Instructor HandBook

This handbook was created to introduce you to VarsityScape and provide information about working conditions, benefits, and policies essential to your employment here. The information you’ll find in this handbook applies to all VarsityScape employees.

The handbook is a summary of our policies, which are presented here for informational purposes. You are responsible for reading, understanding, and adhering to the provisions of this handbook. We hope to provide you with a work environment that is constructive to your personal and professional growth. Nothing in this handbook shall constitute nor be construed as a promise of employment or a contract between the Company and its employees.

1. Introduction

Welcome to VarsityScape! We’re glad to have you here.

We are an online university of in-demand skills; helping students acquire the skills they need to attain the highest heights in their prospective careers.

If you’re reading this, we think you share in our vision and hope that together, we can achieve our goals.

1.1 Changes in the policy.
This handbook replaces previous employee handbooks, memos, and manuals. We reserve the right to interpret, cancel, change, suspend, or dispute, with or without notice, all or any part of these policies, procedures, and benefits at any point. Employees will be notified of changes.

Changes take effect on dates determined by the Company. After changes take effect previous policies are void. Individual managers and supervisors cannot change policies.

1.2 Personal information.
We rely on the accuracy of employment application information and any other data candidates provide during the hiring process.

Falsifications, misrepresentations, or material omissions may result in the exclusion of the candidate from consideration for employment. If the candidate has been hired, termination of employment may be considered.

1.3 Employment relationship.
Here at VarsityScape, we are not just a team, but a family and we hope to stick together for as long as possible. However, in the case that you would like to resign due to special reasons, please inform HR well at least a month ahead of time. An employment termination by VarsityScape may occur in the case of improper conduct or special circumstances as the company deems necessary. Following the probationary period, employees are required to follow the Employment Termination Policy outlined in section 3.

2. Definitions of Employee Status

An “employee” of VarsityScape is a person who regularly works for VarsityScape on a wage or salary basis. “Employees” may include instructors, cohort leaders, faculty heads, and other employees who are subject to the control and supervision of VarsityScape in the performance of their duties.

3. Employment Policies

3.1 New employee orientation.
The Human Resources department provides an orientation for new employees. This includes an overview of the company structure, vision, mission, values, goals, and objectives. Orientation also includes an explanation of benefits and responsibilities.

Employees are presented with the necessary information and steps to access their workspace. Human resources introduce new hires to staff, explain company evaluation procedures, review job descriptions and help them start working.

3.2 Non-disclosure and confidentiality agreement.
Protecting trade secrets and confidential business information is essential to the success of VarsityScape.

Such confidential information includes (but is not limited to): pending projects and proposals, proprietary production processes, compensation data, personnel/payroll records, financial information, marketing strategies, and conversations with people associated with the company.

As a condition of employment, employees must sign a non-disclosure agreement. Employees improperly disclosing or using confidential business information or trade secrets are subject to disciplinary action, including termination and legal action, even if the disclosure does not benefit them.

3.3 Non-discrimination.
VarsityScape does not discriminate in employment opportunities or practices because of race, sex, national origin, color, religion, or age. We make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship.

3.4 Probationary period for new employees.
The probationary period for regular employees is for 30 days from the hire date. This is a time for management to evaluate new employees, and for new employees to evaluate the company.

During the probationary period, the company and the employee can terminate employment without long-term notice. Upon completion of the probationary period, a review will be given and benefits will begin as appropriate.

3.5 Work hours.
VarsityScape is an international platform and thus, runs flexible working hours based on student and instructor availability.

3.6 Employee personnel files.
Employee personnel files include a job application, job description, résumé, records of training, salary history, records of disciplinary action, and documents related to employee performance reviews, coaching, and mentoring.

Personnel files are VarsityScape property. Access to information they contain is restricted. Management personnel of VarsityScape who have a legitimate reason to review the file is allowed to. To review their own file employees should contact their supervisor or Human Resources Representative.

3.7 Personnel data changes.
Employees are responsible for notifying their supervisor or VarsityScape’s Human Resources Department of changes such as mailing address, telephone number, name, number of dependents, and emergency contacts. An employee’s personnel data should be accurate and current at all times.

3.8 Performance review.
Administrators (faculty heads/cohort leaders?) give formal performance reviews every month. Informal performance reviews may be conducted more often.

Performance reviews are for instructors and administrators to talk about current tasks and discuss ideas for meeting goals.

3.9 Outside employment policy.
Employees may hold outside jobs in non-related businesses or professions as long as there is no conflict of interest, performance standards and scheduling demands are met, and VarsityScape resources are not used for outside employment.

3.10 Disciplinary action.
VarsityScape holds each of its employees to certain work rules and standards of conduct (see Section 5). When an employee deviates from these rules and standards, some disciplinary action might be taken by the administration

Though committed to a progressive approach to disciplinary action, VarsityScape considers certain rule infractions and violations of standards as grounds for immediate termination of employment.

