the Center’s Management that the center has been closed. Otherwise, you are still expected to make every effort to come to work.

4. Payroll & Compensation

Payroll

Employees will be paid every other Friday. Your pay is based on a 2-week period starting on a Saturday and running 14 days until the 2nd Friday at 11:59 p.m. Paydays will be Friday unless there is a holiday on Friday, then pay day will be Thursday.

Sun

Mon

Tues

Wed

Thurs

Fri

Sat

Begin Pay Period

End Pay Period

Begin Next Pay Period

Payday for First Pay Period

End 2nd Pay Period

Pay Day for Pay 2nd Pay Period

Direct Deposit

Direct Deposit is the preferred method for paying the Company’s Employees to ensure timely payment of your pay. To set up direct deposit, a voided check or the bank’s direct deposit form will be needed on your first day of employment. Pay will be deposited for those who have chosen this method by 5:00 pm each pay date.

Direct Deposit Changes

If there is ever a situation where the employee needs to change their direct deposit information on file with the company, the employee must provide a new voided check or the bank’s direct deposit form (no hand-written forms are allowed) a minimum of 1 week prior to the payroll period ending for the change to be effective on the following payroll. Changes requested outside of this time are not guaranteed for the current payroll cycle.

Paper Check

An employee may alternatively receive paper checks. On the payroll date, a check will be processed and mailed via the United States Postal Service (USPS). This method could result in receiving the check a minimum of 10 days after the pay date.

Pay Stubs

Center Directors have access to employee pay stubs. You may request a copy of your pay stub at any time. If, for any reason, they don’t have a certain pay stub, they can request pay stubs from our payroll department.

Overtime

All overtime must be pre-approved by Center Management. Overtime is only paid for hours worked. Holiday Pay, Vacation Pay, or any other pay that is not paid for hours worked do not count towards overtime. Any training hours that are required and assigned to you by your Center Director or Supervisor count as hours worked.

Example: If there is a paid holiday on the first day of the pay period, and the employee receives 8 hours of Holiday Pay, then works for 9 hours for the next four days, the employee would be paid 8 holiday hours and 36 regular hours for a total of 44 hours — the hours are not eligible for overtime.

Vacation Pay

Full-time employees are eligible for Vacation Pay. Eligibility requires an employee to:

  • Report to work on time for your scheduled shift including returning from breaks on time.
  • Work performance must meet center standards including receiving no corrective actions by your Center Management or Supervisor.
  • Be a full-time employee on your anniversary date.

Vacation Pay will be earned yearly based on the average hours worked in a 12-month period from your hire date with a maximum benefit of 40 hours per year.

Each employee has an opportunity to receive 8 hours of Paid Time Off (PTO), for achieving the state’s required amount of training for CCQS, Quality First or other State High Quality Programs. These hours will be available after 90 days of employment if the training requirements are met. Please refer to your state addendum for specific State requirements.

Full-time employees can start using accumulated vacation pay after their first year of employment. If a part-time employee goes full time part way through the year, they will be eligible to receive their vacation pay after they have been full time for 4 months.

There will be no cash payment for vacation time earned but not taken. Vacation time must be taken within one year after it is earned.

Employees must request time off in advance so the Center Director or Supervisor can schedule for substitutes.

All accumulated vacation time will be lost if an employee is terminated for grounds constituting immediate discharge, or if the employee resigns their employment at Great Beginnings Academy.

Emergency / Bereavement Leave

Emergency leave is defined as sick days, death in the family, etc. Emergency leave can be taken for a maximum of 3 days at a time. Notice should be given as soon as possible for emergency leave. Accrued "Paid Time Off" may be used for emergency leave if you meet the Vacation Pay Eligibility Requirements. Otherwise, there will be no compensation.

Leave of Absence

The company follows all Federal and State employment laws including but not limited to FMLA, Jury Duty, Military Deployment laws, or Disaster Relief Volunteer Leave. Verification or documentation for the leave will be required. All leaves are unpaid.

