Policies and Procedures

Scheduling:

Each employee of the Culinary Services Hiring Team is allowed to pick and choose the schedule that they want, and that best aligns with their class schedule. Each individual within the team is required to work at least one mass hire event each week. If the individual has a schedule that prevents them from working a mass hire, documentation of said scheduling conflicts must be sent to our culinary employment email. Individuals are not required to work every weekend, nor are they required to schedule themselves for a weekend shift, but there is an understanding of the possibility of working a weekend shift if the need arises. The main weekends that you will be requested to work are the following:

• Opening Weekend 

• Homecoming Weekend 

• Commencement Weekend 

The Recruitment Team are required to work more weekends than the ones mentioned above to allow for admissions events and university visit days. Please note that as a recruitment team member, these days and times that you may be requested to work may be sporadic. 

The team schedules can be located within the Culinary Hiring OneDrive, and within each individual's evaluation. All individuals have access to this document, and they are able to make adjustments to it throughout the duration of the semester. However, if changes are made, the OA team must be informed via email.

Due to the flexibility of this position, as well as the ability to hand-select the days and times that you want to work, there is a level of expectation involved in making sure you are working the shifts you've chosen for yourself. Any individual that is late to, or leaves early from their shift in an increment of 30 or more minutes, is subject to receive disciplinary action.

All individuals are expected to work out of the Shively Hiring Hub on the days and times in which they've scheduled themselves. In the event that a team is requested to work out of their venue by management, this must be communicated to both the hiring and OAs so that it can be marked within their schedule.

Hour Requirements:

Minimums:

• All culinary employees that are classified as 'Polos,' including those on the hiring team, are required to work no less than 12 hours each week, for a total of 24 hours each pay period. 

  • Hiring Coordinators are required to work no less than 16 hours each week, for a total of 32 hours each pay period. 

• Each individual on the team is responsible for creating their own schedule that meets these requirements. If an individual calls off for their shift, without the use of their personal day and/or documentation is not provided, it is up to the individual to make up an additional shift so that minimum hours are met within that pay period. 

  • Individuals that do not work the minimum polo hours within a week will receive a warning for the first offense, and a strike for each following offense.

Maximums (Spring/Fall Semester):

• Student Employees & Student Leaders may work up to 25 hours per week 

• Student Coordinators & Interns may work up to 28 hours per week

• International students may work up to 20 hours per week

• If a student employee works multiple jobs at Ohio University, they must count the hours worked at the other job as part of the 25 hours per week maximum.

Maximums (Summer Semester):

• Student Employees & Student Leaders may work up to 35 hours per week 

• Student Coordinators & Interns may work up to 32 hours per week

• International students may work up to 36 hours per week (if students are enrolled in classes; students not enrolled in summer classes may work up to 28 hours)

  • Per ISSS guidance, international students are approved to work 36 hours at any point school is not in session (summer break, spring break, winter break, etc.). 

• If a student employee works multiple jobs at Ohio University, they must count the hours worked at the other job as part of the 35 hours per week maximum

No student, per University policy, is allowed to exceed an average of 28 hours per week for the entire academic year. 

Holidays/Special Weekends:

Any University-observed holidays, such as Thanksgiving, Veteran's Day, etc. as well as any university-observed closures such as fall break and spring break, will not be used against hiring team employees when calculating if they have or have not met the minimum hour requirement outlined above. With holidays and closures, only the days in which the University is closed are deemed as excused. 

For example, if an employee on the hiring team work Mondays, Wednesdays, and Fridays each week with 4 hour shifts on each of those days, but the university is observing a closure on Friday, the individual is only excused for the 4 hour shift that they would've originally worked on Friday, and is still expected to work no less than 8 hours for the week.

Short Notice

Call-offs can be made up to two hours before the start of a shift. Call-offs made after the two-hour grace period will result in one strike. All short notice call-offs must provide documentation as to the missed shift, or a personal day must be used. If documentation is not provided, and a personal day is not used, the individual must make up the missed hours throughout the rest of the week. Call-offs made within two hours before the start of their shift, or individuals that fail to make up lost hours, are subject to disciplinary action. 

