Extras
Phone: +353 83 348 5544
www.setextras.ie

Member’s Handbook
_______________________________
So Enter Training Ltd. 

Contents

1 Introduction
1.1 Welcome
1.2 Purpose of this Handbook
1.3 Company Background and Mission Statement
1.4 Employment Records
1.5 Data Protection

2 Company Policies and Procedures
2.1 Disciplinary Procedures
2.1.1 Purpose of Policy
2.1.2 Scope
2.1.3 Policy
2.1.4 Offences
2.1.4.1 Misconduct
2.1.4.2 Gross Misconduct
2.1.5 Procedure
2.1.5.2 Formal Disciplinary Procedure
2.1.5.2.1 The Investigation Procedure
2.1.5.2.2 The Disciplinary Procedure
2.2 Grievance/Dispute Procedures
2.3 Bullying and Harassment Policy and Procedure
2.3.1 Harassment, Sexual Harassment and Bullying
2.3.1.1 Harassment
2.3.1.2 Sexual Harassment
2.3.1.3 Bullying
2.3.1.4 Lack of Respect
2.3.2 Procedures
2.3.2.1 Informal Procedure
2.3.2.2 Formal Procedure
2.3.2.3 Investigation
2.3.2.4 Outcome
2.4 Health and Safety Policy
2.4.1 Principles applying to Health and Safety
2.4.2 Accident Reporting
2.4.3 Fire
2.4.4 First Aid
2.4.5 Personal Protective Equipment
2.4.6 Smoke-free Workplace

3 Terms and Conditions
3.1 Hours of Work
3.2 Breaks and Rest Periods
3.3 Absence
3.4 Hygiene
3.5 Dress Code
3.6 Alcohol and Drugs
3.7Confidentiality
3.8 Application Information

1 INTRODUCTION

1.1 Welcome

As an employee of SET Extras , (hereinafter referred to as setextras.ie for legal purposes) you will receive this handbook, a written statement of terms and conditions of employment (a contract) and a confidentiality agreement between you and setextras.ie when you sign up. This document outlines the general terms and conditions of employment and is a confidential document between you and setextras.ie. Please read this statement carefully and tick the box as indicated. This signals your acceptance of the terms and conditions under which you will be employed. You should retain a copy of this document and a second copy will be retained by setextras.ie. We highly recommend going to www.citizensinformation.ie for a comprehensive overview of your rights and responsibilities as an employee.

1.2 Purpose of this Handbook

This handbook contains company information and a summary of setextras.ie policies which are correct at the date of print. You should note that all policies are subject to change and variation from time to time; you are advised to check with setextras.ie to ensure that you have access to the most up-to-date information. This handbook is designed to give clear advice to employees and to create a culture where issues are dealt with fairly and consistently. This is a guide to your terms and conditions of employment and should be read in conjunction with your individual statement of employment. The handbook provides you with important information relating to setextras.ie policies, procedures and rules. The information contained in this handbook applies to all our employees. Following the policies described in this handbook is considered a condition of continued employment. Failure to do so may result in disciplinary procedures being invoked. The contents of this handbook shall not constitute nor be construed as a promise of employment or as a contract between setextras.ie and any of its members. You are responsible for reading, understanding, and complying with the provisions of this handbook. You MUST signal your confirmation of receipt and understanding of it and the contract of employment by ticking the box. setextras.ie reserves the right to make reasonable changes to any of your terms and conditions of employment.

1.3 Company Background and Mission Statement

Setextras.ie is committed to the long term development of the company by meeting client’s needs. We endeavour to ensure that every single production company has an exceptional experience filming in Limerick and the mid west region because of working with us and our members. We advertise our members as the best and will strive to uphold this commitment to our clients.
We value all our employees and will endeavour to create a safe and positive working environment where all are treated with dignity and respect. We recognise the need for flexibility of operations dictated by rapidly changing economic and other conditions. It is our belief that our employees are honest and trustworthy and should be treated with respect and confidence.

1.4 Employment Records

Your employment record is very important. It contains all relevant information pertaining to your employment including address, telephone number, emergency contact details etc. It is most important that these records are kept up to date. Please notify setextras.ie of any changes to your contact details or personal information. This includes the headshot in your profile.