Holiday Pay

After an employee’s 90-day training and evaluation period is over, employees may receive Holiday Pay for center-scheduled holidays. All employees will receive the average number of hours worked per day over the last month, or their typical scheduled hours. Center Management will use discretion for non-typical situations.

Employees will only be paid Holiday Pay for one day. For example, some centers do not open the day after Thanksgiving. If your center is closed Thanksgiving and the day after, employees will only be paid holiday pay for one day, not both.

Centers that are open on weekends will only pay employees for one day of Holiday Pay.

Employees will only receive Holiday Pay if the holiday is observed on a day they are typically scheduled for.

You must work your regularly scheduled shift before and after the holiday. If you call out on the scheduled workday immediately before or after the holiday, you will not be eligible for holiday pay. If you request time off in advance and use available Vacation Pay Hours to fully cover your scheduled shift, you will still qualify for holiday pay.

Holiday Pay is a maximum of 8 hours per holiday. Anything more requires DM pre-approval.

Earned Floating Holiday Pay

Each employee has an opportunity to receive 8 hours of Floating Holiday pay. This benefit is available for achieving the state’s required amount of training for their states licensing requirements. Employees must complete minimum number of training hours required for your position. See director for your requirements.

This Floating Holiday benefit cannot be carried over from year to year, and request of use of this floating Holiday must be pre-approved and in writing.

Employees must be employed for a minimum of 90 days to receive this benefit.

Tax Documents

Withholding Taxes

A W-4 will be provided at time of hire for specification of tax withholdings. If, at any time, you wish to change your tax withholdings, you may do so by providing a new, current year W-4 form. Changes must be provided a minimum of 1 week prior to the payroll period ending to be effective on the following payroll date.

Annual Tax Documents

A Federal W-2 will be given each year to each employee that was employed during the previous year. The Company will mail the W-2 via USPS to the most current address on file with the company. For current employees, you will receive your W-2 directly from your director. All W-2 forms will be postmarked no later than January 31st the year following employment, or the next business day if January 31st falls on a weekend or federal holiday, consistent with IRS deadlines.

Address Changes for Tax Documents

It is the responsibility of the employee to ensure your personal information is always up to date. All address changes should be made by the end of the year, to ensure accurate information for delivery of your W-2 form. Incorrect addresses may delay the receipt of this form for tax filing.

In the event you do not receive a W-2 in the mail, you may call the Center Director to request a new one. A copy of the W-2 may take up to 48 hours to produce and may be subject to a $5 administrative fee.

Pay Corrections

If you believe that there is an error on your paycheck, contact your director immediately. They will investigate the time sheets and make any corrections that are needed. These corrections, if any, will be applied to your next check.

5. Travel Pay Policy — Hourly Employees

Purpose

Great Beginnings Academy is committed to compensating all hourly (non-exempt) employees fully and fairly in accordance with applicable federal and state law. This policy establishes rules governing compensation for work-related travel.

Scope

This policy applies to all hourly (non-exempt) employees in Utah, Nevada, New Mexico, and Arizona. It covers day trips, overnight travel, and multi-day assignments. Salaried exempt employees are not covered.

What Is Paid Travel Time

The following counts as hours worked and must be compensated:

  • Travel between work sites or to a client location during your normal workday.
  • All time spent as the designated driver during any work-related travel, except for bona fide meal periods and any sleep time properly excluded under the Sleep Time rule below.
  • Travel time that falls within your normal scheduled work hours on overnight trips, including weekends.
  • Waiting time at airports or transit hubs when you are engaged to wait and not free to use the time for your own purposes, or when the waiting falls within your normal work hours.
  • Any work performed while traveling (calls, emails, etc.) regardless of transport.
  • For single-day out-of-town trips, all travel time beyond your normal home-to-work commute.

What Is Not Paid Travel Time

The following is generally not compensable:

  • Your normal commute from home to your regular worksite.
  • Meal breaks of 30 or more uninterrupted minutes with no work duties.
  • Sleep time on trips requiring an overnight stay of 24 hours or more, up to 8 hours, but only when: (1) there is an agreement to exclude the sleep period, (2) adequate sleeping facilities are furnished, and (3) you actually get at least 5 hours of uninterrupted sleep. If you get fewer than 5 hours of sleep, or your sleep is interrupted by a call to duty, the entire period (or the interruption) is compensable.
  • Passenger time outside your normal work hours when you are not performing any work.
  • Personal side trips taken for your own purposes during a business trip.

