Employee & Participant Policy Handbook 

Purpose of Handbook

The Gainesville Little Theater Inc. d/b/a Gainesville Community Playhouse (hereinafter, “Gainesville Community Playhouse” or “GCP”) has developed this Employee & Participant Handbook (“Handbook”) as a guide to help you during the course of your participation in GCP-sponsored activities.  This Handbook is not intended to be all-inclusive or address every situation; however, it is intended as a guide to understanding the expectations of GCP for employees and participants as well as its responsibilities towards the same.  

Mission and Vision of GCP 

It is the mission of GCP to provide an accessible live theater experience for the residents of Gainesville and surrounding areas.  Included in this mission is the desire to afford anyone interested in participating in GCP-sponsored activities the opportunity to do so.

It is the vision of GCP to provide high quality live theater and enriching experiences within an environment which is welcoming, fulfilling, and celebrates the diversity of our community.

Definitions

Employee: a person employed by GCP for wages or salary.  

Participant: unpaid, volunteer cast members, production team members, front of house managers, parent/guardian volunteers, and any other GCP volunteers.  

Production Team Members: unpaid, volunteer directors, assistant directors, stage managers, choreographers, vocal directors, designers, and technical directors.  

GCP Activity Leader: GCP employees and a subset of participants who have a leadership role in a GCP-sponsored activity, including the show liaison, all production team members, front of house managers, and parents/guardians who have volunteered to supervise participants who are minors. 

Revisions to GCP Policies 

In order to retain necessary flexibility in the administration of policies, GCP’s Board of Directors reserves the right to change, revise or eliminate any of the policies described in this Handbook, except for its policy of employment-at-will.  The only recognized deviations from the stated policies are those authorized by GCP’s Board of Directors.   

Nature and Requirements of Employment and Participant Relationship

It is our policy that all GCP employees are employees “at-will.”  This means that an employee may terminate his or her employment at any time for any reason, with or without notice and with or without cause, at the sole will of the employee.  Likewise, GCP may terminate the employment of any employee at any time for any reason, with or without notice and with or without cause, at its sole will.  Any representations to the contrary, whether written or verbal, are unauthorized and shall be considered null and void and without effect.  All GCP employees must complete GCP’s background check process to GCP’s satisfaction prior to starting their employment at GCP.  

GCP shall also have sole discretion in the selection, retention, and termination of all GCP participants.  All participants must complete GCP’s Participant Assumption of Risk, Release & Waiver of Liability Agreement and all GCP Activity Leaders must complete GCP’s background check process to GCP’s satisfaction prior to participating.  All adult participants must complete GCP’s background check process to GCP’s satisfaction prior to participating in any GCP-sponsored activity with participants who are minors.  

Policy for Productions involving Minors

GCP is committed to providing a fun and safe environment for all individuals and ensuring that all GCP employees and participants are treated with dignity, integrity, and respect.  Because our first priority in working with minors (participants under the age of 18) is their care and safety, this policy establishes the responsibilities and expectations for minors participating in GCP-sponsored activities and their parents/guardians, as well as GCP Activity Leaders working with participants who are minors.  

Expectations Parents/Guardians may have of GCP:

1. Parents/guardians of minors are welcome by GCP to attend any meetings, rehearsals, or productions if the minor is a member of the cast or crew of a production. 
2. If parents/guardians would like to serve as a GCP Activity Leader who is responsible for supervising minor participants at designated times during productions and rehearsals, parents/guardians can expect GCP to require them to complete GCP’s Participant Assumption of Risk, Release & Waiver of Liability Agreement and GCP’s background check process to GCP’s satisfaction prior to serving in any such role.
3. Parents/guardians will be informed of who GCP Activity Leaders are for their child during their participation. 
4. Parents/guardians can expect that they will be informed of all rehearsals, times/dates of rehearsals, performance schedules, and changes in said schedules by GCP Activity Leaders in a timely fashion via email, text, phone call, or other means of communication. 
5. Parents/guardians of minors performing in productions at GCP can expect that a separate dressing space will be set up for those performers and a schedule of at least two (2) GCP Activity Leaders will be set up in advance to monitor the dressing space.  
6. Parents/guardians can expect that no GCP employee or adult participant will interact with any minor in a way that may give even the appearance of impropriety.  This includes, but is not limited to, any situation or activity which could be considered abusive or sexually suggestive or involve illegal substances such as drugs, alcohol or tobacco.
7. Parents/guardians can expect that no GCP employee or adult participant will be alone with a minor or communicate one-on-one with a minor via e-mail, text, or any other method without parental approval and inclusion on such communications.
8. Parents/guardians can expect that no GCP employee or adult participant will give personal gifts to minors.  
9. Parents/guardians can expect that their minor children will be treated with respect and when given directions or instructions it will be in a respectful manner. If your child indicates to you that they feel they have been bullied or mistreated in any way by any person at GCP, you should report it immediately to a GCP Activity Leader.  If your concern involves a GCP Activity Leader or you are not satisfied with the GCP Activity Leader’s response, you should report your concern to the show liaison (whose contact will be provided to you at the start of the production).  If your concern involves the show liaison or you are not satisfied with the show liaison’s response, you should report your concern to the officers of the Board of Directors by emailing Admin@gcplayhouse.org. Any contact made using Admin@gcplayhouse.org will have an email response within 48 hours, and you will be informed of the results when the issue is resolved.
10. Parents/guardians can expect that GCP Activity Leaders, the show liaison, and officers of the Board of Directors will appropriately address parental concerns in a timely manner. 
11. Parents/guardians can expect that should GCP notice behaviors or interactions that involve your child that are of concern to us, we will notify you immediately. 

Expectations that GCP may have of Parents/Guardians and their Children:

1. All parents/guardians must observe proper theater etiquette.
2. Minor participants will attend all required meetings, rehearsals, and performances as scheduled unless they have notified GCP Activity Leaders in advance.
3. Minor participants will be dropped off and picked up by parents/guardians (or their designee) in a timely manner. 
4. Parents/guardians will communicate their questions, concerns and any other pertinent matter to the appropriate GCP Activity Leaders who are in charge. 
5. Minor participants will be prepared for their participation at GCP with parent/guardian assistance including learning lines/songs, being dressed appropriately, and, should there be behavioral issues, the parents/guardians will assist in dealing with them.
6. Minors participating in GCP productions will treat every person with whom they interact with respect and take direction as it is given with a positive attitude.

Code of Conduct

GCP is committed to being a positive influence in the community and creating a culture where all GCP employees and participants feel welcome, secure, and appreciated for their contributions. 

Compliance with this policy is mandatory for all GCP employees and participants.  Failure to comply may result in termination of employment, the loss of participation privileges, and/or GCP taking whatever legally appropriate steps are necessary to properly address the conduct, including reporting any conduct which is in violation of law to the authorities. 

The following Code of Conduct is applicable to all GCP employees and participants: 

Expected conduct:  

1. Be courteous and respectful to everyone  
2. Encourage diversity and making everyone feel welcome 
3. Be supportive and helping others to develop their skills and experience 
4. Be on time and prepared for scheduled activities 
5. Notify GCP Activity Leaders if you will be late or absent 
6. Follow instructions from GCP Activity Leaders 
7. Comply with the policies and procedures of GCP
8. Assist in maintaining the theater including completing assigned chores

Prohibited conduct:  

1. Violation of the policies in this Handbook, including, but not limited to, any violation of the expectations set forth in GCP’s Policy for Productions involving Minors
2. Any threatening, intimidating, coercing, discriminating, harassing, retaliating, bullying, violent, rude, discourteous or unprofessional behavior, on or off GCP premises, which is not protected by Section 7 of the National Labor Relations Act (“NLRA”) and which adversely affects GCP’s services, operations, property, reputation or goodwill in the community or interferes with work
3. Insubordination, including improper conduct toward a GCP Activity Leader or participant, or refusal to perform tasks assigned by GCP
4. Theft of any kind or unauthorized removal or possession of property from GCP, co-workers or participants
5. Falsifying, misleading, or making a material omission on an employment application or any other GCP record
6. Misuse, destruction, or not supplying information of any GCP property, including intellectual property, such as login and password information
7. Misusing, destroying, or damaging property of GCP, a co-worker, participants, or a visitor
8. The possession of any weapon or dangerous substance (such as mace or pepper spray) on GCP property by any employee or participant, including employees or participants who possess a valid concealed weapons license.  This does not apply to employees or participants who leave a weapon in their vehicle pursuant to Florida law or to employees authorized by federal or state statute to carry a firearm as a sworn law enforcement officer or first responder
9. The use of illegal drugs, alcohol or tobacco or vaping products within any GCP building or grounds.
10. Reporting to a GCP-sponsored activity under the influence of alcohol, illegal drugs, or any other type of substance which creates an intoxicating effect 
11. Any action which is in violation of local, state, or federal law 
12. Unsatisfactory job performance of any kind
13. Violating safety or health rules or practices or engaging in conduct that creates a safety, health or environmental hazard
14. Unauthorized or excessive absence and tardiness