1.5 Data Protection

Setextras.ie will hold and collect data in relation to you in your employment. This is for the purpose of administration and management and also in compliance with applicable laws and regulations. All data will be treated with the utmost confidentiality.

Setextras.ie is committed to:

Keeping all personal information confidential and secure
Making sure the information is accurate, up-to-date and as complete as possible
Removing irrelevant information as necessary

All personal information regarding your employment may be held on computer and also in your personnel files.

Information, apart from you profile picture, gender and age will not be disclosed to any external third party without your consent, except where it is necessary in order to comply with statutory requirements or where an organisation is acting on behalf of setextras.ie. Internally the information may be made available to the senior management team and production companies as circumstances dictate. You may, at any time, request access to the information held about you; such requests should be made to admin@setextras.ie and access will be provided within a reasonable period.

2 Company Policies and Procedures

2.1 Disciplinary Procedures

2.1.1 Purpose of Policy

Setextras.ie is committed to treating all staff fairly and equally and to helping employees perform effectively. However, there may be occasions when it will be necessary to invoke disciplinary procedures which are designed to protect the interests of both setextras.ie and its employees. Each employee’s right to natural justice and fair procedures will be upheld at all times.

2.1.2 Scope

This policy applies to all setextras.ie employees. The progressive steps provided for in the policy may be skipped when applied in circumstances where it is deemed necessary by setextras.ie to do so.

2.1.3 Policy

Setextras.ie aims to avoid situations requiring disciplinary action to be taken. An informal procedure is included in this policy in an effort to ensure that where company standards and rules are not being adhered to, setextras.ie may raise these issues with the employee concerned in an informal manner, to address the situation and resolve it without initiating disciplinary action. Where there is a persistent failure on the part of an employee to adhere to the rules and standards of behaviour expected, or where a serious breach of this policy occurs, then disciplinary action may become necessary. Where this situation arises, each case will be treated consistently and reasonably. The employee will be given the opportunity to provide his/ her version of events, with mitigating circumstances to be taken into account.

Managers/supervisors will use their best efforts to:
Ensure that all cases are thoroughly investigated
Avoid any discrimination
Prepare carefully and be consistent
Adhere to this procedure

2.1.4 Offences

2.1.4.1 Misconduct

Normally, the following list of offences of misconduct will be considered as appropriate reasons for initiating disciplinary action.

Unauthorised use of setextras.ie assets and equipment.
Failing to follow the procedures in respect of absence due to sickness or injury.
Minor breach of the written statement of terms and conditions of employment.
Minor damage to setextras.ie property.
Minor breach of company rules.
Minor failure to observe company policies or procedures.
Poor time keeping. Poor job performance.

This list is not exhaustive and all cases will be treated individually.

2.1.4.2 Gross Misconduct

The following offences are examples of gross misconduct. These examples are not exhaustive or exclusive and offences of a similar nature will be dealt with under this procedure. Gross misconduct may result in immediate dismissal and/or court action without notice.

Divulging or misusing confidential information pertaining to setextras.ie and to any production you work on..
Theft or unauthorised possession of any property or facilities of setextras.ie.
Insubordination e.g. refusal to obey reasonable instructions given by those with authority to give such instructions, except where the employee’s safety may reasonably be endangered by the instruction.
Sexual harassment, harassment and/or bullying.
Serious breach of rules, policies or procedures, especially those designed to ensure safety.
Consumption of alcohol or drugs, which could affect work performance in any way or have an impact on other employees.
The possession or distribution of any controlled substance in the workplace or on the premises.
Defrauding or attempting to defraud setextras.ie, customers, suppliers or fellow employees.
Unauthorised use of images,video or information about a production across social media sites. (Employees are not permitted to take photos or record anything while working on set.) You will be required to sign and understand a confidentiality agreement before commencing work with setextras.ie.
Falsification of any company records including time keeping reports, accounts, expenses claims or self-certification forms.
Serious damage to company property.
Violent, dangerous or intimidatory conduct.
Timekeeping offences.
Conviction for, or failure to disclose to setextras.ie, any criminal offence which may render the employee unsuitable for employment or perceived as unacceptable to other employees or customers or which is likely to adversely affect setextras.ie interests.