Rate of Pay

Compensable travel time is paid at your regular hourly rate. If a separate travel rate is used, it must be agreed upon in writing before the trip and must meet or exceed the applicable state minimum wage. Overtime is calculated on the weighted-average regular rate for all hours worked in the workweek.

Overtime

Travel time that is compensable counts toward your total hours worked for overtime purposes. All hourly employees earn overtime at 1.5x their regular rate for hours worked over 40 in a workweek. Nevada employees with a regular rate below $18.00/hr also earn daily overtime for hours over 8 in a single workday. See your State Addendum for state-specific details.

Timekeeping

Record all compensable travel time on your timesheet on the day it occurs. Note the type of travel (e.g., day trip, overnight-passenger, overnight-driver). If you have any question about whether travel time is compensable, contact HR before the trip. Report any concerns about incorrect travel pay to HR within 5 business days of the pay date.

6. Staff Training & Professional Development

The company supports and encourages the professional growth and development of each of their employees and provides both internal and external opportunities for you to achieve the best continuing education and training. Required Training: Refer to State Addendums for state-specific requirements.

Internal Training

  • Day One Orientation training by the Center Director, or other center management.
  • 90-day New Hire Onboarding — Classroom or specific role training provided by all members of management, as well as teachers, or other mentors.
  • Annual mandatory licensing training provided by the Center Director or District Manager.
  • Center staff meetings which include face-to-face training of specific licensing or professional trainings. Check with your Center Director on schedule for these.

External Training Opportunities

Please refer to your State’s Licensing site for external state programs / resources.

Additional Training Opportunities

  • There are a multitude of other training courses that you may be recommended to attend in person or to complete online. Reimbursement for each instance must be approved by your Center Director prior to registration.
  • Child Care Conferences and seminars related to the employees’ role.

All requests for continuing education, conferences, and consultation will be submitted in writing and pre-approved to the Director. If pre-approved, the Company will reimburse such requests upon receipt of the certificate of completion. All reimbursements will be paid through the employee’s paycheck on the next payroll cycle.

In the event the employee leaves The Company within 1 year of being reimbursed for any trainings, The Company reserves the right to withhold the reimbursed amount from your final paycheck.

Time off to attend any classes is at the discretion of the Center Director.

Resignation

If you choose to resign from The Company, it is a common professional standard to provide a minimum of two weeks’ notice before your resignation and separation. If you resign in an unprofessional manner, meaning you do not give a two-week notice or for any other unprofessional behavior, The Company reserves the right to consider you ineligible to be re-hired for any job in the future.

7. Corrective Action

Employee Responsibility

It is the responsibility of employees to perform their duties to the best of their ability and to the standards set forth in their job descriptions or as otherwise established and to abide by existing policies and work rules. Employees are encouraged to take advantage of all learning opportunities available and to request additional instruction when needed.

Supervisor Responsibility

The immediate Supervisor, Manager or Center Director should approach corrective measures in a consistent, objective, and forward-looking manner.

If the employee’s performance of assigned job responsibilities and/or tasks is the issue, the supervisor, manager, or director should confirm that proper instructions, appropriate orientation and adequate training have been given and that the employee is aware of job expectations. Both single incidents and patterns of poor performance should be of concern.

If misconduct is the issue, the supervisor, manager or director should take steps to ensure that the employee is aware of the company’s policies and regulations regarding employee conduct.

If, in either case, appropriate instruction or information was not communicated, the supervisor, manager or director should immediately develop a plan for delivering such instruction or information and should review the content with the employee.

If misconduct continues after appropriate retraining, further coaching and/or discipline may be necessary up to and including termination.