The Code of Conduct above applies to all GCP employees and participants. 

Due to their position of leadership, the Code of Conduct for GCP Activity Leaders also includes:  

Expected conduct:  

1. Promote the mission, vision, and values of GCP
2. Be a steward of GCP’s Code of Conduct
3. Display professional decorum while leading or participating in a GCP-sponsored activity 
4. Proactively maintain a safe and secure environment  
5. Utilize organizational resources efficiently 
6. Report to the show liaison or, if the allegations concern their superior, report to the show liaison or officers of the Board of Directors, and take corrective action in a prompt manner with regard to discrimination, harassment, inappropriate behavior or retaliation observed or reported

Prohibited conduct:

1. Misrepresentation or abuse of authority while engaged in a GCP-sponsored activity 
2. Unauthorized use or misappropriation of organizational assets 
3. Actions or decisions made for personal benefit or not for the benefit of the organization 

If any GCP employee or participant observes someone who is not following the Code of Conduct, you should report it immediately to a GCP Activity Leader.  If your observation involves a GCP Activity Leader or you are not satisfied with the GCP Activity Leader’s response, you should report your observation to the show liaison (whose contact will be provided to you at the start of the production).  If your concern involves the show liaison or you are not satisfied with the show liaison’s response, you should report your observation to the officers of the Board of Directors by emailing Admin@gcplayhouse.org.

Equal Opportunity, Discrimination, Harassment, Retaliation and Related Conduct Policy

GCP is committed to providing an environment in which all people are treated with respect and dignity.  Each individual has the right to participate in an atmosphere that promotes equal opportunities and prohibits discriminatory and retaliatory practices.  Therefore, GCP expects that all relationships among persons involved in GCP-sponsored activities will be free of discrimination, harassment, and retaliation as those terms are defined in this policy.    

In order to provide equal employment and advancement opportunities to all individuals, employment and casting decisions at GCP will be based on merit, experience, aptitude, qualifications, and abilities alone.  GCP is an equal employment opportunity employer and does not discriminate against any person because of race, color, religion, sex, pregnancy, national origin, disability, military or veteran status, age, marital status, genetic information, sexual orientation, gender identity, or any other characteristic protected by law (referred to herein as “protected characteristics”) and does not tolerate any such discrimination by or against its employees or participants in GCP-sponsored activities.  This policy governs all aspects of employment, including selection, job assignment, working conditions, compensation, discipline, termination, and access to benefits and training, as well as all GCP-sponsored services, programs, and activities.

One type of discrimination occurs when the terms and conditions of an individual’s employment are based on these protected characteristics and not on the qualifications and abilities of the individual to do the job.  Examples of this type of discrimination include basing hiring and termination decisions on the protected characteristics of an individual and not offering available opportunities to an individual because of a protected characteristic.

Another type of discrimination occurs when an individual is subject to harassment in the work environment or while participating in a GCP-sponsored activity because of a protected characteristic.  As with any other form of discrimination, GCP will not tolerate inappropriate behavior by or against its employees or participants based on a protected characteristic.  This includes inappropriate behavior by other participants, vendors, members of the audience, and members of the Board of Directors.  

Inappropriate behavior becomes actionable in a court of law when it is severe or pervasive enough to create a work environment that is hostile or abusive.  However, GCP desires to provide for its employees and participants utilizing its theater an environment that is free of all inappropriate behavior as described below as opposed to tolerating the inappropriate behavior until it becomes severe or pervasive.  Thus, GCP Activity Leaders should deal with inappropriate behavior as soon as it occurs so as to prevent any similar behavior from occurring.  

