Table of Contents...Mom365, Inc. Revision date2/23/2016 3613 Mueller Rd, St Charles Mo, 63301 T:...

Mom365, Inc. Revision date2/23/2016 3613 Mueller Rd, St Charles Mo, 63301 T: 800.422.3686 E: [email protected] 2

Table of Contents

Contents

Our Company History ..................................................................................................................... 4

Vision .............................................................................................................................................. 4

Mission ............................................................................................................................................ 4

Meet the Executive Team ............................................................................................................... 5

Regional Directors .......................................................................................................................... 6

Service Center ................................................................................................................................. 7

Mom365 Foundation ....................................................................................................................... 7

DM/MDM Contact Information: .................................................................................................... 8

Photographer Contact Information ................................................................................................. 8

Important Contact Information: ...................................................................................................... 8

Focus365 ......................................................................................................................................... 9

Communication ............................................................................................................................. 11

Performance Expectations ............................................................................................................ 12

Opening Time & Attendance ........................................................................................................ 14

About The Launch Pad ................................................................................................................. 16

Launch Pad Menus .................................................................................................................... 16

Attendance Policy ......................................................................................................................... 17

Holiday Pay ................................................................................................................................... 18

Compensation ............................................................................................................................... 20

Sales Incentives & Contests .......................................................................................................... 21

Understanding Commission .......................................................................................................... 21

Photographer Commission Rates by Channel............................................................................... 22

Summary of Photographer Benefits .............................................................................................. 23

Hospital Conduct .......................................................................................................................... 25

Dress Code Policy ......................................................................................................................... 25

Compliance and Federal State Laws ............................................................................................. 29

Equal Employment Opportunity Policy ........................................................................................ 29

Sexual Harassment Policy............................................................................................................. 29

Substance Abuse ........................................................................................................................... 29

Terminations (Voluntary/Involuntary).......................................................................................... 29


Safety in the Workplace ................................................................................................................ 30

Social Media Policy ...................................................................................................................... 30

Non-Disclosure and Non-Solicitation Agreement ........................................................................ 31

About Time Tracking .................................................................................................................... 32

Clocking IN ............................................................................................................................... 32

Clocking OUT ........................................................................................................................... 32

Changing Roles and Clocking Back In ................................................................................. 33

Reporting No Service Required ................................................................................................ 33

Hospital Supplies .......................................................................................................................... 35

Hospital Inventory Form Sample .................................................................................................. 36

Equipment Handling and Transfer ................................................................................................ 37

Order and Payment Handling Policy ............................................................................................ 38

Payment Handling Procedures ...................................................................................................... 38

Travel and Expense Reimbursement Policy ................................................................................. 42

Photographer Reimbursement Sheet (sample ............................................................................... 43


Company Overview Mom365 is the largest professional newborn photographer in the U.S.! Our staff of more than 1,700 professional photographers love creating families’ first memories – Baby’s first portrait – right in the hospital. And it doesn’t stop there. Moms can choose to purchase a wide variety of amazing portrait packages, irresistible birth announcements and keepsakes to celebrate the Baby. Mom365 takes a Baby’s unforgettable first portrait and posts it to a free secure Baby Portrait Web Page that Mom can then share with family and friends!

Our Company History The legacy of incredible newborn portraits goes back to 1947, when our photographers used a camera called “the Robot” to take black and white photos of newborns in the hospital. Decades of expansion, acquisition and innovation followed, including:

First company in the industry to offer color photograph processing for in-hospital newborn photography in the 1960s.

The 80s brings expansion into 2,500 hospitals in the U.S. and then Canada.

In the 1990s, we introduced digital imaging products and services, including “order from the hospital,” becoming the industry leader in newborn photography.

The 2000s brought large investments in digital production facilities and the customer call center. Employees passed the 2,000 mark.

In the 2000s we were acquired by a U.K. firm, expanding to the British newborn market. Aggressive expansion into creates a global photography business.

Today Mom365 photographers provide free newborn portrait sessions to more than 1 million new Moms and Babies a year, every year.

In 2013, we launched a new brand, Mom365, along with a magazine and an exciting online community for Moms. Expect even more innovation in the future!

Vision Every Baby Deserves A Beautiful Photo

Mission Capture, celebrate and preserve the Family’s most cherished moments


Meet the Executive Team

Janna Alford VP Sales Operation

Chris Kowalski Chief Financial Officer

Martin Meador Chief People Officer

Sathish Makkapati Chief Information Officer

Bob Paul SVP Operations

Gerry Murphy

Chief Executive Officer

Jeanne Staley VP Commercial Delivery

Robin Chaber Allen VP of New Media &

Business Development


Regional Directors

Christine Pinto Regional Director

Southern California

Hope Litzsinger Regional Director

Mid-Atlantic

Keith Reed Regional Director

Mid-Central

Tom Baratta Regional Director

East

Jean Cook Regional Director

Southeast

Anna Whitesell Business Development

Director

Michelle Harlan Regional Director

West


Service Center

Mom365’s Service Center is located in Saint Charles, Missouri. The Saint Charles Service Center houses:

Customer Care Center o Customer Service o Telesales o Field Support o Camera Support o Camera Repair

Accounting o Accounts Payable o Accounts Receivable o Collections

Finance

Contracts

Marketing o Relationship Marketing

IT

Human Resources o Benefits o Payroll o Employee Relations o Talent Acquisition

Lab o Color Correction o Production

Warehouse

Mom365 Foundation For nearly 60 years, Mom365 has fulfilled their Service Center mission to help growing families. Mom365 helps Families celebrate the birth of their new Babies with the first professional newborn portrait and through image-based memory-making keepsakes and gifts. However, some families in need find their joy clouded by financial hardships. The Mom365 Foundation offers cash grants to assist in alleviating some of those financial worries. Our Partner Hospitals identify and nominate deserving families. The Foundation Board reviews and awards these grants. Mom365 Foundation Grants can be used to pay for:

Medical Bills

Diapers and other essentials

Hospital travel expenses

Babysitting services for siblings at home

Bereavement assistance and other hardship situations If you are interested in making contributions to the Foundation, you can do so via payroll deductions. Please contact the HR department for more details: 1.800.422.3686


DM/MDM Contact Information:

DM/MDM

Cell Phone Number

Email Address

Fax Number

Your DM/MDM will provide you two business cards. You will keep one with you and one at your home where you keep your important phone numbers. Add your DM/MDM’s contact information in your cell phone contact list. Should you need to contact your DM/MDM, you will have the information readily available.