8. Employee Code of Conduct & Harassment Policy

Code of Conduct

As an integral member of The Company’s team, every employee is expected to observe the highest standards of conduct, professionalism, and personal integrity always. Each employee should demonstrate sincere respect for the rights and feelings of others, including fellow employees, customers, supervisors and visitors. In addition, every employee is responsible for protecting the property of the Company.

Conduct which could result in discipline up to and including discharge includes, but is not limited to:

  • Reckless or willful damage to company property or to the property of coworkers, customers, or any other person.
  • Unauthorized removal of Company property from the Company premises.
  • Theft of company property or the property of another employee.
  • Excessive tardiness or absenteeism.
  • Discriminating against or harassing another employee, customer, or any other person in violation of Company policy and/or state, federal, or local law.
  • Gossip in any form is not tolerated. See the Confidentiality Policy.
  • Refusal to perform work as directed by a supervisor or any other act of insubordination.
  • Willful neglect of duty, malingering, sleeping during work time.
  • Possession or use of alcoholic beverages on Company property or using alcoholic beverages while engaged in Company business off the premises, except where authorized.
  • Reporting/returning to work under the influence of alcohol or any other substance. (Employees using a prescription medication which might impair their functioning should advise their supervisor.)
  • Illegally manufacturing, possessing, using, selling, distributing, or transporting drugs, including the misuse of prescription drugs. Note: Although some states have legalized certain federally illegal drugs, we are under the jurisdiction of the federal Child and Adult Care Food Programs and are legally required to conform to federal drug laws.
  • Falsifying employment applications, other employment records, or any other Company document.
  • Willful violation or disregard of safety, health, fire, security or employment regulations, signs, and notices.
  • Possessing knives, firearms, or other weapons on company property without Company authorization.
  • Soliciting or accepting gratuities from customers or clients, except where authorized.
  • Fraudulently clocking or checking in for someone else or having someone else clock in or check in for you.
  • Fighting or using obscene, abusive, or threatening language or gestures.
  • Failing to maintain the confidentiality of the Company, client, or other employee information.
  • Violating the guidance policy, humiliating a child, withholding, or forcing food as a punishment.
  • Gross carelessness or negligence.
  • Coercing or enticing others to limit work performance or engage in any practice in violation of Center rules.
  • Employees may not request, solicit, or borrow money from coworkers.
  • Conducting personal or any other business which interferes with company work.
  • Conflicts of Interest including after-hours babysitting for the company’s clients.
  • Fraternizing with employees and clients without proper relationship disclosure and agreeing to the Relationship Agreement Form.

Harassment Policy

The Company intends to provide a work environment that is pleasant, professional, and free from intimidation, hostility and any type of offensive behavior. The Company prohibits harassment of any kind, including sexual harassment, and will take appropriate and immediate action in response to complaints or knowledge of violations of this policy. Harassment is any verbal or physical conduct designed to threaten, intimidate, or coerce, based on, but not limited to: Race, Ethnicity, Color, National origin, Religion, Sex, Sexual orientation, Gender identity or expression, Age, Disability status, Protected veteran status, Genetics, or any other characteristic protected by Federal and/or State law.

Any discrimination or harassment complaints should be directed to your immediate supervisor. If the supervisor is involved, you should speak to the next upper-level management. Harassment and discrimination, no matter how minor, will not be tolerated, and a thorough investigation will be conducted. Upon conclusion of investigation, appropriate action will be taken including training, coaching, corrective action, up to or including termination.

Employee Rights

Employees should not expect a right to privacy while using company computers, phones, or while conducting company business. Items or company property taken off company premises are subject to inspection. Employees’ desks, workstations, and work areas are also subject to inspection should suspicion warrant such activities. The Company reserves the right to search an employee’s belongings or vehicle if there is reason to suspect theft, inappropriate behavior, or drug or alcohol use while at work.

Child Abuse Prevention & Reporting Policy

Every employee is required to report all actual or suspected child abuse according to your state law. The mission of the company is to nurture all children entrusted to our care in a safe and caring environment. In keeping with that purpose, this policy seeks to ensure that our center is continually working toward providing an environment safe from physical and sexual abuse for those attending any of the company’s centers. All employees shall seek to provide open lines of communication with parents. We will operate with an open-door policy allowing parent access to programs at any time. To report abuse or neglect of any child please see your state addendum to see specific state reporting channels.

