EMPLOYEE HANDBOOK
Last Revised: 2/13/2024
WELCOME TO OUR TEAM!
We welcome you to Back Nine Oxford. We look forward to the opportunity to work with you and want you to know that we recognize our Team Members as our most valuable resource. Our continued success in providing the highest quality of food, beverages and service to our guests depends on having quality people like yourself and your fellow Team Members. We want you to enjoy your time here and are committed to helping you succeed in your new job.
We have prepared this handbook to answer some of the questions you may have concerning Back Nine Oxford and its policies. This handbook is intended solely as a guide. Read it thoroughly. If you have questions about anything, contact your manager or owner for assistance.
We hope you find your time with us to be an enjoyable and rewarding experience.
Once again, welcome to Back Nine Oxford!
Sincerely,
Management Team
ABOUT THIS HANDBOOK
This handbook is designed to help you get familiarized with Back Nine Oxford. We want you to understand how we do business. We want you to know how important you, and every Team Member is in helping us take care of our guests. And, we are devoted to making this a fun and rewarding place to work.
The policies stated in this handbook may change from time to time. It isn’t flawless either. We’ve done our best to include as much information as possible in an easy-to-understand manner. This employee handbook will not answer every question you may have. Please don’t hesitate to ask questions. Every manager will gladly answer them. It is in our person-to-person conversations that we can better know each other, express our views, and work together in a harmonious and successful relationship.
This handbook is not a contract, which guarantees your employment for any specific time. Either you or Back Nine Oxford may terminate your employment at any time, for any reason, with or without cause or notice. Understand that no supervisor, manager, or representative of Back Nine Oxford, other than an owner of Back Nine Oxford has the authority to enter into any agreement with you for employment for any specified period or to make any such promises or commitments.
We ask that Team Members read this guide carefully, become familiar with Back Nine Oxford and our policies, and refer to it whenever questions arise.
We wish you the best of luck in your position and as we expressed earlier in this handbook, we hope that your employment with Back Nine Oxford will be a very enjoyable and rewarding experience.
GENERAL INFORMATION
Hours of Operation:
Monday · 4 PM - 12 AM
Tuesday · 4 PM - 12 AM
Wednesday · 11 AM - 12 AM
Thursday · 11 AM - 1 AM
Friday · 11 AM - 1 AM
Saturday · 11 AM - 1 AM
Sunday · 11 AM - 9 PM
Contacts:
Back Nine Main · N/A:
662-506-6628
Coty Childs · Owner, Partner:
662-597-4307
Coty.childs@backnineoxford.com
Colin Turner · Owner, Partner:
662-587-4301
Colin.turner@backnineoxford.com
Charles Turner · Owner, Partner:
404-641-1762
Charles.turner@backnineoxford.com
Chris Madkins · General Manager:
662-816-0448
Chris.madkins@backnineoxford.com
EMPLOYMENT POLICIES
Hiring
It is Back Nine Oxford’s policy to hire only United States citizens and aliens who are authorized to work in this country. As required by law, employees will be required to provide original documents that establish this authorization within three days of their date of hire. If the documents are not provided within the three-day period, we have no choice, under the law, but to terminate the employee until the appropriate documents are provided. Team Members and employers are both required to complete a form furnished by the Department of Labor, form I-9. In Section 1 of form I-9, the information provided by the employee must be valid and authentic. If at any time during an employee’s employment, it is discovered that any document used was invalid or not authentic, the employee must, by law, be immediately terminated.
Non-Discrimination
Back Nine Oxford is an equal opportunity employer. We will not tolerate discrimination based on race, sex, age, national origin, religion, sexual orientation, or disability. Employment decisions, such as hiring, promotion, compensation, training, and discipline will be made only for legitimate business reasons based upon qualifications and other nondiscriminatory factors.
Age Requirements
All servers and bartenders, as per the law, must be at least 18 years of age. Employees under the age of 18 must comply with all federal wage and hour guidelines, no exceptions. The required work permits must be supplied when applicable. No Team Members under the age of 18 years can take orders for or serve alcoholic beverages.
Orientation Period
You have been through our Team Member selection process, have been selected for employment and appear to have the potential to develop into a successful Team Member. However, we want the opportunity to begin the training period, get to know you, see how you fit in with your co-workers and determine if you are willing and able to carry out the responsibilities for the position for which you were hired. It’s also important for you to get to know us and become familiar with how we operate to find out if this job is right for you. We, therefore, have a 90-day Orientation Period for that purpose referred to above. The 90-day period allows both you and the Company to see whether it’s a good fit and if not, part company as friends. During the Orientation Period you will begin your training and be observed by management. Also, during this time if you feel you do not understand what’s expected of you or that you need additional training, we encourage you to ask questions and seek additional help from our management staff.