Photographer Contact Information Sheet (Example) (Your DM/MDM may provide this in a different format or combine as part of the schedule)

Photographer Primary Hospital Contact Phone Email Address

Molly Picture ABC Hospital 555-555-5555 [email protected]

Sandra Portrait DEF Hospital 111-111-1111 [email protected]

Your DM/MDM will provide you an updated list of the photographers who work in the hospitals you service on a regular basis. This information is for daily communication with your team members and when you need assistance. This information is confidential and is not to be posted in the general public’s view.

Important Contact Information: Service Center: 1.800.422.3686 Human Resources: 1.800.422.3686 ext. 2000 Digital Camera Technical Support - 1.800.620.8476, Option 1 This group is used to report any issues you may have with your software and hardware. Before calling – please make sure your system is connected to the internet and, when possible, use a hospital landline to avoid possible disconnections. Field Support Services - 1.800.620.8476, Option 2 This group is trained to assist those who work in the hospitals we service. Most often you would use this option for any discount/complimentary portrait orders, reporting monthly inventory, and to be connected to any home office departments needed. Customer Service - 1.800.620.8476, Option 3 This group is trained to deal with the needs of our customers. You may contact them to assist with a customer order – discount or complimentary, possible questions about an order previously placed and is calling back to the hospital for clarifications, etc.

mailto:[email protected]



Focus365 Once you receive your photographer number, you will be enrolled in a series of eLearning courses

through Focus365 that will provide you with the knowledge, skills and abilities needed to give our Moms

a fantastic customer experience. You will be required to finish all eLearning courses prior to Bedside

training with your assigned Field Trainer/Mentor. You can take these courses on either a PC or tablet.

Due to the heavy content, you won’t be able to use a Smartphone.

Week One

Pose Sequencing/Nesting

Proper Newborn Handling

Baby Safety

Nikon Camera Basics

Photography 101

Camera Safety

Customer Capture Info (OS2) Week Two

Sales 01 - Making a Positive First Impression

Infection Control I

Infection Control II

Hand Washing

HIPAA and Consumer Privacy

Fire and Electrical Safety

Slips, Trips and Falls

A Day in the Life of a Mom365 Photographer

You’ll have two weeks to complete the required training listed above. It will take approximately 10 hours to complete these courses. You will be paid for 10 hours over a two week period. The pay timeframe will be determined by the time needed for credentialing to be completed. Should you have questions about the online training you can contact the Training Department at [email protected] or your DM/MDM.

http://Training365@mom365/


New Photographer Bedside Training Once your credentialing and eLearning is complete you will be assigned a certified Field Trainer (FT) from your area. Your field training will consist of 5½ days of classroom training, bedside practice and coaching to help you become the best Photographer for Mom365. Each day is about 5 hours of training and practice. Days one and two of training cover photography. Days three and four will cover sales. In each setting you will learn from your FT in a classroom setting and then be able to implement what you learned at bedside. Your FT is trained to use training and coaching techniques to help you be the best Mom365 photographer you can be!

• Day One - Photography Overview and Practice • Day Two - Photography - Bedside Practice • Day Three - Sales Overview and Practice • Day Four - Sales: Bedside Practice • Day Five - Sales: Bedside Practice • Day Six (1/2 day) - Photography and Sales: Bedside Practice

New Photographer Mentoring Program

Once your bedside training is concluded you will have contact with FT for an entire 12 months as your mentor. For your first six months, your FT will contact you once a week for a 15-minute call or face-to-face meeting once a week to discuss your progress, metrics, answer questions and give tips for success. Once you reach your six month tenure date, you will be well on your way to success and your FT will begin calling once a month. Who knows - you might even be a Field Trainer yourself by then!


Communication Communication is integral to your individual success as well and Mom365’s overall success at each hospital. Communication is a 2-way process - sending and receiving information. If you receive a message from a co-worker or DM/MDM, you must acknowledge the communication as soon as possible, but no later than 24 hours from receiving the communication. Photographer-Photographer Communication At a minimum you should call/text or email the photographer who works the shift following you and share the following:

requests to follow-up with a customer to assist with an order

portrait sessions carried over to the next shift and why carried over

how many Moms/Babies were admitted to the floor on your shift

equipment issues

completed monthly inventory and supply order (if conducted)

other information about the hospital that your co-worker would need to know REMEMBER: Complete the communication cycle – acknowledge that you have received the communication. Photographer-DM Communication Communication between photographers and DMs, including: text, email, phone calls, conference calls and face-to-face meetings. You are expected to communicate openly and honestly with your DM on all issues you experience in the hospital. Your DM is required to share information with you on your performance, new approaches to our business, and updates on hospital expectations. DMs will also post messages to My.our365.com.You are required to check into this site daily to see if business changes are posted. Your DM will be discussing this exciting web tool with you.


Performance Expectations Mom365 wants you to be successful. The following requirements are to assist you in meeting expectations in providing Moms and Hospitals excellent customer service related to coverage and developing a strong team of photographers.

Your DM/MDM will provide a schedule for you at the hospital(s) you are assigned to work.

You are expected to arrive on time, ready to work each day scheduled.

You will report your time through Time Tracking using a hospital land line phone (No cell

phones).

All changes to the established schedule must be requested in advance and approved by the

DM/MDM in order to be considered an official schedule change.

If you need a day off, it is your responsibility to find another Photographer to either trade

shifts with you OR take an additional shift. The Photographer requesting the schedule

change is responsible to notify the DM/MDM at least 24 hours in advance of the schedule

change.

If you are unable to find coverage, you are required to work your shift as scheduled.

If you are unable to report to work due to an emergency or sudden illness, you must notify

your DM/MDM as soon as possible. Leave a voice message if necessary.

Many hospital contracts require coverage 365 days per year. You may be required to work

holidays.

You may be asked to cover other shifts at your assigned hospitals. You are encouraged to

work with the team of photographers assigned to your hospital to make sure the hospital

schedule is covered.