Drug-Free Workplace Policy

Great Beginnings Academy is committed to maintaining a safe, healthy, and productive work environment for all employees, children and families we serve. As a participant in federally funded programs, including the Child and Adult Care Food Program (CACFP), we are required to comply with all applicable federal laws and regulations regarding drug-free workplaces.

The unlawful manufacture, distribution, dispensation, possession, or use of controlled substances is strictly prohibited on company premises, during work hours, while operating company vehicles, or while conducting company business.

Although marijuana may be legal under certain state laws, it remains illegal under federal law. Therefore, the possession, use, impairment, or distribution of marijuana in any form is strictly prohibited on company property, during work hours, or while representing the company.

Employees are also prohibited from reporting to work under the influence of drugs or alcohol. If a Director or member of management reasonably suspects that an employee may be impaired while on duty, the employee may be required to undergo a drug and/or alcohol screening. Violations of this policy may result in disciplinary action, up to and including termination of employment.

9. Dress Code & Personal Appearance

As employees, it is important that we make a professional first impression on our clients and coworkers. We expect you to use good judgment in dressing appropriately.

Shirts

  • All Center Employees are required to wear a Company Logo’d shirt or sweatshirt.
  • Each employee will be given two Company shirts after their first 30 days, and an additional two after completing their 90-day experience. Additional shirts may be purchased through your Center Management.
  • Company aprons should be worn in your first 30 days of employment, with a plain shirt.
  • Do not deface Company shirts or Aprons in any way (cutting, fringing, etc.)
  • When in training, no logo’d shirts are permitted (Nike swoosh, PINK, Concert tees, etc.)

Other Clothing / Personal Appearance

  • All employees are to present themselves as professionals in their grooming including bathing, sanitary cleanliness, use of deodorant, groomed hair, nails at a reasonable length (to avoid injury to children).
  • Clothing is to be clean and modest.
  • Acceptable pant styles are athletic joggers, leggings (not sweatpants), jeans, capris, slacks/khaki’s, and shorts (no leggings, biker / yoga shorts).

Leggings/Athletic Pants: Solid dark colors only, If worn, leggings and similar form-fitting pants must be fully opaque (not see-through when stretched) and worn with a top that provides adequate coverage. Avoid styles with rear-panel detailing, mesh cutouts, or embellishments (e.g., sequins or contrast stitching) that draw visual attention to the seat area.

  • Offensive/controversial tattoos must be covered.
  • No open-toed shoes, or heels for safety reasons. Shoes must have backstraps.

All clothing must fully cover the torso, midriff, and undergarments at all times, including when bending, reaching, or sitting on the floor with children. Undergarments (bras and underwear) must be worn under all clothing. Necklines, hemlines, and waistbands should be modest enough to prevent exposure during normal classroom activities. This standard helps maintain a professional environment appropriate for young children in our care.

The following will not be accepted:

  • Tight or excessively skimpy shorts.
  • Revealing clothing (halter tops, bare midriff, open back, visible cleavage, or tank tops).
  • Clothing with holes, rips, etc. (including jeans with pre-manufactured holes).
  • Excessive jewelry (not hoop earrings).
  • Body piercing must be removed or covered up if it would injure the employee if a child were to grab the piercing.
  • Clothing with inappropriate/controversial printed material.

General Personal Hygiene

Employees are expected to maintain good personal hygiene as part of their professional responsibilities. This includes:

  • Bathing regularly.
  • Using deodorant or other personal care products as needed.
  • Wearing clean clothing appropriate for the work environment.
  • Maintaining good oral hygiene.

Body Odor

Strong or unpleasant body odor that could distract others or create discomfort in the workplace is not permitted. This includes persistent perspiration odor, odors caused by unwashed clothing, and strong scents from food lingering on clothing or skin. If an issue arises, supervisors will address the matter privately and respectfully.