Training
To help you be successful in your job you will receive adequate training. You will not be expected to be on your own until you are ready. You will participate in detailed training programs and receive training materials to help you perform your job the right way. Your trainers are considered our “best” and have been certified to train for that position. We spend considerable time and money educating our trainers to prepare each new Team Member for their job. We want you to be a knowledgeable and productive member of our staff.
Evaluations
All Team Members receive written and verbal performance evaluations twice a year, in September & February. The evaluation process is intended to let you know how well you’re performing and help you be more effective and productive. The evaluation also gives you the opportunity to share your thoughts about your performance and future goals with your manager.
The evaluation process is an opportunity to identify accomplishments and strengths as well as openly discuss areas and goals for any improvement. Depending on your position and performance, you may be eligible for a pay increase. Pay increases are not guaranteed. Rewards are based solely on a person’s job performance and results.
Schedules
Schedules are prepared to meet the work demands of the restaurant. As the work demands change, management reserves the right to adjust working hours and shifts. A two-week rolling schedule is updated weekly. Ask your manager for specific days and times to expect schedules to be posted. Each Team Member is responsible for working their shifts.
You should arrive for your shift with enough time to make sure you’re ready to work when your shift begins. We suggest that you arrive 10 to 15 minutes before your shift begins so that you have time to get settled and ready for your shift. You should clock in when your shift begins and be ready to start work immediately. Team Members must enter and exit through the front door during business hours – not the back door.
Schedule changes may be allowed only if you find a replacement and get a manager’s approval. To be valid, the manager must approve the change in Sling. The restaurant usually requires high levels of staff on or around holidays, sporting, and other special events. We understand that you have a life outside of the restaurant and will always try to find a way to work with you on your schedule requests. We do, however, ask you to remember just how crucial each position is to the proper functioning of the restaurant. Please remember that even though we will try to comply with your requests, there is no assurance that you will get the requested time off.
Each team member must keep their availability updated in sling at least one month in advance.
Overtime
In accordance with Federal Minimum Wage Law, Team Members are paid overtime when they work more than 40 hours in one week. Hourly employees are paid at one and one-half times their basic straight time rate for all overtime hours worked. Tip credit will be factored into the hourly rate for tipped Team Members.
Standards of Conduct
Consistent with our Mission and values, it is important for all Team Members to be fully aware of the rules, which govern our conduct and behavior. To work together as a team and maintain an orderly, productive, and positive working environment, everyone must conform to the standards of reasonable conduct and policies of the Restaurant. Team Members are expected to always exercise common sense and courtesy for the benefit of guests, co-workers, and Back Nine Oxford as a whole. Professionalism is expected, as is respect for the safety and security of people and property.
AN EMPLOYEE INVOLVED IN ANY OF THE FOLLOWING CONDUCT MAY RESULT IN DISCIPLINARY ACTION UP TO AND INCLUDING IMMEDIATE TERMINATION WITHOUT A WRITTEN WARNING.
1. Invalid Work Authorization (I-9 form)
2. Supplying false or misleading information to the Restaurant, including information at the time of application for employment, leave of absence or sick pay.
3. Not showing up for a shift without notifying the Manager on duty. (No call, no show, no job)
4. Clocking another employee “in” or “out” on the Restaurant timekeeping system or having another employee clock you either “in” or “out.”
5. Leaving your job before the scheduled time without the permission of the Manager on duty.
6. Arrest or conviction of a felony offense.
7. Use of foul or abusive language.
8. Disorderly or indecent conduct.
9. Gambling on Restaurant property.
11. Theft, dishonesty or mishandling of Restaurant funds. Failure to follow cash, guest check or credit card processing procedures.
12. Refusal to follow instructions.
13. Engaging in harassment of any kind toward another employee or guest.
14. Failure to consistently perform job responsibilities in a satisfactory manner within the 30-day orientation period.
15. Use, distribution, or possession of illegal drugs on Restaurant property or being under the influence of intoxicants when reporting to work or during work hours.
16. Waste or destruction of Restaurant property.
17. Actions or threats of violence or abusive language directed toward a guest or another staff member.
18. Excessive tardiness.
19. Habitual failure to punch in or out.
20. Disclosing confidential information including policies, procedures, recipes, manuals or any proprietary information to anyone outside the Restaurant.