Emergency call-offs, such as car troubles, family emergencies, etc. are excused at manager discretion when documentation is provided. 

To make a short notice call-off, an email explaining the situation, with documentation attached, must be sent to culinaryemployment@ohio.edu. 

Personal Day

Each semester, each employee is given one personal day to use at their discretion. This one personal day allows individuals to call off for a shift, at least two hours in advance, and not have to make up the hours. When using a personal day, documentation does not need to be provided, but the employee needs to state that they wish to use their personal day when calling off. Only one personal day will be granted per person, but additional personal day(s) can be purchased with positive points. 

Each shift, make sure you are clocking in on time and in proper uniform. For the hiring team, proper uniform consists of the following: 

• Shively Hiring Hub t-shirt, Hiring Polo, or Culinary crewneck/hoodie. 

• Jeans or khakis with no rips or tears.

• Closed-toed shoes.

• In addition, follow any of your venue's rules, such as tying your hair up or wearing beard nets, when participating in orientations or when you are behind concepts at your specific venue.

The following clothing items are not permitted when clocked in:

• Leggings or sweatpants

• Shorts or skirts

• External clothing, such as jackets or hoodies, that cover-up or hide Culinary's logo. (effective next semester if you do not have a Culinary hoodie/sweatshirt)

• Flip-flops, sandals, and crocs 

As a student manager, it is important to always maintain a professional appearance. By following the dress-code outlined above, we can ensure a consistent, uniform look to our team. Please adjust your individual dress to also meet specific venue needs on the days in which you will be behind concepts or presenting an orientation. Failure to follow the dress-code, both outlined above and in the overall handbook, will result in disciplinary action. 

The Hiring Team and Recruitment team has access to the Earl's Coop locker system. You can use this locker system at your discretion to store your uniform when not currently working. Please note that Culinary Services is not responsible for lost or stolen items. Please feel free to purchase your own lock to secure your belongings.  

The Three Strike System

Student employees begin their employment with zero strikes, and have the opportunity to begin each semester with a clean slate. When an employee reaches three strikes in one semester, they will be subject to pending termination

Here within Culinary Services we strive to be fair and equal. We have worked alongside many directors and managers to create our Three-Strike System. At times, these systems do not include specific situations or circumstances. We do our best to be flexible and understanding. We ask that you do the same. We value your employment with us. 

Ohio University Culinary Services has defined three levels of inappropriate behavior. Level three violations are behaviors that will result in three strikes and immediate termination. Level two violations will result in two strikes and level one violations will result in one strike (such as playing explicit music or using explicit language). Call offs during fest weekends or special weekends are considered double strike violations. 

Level One Violations (Warning/1 strike) 

· Missing work without notifying the venue for the first time (No Call No Show)

· More than 30 minutes late (Second offense) 

· Not meeting dress code 

· Violating your venue's call-off policy (late call off)

· Violating a safety policy

· Poor work performance (at manager's discretion) 

· Unprofessional mannerisms and verbal speech to prospective students

·Failure to meet required hours (12 for Hiring Assistants 16 for Hiring Coordinators)

Level Two Violations (2 strikes) 

Employees who have two strikes in one semester will not receive the .20/hr raise until they have worked a complete semester with one or less strike. 

· Student workers exceeding 25 hours per week during the academic year (First offense). (28 for coordinators, 20 hours per week international students - per Federal Law)

· Disrespecting prospective employee/co-worker

· Showing disrespect towards any co-worker or manager 

· Negligent job performance or insubordination 

· Multiple No Call No Shows

· Insubordination 

Level Three Violations (3 strikes) 

Immediate Termination 

· Theft

· Student workers exceeding 25 hours per week during the academic year (Second offense) (28 for Coordinators, 20 hours per week for International Students)

· Working while under the influence of drugs or alcohol 

· Unauthorized alteration to work hours on Workforce 

· Vandalism 

· Fighting or any type of physical violence 

· Verbally abusing a potential employee, manager or any University employee 

· Sexual harassment or any other type of harassment (students will be referred to the Office of Community Standards and Student Responsibility)

Ultimately, if a member of our management team believes that you are not meeting the expectations of our mission, you will be terminated from your employment with Culinary Services.