Actions which may lead to disciplinary action, up to and including termination, may

include (but is not limited to):

- Reporting for work under the influence of alcohol or illegal drugs;

- Mishandling Company funds;

- Using obscene, profane or abusive language including malicious gossip with coworkers,

staff, families, customers or vendors;

- Possession, distribution, sale or offering for sale of any alcoholic beverage or illegal

drugs while on duty;

- Threatening, intimidating, coercing or abusing fellow employees;

- Stealing, misappropriating, intentionally damaging or destroying the assets or property

of the Company, hospitals or fellow employees;

- Using property (including Office equipment, use of stationery, cameras, computers, etc.)

for use other than business without obtaining prior written permission of your DM or

his/her designee;

- Violating safety rules, practices and procedures;

- Distribution of business cards or other materials to promote a business other than

Mom365;

- Falsifying information, reports or documents submitted to, or on behalf of, Mom365;

- Verbally, physically or emotionally abusing or harassing a fellow employee or customer

including, but not limited to, sexual harassment Discriminating against a fellow

employee or customer by reason of race, creed, color, religion, sex, sexual orientation,

gender identity, national origin, age, disability, marital or veteran status;

- Posting or removal of notices, signs or writing in any form on any hospital premises or

distribution through hospital mail boxes without prior permission;

- Conducting one’s self in a manner which is inconsistent with the highest standard of job

responsibility or potentially damaging to the Mom365’s reputation in the community;

- Possessing weapons while at a Mom365 facility, Mom365 serviced Hospitals or a

Mom365 sponsored event;

- Failing to cooperate fully in any internal investigation including knowingly making false

statement or omitting pertinent information;

- Failing to report known acts or plans of dishonesty;

- Sleeping or giving the appearance of sleeping while on duty except when specifically

authorized to do so or during designated break times;

- Failure to comply with a lawful directive from your supervisor (insubordination);

- Violation of the Order and Payment Handling Policy;

- Violation of the Social Media Policy;

- Violation of the Non-Disclosure and Non-Compete Agreement;

- Violation of hospital rules, regulations or procedures; and

- Inaccurate reporting of time worked (theft of time).


Your Assigned Work Schedule You were selected for this position based on multiple criteria including your willingness to accept to accept flexible work assignments. Your DM will establish a schedule for you at the hospital(s) you are assigned to work. Business needs can vary for a variety of reasons, so you may be asked to adjust your hours, days or locations based on changing business needs. REMEMBER – we do not control when Babies arrive, we control being there after their arrival to offer every Mom an exceptional portrait experience. If your availability should change, you need to communicate the change immediately to your DM.

Ulti Pro Time and Attendance (UTA) Use the following steps to log on to your Mom365 Employee Self Service Portal and open the Time & Attendance program. You can get to the Self Service Portal and Time & Attendance using any computer, tablet, or mobile device that has a browser and internet access.

Note: This version of Mom365 Time & Attendance is not optimized for display on small mobile devices. You can still use Time & Attendance from your mobile device and cell phone but you may have to scroll and resize the screen to use all the functions. The examples in the following instructions are for using Time & Attendance on a personal computer.

Opening Time & Attendance

1. In your web browser go to https://n31.ultipro.com.

2. Enter your Employee Self-Service Portal User Name and Password, then click Log In or press Enter.

https://n31.ultipro.com/


3. Hover the mouse pointer over the Myself tab in your Mom365 page, then click on the Time & Attendance link.

This takes you to the Time & Attendance Launch Pad.


About The Launch Pad The Launch Pad is the first page that appears when you log on to Mom365 Time & Attendance. Think of it as your work schedule and timesheet Home page. When a Photographer logs in to the system, the Launch Pad displays a calendar of his/her current schedule. Directly below the schedule calendar is a balance summary and week-to-date summary of the Photographer vacation time.

The Launch Pad has a series of menu option tabs across the top of the page. The options that appear depend on your Mom365 job role. The menu options shown in the example above are those available to Mom365 Photographers. Launch Pad Menus This table explains what each Time & Attendance menu option does and who can use them.

Menu Option Purpose Available To

Launch Pad Provides a summary of Time and Attendance information.

Photographers, DM/MDM

Messages Inbox for messages from the scheduling system.


My TS My Timesheet. Opens the current timesheet for the person logged in to the system


Request Time Off Opens the screen used to request time off.



Attendance Policy (please see employee handbook for more details) Tardiness: You will be considered tardy clocking in 5 minutes to 30 minutes after the designated starting time. Checking in to work more than 30 minutes after the start of your shift will be considered a partial absence. If you will be late for your shift, you are required to notify your DM (not a co-worker) as soon as possible. Continuous late arrival for work or returning from meal periods and breaks may be cause for disciplinary action. Disciplinary action, in accordance with the Progressive Discipline Policy will be taken if an employee reaches (1) three (3) tardies - Verbal Warning, (2) five (5) tardies - Written Warning, and (3) seven (7) tardies - Final Warning, and (4) eight (8) tardies - Termination. Attendance: If an employee does not report for his/her scheduled shift, disciplinary action will be taken, (1) No call, no show - progressive disciplinary action up to and including termination of employment, (2) three (3) consecutive no call, no show episodes is considered job abandonment and a termination will be processed, (3) three (3) absences - Verbal Warning, (4) five (5) absences - Written Warning, (5) seven (7) absences - Final Warning, and (6) eight (8) absences - Termination. Reporting to Work: If you will be absent from work, it is mandatory that you report the absence directly to your DM/MDM at least two (2) hours prior to the beginning of the shift, or as soon thereafter as possible. You may be required to provide your Supervisor/Manager documentation (doctor’s note, jury summons, etc.) to support your absence. Daily direct communication is required for each day you are absent. An absence of more than three (3) consecutive days may require a Doctor’s note upon return to work. In reporting an absence, you are expected to communicate fully with your Supervisor/Manager, including the reason for the absence, expected return to work date, important job related information, etc. You must speak directly with your Supervisor/Manager or his/her designated representative. It is not permissible for you to communicate an absence through a peer employee or by voicemail unless no other options are available.

Meal/Lunch and Rest Periods Employees who work more than five (5) consecutive hours in a shift must take a 30-minute unpaid meal break, as scheduled. In addition, employees may take a 10-minute paid rest break period for each four (4) consecutive hours worked in a shift. Your DM or FT will discuss this in more detail during your training. Employees may also waive their meal/rest periods by signing a written waiver. Overtime Employees may occasionally be asked to work beyond their normally scheduled hours. Employees must obtain approval from their Supervisor/Manager in advance of working overtime. Failure to obtain permission prior to working overtime may result in disciplinary action, up to and including termination.