This list is not exhaustive and all cases will be treated individually.

2.2 Grievance/Dispute Procedures
Grievances will occur in the normal course of interaction in any organisation or workplace. It is accepted that failure to provide a procedure to deal adequately with these grievances, as they arise, will inevitably lead to disputes affecting not only the aggrieved party but all those employed in setextras.ie or workplace.

It is setextras.ie intention to settle amicably, at all times, any disagreements between setextras.ie and individual employees or groups of employees, or between employees themselves. All grievances will be dealt with, without undue delay and at the earliest possible stage of this procedure. A senior member of management will ensure that all grievances will be dealt with consistently and fairly having regard to:

Company Policy
Custom and Practice within setextras.ie

Stage 1

You should first raise the matter with admin@setextras.ie who will make every effort to solve the problem as quickly as possible. The matter will be discussed informally by the employee or employees concerned, with their immediate supervisor and agree any corrective actions.

Stage 2

If you feel the problem has not been solved within a reasonable time or if you feel the solution is unsatisfactory, the matter will be referred to senior management. A meeting will take place within a reasonable period appropriate to the issue.

Stage 3

Should the matter remain unresolved, it may be referred to the appropriate body in line with the Labour Relations Commission’s Code of Practice.

During the period in which the above procedure is being followed, all employees are expected to cooperate with normal working arrangements as stipulated by setextras.ie.

2.3 Bullying and Harassment Policy and Procedure

Setextras.ie is committed to the promotion and implementation of all necessary measures to protect the dignity of employees and to encourage respect in the workplace. This will be done by creating a work environment, free from harassment, sexual harassment, bullying and disrespectful behaviour through implementation of effective procedures to deal with any complaints of such conduct as may arise.

Harassment, sexual harassment, bullying or disrespectful behaviour takes many forms and can be of a verbal, physical or visual nature. It can be described as unwanted behaviour, which a person ęnds intimidating, upsetting, embarrassing, humiliating or offensive. It affects the dignity of men and women at work.

It is essential to remember that it is not the intention of the person responsible for the behaviour which is most important in deciding whether harassment, sexual harassment, or bullying has occurred, but whether the incidents are acceptable by normal standards of behaviour.

2.3.1 Harassment, Sexual Harassment and Bullying

2.3.1.1 Harassment

“Harassment is any form of unwanted conduct related to any of the discriminatory grounds.”

In particular employees cannot and should not comment to or about, harass, or discriminate against each other on any of the following nine grounds:

Gender
Marital status
Family status
Sexual orientation
Religious belief or lack of religious belief
Age
Disability, lack of disability or the nature of disability
Race, colour, nationality or ethnic or national origins
Membership or non-membership of the traveller community

Harassment may consist of a single incident or repeated inappropriate behaviour. The following are examples of inappropriate behaviour, which may constitute harassment. These examples are illustrative but not exhaustive:

Verbal harassment, e.g. jokes, derogatory comments, ridicule or song
Written harassment, e.g. faxes, text messages, emails or notices
Physical harassment, e.g. jostling or shoving
Intimidatory harassment, e.g. gestures or threatening poses
Visual displays, e.g. posters, emblems or badges
Persistent negative body language
Ostracising or exclusion of a person

An act of harassment may occur outside the work premises or normal working hours provided the perpetrator was acting in the course of employment, for example, at a training course or on any social media site.

2.3.1.2 Sexual Harassment

“Sexual harassment is any form of unwanted verbal, non-verbal or physical conduct of a sexual nature, being conduct which in either case has the purpose or effect of violating a person’s dignity and creating an intimidating, hostile, degrading, humiliating or offensive environment for the person.

Without prejudice to the generality of the above, such unwanted conduct may consist of acts, requests, spoken words, gestures or the production, display or circulation of written words, pictures or other material.”

Sexual harassment may consist of a single incident or repeated inappropriate behaviour. The examples of types of inappropriate behaviour contained in the section on harassment apply in the case of sexual harassment also.

2.3.1.3 Bullying

Workplace bullying is repeated inappropriate behaviour, direct or indirect, whether verbal, physical or otherwise, conducted by one or more persons against another or others at the place of work and/or in the course of employment, which could reasonably be regarded as undermining the individual’s right to dignity at work.