21. Rude or improper behavior with guests including the discussion of tips.
22. Smoking or eating in unapproved areas or during unauthorized breaks.
23. Not parking in employee designated parking area.
24. Not entering and exiting the restaurant through approved entrance.
25. Failure to comply with Restaurant’s personal cleanliness and grooming standards.
26. Failure to comply with Restaurant’s uniform and dress requirements.
27. Unauthorized operation, repair or attempt to repair machines, tools, or equipment.
28. Failure to report safety hazards, equipment defects, accidents, or injuries immediately to management.
Payment Procedures
Time Clock Procedures
You should arrive at the restaurant 10 to 15 minutes before you are scheduled to start work. Notify the Manager on duty that you have arrived for your shift. You may clock in once you begin working. All hourly employees are given an employee ID number to clock in and out on the Restaurant’s timekeeping system.
Tampering, altering, or falsifying time records or recording time on another employee’s ID number is not allowed and may result in disciplinary action, up to and including termination.
Time Clock Procedures
Each employee must get manager approval to clock out. For FOH employees, each team member must run a Shift Review Report from the point of sale (Toast) terminal & the manager on duty must sign off. This is required for all FOH employees whether they received any tips or not. The signed Shift Review Report is then to be put in the Shift Log book.
Each FOH employee must also sign their name on the End-of-Shift Tip-Out page. Servers & Bartenders must fill out the tip-out worksheet as instructed.
Off-the-Clock Work
Non-exempt employees must accurately record all time worked, regardless of when and where the work is performed. Off-the-clock work (doing work that is not reported in the timekeeping system) is prohibited. No member of management may request, require, or authorize non-exempt employees to perform work without compensation. Any possible violations should be reported promptly to an owner.
Tip Reporting
As an employee of a Restaurant, all the tips you receive, whether in cash or included in a credit card transaction, is taxable income to you. You are required, by federal law, to report and record your actual tips for each shift.
At the end of each shift, tipped Team Members must disclose on the toast cash tips field, the amount of credit card tips and total tips less any tips shared with any other employees. Your tips will be recorded and reflected in total on your paycheck stub. Endorsement of your paycheck indicates that you acknowledge that your tip information on the stub is accurate and correct.
It is the Team Member’s responsibility to comply with IRS requirements of reporting all your tip income. While you are responsible for reporting all your tip income, the Restaurant may be required to allocate additional tip income to any tipped Team Member that does not declare at least 8% of their gross sales as tip income.
We strongly encourage you to accurately report your tip income. This will reduce the chances of you being audited by the IRS and allows you to qualify for greater social security, unemployment, and worker’s compensation benefits.
Payroll Checks
Weekly payroll checks may be directly deposited into the employee's account or via check. If you would prefer to receive your paycheck via direct deposit, please complete the Direct Deposit section in the Toast Payroll portal.
Payroll checks issued via direct deposit will be available to the employee every Friday at 8:00 AM.
Paychecks are available at the Restaurant every Friday between the hours of 11:00 AM to Close. After payday, you may pick up your paycheck during the same hours. Please understand that it may be difficult for anyone to be available to obtain your paycheck during peak business hours.
Payroll Deductions
Your paycheck will indicate your gross earnings as well as deductions for federal and state withholding taxes and social security and Medicare taxes. Federal and state withholding taxes are authorized by you based on the information you furnished to us on form W-4. If you want an explanation of your deductions or if you wish to change them in any way please let your manager know.
As per state law, the Restaurant complies with court orders in connection to garnishments from employee paychecks as directed by the proper authorities. You will be notified of any court-ordered payroll deductions.
Change of Address
We ask that you report any address changes to Colin Turner as soon as possible so your year-end statement of income and deductions, form W-2, will be mailed to the correct address.
Lost Paychecks
Report lost paychecks to Colin Turner. We will stop payment on the lost check and reissue you another check on the next payroll cycle. The reissued check will incur a deduction equal to the bank stop payment charge.
Employee Meals
Team Members may order a shift meal from the employee menu no later than 5 minutes after the start of service. For example, if the restaurant opens up at 11:00 AM, the employee must order their meal no later than 11:05 AM.
The prices on the employee menu reflect our cost to make them; they are already discounted.
Dress Code
To maintain our image as an exceptional, high-quality restaurant we need to dress the part. Following are detailed descriptions of dress for both the dining room and kitchen positions. If you have any questions regarding our dress code, please ask the manager on duty.
Dining Room Dress Code
Shoes –Non-slip shoes that permit walking safely on wet or greasy floors. Shoes must be clean. Socks must be dark, preferably black.
Pants & Belts – Solid color slacks/dry-fit golf pants; NO DENIM; Belt is required; no yoga pants
Skirts – Solid color, arm’s length at the side.