Holiday Pay There are six holidays recognized by Mom365 for Photographers:

New Year’s Day

Memorial Day

Independence Day

Labor Day

Thanksgiving Day

Christmas Day When working a holiday, you will receive $7 per hour in addition to your normal pay. This extra amount is to compensate you for working on the holiday. This is pay above your normal pay for the day. The policy affects all pay types. You must work the holiday to be paid the additional amount.


Productivity In an effort to support you in achieving your maximum potential, your DM/MDM will provide you with hospital specific goals. You should post your goals at the hospital if you have a private place (a place for Mom365 employees only) to post. It is important you are able to see your goals daily. Goals are developed based on trends, previous performance and the birth rate at each hospital. Goals are developed around the following key measurements:

Number of photos per birth rate

Percentage of emails to be collected per birth rate

Number of sales per photo sessions

Average Order

Photo Sessions per Clocked Hour Your DM may include additional goals based on company direction or service needs.

Compensation Your DM/MDM is responsible to discuss your compensation plan with you. You need to make sure you understand your compensation program and your photographer productivity statement. If you are unclear on any aspect, please ask your DM. Mom365's Employee Self Service Portal (ESS) is a web-based portal which allows you 24/7 access to your Mom365 Human Resources, Payroll and Benefits information from any computer through the UltiPro system using an internet connection. In the ESS Portal, you are able to review detailed Paycheck and Productivity Statement information. You should have received an Offer Letter from the Recruiting Department with your pay rates which you accepted and signed. Additionally your DM/MDM may provide you with a form indicating your Compensation Plan. Photographers are paid twice a month (24 times a year).

The 1st through the 15th of each month is the first monthly pay period and is typically paid on the 25th of the month.

The 16th through the last day of each month, is the second monthly pay period and is typically paid on the 10th of the following month.

If payday falls on a holiday or a Saturday, you will be paid on the last business day before the holiday. If payday falls on a Sunday, you will be paid on the following business day.

See attached Photographer Pay Calendar for specific pay dates. Employees should promptly and immediately review their pay checks for any errors or mistakes, including the amount of gross wages, or other compensation reported for the pay period as well as the amount of any deductions from such compensation. If you find an error, report it to the Payroll Department immediately. If there has been an erroneous overpayment or underpayment, it will be corrected as soon as possible.


Employees will be paid commissions earned on orders which have been fully paid by the customer. Upon termination of employment, employees will only be paid commissions earned on orders placed before or on the date of termination. Residual commission payments will be paid to the employee four (4) payroll periods following the date of termination. However, no residual commissions will be paid on orders placed by anyone after the date of termination. Employees will receive a refund of any deposits provided to Company for Company property less any amounts owed for open accounts receivables.

Sales Incentives & Contests A sales incentive is a dollar amount added to an item in addition to the normal compensation plan to encourage the photographer to present and sell the items to customers. A contest may be offered by a DM or by the Service Center to provide a competitive environment and create fun for photographers. Contests are usually specific to a certain item or sales activity for a stated duration of time. Payments for contests may be in the form of a gift card or added to normal payroll processing and are indicated as “contest” on the photographer’s productivity statement.

Understanding Commission When you work on commission, you have an opportunity to write your own paycheck! That is, the smarter you work, the more money you can make. Example: If you are paid a commission rate of 20% and you sell a photo package that costs $100, you will earn $20 in commission on that package. The customer will pay shipping/handling and tax on the purchase but your commission is based on the package price as shown in our catalog. Commission is not paid on shipping charges or tax. Our pay periods run from the 1st through the 15th and the 16th through the end of each month. At the end of each pay period we add up the number of hours the photographer worked during that two week period and compare it to the amount of commission he/she has earned. Let’s say Polly Photographer worked 20 hours during the pay period, and earned $300 in commission. If we divide $300 by 20 hours it would show that Polly averaged $15 per hour worked. If, however, Polly had worked those 20 hours and only earned $100 in commission, she would have averaged $5 an hour. That isn’t good so we have a special ‘fallback’ fund that we would use to increase her pay to her guaranteed minimum. After all, we want her to earn a decent amount for her hours worked even though she didn’t earn much commission. This is for use only when necessary and most photographers never have a need for it because they do well at sales and manage their time wisely.


Photographer Commission Rates by Channel Channel Commissionable

Order Value* • In hospital bedside sales 100% • Web Sales 100% • Inbound telesales Call Center 75% • Outbound telesales Call Center 25% The percent of the Net Order Value that is commissionable to the Photographer. For example, a Photographer being paid for bedside and web sales will receive the assigned commission rate on 100% of the Net Order Value. For inbound call center orders, the Photographer will receive the assigned commission rate on 75% of the Net Order Value, and on outbound call center orders will receive the assigned commission rate on 25% of the Net Order Value. Example:

$100.00 order for a Photographer being paid 24%:

In Hospital Bedside and Web Orders $100 commissionable * 24% = $24

Inbound Telesales Call Center Orders $75 commissionable * 24% = $18

Outbound Telesales Call Center Orders $25 commissionable * 24% = $6

If an order is discounted, the commission is paid on the discounted price. This is an example of how it is itemized and displayed on the Photographer Productivity Statement:

Notice the difference in the Paid Order $ and

the Commissionable Order $ lines


Summary of Photographer Benefits

Benefit Description

Health Plan You will receive an email from the Benefits Department

regarding Health Plan options

Can cover employee and dependents

401 (k)

Profit Sharing Retirement Plan

Eligible on the 1st day of the month following the month of hire

Must be 21 years of age or older

Enrollment materials on My365 and from the HR Department

Direct Deposit

Method to distribute pay checks

Normally 1st paycheck is a paper check; then Direct Deposit for future checks

Can change accounts by filling out a new form and submitting to Payroll Department

Employee Discount

Must complete 90-day orientation period

Must be a current employee

50% discount on photos and products

Employee’s child or grandchild

Order must be placed with Field Support/Customer Care

No shipping/handling charges on photo orders

Sales Tax does apply

Leave of Absence

Must have been employed at least 90 days

Must not have open AR (Accounts Receivable)