It is inappropriate for an employee or participant to be subject to unwelcome speech, conduct, or other behavior that interferes with the conditions of work or GCP-sponsored activities and is based on one of the protected characteristics. Inappropriate behavior includes such things as making insulting or derogatory comments based on a protected characteristic, frequent teasing regarding a protected characteristic, or any other behavior based on the protected characteristic of another may create an intimidating, hostile, or offensive environment.  

Inappropriate behavior based on sex may include not only the above but such things as unwanted physical touching, unwelcome sexual advances or requests for sexual behavior, the display of sexually suggestive objects or pictures in the theater or basing employment or casting decisions on an employee’s or participant’s refusal to engage in sexual conduct.  Whatever form it takes, sexual harassment will not be tolerated at GCP.

Employees or participants in GCP-sponsored activities who believe they are being discriminated against, subjected to inappropriate behavior, or harassed by any GCP Activity Leader, employee, participant, vendor, member of the audience, or member of the Board of Directors, may firmly and promptly notify the offender that the behavior is improper or unwelcome.  At the same time, or in the alternative, if the employee or participant does not desire to confront the offender, the employee or participant may notify any GCP Activity Leader with whom the employee or participant is comfortable discussing the matter, or report the matter directly to the show liaison  (whose contact will be provided to you at the start of the production).  If the complaint is against a GCP Activity Leader or show liaison, then it may be filed with the officers of the Board of Directors by emailing Admin@gcplayhouse.org.  For GCP employees and participants, there is no requirement to adhere to the “chain of command” in making complaints under this policy.  

GCP will swiftly and thoroughly investigate any complaints brought to its attention. 

If GCP determines that applicable policies or laws have been violated, GCP will take appropriate corrective action, including, but not limited to, disciplinary action, up to and including termination of employment, or in the case of participants, vendors, members of the audience, and members of the Board of Directors, necessary steps to address and prevent any inappropriate behavior.

GCP employees and participants involved in the complaint investigation will be treated courteously.  The making of a good faith complaint shall in no manner be used adversely against the complainant.  GCP will take corrective action that is effective and appropriate to the circumstances, including, but not limited to, disciplinary action, up to and including termination of employment, against any person attempting to retaliate against the complainant or anyone participating in the investigatory process, or in the case of participants, vendors, members of the audience, and members of the Board of Directors, whatever legally appropriate steps are necessary to prohibit retaliation.

All GCP employees and participants have an obligation to report observed discrimination, harassment, inappropriate behavior, or retaliation so that GCP can take corrective action.  GCP Activity Leaders have an obligation to report to the show liaison, if the allegations concern their superior, report to the officers of the Board of Directors, and take corrective action in a prompt manner with regard to discrimination, harassment, inappropriate behavior, or retaliation observed or reported.  Failure to report or take appropriate action may result in disciplinary action, up to and including termination of employment, or in the case of a participant GCP Activity Leader, whatever legally appropriate steps are necessary to address the failure.  

GCP Activity Leaders will be trained regarding their responsibility upon receiving a verbal or written complaint and their responsibility to advise the complainant of available avenues to resolve the complaint.  This policy will be distributed to all GCP employees and participants and available in the GCP theater and on the GCP website.  

Whistle-Blower Policy

GCP expects all individuals, including employees, participants, vendors, members of the Board of Directors, and others involved in GCP-sponsored activities, to act in accordance with all applicable laws, rules, regulations, ethical rules and GCP policies at all times and to assist in ensuring that GCP conducts its business and affairs accordingly.  If an individual has knowledge of unlawful, improper or unethical activities or conduct, he or she is obligated to report it as soon as possible as provided in this policy.  Intentional and unintentional violations of laws, regulations, rules, internal controls, policies and procedures may occur and may constitute improper activities as defined within this policy.  