Shirts – Back Nine logo collared shirt.
Appearance - Clean and well-groomed hair. Hair pulled back off the shoulder. Wellgroomed hands, fingernails and fingernail polish. Facial hair should be neat and welltrimmed.
Accessories - No excessive cologne, perfume, make-up or jewelry. No earrings longer than 1 inch. No hat or unauthorized buttons can be worn.
Dining Room Dress Code
Shoes –Non-slip shoes that permit walking safely on wet or greasy floors. No tennis shoes.
Pants –Clean & maintained with no holes above the knee.
Shirts – Back Nine Oxford issued t-shirts or chef’s jacket only. They must always be worn to work clean and well maintained.
Appearance - Clean, well-groomed hair, hands and fingernails. Facial hair should be neat and well-trimmed.
Accessories - No excessive cologne, perfume, make-up or jewelry. Hair restraints must be neat and in good taste.
Restaurant Policies & Practices
Guest Service
Our restaurant exists only because of guests, and in particular repeat guests who voluntarily choose to return here and spend their money on our food and beverages. Without the guest we don’t have a restaurant, they are the only reason we are here. As a result, taking care of our guests is our highest priority, in fact a privilege, never an interruption. At Back Nine Oxford the guest always comes first!
Guest Complaints
Nobody enjoys being the recipient of guest complaints, but complaints are to be expected as part of being in the hospitality business. Complaints can even be viewed in a positive light if they are handled properly. Complaints can give us insights as to how to make our Restaurant better, demanding guests force us to be our best, and resolving complaints satisfactorily can even increase guest loyalty IF they are handled properly.
When faced with a guest complaint:
● Don’t get defensive and try to explain.
● Remove the offending item immediately.
● Apologize for the problem and tell the guest you will take care of the problem.
● If you need the assistance of a manager, don’t hesitate to ask.
Do everything you can to let the guest know you care and that this isn’t the kind of experience you want them to have at our restaurant.
Telephone Courtesy
It is everyone’s responsibility to answer the phone. Always answer the phone promptly, within two rings. Always answer in a friendly, polite manner: “Good (morning, afternoon, evening), Back Nine Oxford, this is (name) speaking. How may I help you?”
Respond to any questions that you are absolutely certain. If you are uncertain, ask the person if you may put them on hold for a moment and quickly refer the call to a manager. Always ask the caller for their name when they ask to speak to a manager, guest, or associate. Always thank the person for calling.
Management / Employee Relations
Our managers are committed and trained to provide you with the tools and positive working environment for you to do your job to the best of your ability with minimal distractions. You will be treated with respect and dignity by all our management personnel, and we will try our best to recognize and reward your hard work and accomplishments.
We recognize there may be occasions for misunderstandings and problems to come up. We want to clear up these types of situations in a fair and timely manner and in order to do this we need your help in bringing them to our attention. We want you to know that management is never too busy to be informed of work-related problems, complaints or disputes of any employee.
If you have such a problem, you should promptly talk to your manager. They will listen in an open, objective and courteous manner. We want to understand and solve problems. If the problem is not resolved to your satisfaction, you should take up the matter with one of the owners.
Every necessary action will be taken to resolve a problem or settle a dispute in a fair and equitable manner. As we said in the “Welcome Letter,” we recognize our Team Members as our most valuable resource, and we take all Team Member problems and complaints very seriously. No problem is too small or insignificant and each issue will be given the utmost attention and consideration.
Meetings
Staff meetings are held on a regular basis for your benefit as well as for the Restaurant. Meetings are held for a variety of reasons and can include new menu offerings, upcoming promotions and events, training, policies, etc. Such meetings are treated as a shift and attendance is mandatory. Only management-approved absences will be accepted. Most meetings offer Team Members the opportunity to provide valuable input, get feedback, and provide suggestions to enhance our working environment and the operation of the Restaurant.
Pre-Shift Huddle
● What: A quick 5-10 minute meeting to discuss:
86’d Items
Scheduled Events/Reservations
● When: starts exactly 15 minutes before the beginning of service
● Who: All FOH employees, FOH Manager on duty, BOH Manager on duty.
Food & Drink Specials
Teamwork
We cannot achieve our goals and provide the highest levels of service to our guests without working together as a team. Teamwork basically boils down to common courtesy and common sense. If a co-worker is overloaded and you’re not, help them in any way you can. It’s only a matter of time before they will return the favor. Pitch in to help a guest whether they are technically yours or not. If another Team Member hasn’t quite caught on to something and you have, ask if you may suggest another way to do it. Genuine teamwork makes for a much more enjoyable and satisfying work experience and results in happier (and more generous) guests.