These include but are not limited to:

  • Insubordination.
  • Misrepresentations of VarsityScape to a customer, a prospective customer, the general public, or an employee.
  • Sharing company business practices.

3.11 Employment termination.
While a very undesirable situation, terminations are an almost unavoidable occurrence. They may take place in the following forms.

  • Termination – Employment termination initiated by VarsityScape due to disciplinary reason
  • Layoff – Employment termination initiated by VarsityScape for non-disciplinary reasons.
  • Resignation – Employment termination initiated by an employee.

Since employment with VarsityScape is based on mutual consent, both the employee and VarsityScape have the right to terminate employment at will, with or without cause during the Introductory/Probationary Period for New Employees (See Section 3.4, Introductory/Probationary Period for New Employees).

After the probation period, an employee who intends to terminate his/her employment with VarsityScape must give the company at least 4 weeks’ written notice.

Employees who terminate employment with VarsityScape shall return company property. No final employee’s payment will be made until all items are returned in appropriate condition. The cost of replacing un-returned items is deducted from the employee’s final pay.

Any outstanding financial obligations owed to VarsityScape will also be deducted from the employee’s final pay.

3.12 Health issues.
Strictly for the protection of employee health, employees should inform supervisors or human resources representatives of health-related issues.

A doctor’s note stating whether the employee can perform his/her job duties is required when or shortly after notice has been given.

Employees should notify their supervisor and Human Resources Representative if a health issue requires a leave of absence. These are granted on a case-by-case basis.

If an employee requires medical attention, the employee’s physician must be notified immediately.

3.13 Company supplies and expenditures.
Employees whose regular duties do not include purchasing shall not make purchases on behalf of VarsityScape without written approval.

To make purchases in the name of the company, you must be authorized by the Chief Financial Officer.

4. Wage and Salary Policies

4.1 Wage or salary increases.
Employee wages are reviewed yearly. The employee’s review date is typically on or about the anniversary date of employment or the date of the previous compensation review, although reviews may be conducted more often, depending on the circumstances.

4.2 Paydays.
All employees are paid monthly. If a regularly scheduled payday falls on a weekend or holiday, employees may receive pay on the next day of operation.

Since employee hours are flexible, so are the wages. Payments are made on a per-hour basis and may be affected by the student population.

VarsityScape provides an automated direct deposit service for employees, which automatically deposits a pay stub in an employee’s bank account(s). To use this service, complete a direct deposit authorization form, which is available from the financial department.

5. Code of ethics and code of conduct

Standards of ethics and conduct for VarsityScape are important, and the Company takes them seriously. Employees are expected to follow codes and standards in conducting the Company’s business and doing their jobs.

Deviating from company rules and standards can lead to disciplinary action, including termination of employment (see Section 3.10, Corrective Action).

5.1 Classroom conduct
Instructors are expected to wear moderately formal attire to classes. The classes ought to be held in a well-lit and orderly environment with minimal noise.

5.2 Punctuality
This is a must for all instructors. If for unavoidable reasons, you might be unable to make it to a class at the stipulated time, inform your cohort leader as soon as possible. Failure to do so may result in a salary deduction. This is an extreme and unlikely situation since we trust that you will adhere to the policies.

5.3 Language use
All communications during class hours must be in professional English. No profane words should be used. Students should be addressed respectfully and politely.

6. Vacation and leave

6.1 Paid Vacation.
Paid vacation is unavailable at VarsityScape since payments are made based on the number of classes taught.

If an instructor will be unavailable for a certain period for an unavoidable reason, they must inform their supervisor at least two weeks in advance in a written notice. If it is an emergency, the supervisor must be informed at the earliest possible time.

6.2 Recordkeeping for vacation hours.
The Human Resources Department maintains vacation day records.

6.3 Holidays.
VarsityScape observes the following holidays per year for all employees: New Year’s Day, Christmas Day.

7. Employee Communications

7.1 Procedure for handling complaints
Under normal working conditions, employees who have a job-related problem, question, or complaint should go to their immediate supervisor first to get the fastest and best solution. If the employee and supervisor do not solve the problem, VarsityScape encourages employees to contact the Human Resources Representative.

7.2 Announcements.
Employees are responsible for reading important announcements and information sent by email.

7.3 Suggestion box.
VarsityScape encourages employees with suggestions to speak to their supervisor or HR representative verbally or through an email.

7.4 Staff meetings.
Staff meetings will be held monthly. These meetings allow employees to be informed about company activities and important news. It’s also a chance to evaluate and recognize employee performance.

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VarsityScape is an online university of in-demand skills for people looking to up-skill in order to change their career, secure a job, or start a business.

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