The purpose of this whistle-blower policy is to formalize the policy to encourage all individuals to report to GCP, in writing, any activity, policy or practice that violates any law, rule, or regulation.  As provided by law, GCP does not tolerate retaliation against any individual because that individual has engaged in protected activity.  It is a violation of this policy, however, for an individual to report information that the individual knows to be false.  This policy does not provide an exhaustive description or recitation of the various laws that may provide protection against retaliation.  GCP complies with any and all laws, including those that encourage reporting of misconduct and prohibit retaliation.  It takes this obligation very seriously.  As a result, GCP has established an initial administrative process for employees or participants who allege that they have been retaliated against in response to activity protected by law.  Additionally, any violation of this policy may result in disciplinary action, up to and including termination, or in the case of a participant, whatever legally appropriate steps are necessary to address the failure.  

All individuals are obligated to report in writing to a GCP Activity Leader, or, if the allegation concerns a GCP Activity Leader, to the show liaison, any misconduct, improper or unethical activities, or violation of any law, rule, regulation, internal control or policy for investigation.  In making a report, the reporting party is requested to be as specific as possible, including identifying witnesses, documents and other sources of information.  This reporting may be the individual’s only form of complaint or it may be supplemented by a further complaint to outside authority.  The contact information for the GCP Activity Leader and show liaison will be provided to all participants at the start of each production.   

The GCP Activity Leader or show liaison, if the allegation is made about the GCP Activity Leader, will determine the appropriate investigation and action to be taken after reviewing the written complaint.  

Employee Discipline     

You should be aware that your employment with GCP is terminable at-will by either party.  This means that either you or GCP may decide to end the employment relationship at any time and for any reason not prohibited by law.  GCP will implement appropriate disciplinary action on a case by case basis and maintains sole and absolute discretion to determine the severity of the discipline, including termination of employment.

Unacceptable behavior, which does not lead to immediate discharge, may be dealt with utilizing one of the following forms of discipline:

1. Verbal Warning
2. Written Warning
3. Suspension/Written Record

Verbal Warning:

A GCP designee will meet with you to discuss the problem or violation, making sure that you understand the nature of the problem or violation and the expected remedy.  The purpose of this conversation is to remind you of what the rule or performance expectation is and also to remind you that it is your responsibility to meet expectations. The verbal warning will be documented, and a copy will be given to you and will be made a permanent part of your personnel file. 

Written Warning:

This document will generally indicate the nature of the violation, prior disciplinary actions and an acknowledgement that future violations of this nature will result in further disciplinary action not excluding termination.  A copy of the written warning will be given to you and will be made a permanent part of your personnel file.

Suspension/Written Record:

You may be suspended when an infraction requires further investigation by management to determine whether termination of employment is appropriate.  If the decision is made not to terminate your employment, then you will be returned to work without pay for the suspension.  A written record of the suspension will be made and become a part of your personnel file.  If it is determined from the investigation that an unpaid suspension is not appropriate (i.e. the allegations against an employee were serious enough to warrant immediate suspension but the investigation found that the allegations were false or unfounded), then you will be returned to work with pay for the suspension and the suspension will not become a part of your personnel file.  

The provision of different forms of discipline in this policy is not a guarantee of their use or consideration.  

GCP reserves the right to terminate employment at any time, with or without reason, at its sole discretion.  Similarly, GCP applies the foregoing forms of discipline at its sole discretion and on a case by case basis.  GCP also reserves the right to take legal action against any employee.

HANDBOOK ACKNOWLEDGMENT 

I acknowledge that I have received a copy of GCP’s Handbook.  I understand that it is my responsibility to read, familiarize myself, and comply with the policies and procedures contained in this Handbook.  I will remain familiar with and agree to abide by these policies.  

I understand that the provisions of this Handbook are guidelines and do not establish a contract or any particular terms or conditions of employment between GCP and myself.  None of the policies constitute or are intended to constitute a promise of employment.  I further understand that GCP may periodically, at its discretion, change, rescind, or add to any policies, benefits or practices with or without prior notice.

I understand that my relationship with GCP is “at-will” and is based upon the mutual consent of GCP and myself.  Accordingly, I agree that GCP or I may terminate the employment or participant relationship at any time and for any reason, with or without prior notice or discipline.  

I specifically acknowledge that I have received and reviewed the Equal Opportunity, Discrimination, Harassment, Retaliation and Related Conduct Policy.  I understand GCP’s complaint procedure under this Policy.

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If Participant is a minor: 

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