Communication
It is important for every Team Member to have a good sense of “what’s going on” in the Restaurant. It is management’s responsibility to keep everyone informed of ongoing changes and news affecting the Restaurant and our people. Such communication takes place primarily in pre-shift meetings, general meetings and by posting notices and information to the “bulletin board” located next to managers’ office, near the service exit.
Health & Safety
Safety
Back Nine Oxford is committed to maintaining a safe workplace for all Team Members. The time to be conscious about safety is before an accident happens. Safety is everyone’s responsibility and is a regular, ongoing part of everyone’s job.
You will receive more specific, detailed information and training on safety issues as an ongoing part of your employment. However, here are some basic guidelines and safety rules to always keep in mind:
● Wipe up spills immediately.
● Never run in hallways or the kitchen, always walk carefully. Even when it’s busy, take small steps and pay attention.
● Wear shoes with non-slip soles. They cost no more than standard shoes. Ask your manager about where to purchase them.
● Report defective equipment or tools to a manager immediately.
● Never operate equipment unless you have been trained how to use it properly.
● Pay special attention when using slicers. They are very sharp and move very fast.
● Wear nylon, no-cut gloves when cleaning slicers. If you don’t have a pair, see a manager.
● Never try to catch a falling knife. Knives are easier to replace than fingers.
● Let people know when you’re carrying anything hot. Don’t be shy, yell out something like, “HOT STUFF COMING THROUGH.”
● Don’t put hot food or plates in front of small children.
● Use proper lifting techniques. Never lift too much. If it’s uncomfortable, make two trips or get some help. Remember to always bend at the knees, lift with your legs, not your back.
Simulator Safety
● The three safety rules for all users on bays:
1. One person in the bay at a time for single player games.
2. No food or drink beyond the caution line.
3. When golfing, keep the screen clear of any obstructions (football, basketball, etc.).
● All customers must be apprised of the above three rules before they start playing.
● It is every team member’s responsibility to report any customer noncompliance with safety rules to the manager on duty. Depending on the severity of the customer behavior, the manager may choose to remove them from the bay.
Food Code Health Reporting & Exclusion
Every day we are entrusted with the health of our Team Members and guests. This is a huge responsibility, one that we never take lightly. As a foodservice employee, you have a responsibility to notify the person in charge when you experience any of the following conditions or symptoms, either at work or outside of work:
● Diarrhea
● Vomiting
● Jaundice
● Sore throat with fever
● Infected cuts or wounds, or lesions containing pus on the hand, wrist , an exposed body part, or other body part and the cuts, wounds, or lesions are not properly covered (such as boils and infected wounds, however small)
By reporting symptoms and conditions, the person in charge can take appropriate steps to preclude the transmission of COVID-19 and foodborne illness and exclude you from work. This policy also applies to future medical diagnosis and exposure to foodborne pathogens:
● Whenever diagnosed as being ill with Norovirus, typhoid fever (Salmonella Typhi), shigellosis (Shigella spp. infection), Escherichia coli O157:H7 or other STEC infection, nontyphoidal Salmonella or hepatitis A (hepatitis A virus infection)
● Exposure to or suspicion of causing any confirmed disease outbreak of Norovirus, typhoid fever, shigellosis, E. coli O157:H7 or other STEC infection, or hepatitis A.
● A household member diagnosed with Norovirus, typhoid fever, shigellosis, illness due to STEC, or hepatitis A.
● A household member attending or working in a setting experiencing a confirmed disease outbreak of Norovirus, typhoid fever, shigellosis, E. coli O157:H7 or other STEC infection, or hepatitis A.
We take our responsibilities under the Food Code to comply with reporting requirements specified above involving symptoms, diagnoses, and exposure specified, work restrictions or exclusions imposed, and good hygienic practice very seriously. Failure to comply with this policy puts guests and fellow Team Members at health risk and could lead to action by food regulatory and health authorities, jeopardize your employment, and/or result in legal action against you.
Sanitation
We are obsessed with sanitation and food safety! Due to the nature of the restaurant business, it is ABSOLUTELY ESSENTIAL that EVERYONE follows safe food handling procedures. This is one area of the Restaurant where there is absolutely no compromise. NEVER take shortcuts on food safety and handling. Every day we are entrusted with the health and even lives of our guests. This is a huge responsibility, one that we must never take lightly.