Must not have any disciplinary action taken

30-day notice required (when possible)

Medical and Discretionary Leaves are available

Medical Leaves may require documentation from a physician and a return to work authorization


Jury Duty

Must notify DM as soon as jury duty notice or subpoena to serve as a witness is received

Will be paid for regularly scheduled hours to a maximum of 8 hours a day

When released or dismissed expected to return to work for the remainder of a shift

Must submit a copy of jury summons and court attendance records and records of jury duty compensation as required/instructed by DM

Military Leave All employees called to active or reserve duty/training are

granted unpaid leave under USERRA

Bereavement Leave

Must be employed at least 90 days

Up to 2 days for In-State services/up to 3 days for Out of State services

Immediate Family Only (spouse/domestic partner; children/step-children; parents-step parents; siblings-step siblings; grandparents of the employee; fathers/mothers-in-law)

Will be required to show proof of relationship

Non-immediate family – with approval of DM/MDM – can use PTO, if available

Paid Time Off (PTO)

Accrual Rates: 0-1 Year = Equivalent of 5 days 1.93% of hrs worked per pay period 1+ Years = Equivalent of 10 days 3.85% of hrs worked per pay period

Begin accrual from date of hire. The vacation year is January 1st through December 31st of each year

Must work a minimum of 43 hours and a maximum of 87 hours during a pay period

Must have DM’s approval for request of using vacation time

Eligible to take vacation after 180 days of employment

Does not accrue during Leave of Absence or other periods of inactive service

Eligible to be paid accrued vacation hours upon termination if a two week notice is given and worked, no open AR, and must be employed a minimum of 180 days

Holidays

New Year’s Day

Memorial Day

Independence Day

Labor Day

Thanksgiving Day

Christmas Day Note: Photographers who work recognized holidays will receive $7 per hour for holiday bonus pay

Compensation for Paid Time Off (PTO), Meeting, Funeral, Jury, and Event Hours will be paid at the fallback rate for the assigned Primary Hospital. For Questions or Concerns, please contact: Human Resources by email: [email protected] or phone at 1.800.422.3686 ext. 2000



Hospital Conduct Although you report directly to your DM, each hospital may have a unique set of rules and regulations.

You are expected to comply with the policies and procedures of the hospital(s) in which you work.

When in doubt about a hospital policy or procedure, consult your DM. Examples of a unique rule might be:

All contract/vendor personnel must park in designated areas not in visitor or patient parking.

Must have a hospital parking pass visible in the front windshield.

Must not use valet parking.

Dress Code Policy As the leading newborn photography company in the United States, we know our image is very important to our hospitals and to our Moms. Consideration was given to the safety of our customers and employees when determining the official Mom365 Dress Code Policy.


PROFESSIONAL PHOTOGRAPHERS: Women

Purple Mom365 ¾ sleeve button down shirt or smock must be worn at all times

It be must worn buttoned up and must be clean and neatly pressed at all times

Smocks must be tied neatly in the back at all times

Black slacks or knee length skirt neatly pressed at all times

A black non-logoed shirt may be worn under your purple shirt or smock

Clean, closed toe, rubber-soled, comfortable, non-skid all black shoes with black hosiery or socks

Hair clean and neatly combed

Hair must be a natural color (e.g., no hot pink, green, blue, purple hair color)

Face must be clean with minimal, natural makeup

Hair that is shoulder length or longer must be pulled back away from grasp of Baby when interacting with all newborns

Fingernails must be clean a natural color and must be kept to a length of less and ¼ inch beyond the fingertip. Polish, if worn, must be free from chipping

Mom365 or Hospital badge/identification must be visible, and displayed from the collar of the shirt


Men

Purple Mom365 long sleeve button or short sleeve down shirt must be worn at all times

Long sleeves can be neatly rolled up to midway between hand and elbow

It be must worn buttoned up and must be clean and neatly pressed at all times

Black slacks neatly pressed at all times

Clean, closed toe, rubber-soled, comfortable, non-skid all black shoes with black socks

Hair clean and neatly combed

Hair must be a natural color (e.g., no hot pink, green, blue, purple hair color)

Fingernails must be clean, and a natural color

Mom365 or Hospital badge/identification must be visible, and displayed from the collar of the shirt

NOTE: Some Hospitals may have even a more restricted and/or specific policy regarding dress code. As our customer, we will comply with their wishes and everything above has been expressed by them. If you have any questions regarding this policy, please check with your DM/MDM.


Unacceptable

No jeans of any color

No capri pants

No sweatpants

No yoga pants

No sandals

No flip flops

No logoed tank tops

No logoed t-shirts

No miniskirts or shorts

No dirty or messy hair

No visible tattoos

No face jewelry (lip, tongue, nose, eyebrow, or chin)

No Rings - (Exception: Wedding rings are okay as long as there are no sharp edges that could break the glove, poke or hurt the Baby)

No dangling earrings

No more than 3 stud-like earrings on ear lobes

No buttons, pins or “flair”.

No acrylic or fake fingernails

No perfume or heavily scented body spray

Never smell like cigarette or cigar smoke when photographing

No chewing gum

No sunglasses worn on the top of your head

No flowers, feathers, head scarves, bandanas or hats

No belts, scarves or sashes

No lanyards worn during photographer session (due to safety issues for photographer and the newborn during photography session)

DM/MDM and REGIONAL DIRECTORS : It is equally important that we, as representatives of Mom365, dress appropriately when working in or visiting one of our hospitals. The following policy is for our DM/MDMs and Service Center personnel and will be strictly enforced as well. We must all Dress for Success.

Blouse, jacket or sweater and slacks clean and neatly pressed (jacket can be any color) for women

Appropriate dress shirt, jacket or sweater and slacks for men

Hair must be clean and neatly combed

Appropriate business shoes with hosiery

Mom365 badge/identification


Compliance and Federal State Laws Mom365 will comply with all federal and state laws in the employment of individuals.

Equal Employment Opportunity Policy Mom365’s work environment is based upon respect for the individual and on his/her particular talents and qualities. It is the policy of Mom365 to select, hire and promote individuals solely on the basis of their qualifications and ability to perform the responsibilities of the position. We strive to recognize and optimize an employee’s unique differences and individual contributions. We offer all employees and applicants for employment equal opportunity without regard to race, color, religion, national origin, age, sex, physical or mental disability, veteran status, sexual orientation, marital status, gender identification or other protected group status.