Smoke and Fragrance Policy

Employees who smoke must ensure they do not return to the workplace smelling strongly of smoke. Smoking must occur only in designated areas. Employees should take reasonable steps to minimize smoke transfer, such as washing hands, using breath mints, and allowing sufficient time for odors to dissipate. This policy applies to cigarette smoke, vape aerosol, and any other smoke-based products. Employees are asked to avoid using heavy perfumes, colognes, or scented products that may cause discomfort to others.

Addressing Hygiene Concerns

If a hygiene or odor concern arises:

  • The employee’s supervisor will meet with the employee privately and respectfully.
  • The concern will be explained clearly, along with the steps needed to correct the issue.
  • Employees will be given a reasonable opportunity to address and resolve the concern.
  • Continued issues may result in disciplinary action, up to and including termination.

Casual Days

Center Directors may choose to have Casual Days, Spirit Week, Pajama Day, etc. and additional guidance will be given by the Center Director. Casual dress days must be approved by the Director and District Manager.

10. Confidentiality Policy

The purpose of this policy is to protect the privacy of children, families, and staff at The Company. We are committed to maintaining confidentiality in all matters related to the children in our care, their families, and our employees.

Confidential information includes but is not limited to:

  • Personal details of children or families (addresses, phone numbers, health or developmental information, financial details, etc.)
  • Enrollment records and attendance information
  • Incident or accident reports
  • Staff employment and personnel records or any conversations, written or verbal, that may identify a child or family’s private circumstances

Only authorized staff members will have access to children’s records. Parents/guardians have the right to review their own child’s records upon request. Information will only be shared with outside agencies or individuals with written consent from the parent/guardian, except as required by law.

All employees, volunteers, and contractors of the company must keep all child and family information private and secure, avoid discussing a child, family, or staff matter outside of professional settings. Employees should discuss child-specific issues only with authorized individuals. Written records containing personal information will be stored in locked files or password-protected systems.

Any violation of this policy will be treated seriously and may result in disciplinary action, up to and including termination of employment. This policy does not exclude off-premise discussions and/or conversations.

Adult language around children can be damaging and disruptive and will not be tolerated. While in the center where children are present, employees will not engage in conversations with others about personal experiences that are not appropriate. All employees are responsible for informing a member of Center Management any time they are aware of gossip being spread and/or adult language being used around children or in the center.

11. Staff Grievance & Suggestion Procedures

The Company’s goal is to maintain a positive work environment, ensure conflicts are addressed constructively, and encourage staff participation in improving workplace processes. Employees are encouraged to address concerns directly and respectfully with the person(s) involved or with their director whenever possible. Many issues can be resolved quickly through open communication.

If you have a suggestion, concerns or complaints relating to workplace conditions, treatment, practices, or interpersonal conflicts, please discuss with your director or District Manager.

Any form of retaliation against a staff member for raising a grievance or offering a suggestion is strictly prohibited.

If informal efforts do not resolve the issue — or if the employee prefers a formal process — the employee may submit a grievance directly to their District Manager or Human Resources.

12. Personal Phones & Electronic Devices

Photography

Photography of children, except as approved by the Center Director, is prohibited on your personal phones. Where approved, student photographs may be taken by center management only and be posted physically within the center. Posting pictures of students on the internet is prohibited. Any such photography will result in immediate corrective action, up to and including termination.

Workplace Emergency Use

In the event of an emergency at work, such as a fire or other emergent situation where the safety of children and/or coworkers is at risk, employees are expected to notify other employees or emergency services using any means possible, including their personal electronic devices.

Personal Use

In a classroom environment, electronic devices divert attention from the children, causing supervision issues. Use of an electronic device in the classroom for personal reasons is entirely prohibited for all employees of The Company. Phones must be stored in a manner where children cannot access and will not create a distraction. Phones must be set to silent mode (not vibrate) to avoid disrupting business processes.

Personal Emergencies

The Company fully supports its employees as they support their families, including the occasional unexpected situations that arise therefrom. Employees are expected to provide the center’s phone number to those who may need to reach the employee during classroom hours.