While you will receive additional and ongoing training on food safety issues, the following are some of the basic rules we ALWAYS follow and enforce:
● Keep your hands washed. Always wash your hands after using the restroom, smoking, touching your hair, eating, sneezing or coughing. If you use latex gloves, change them frequently.
● Sanitize everything. Besides clean hands, use sanitizing solution to constantly keep counters, cutting surfaces, and utensils clean and sanitized. This helps to keep food handling areas and preparation tools free of bacteria.
● Prevent cross-contamination. Cross-contamination occurs when raw meat comes in contact with other food that will be served without further cooking. For example, never place raw chicken on a cutting board and then cut vegetables for an uncooked product on the cutting board without washing and sanitizing it first. The same for utensils like knives and portioning tools, always wash and sanitize them after every use.
● Keep food at the proper temperatures. Potentially hazardous foods like meat, poultry, dairy and fish should always be stored at or below 40º. Food that is cooking or in holding should always be above 140º. Bacteria count on food grows rapidly between 40º and 140º so it’s imperative that our food products spend a minimum amount of time in the “temperature danger zone.”
● Store food correctly. Raw meat should always be stored below cooked or prepared food. Raw poultry is always placed on the bottom shelf of the walk-in. Keep chemicals and cleaning products away from food products.
Chemical Safety
Equally important to your personal safety is the safe handling of chemicals. Cleaners, sanitizers and disinfectants are used throughout the restaurant. Your manager will show you how they are used and stored to ensure guest safety as well as your own.
Safe Chemical Handling
● Do know where the safety data sheets are posted and read them.
● Do read the labels of all products before you use them.
● Do follow the directions for proper storage, handling, and use for all chemicals you use.
● Do ask your Manager any questions or concerns you may have about using a certain product.
● Do know how to call for medical help, in case of an emergency.
● Do not ever mix chemicals together.
● Do not store chemicals in unmarked containers.
● Do not store chemicals in or close to food storage, preparation, or serving areas.
● Do not leave aerosol spray containers near heat or spray close to an open flame.
● Do not dispose of any empty chemical container until you have checked on the label for how to do so.
Reading the SDS (Safety Data Sheets):
● Read product name.
● Fire hazard - explains if the product can catch fire or explode.
● Health hazards - explains effects of over exposure and first aid procedures.
● Spill precautions - explains steps to take in case of spills.
● Special protection - describes any special measures, such as goggles and rubber gloves, used to decrease exposure and risk.
Reading product labels:
● Read name.
● Physical and health hazards.
● Instructions for storing, handling, and use.
● Instructions on what to do in case of an emergency.
Driving Safety
Employees who drive on Company business are expected to drive safely and responsibly and to use common sense and courtesy. Employees are also subject to the following rules and conditions:
1. A valid driver's license must be maintained as a condition of continued employment for positions that require driving. Back Nine Oxford may request to see an employee's license at any time.
2. Employees may not use a Company vehicle, if available, without express authorization from management.
3. Employees who drive their own vehicles for work must maintain the minimum amount of insurance required by state law as a condition of continued employment. Back Nine Oxford may request proof of insurance at any time.
4. Employees must always wear seat belts, whether they are the driver or a passenger.
5. Employees must follow all driving laws and safety rules, such as adherence to posted speed limits and directional signs, use of turn signals, and avoidance of confrontational or offensive behavior while driving.
6. Employees must promptly report any moving or parking violations received while driving on Company business or in Company vehicles.
7. In the event of an accident, the employee must take a drug screen within 24 hours at the direction of management.
Accidents and Emergency Situations
Report all accidents, no matter how minor they seem, to the manager on duty. In the event of an emergency, like an apparent injury or choking situation, notify a manager immediately. Managers are responsible for administering CPR, choking procedures or appropriate first aid.
Crime and Robbery
If you are ever involved in a robbery, DO NOT RESIST. Statistics show that people, who resist, are three times more likely to be injured than people who do not resist. The safety of you, your fellow Team Members and guests are our highest priority. Don’t be a hero, always cooperate fully and do not resist!
Fire Protection
All Team Members must know the specific location and operation of fire protection in the Restaurant. The Restaurant is equipped with many fire-extinguishing systems in the ducts, hood, over the stoves and other cooking equipment that contains a dry chemical. They can be set off immediately by pulling the ring attached to each system. We also maintain handheld CO² systems (behind the bar, in the kitchen, etc.) Be very specific before setting off a fire alarm or notifying someone to take action.
If the fire alarm sounds, assist guests to the nearest fire exit and out of the building immediately. Tell them the restaurant is under “Fire Alarm Status” and it is their responsibility to leave the restaurant through the nearest exit.