Poor Work Performance - Written Warnings 

Culinary Services provides an environment in which our student workers can grow and thrive in their professional pursuits. Students notified either verbally that their job performance is lacking or given a written warning.

After a written warning is issued, a student leader can: 

1.        Give the employee another chance to perform the job properly. 

2.        Dismiss the employee from the shift. 

3.        Move the employee to another job. 

NOTE TO STUDENT LEADERS: Work performance is used by many venues as a form of reference for future positions. Therefore, all written warnings must contain a written explanation, including the date, time and details of why the employee is receiving the written warning along with suggestions for improvement. Please include any and all relevant information and details, no matter how minor. 

Pending Termination 

Pending termination is a 6 in-session work week time period, where any additional strikes or warnings will result in immediate termination of the employee. Students on pending termination must fill out the "pending termination" form with a coordinator and a manager.

Employees who have been placed on pending termination are given three (3) days from the time of the absence to speak to a full time manager within their venue. The student may express their reasoning behind missing their shift and why they believe they should retain their employment. The student may reach out per unit managers discretion. 

Appeals System 

If a student feels that they has been unfairly reprimanded, they may submit a written appeal within a week of the disciplinary action and provide it to the venue’s general manager. If the general manager feels that there is enough evidence supporting the appeal, a hearing will be scheduled. 

The student employee who is appealing the written warning is required to attend the hearing. They are encouraged to invite witnesses who will support their claim. The appealing student employee will then explain to the group why they feel that the written warning or strike is unfair. 

After all testimony is heard, the general manager will consult with the student leaders and other management to render a decision. The written warning or strike stands if the appealing student employee fails to show for the hearing. 

Positive Points

Students may receive positive points for going above and beyond in the workplace. These positive points may be used to earn various rewards based on the specific policies of your venue, such as a strike removal or a free meal. Please check with your venue manager to learn about a positive reward program. 

Positive points will be rewarded based upon manager, intern, and coordinator discretion. 

Individuals within the hiring team can use the positive points that they have earned throughout the semester to purchase the following things: 

• Meal Ticket/Coffee Card (10)

• New Green Hiring Shirt (15)

• Culinary Hoodie/Crewneck (25)

• Strike Removal (30)

Unused positive points from each semester will be able to carry over to future semesters until they are spent. 

The hiring team and recruitment team are permitted to have one free meal with every 4 hour shift. This free meal can be redeemed at any of the following venues:

• The individual's home venue

• Nelson Court

• The District

• Earl's Coop

Please make sure to follow each venue's polo meal policy, whether that means signing-in on a clip board or informing the checkers. 

Microsoft Teams is the program of communication that the team chooses to use. It is the responsibility of every team member to open and check messages within Teams regarding the team as a whole, from their coordinators, and from their specific venue. If you are not in the Hiring Team's Team chat, you must notify the hiring intern immeadiately. 

Teams is also how our recruitment team contacts other hiring members about payroll issues. If you forgot to clock out one day, and they see that and reach out to you about your times, you need to be able to respond to them to ensure that you get paid. 

If a student hiring assistant is interested in pursuing the opportunity of becoming the hiring coordinator for their venue, they must be well versed in the following skills:

• Adequate understanding and execution of various Microsoft Excel functions and formatting

• Excellent communication skills, both in-person and via email

• Worked at least 30 hours within their venue. 

  • This allows our hiring coordinators to have an understanding as to how the venue operates, treats its employees, what the work conditions are like, etc. A person cannot truly be an expert of their venue until they have worked what the students they are hiring would've worked.