The following are examples of bullying behaviour:

Undermining an individual’s right to dignity at work
Humiliation
Intimidation
Verbal abuse
Victimisation
Exclusion and isolation
Intrusion by pestering, spying and stalking
Repeated unreasonable assignments to duties that are obviously unfavourable to one individual
Repeated requests giving impossible deadlines or impossible tasks
Implied threats
Gestures

The above list is representative only, not exhaustive, and should be used as guidance.

An isolated incident of the behaviour described in this definition may be an affront to dignity at work, but, as a once off incident, is not considered to be bullying.

Complaints relating to instructions issued by a production company, assignment of duties, terms and conditions of employment or other matters, which are appropriate for referral under other normal grievance procedures, do not constitute bullying.

Legitimate management responses to pressurised situations which require an immediate action are not considered to be bullying.

Constructive and fair criticism of an employee’s conduct or work performance is not bullying.

2.3.1.4 Lack of Respect

Lack of respect can be shown by direct comments, sarcasm, snide remarks, inappropriate jokes or banter directed towards a colleague. It can also arise where colleagues are ignored, overlooked, avoided or shunned without good reason and in a manner likely to be hurtful or disrespectful. Jokes or comments directed at or referring to a colleague could be thought amusing by others but unpleasant, uncomfortable or hurtful to that colleague.

2.3.2 Procedures

2.3.2.1 Informal Procedure

While in no way diminishing the issue or the effects on individuals, an informal approach can often resolve matters. As a general rule therefore, an attempt should be made to address an allegation of bullying as informally as possible by means of an agreed informal procedure. The objective of this approach is to resolve the difficulty with the minimum of conflict and stress for the individuals involved.

(a) Any employee who believes he or she is being bullied should explain clearly to the respondent(s) that the behaviour in question is unacceptable. In circumstances where the complainant finds it difficult to approach the respondent(s) directly, he or she should seek help and advice, on a strictly confidential basis, from a contact person, usually the manager or assistant director on set.

At this stage the contact person should listen patiently, be supportive and discuss the various options open to the employee concerned. It is imperative that you also inform setextras.ie about any incidents or concerns you voiced on set.

(b) A complainant may decide, for whatever reason, to bypass the informal procedure. Choosing not to use the informal procedure should not reflect negatively on a complainant in the formal procedure.

2.3.2.2 Formal Procedure

If an informal approach is inappropriate or if after the informal stage, the bullying persists, the following formal procedures should be invoked:

The complainant should make a formal complaint in writing to admin@setextra.ie where a member of management will assess it. The complaint should be confined to precise details of actual incidents of bullying.
The respondent(s) should be notified in writing that an allegation of bullying has been made against them.
They should be given a copy of the complainant’s statement and advised that they shall be afforded a fair opportunity to respond to the allegation(s).
The complaint should be subject to an initial examination by a designated member of management, who can be considered impartial, with a view to determining an appropriate course of action. An appropriate course of action at this stage, for example, could be exploring a mediated solution or a view that the issue can be resolved less formally.
The option of mediation will always be considered prior to investigation.
Should either of these approaches be deemed inappropriate or inconclusive, a formal investigation of the complaint should take place with a view to determining the facts and the credibility or otherwise of the allegation(s).

2.3.2.3 Investigation

The investigation should be conducted by either a designated member or members of management or, if deemed appropriate, an agreed third party. The investigation should be conducted thoroughly, objectively, with sensitivity, utmost confidentiality, and with due respect for the rights of both the complainant(s) and the respondent(s).

The investigation should be governed by terms of reference, preferably agreed between the parties in advance.

The investigator(s) should meet with the complainant and respondent(s) and any witnesses or relevant persons on an individual confidential basis with a view to establishing the facts surrounding the allegation(s). Both the complainant and respondent(s) may be accompanied by a work colleague or employee representative if so desired.

Every effort should be made to carry out and complete the investigation as quickly as possible and preferably within an agreed timeframe.

On completion of the investigation, the investigator(s) should submit a written report to management containing the endings of the investigation.

The parties will be given the opportunity to comment on the endings before any action is decided upon by management.