Alcohol Serving Policy
As a restaurant that sells alcoholic beverages, we are committed to sensible, socially responsible consumption of alcohol. We help to ensure our guests’ and other members of the community’s safety by educating our Team Members on responsible service and management of alcohol. We want our guests to enjoy alcoholic beverages in moderation, but if a guest shows signs of drinking too much, a manager should become informed immediately.
Team Members who serve guests, must abide by Back Nine Oxford’s policies on alcoholic beverage service:
1. We will not knowingly allow anyone on our staff that is under the legal drinking age to serve or dispense alcoholic beverages.
2. We will not serve alcoholic beverages to an intoxicated person.
3. We will not knowingly serve alcoholic beverages to a person under the legal drinking age. It is our policy to card anyone who appears to be under 30 years old.
4. We will offer nonalcoholic alternatives such as soft drinks, coffee, juice, etc.
Workplace Policies & Procedures
Absences
All Team Members are expected to work on a regular, consistent basis and complete their regularly scheduled hours per week. Excessive absenteeism may result in disciplinary action, up to and including termination. Disciplinary action taken because of absenteeism will be considered on an individual basis, following a review of the employee’s absentee and overall work record.
● If you are going to be late or miss work, Team Members are expected to call and talk to your immediate manager as soon as possible but no later than 2 hours before they are scheduled to work.
● Any Team Member who does not call or report to work for two consecutive shifts will be considered to have voluntarily resigned employment at Back Nine Oxford.
● Prior to taking a leave of absence for purposes of vacation, personal leave, military or jury duty, or other planned absence, the employee must request off using the Sling app.
● Employee Leave Requests should be submitted at least two weeks prior to the scheduled leave date, unless the request is due to an unexpected emergency. The nature of the emergency should then be shared with the immediate manager.
● To return to work from an accident or medical leave, all Team Members must present a doctor’s release.
● Any Team Member who fails to return to work at the expiration of a personal leave of absence will be deemed to have abandoned their job, unless Back Nine Oxford is notified of a reason, satisfactory to management, for not returning to work at the end of the leave of absence.
Tardiness
Team Members must be prepared to start work promptly at the beginning of the shift. Always arrive at the Restaurant 10 to 15 minutes before your shift. Your scheduled time is the time you are expected to be on your job, not arrive at the Restaurant. Repeated tardiness is grounds for termination. If it is not possible for you to begin work at your scheduled time, call the Restaurant, and speak to the Manager on duty.
Resignations
You are requested to give a twoweek notice of your plans to leave the restaurant. A notice is important so that we have time to hire someone to take your place. Giving a two-week notice is a professional courtesy and assures that you are eligible for re-hire and will not have a “left without resignation notice” on your employment record.
Cellular Phone Use Policy
Back Nine Oxford has adopted the following cellular phone use policy. This usage applies to any personally owned device capable of placing or receiving phone calls, messages, text or video messages, or with access to the internet or email.
Cell Phone Use for Business While Driving is Prohibited
Back Nine Oxford prohibits employee use of any cellular phone, either hands on or hands free, for business purposes related in any way to our company, while driving. This prohibition includes receiving or placing calls, text messaging, surfing the Internet, receiving, or responding to email, checking for phone messages, or any other purpose related to your employment; the business; our guests; our vendors; volunteer activities, meetings, or civic responsibilities performed for or attended in the name of the company; or any other company or personally related activities not named here while driving. When use of a cell phone is necessary, the employee shall park the vehicle in a manner consistent with traffic safety standards before placing or answering calls.
Cell Phones in the Restaurant - Management
Back Nine Oxford is aware that certain management level employees utilize their personal or company-supplied cellular phones for business purposes. At the same time, cell phones can be a distraction in the restaurant. To ensure the effectiveness of day-to-day management tasks such as directing employees, guest interaction, staff meetings and other job-related activities, management employees are asked to leave cell phones in the office unless otherwise permitted in this policy. Or, on the unusual occasion of an emergency or anticipated emergency that requires immediate attention, the cell phone may be carried in the restaurant as long as it is on vibrate mode.
The office is the preferred location for cellular phone use. Other acceptable areas are food, beverage and supply storage areas if necessary, when placing vendor orders, or, outside the restaurant. Use of cell phones is prohibited in the dining room, bar or any place that is in view of the guest.
The recognized management level job positions for which the business use of cell phones is permitted for Back Nine Oxford are as follows:
● FOH Manager
● BOH Manager
Cell Phones in the Restaurant - Staff
Non-management level employees are prohibited from cell phone use while at work. This prohibition includes receiving or placing calls, text messaging, surfing the Internet, receiving or responding to email or checking for phone messages. Cell phones are to be turned off upon arriving at the workplace unless otherwise permitted elsewhere in this policy.