Sexual Harassment Policy Sexual Harassment is defined as any unwelcomed behavior of a sexual nature that occurs in the workplace. Mom365 prohibits any type of harassment. If you experience unwelcome conduct or know of a situation, notify your DM/MDM or Human Resources immediately. Mom365 will fully investigate the complaint and take necessary actions to address such behavior.

Substance Abuse Mom365 is fully committed to the support of and compliance with the Drug-Free Workplace Act 1988. We strongly believe that substance abuse in the workplace is a serious issue. In addition, its impact on employee’s health and safety, substance abuse has a negative effect on productivity, moral and profits. Therefore, it is the policy of the company to maintain a drug free workplace in compliance with the Drug-Free Workplace Act of 1988, and freedom from the effects of alcohol abuse. For a copy of the Company’s Substance Abuse Policy, see the Employee Handbook. Mom365 has the right to test employees for drugs and/or alcohol for the purposes of pre-employment, reasonable suspicion, post-accident and as required by hospital contracts.

Terminations (Voluntary/Involuntary) If you decide to leave the company (Voluntary Termination) and wish to do so in good standing, you are expected to provide a written resignation letter to your DM, and are expected to give and work a two week notice. Employees who resign who provide two weeks’ notice and work their scheduled shifts are eligible for rehire. Within three (3) days of your Voluntary Termination (last day worked) you are expected to return all company property (Mom365 name badge, hospital name badge, badge reel, access keys, company apparel, etc.) to your DM. If an Involuntary Termination occurs, you would be expected to return all company property immediately. Your signature on the Photographer Acknowledgement form will authorize Mom365 to withhold the maximum amount allowable by law from your final paycheck should you not return all company property promptly and in good usable condition.


Safety in the Workplace Your DM will not be on location with you for each assigned shift. It is your responsibility to maintain a safe work environment. Accidents and injuries are investigated to prevent future incidents. Your cooperation, positive attitude and active participation in safety efforts are necessary for success. Remember to:

Report all injuries IMMEDIATELY to your DM, regardless of the severity or your intent to seek medical attention.

Complete injury/accident report within 24 hours of the incident. This is available on My365 and/or your DM will forward to you upon notification of an incident.

Report unsafe conditions or unsafe equipment to your DM/MDM.

Employees involved in a work-related incident/accident that involves bodily injury (either to themselves or others) or that requires medical attention will be subject to mandatory drug and alcohol testing.

Suggestions:

Wet Floor Signs – please go around areas identified with a wet floor sign. Remember if the bottom of your shoe gets wet, they stay wet after you have left the wet area.

Check the Cart Power Cord – make sure the cord does not show visible fraying at either end (wall or cart). Make sure all 3 prongs are intact on the cord.

Do not remove a prong from a wall outlet – report this to the nurses. They will complete a maintenance request form. Remember the outlet is live and if you attempt to remove the prong, you may get an electrical shock.

Do not attempt to lift the cart – this can cause injury.

Always push, do not pull the cart.

Do not walk with your arm extended behind you pulling the cart – this can cause a shoulder injury.

Social Media Policy Mom365 recognizes the importance of the Internet in shaping public opinion about our company and our current and prospective services, employees, partners, and customers. Mom365 also recognizes the importance of our employees joining and helping shape industry conversation and direction through blogging and interaction in social media. Mom365 is committed to supporting your right, and encouraging you, to interact knowledgeably, responsibly, professionally and socially on the Internet through blogging and interaction in social media. Consequently, these guidelines in this policy will help you make appropriate decisions about your work-related blogging, the contents of your personal blogs and social networking profiles. This policy is in addition to, but does not replace the Company Information Technology and Electronic Communications Policy. Please see the Employee Handbook for more information.


Non-Disclosure and Non-Solicitation Agreement As a condition of employment, all photographers are required to sign a Non-Disclosure and Non-Solicitation Agreement. In general, this agreement prohibits a photographer from disclosing confidential Company information, from competing with the Company during employment, and for a period of two years after termination whether voluntary or involuntary. This includes but is not limited to:

Vehicle Identifiers

Device Identifiers

Certification/License Number

Web (URLs)

Internet Protocol (IP)

Health Plan Beneficiary Numbers

Account Numbers


About Time Tracking Time Tracking is the phone system Mom365 employees in the field will use to call in and clock in or clock out of hospitals, as well as to report no service is required for a hospital when no photography service is required. Benefits from using Time Tracking include:

1. An option to hear the prompts in either English or Spanish.

2. Photographer and hospital number validation checks that will reduce data entry errors.

3. The ability for photographers to clock out and clock back in during the same phone call when they need to assume another work role.

Clocking IN 1. Call 1.800.299.2897 when you arrive at the hospital.

2. Stay on the line for English or press # for Spanish.

3. Press 1 for Clock In.

4. Enter the four digit hospital number.

5. Enter your six-digit Employee ID.

6. Enter the number that corresponds with your job role that day:

1) Photographer 2) Field Trainer- needs to be updated 3) Trainee

7. Confirm your job role.

8. Wait for the confirmation message and then hang up.

Clocking OUT 1. Call 1.800.299.2897


3. Press 2 for Clock Out.

4. Enter the four-digit hospital number.


6. Press 2 to end your day and clock out.

7. Note: Trainees must enter ZERO for carry-over births. Field Trainers will report the number of carryover births.

8. Confirm the number of Carry-Over births* for that day.



Changing Roles and Clocking Back In If you are changing roles during a work day (for example, from photographer in the morning to FT in the afternoon) follow the clock out procedure described above. When you come to Step 6, do one of the following:

6. Press 1 to change job roles.

7. Enter the number that corresponds with the job role you are switching to that day:

1) Photographer 2) FT

8. Confirm the job role.


Reporting No Service Required Use the following steps to report No Service Required.

1. Call 1.800.299.2897


3. Press 3 for No Service Required.

4. Enter the four-digit hospital number.



*Carry-Over births are all babies on today’s census that did not decline a photo session and were not in NICU who were NOT photographed today.


Logging in and out of OS2 computer at hospital throughout work day OS2 is the software used for sales on the carts in the Hospitals. Details and Action Items Start of Day

Photographer calls into Time Tracking immediately upon arriving at hospital.