Cell Phone Use While Driving

The company prohibits active employee use of any cellular phones or similar devices, for business purposes related in any way to our company, while driving. Navigation using a personal electronic device is allowed only if the device is programmed while the vehicle is parked. You are required to stop your vehicle in a safe location so that you can safely use your cell phone if you need to make or respond to a phone call. No manipulation of any electronic device is ever allowed while the vehicle is in motion.

Company-Provided Devices

Employees with Company-issued devices will use them for Company business only.

Social Media

The Company uses various forms of electronic communication including computers, email, telephones, voicemail, instant messaging, text message, Internet, cell phones and smart phones. Electronic communications, including all software, databases, hardware, and digital files, remain the sole property of the Company and are to be used only for Company business and not for personal use.

Electronic communication and media may not be used in any manner that would be discriminatory, harassing or obscene, or for any other purpose that is illegal, against Company policy, or not in the best interest of the Company.

All electronic information created by any employee on Company premises or transmitted to Company property is the property of the Company. You should not assume that any electronic communications are private or confidential. The Company reserves the right to access and review electronic files, messages, internet use, and other digital archives to ensure no misuse or violation of Company policy occurs.

Under no circumstance is an employee permitted to utilize a photo of any child in any manner. This includes posting on social media platforms such as Facebook, Instagram, Snapchat, etc.

Company Commitments on Social Media:

  • We will be transparent in every social media engagement.
  • We will protect our consumers’ privacy in compliance with applicable Privacy Policies, IT Security Policies, and laws.
  • We will respect copyrights, trademarks, rights of publicity, and other third-party rights.
  • We will be responsible for our use of technology and will not knowingly align our Company with any organizations or websites that use excessive tracking software, adware, malware or spyware.

When acting as an official Company spokesperson you must: be trained before speaking on behalf of the Company; disclose your affiliation with the Company; give credit where credit is due and do not claim authorship of something that is not yours; and remember the Internet is permanent.

13. Worker’s Compensation & Workplace Safety Policy

The Company is committed to providing employees with a safe and healthy workplace. Employees are invited and encouraged to report unsafe workplace conditions and refrain from unsafe work activities. No such report will result in retaliation, penalty, or other adverse action.

Company management will treat employee recommendations to improve safety and health conditions seriously and will give all recommendations thorough consideration. Management will provide the financial resources necessary to remediate unsafe conditions.

All employees will:

  • Follow safe work practices.
  • Consult a supervisor or director if unsure of safe processes.
  • Immediately report all observed unsafe behaviors, processes, equipment or tools to a supervisor or director.
  • Uphold safe work practices as established by the Company.
  • Immediately inform a supervisor or director in the event of a workplace illness or injury.

14. CACFP Food Program

CACFP Policy

Child Nutrition Programs help to ensure the children in all states have adequate access to safe and nutritious foods. Meeting this basic need is essential to their establishment of a healthy eating pattern and development of a strong foundation for academic achievement.

The Company has many centers participating in the Child and Adult Care Food Program (CACFP). If your center participates in CACFP you are required to follow all applicable CACFP policies and procedures regarding the preparation, serving and handling of food. Requirements also include annual training.

CACFP Food Program Statement

The U.S. Department of Agriculture prohibits discrimination against its customers, employees, and applicants for employment on the bases of race, color, national origin, age, disability, sex, gender identity, religion, reprisal, and where applicable, political beliefs, marital status, familial or parental status, sexual orientation, or protected genetic information in employment or in any program or activity conducted or funded by the Department.

If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Complaint form found online at http://www.ascr.usda.gov/complaint_filing_cust.html, or call (866) 632-9992 to request the form. Send your completed complaint form or letter to: U.S. Department of Agriculture, Director, Office of Adjudication, 1400 Independence Avenue, S.W., Washington, D.C. 20250-9410. Fax: (202) 690-7442. Email: program.intake@usda.gov.

15. Service Animal Policy

This policy ensures that employees understand the rules and responsibilities regarding service animals within the daycare, consistent with State laws and the Americans with Disabilities Act (ADA). It protects the rights of individuals with disabilities while maintaining a safe, healthy environment for all children, families, and staff.