The complainant and the respondent(s) should be informed in writing of the endings of the investigation.

2.3.2.4 Outcome

Should management decide that the complaint is well founded, the respondent(s) should be given a formal interview to determine an appropriate course of action. Such action could, for example, involve monitoring, or progressing the issue through the disciplinary procedure.

If any party is unhappy with the outcome of the investigation, the issue may be processed through the normal industrial relations or equality mechanisms.

Where a complaint is not sustained, no action will be taken against a complainant provided that the complaint was made in good faith.

In the interest of all employees, any malicious or vexatious complaints will be treated very seriously and may lead to disciplinary action against the complainant.

2.4 Health and Safety Policy

Setextras.ie places great emphasis on health and safety matters and undertakes to carry out its business in such a way as to ensure the safety, health and welfare of all its employees, visitors and the general public in accordance with the Safety Health and Welfare at Work Legislation. Therefore, every employee must co-operate to enable compliance with all statutory duties. This section is not our Safety Statement which is available on request.

The Health and Safety policy requires total commitment from all employees consistent with the following:

Each individual has a legal obligation to take reasonable care for his or her own safety and for the safety of other people who may be affected by his or her acts or omissions.
Complying with instructions and procedures issued.
Reporting any serious danger to health and safety, to your manager.
Reporting to your manager, any incidents which have or may lead or might have led to injury.
Co-operating with any investigation to prevent accidents.
Using equipment or substances in accordance with information or training.

When working with young people (under 18 years of age), consideration should be made for their lack of experience and maturity in regard to their safety. A chaperone may be required for minors on set.
Setextras.ie will consider any extra who has completed our own Certified Health and Safety Training Course, for all work offered before people who have not completed our course. This is so we can offer all production’s that choose to work with us access to trained people first and therefore increase further work opportunities offered. For more information about our training courses please email liam.carey@soentertraining.com

2.4.1 Principles applying to Health and Safety in General

Look where you are going and proceed cautiously, avoid running and rushing – it’s better to be safe than sorry.
Make sure you understand what you are doing before you operate any equipment or machinery, however simple, on your own.
When lifting and handling, keep your back straight and if the item is too heavy for you to lift on your own, ask for help.
Clean up – your untidiness or carelessness could cause injury to someone else.
Wear protective clothing (PPE) including goggles, ear protectors, gloves and boots when appropriate or advised to.
Do not operate machinery or equipment without taking proper instruction.
Do not clean any machinery or equipment whilst in motion or without turning it off.
Do not interfere with any safety equipment or guards on machinery.
Do not interfere with any electrical wiring in any way.
Do not obstruct exits and doorways.
DO not attempt to lift or move anything heavy

2.4.2 Accident Reporting

You have an obligation to report any accident/incident or anything that has come to your attention during the working day that may be unsafe.

If you or your colleague is involved in an accident at work, it must be reported to your manager on set and appropriately recorded. All accidents, however minor, must be recorded. This gives setextras.ie the opportunity to investigate the causes and prevent similar accidents happening in the future.

In the event of a serious or noticeable accident or dangerous occurrence, it is essential that the setextras.ie safety officer is advised as soon as possible, in order that suitable action is taken.

If you see something which is unsafe and cannot correct it, report it to you manager.

If you have any questions about reporting accidents or safety concerns, please speak to your manager on set and setextras.ie without hesitation.

2.4.3 Fire

Fire presents significant risk to setextras.ie. It can kill or seriously injure employees or visitors and can damage or destroy buildings, equipment and stock. As an employee you must cooperate with setextras.ie to ensure the workplace is safe from fire and its effects and you must not do anything which will place yourself or others at risk. You must inform management if you discover any significant risk of fire which might affect the safety of others and co-operate with all measures to reduce/control the risks. You should ensure you know about the fire warning system and how to operate and respond to it.

The following simple points will help to reduce the risk from fire:

Escape routes must be free from any obstructions.
Good standards of housekeeping.
Keep workplaces tidy.
Regularly remove any combustible waste.
Keep ignition sources away from combustible material.

2.4.4 First Aid

Production companies have designated employees trained in emergency first aid.
For details ask your manager on set to familiarise you with these people and the position of first aid boxes.