Photographer logs into OS2 and selects Start of Day. Upon completion of portrait session in Mom’s room

Photographer logs out of OS2 and selects In Between Rooms and shuts down computer. Unless using a laptop with “cluster cart” as battery allows computer to remain on. This computer must still be shut down at least every third room.

30 minute Lunch

Photographer calls out of Time Tracking, inputting all 0’s.

Photographer logs out of OS2 and selects Lunch.

Upon returning from lunch, Photographer calls into HART and logs into OS2 and selects Return from Lunch.

For States that require mandatory 15 minute break after 4 hours

Photographer logs out of OS2 cart and selects Break.

Upon returning from break, Photographer logs into OS2 and selects Return from Break. If Photographer needs to call Camera Support

Photographer stays clocked into Time Tracking.

Photographer logs into OS2 computer and selects Start Support Call.

When call with Camera Support is complete, Photographer logs out of OS2 and selects End Support Call.

End of Day

Complete all routine End of Day tasks (cleaning cart, restocking supplies, leaving a note for next shift’s photographer, etc..)

Note: Logging out of OS2 cart and calling out of Time Tracking are the final two tasks for photographers to complete before leaving hospital.

When Photographer completes transmitting all records at end of shift, log out of OS2 and select End of Day.

Photographer calls out of TimeTracking. NOTE: When Conducting New Hire Bedside Training

Trainer always logs into OS2 cart on Photographer line.

Trainee logs into OS2 cart on Management/Guest line.


Office Supplies: Most supplies you need to perform your duties will be acquired through the monthly inventory process. Should you need a stapler, staples, 3-hole punch etc. please inform with your DM. In many hospitals we share the items with the nurses. However, should you need to purchase an item, you should have the purchase and approximate cost pre-approved by your DM.

Hospital Supplies Mom365 handles supply ordering by replenishing hospital supplies based on current inventory. Each hospital is assigned one day each month for the photographer to call into Field Support with the current inventory levels. Supplies are then shipped based on the inventory level and previous supply use at the hospital. DMs will communicate the Inventory Date for each hospital to the photographers, and will be included on the monthly schedule. There should be a supply of blank Monthly Hospital Inventory forms at each hospital. The forms are also available on My365. Prior to calling Field Support Services, the photographer working on the designated day should count all supplies and complete the form. We use rechargeable batteries for our flash and camera systems. You should not have to order batteries on a monthly basis, just when the batteries no longer hold a charge.


Hospital Inventory Form Sample


Equipment Handling and Transfer The equipment used in the hospitals is electronic and is considered sensitive. Mom365 expects you to take care of the equipment the same as you would take care of your own equipment. Mom365 has developed best practices for safe camera handling outlined below. The hospital environment may also contribute to equipment malfunctions. Due to the amount of linens used and lint associated with the linens, variety of floor surfaces which means we cross over thresholds daily, expansion joints in units which we cross, and in/out of elevators etc. can cause some internal soldering to break loose. We also have multiple photographers using the equipment – some with heavy hands and others who seem to have issues “bumping” into walls, doorways, etc. throughout the day. Should your equipment malfunction on your shift – it is your responsibility to contact Digital Camera Technical Support to request assistance (1.800.620.8476 Option #1). If they determine the malfunctioning equipment needs replacing, they will send a replacement. BE A GOOD TEAM MEMBER – DO NOT LEAVE MALFUNCTIONING EQUIPMENT FOR THE PHOTOGRAPHER WORKING THE NEXT SHIFT. This action may cause your team member to not be able to work or create customer service issues with both Moms and the hospital personnel. Most replacement equipment is shipped directly to the hospital. You should notify the shipping and receiving department and asking them to hold the equipment and you or your team photographer will pick it up in the morning as opposed to waiting on it to be delivered to the unit (may actually save a day in delivery time). Digital cameras are shipped to the photographer scheduled for the next shift. If you receive replacement equipment: 1. You have 24 hours to replace the malfunctioning piece of equipment. Equipment would not have

been shipped if it was not needed. 2. Repack the malfunctioning equipment in the packaging and box the replacement equipment was

shipped in to the hospital/photographer. 3. If you are returning a flash or camera, please remove the rechargeable batteries and keep them at

the hospital. 4. Take the UPS pre-paid, pre-addressed label from the box and put it on the outside of the box. 5. Complete the Equipment Transfer Form putting one copy in the box with the malfunctioning

equipment and keeping a copy for your records at the hospital. 6. At the end of your shift, take the malfunctioning equipment to the shipping department and instruct

them the package has a pre-paid label and to ship with the next UPS shipment. Many hospitals have UPS pick up and drop off twice a day.

7. Notify your team photographer and DM once the equipment has been replaced.


Order and Payment Handling Policy All payments collected and accepted for orders placed at the hospital belong to Mom365. Employees in photographer positions are personally responsible for payments they accept from Moms and others, and for ensuring the payments arrive safely to the Service Center office by following the payment processes for each payment type. Following the process for each type of payment is the only documentation you will have at the hospital should a payment be lost or listed on a report as missing. DM/MDMs and others in the company receive regular reports of missing payments. DM/MDMs are responsible to investigate each missing item. Your photographer number (MSR#) is associated in the system for every photo session you complete. Payments missing due to failure to follow the proper procedures will be the Photographer’s responsibility to pay, as permitted by state law. Failure to make the payments will result in disciplinary action, potentially legal action, up to and including criminal prosecution.

Payment Handling Procedures Things to remember about accepting payments from customers on behalf of Mom365: 1. For every order placed bedside, collect FULL payment – no deposits, no partial payments. 2. Mail your customers’ payments daily – within 24 hours of the completion of your shift. 3. Make certain all payments are included in one envelope for each hospital. Write your hospital

number and date on the outside of the provided envelope. 4. DO NOT SEND CASH THROUGH THE MAIL. 5. Obtain a money order (print the attached Money Order sample and take it with you to the hospital

to use as a resource). 6. Do not transmit orders without payment applied. This will show up on the Missing Payments Report. 7. Match the deposit amounts with the amounts listed on your End of Day reports. 8. Complimentary and Discount Orders cannot be placed through the cart at the hospital. You must

call Field Support Service (1.800.620.8476 Option #2)s or Customer Care (1.800.620.8476 Option #3). You will need to manually enter the information on your End of Day reports.