A service animal is a dog that is individually trained to perform work or tasks directly related to a person’s disability. Service animals do not include animals used solely for:

  • Emotional support
  • Comfort
  • Companionship, or
  • Well-being alone

The ADA also separately recognizes miniature horses that are individually trained to do work or perform tasks for a person with a disability. A request to bring a miniature horse to work will be evaluated the same way as a service animal request, considering the animal’s type, size, and weight, whether the handler has control of it, whether it is housebroken, and whether its presence would compromise legitimate safety requirements at the center.

Employees may request to have a service animal accompany them at work as a reasonable accommodation under federal and state law. Employees must submit a request to Human Capital Management (HCM) Manager for a service animal accommodation. HR will engage in an interactive process with the employee to determine appropriate arrangements, considering: the employee’s job duties, children’s safety, potential undue hardship, and alternative accommodations.

Responsibilities of Employees with Service Animals

Employees authorized to have a service animal at work must ensure the following:

  • The service animal must remain under the employee’s control at all times (leash, harness, or voice control).
  • The animal must be well-behaved, non-disruptive, and housebroken.
  • The animal must be clean, properly vaccinated (e.g., rabies), and free of parasites.
  • Employees are responsible for supervising their service animals; daycare staff will not be expected to care for, feed, or supervise the animal.
  • The service animal handler must promptly clean up all waste in or around the facility.
  • For safety and sanitation, service animals may be restricted from certain areas (e.g., food preparation areas, nap rooms, bathrooms) as determined necessary by the company and management.

16. Classroom & Building

Wall Décor

Any curriculum materials or student artwork should be hung on approved bulletin boards.

Temporary Décor

Temporary décor is anything that is intended to be left up for less than 6 months.

  • Whenever possible, temporary décor should be attached to bulletin boards or other easily cleanable surfaces.
  • When attaching to bulletin boards, only use staples — do not use thumbtacks.
  • When attaching to windows, use blue painters’ tape or scotch tape. Keep it minimal and very temporary (one week or less).
  • When attaching to FRP or Plexiglass, use contact paper or packaging tape.
  • When attaching to a painted wall or surface, only blue painters’ tape and 3M brand (or similar) command strips may be used. Do not use scotch tape, masking tape, packaging tape, duct tape, or any other tape — these will chip the paint.

Permanent Décor

Permanent Décor is anything intended to be left up for six months or more. Any change to or addition of permanent décor must be approved by Center Management.

Permanent Décor should be nice, have a professional appearance, and be attached, displayed, or hung in a professional manner. If you are not sure how to do this, ask your District Manager or the maintenance team.

Removing Décor

When removing décor, clean any leftover residue from the previous décor. If there is any sticky residue, first try soap and water, then a vinegar solution, and let that soak. Be careful not to cause any damage to the surface, and if you do, let a member of Center Management know.

Room Arrangements

The layout of a room and the furniture placement are arranged purposefully by Corporate and Center Management in compliance with best practices and regulatory agencies. If you would like to propose a change, please discuss with Center Management. Rooms should not be re-arranged without permission. When cleaning, please replace furniture in its original space.

17. Minor Employees & Child Labor Law Compliance

Employees under age 18 are subject to additional federal and state child labor protections under the Fair Labor Standards Act (29 CFR Part 570) and applicable state child labor law, whichever is more protective. Center Management must schedule minor employees consistent with these rules:

  • Minimum age for employment is generally 14.
  • Employees age 14–15 may only work outside school hours, and generally not before 7:00 a.m. or after 7:00 p.m. (9:00 p.m. from June 1 through Labor Day). They may work up to 3 hours on a school day, 18 hours in a school week, 8 hours on a non-school day, and 40 hours in a non-school week. This overrides the general part-time scheduling rules described in Section 2 for any employee in this age group.
  • Employees age 16–17 have no federal hour restrictions but may not be assigned to any occupation the U.S. Department of Labor has declared hazardous for minors.
  • Where state child labor law is stricter than federal law (including any state-specific work permit requirements), the state rule controls. See your state addendum and check with your Center Director before scheduling any employee under 18.