2.4.5 Personal Protective Equipment

Your job may require you to wear personal protective equipment (PPE). Please ensure that you do so at all times that it is required and that it is fit for its intended use. Any deficiencies or damaged equipment must be reported without delay.

2.4.6 Smoke-free Workplace

Since 29th March, 2004 the Irish government has implemented a ban on smoking in the workplace. This ban was introduced as part of the Public Health (Tobacco) Act, 2002 (Section 47) Regulations 2003. The purpose of this ban is to offer protection to employees and the public who are exposed to the harmful and toxic effects of tobacco smoke in the workplace.

setextras.ie is obliged to protect the health of staff, customers and visitors to their premises. Any person found guilty of breaching the ban may be subject to a fine under the legislation. Breaches of the smoking regulations will be dealt with under setextras.ie disciplinary procedure.

Setextras.ie does not provide smoking breaks for employees. Vaping is also not permitted on sets.

3 Terms and Conditions

3.1 Hours of Work

Normal working hours are set out in your Contract of Employment or Statement of Terms and Conditions.

The way in which you work these hours may be changed from time to time to suit a production’s needs.

All breaks must be taken at a time agreed with your manager on set.

You will be given reasonable notice of any change to your hours or requirement to work for extra time.

setextras.ie will use appropriate means to record attendance. Employees should be at their place of work, ready to start work at the starting time set out in your booking email. Setextras.ie attaches great importance to punctuality.

If you are a young worker under the age of 18, working time regulations may prohibit you from working more than 8 hours a day or 40 hours a week. However, there are certain exceptions.

3.2 Breaks and Rest Periods

Under working time legislation, all employees working in excess of 4.5 hours must take a minimum of a 15 minute break, and employees working in excess of 6 hours must take a minimum of a 30 minute break. If you fail to receive these breaks, please let your manager know. This should be reported within one week of the incident.

You are not permitted to be on our company premises or any film set location outside your normal working hours unless you have special authorisation from setextras.ie or you are participating in recognised activities.

3.3 Absence

Employees absent from work without prior permission must notify setextras.ie within 4 hours of their scheduled starting time. All absences other than certified illness may be subject to disciplinary action in accordance with the procedures outlined.

3.4 Hygiene

The highest standards of personal hygiene must be maintained at all times. All employees must comply with this requirement when presenting for any work offered.

3.5 Dress Code

Employees must dress in clothes that are suitable for the work situation. Specific guidelines may be given by the production involved. You will be informed at booking whether it is an inside or outside shoot so you can prepare accordingly. It is the employee’s responsibility to look after their own clothes or any clothes or costume provided. Any requirements for health and safety should be adhered to at all times.

3.6 Alcohol and Drugs

Setextras.ie is committed to ensuring a safe and productive workplace for its employees. In keeping with this commitment, the following rules regarding alcohol and drugs of abuse have been established for all staff members, regardless of rank or position. The rules apply during working hours to all employees while they are on our company premises or elsewhere on company business or on set.
The manufacture, distribution, possession, sale, or purchase of controlled substances of abuse on company property or on any set is prohibited.
Being under the influence of illegal drugs, alcohol, or substances of abuse on company property or any set is prohibited.
Working while under the influence of prescription drugs that impair performance is prohibited.

3.7 Confidentiality

Employees are required not to divulge secrets or any information, which is regarded as confidential by setextras.ie or any associated companies or their business during or after your employment, except in the proper course of your employment or as required by law.

You may not remove any documents or effects belonging to setextras.ie or which contain any confidential information from setextras.ie premises at any time without proper advance authorisation.

You must return to setextras.ie upon request and, in any event, upon the termination of your employment, all documents and effects belonging to setextras.ie or which contain or refer to any confidential information and which are in your possession or under your control.

3.8 Application Information

Setextras.ie relies upon the accuracy of information contained in the Personal information document you will receive after working to process payment and in your setextras.ie online profile. This also includes the accuracy of any other data presented by you throughout the hiring process and employment. Any misrepresentations, falsifications, or material omissions in any of this information or data may result in exclusion from further consideration for employment or, if the person has been already been hired, termination of employment.

Thank You and welcome to the setextras.ie team!