9. Remember: You are paid for orders once the payments are received at the home office and applied to Mom’s account.


Cash 1. Collect the correct amount. Make sure to include shipping and handling, and taxes. 2. Make sure the cash you accept from a customer matches what the system indicates as balance due. 3. Let customers know we accept exact change only. Mom365 does not provide petty cash at hospitals

or require photographers to carry a personal supply of petty cash. 4. Count the money in front of the customer. Avoid being under/over. 5. Do not send cash through the mail. Purchase a money order or with DM approval, write a personal

check. 6. If purchasing a money order, the cost of the money order is considered the cost of doing business –

deduct the amount of the money order from the money the customer pays. You must also submit the store receipt for the purchase of the money order with your daily work.

7. Typically, purchase one money order or mail one personal check per hospital per day. 8. Mail your money order or personal check with the End Of Day paperwork. 9. When you return to the hospital on your next assigned shift, physically attach (tape or staple) the

money order receipt to your End of Day paperwork you maintain at the hospital. 10. Make sure you enter the money order information in your software. 11. You may NOT use your personal credit card to submit payments in lieu of the money order or a

personal check. 12. Time spent obtaining money orders is considered hours worked and should be reported to your DM. Personal Checks 1. The standard company policy still requires purchase of a Money order for Cash received from

Moms, but we will accept a photographer’s personal check instead if the photographer agrees to the following terms and conditions to maintain the privilege of this exception.

2. If using the personal check option, (you would deposit the cash from Mom into your personal checking account and write a personal check and return payment to Mom365) you must include your photographer number by your signature and the customer ID # and Mom’s last name written in the memo/for section of your check.

3. If your personal check is returned, you will be charged a $30 insufficient funds by Mom365 check cashing service and you may have a similar charge from your bank.

Credit Cards This is the simplest and first type of payment you should request. Once you have determined what Mom is ordering and know her total ask “What credit card would you like to use to pay for your order today?”

1. Verify the credit card is not expired and the expiration date to ensure it isn’t expired. The card expires on the last day of the month.

2. Make sure you document the credit card information correctly in your system. At this point you are not authorizing the purchase to the card. You are collecting data. The card will be processed once the order is transmitted to the home office.

3. If Mom indicates someone who is not present is paying for the order, ask if they are using a credit card. If they are, you can take the credit card information over the phone.


Check or Money Order Received from a Customer Procedure: Mom365 preferred vendor of money orders is Money Gram. You can find the Money Gram location closest to you or your hospital on line by going to www.moneygram.com. They are the quickest to trace and replace a lost money order. When customers pay by a check or money order: 1. Have the customer make the check/money order payable to Mom365. 2. Make sure the check/money order is signed. 3. Have a check/money order writer (if other than Mom) include a phone number and Driver’s License

number on the face of the check. 4. Write the full customer ID number on the face of the check/money order, ppreferably in the

memo/for section. 5. Amount should be the full amount of the order. Including shipping, handling and taxes. 6. DO NOT take a post-dated check. 7. Mail the check/money order with the End of Day paperwork in a Digital Mailer within 24 hours of

the completion of your shift. 8. We do not accept Starter or Temporary Checks (checks without a preprinted name on the front).

Sample Money Order Preferred Vendor: MoneyGram 1. Make Money Order Payable to Mom365. 2. Purchaser/From: Photographer Name and Photographer #. 3. Print on front of Money order and money order stub: Mom’s Last name and Customer ID #. 4. Mail within 24 hours of end of shift in the provided pre-addressed, postage paid envelope. 5. Staple money order stub and store receipt with fee charged for purchase of money order to the

Daily Detail Report at hospital. 6. Do not print over any of the pre-printed information on the Money Order. 7. Limit of 3 customers per money order.

Mom


Store Receipt with Fee charged Suggestion: Take a pen and a Digital Mailer (envelope) into the location you choose to get a money order. Immediately, when the money order is handed to you, write Mom365 in the “Pay To” section. No reputable retailer will accept a money order that appears to have been altered. Put the money order into the Digital Mailer which is larger and a little more difficult to misplace. You can complete the remainder of the Money Order once you step away from the counter. When you get a money order, you should email your DM and they will adjust your time to reflect the time you spent getting the Money Order.

Summary of Payment Handling Expectations 1. Verify each order to make sure the appropriate payment option is indicated and the correct amount has been

collected. 2. Verify the amount of each order matches the payment you have on hand. 3. Submit your deposits electronically. 4. Print one copy of the End of Day paperwork to include with any deposits for the day and mail using a Digital

Mailer. 5. Print one copy of the End of Day paperwork to have as a back-up at the hospital and for photographer use to

compare to the Productivity Statement to daily sales to verify photographer compensation for all orders.

Mom


Travel and Expense Reimbursement Policy It is Mom365 policy photographers will be reimbursed for reasonable costs they incur to conduct company business. All requests for reimbursement should be properly recorded (including hospital numbers traveled from/to) on the approved form and submitted to your DM for approval. All requests should be submitted within 14 days of the date the expense was incurred. All reimbursements are issued by the Accounts Payable department and are not processed through payroll or direct deposited. Parking: Photographers are reimbursed for parking at a hospital when the cost is necessary to do the job (i.e. when the hospital does not provide free parking or does not direct bill Mom365). Mileage: Should you perform photography services at more than one location on a scheduled day, you will be reimbursed for travel between covered hospitals. We do not provide mileage for the following: 1. No mileage is paid from the photographer’s home to the first hospital covered on any day. 2. No mileage is paid from the last hospital covered on any day to the photographer’s home. 3. If the Photographer travels to a hospital other than one of their regularly scheduled hospitals and it

is at a greater distance, the Photographer will be paid for the additional mileage each way above and beyond the distance of traveling to their regular hospitals.

Mom365 currently reimburses photographers $0.45 per mile for approved travel. Photographer (or car owner) MUST have the legally required minimum insurance coverage on the car used for company travel.


Photographer Reimbursement Sheet (sample)

Table of Contents...Mom365, Inc. Revision date2/23/2016 3613 Mueller Rd, St Charles Mo, 63301 T:...

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Transcript of Table of Contents...Mom365, Inc. Revision date2/23/2016 3613 Mueller Rd, St Charles Mo, 63301 T:...