The recognized staff level job positions for which cell phone usage is prohibited for Back Nine Oxford are as follows:
● Kitchen workers
● Servers
● Bartenders
● Bussers
● Hosts
● Dishwashers
Emergency Use of Cell Phones – Staff
Back Nine Oxford recognizes the fact many of their Team Members use a cell phone as a means for emergency notification by family, schools, hospitals and other persons or organizations for which emergency contact is necessary. Limited emergency use of cell phones is permitted under the following conditions
1. We will not knowingly allow anyone on our staff that is under the legal drinking age to serve or dispense alcoholic beverages.
2. Cell phones must be in vibrate-only mode.
3. Cell phones must be left in the office or employee locker unless otherwise permitted by management.
VIOLATION OF POLICY IS CAUSE FOR DISCIPLINARY ACTION
Team Members who violate this policy will be subject to disciplinary actions, up to and including employment termination.
Drug and Alcohol Policy
Back Nine Oxford is committed to providing a safe and productive work environment for its Team Members and patrons. Alcohol and drug abuse pose a threat to the health and safety of fellow Team Members, patrons and to the security of our equipment and facilities. For these reasons, Back Nine Oxford is committed to the elimination of drug and/or alcohol use and abuse in the workplace.
This policy outlines the practice and procedure designed to correct instances of identified alcohol and/or drug use in the workplace. For the purpose of this policy and its enforcement, ‘drugs’ are classified as any drug that’s illegal under federal, state or local law and/or any drug that is illegal under the federal Controlled Substances Act. This policy applies to all employees and all applicants for employment of Back Nine Oxford.
Drug-Free and Alcohol-Free Workplace
Employees should report to work fit for duty and free of any adverse effects of illegal drugs, marijuana, or alcohol. This policy does not prohibit Team Members from the lawful use and possession of prescribed medications (except marijuana, where legal). Team Members must, however, consult with their doctors about the medications’ effect on their fitness for duty and ability to work safely and promptly disclose any work restrictions to their supervisor. Team Members should not, however, disclose underlying medical conditions unless directed to do so.
WORK RULES
The following work rules apply to all Team Members:
● Illegal drugs are defined in this policy to include: cocaine, ecstasy, hallucinogens, amphetamines, steroids, heroine, PCP, marijuana and other substances that are illegal in Mississippi.
● Whenever employees are working, are operating any company vehicle, are present on company premises, or are conducting related work off-site, they are prohibited from:
○ Using, possessing, buying, selling, manufacturing or dispensing an illegal drug or marijuana (to include possession of drug paraphernalia).
○ Being under the influence of alcohol, marijuana or an illegal drug as defined in this policy.
● The presence of any detectable amount of any illegal drug, intoxicant or controlled substance in an employee’s body while performing company business or while in a company facility is prohibited.
● Back Nine Oxford will not allow any employee to perform their duties while taking prescribed drugs that are adversely affecting the employee’s ability to perform their job duties safely and effectively. Employees taking a prescribed medication (except marijuana) must carry it in the container labeled by a licensed pharmacist or be prepared to produce it if asked.
● Any illegal drugs or drug paraphernalia will be turned over to an appropriate law enforcement agency and may result in criminal prosecution.
REQUIRED TESTING
The company retains the right to require the following tests:
● Reasonable suspicion: Employees may be subjected to testing based on observations by a supervisor of apparent workplace use, possession, or impairment.
● Post-accident: Employees may be subjected to testing when they cause or contribute to accidents that seriously damage a company vehicle, machinery, equipment, or property and/or result in an injury to themselves or another employee requiring off-site medical attention. In any of these instances, the investigation and subsequent testing may be scheduled within two (2) hours following the accident, if not sooner.
INSPECTIONS
Back Nine Oxford reserves the right to inspect all portions of its premises for drugs, alcohol or other contraband. All Team Members and visitors may be asked to cooperate in inspections of their persons, work areas and property that might conceal a drug, alcohol or other contraband. Team Members who possess such contraband or refuse to cooperate in such inspections are subject to appropriate discipline up to and including discharge.
CRIMES INVOLVING DRUGS
Back Nine Oxford prohibits all employees from manufacturing, distributing, dispensing, possessing or using an illegal drug (including marijuana) in or on company premises or while conducting company business. Team Members are also prohibited from misusing legally prescribed or over the counter (OTC) drugs. Law enforcement personnel shall be notified, as appropriate, when criminal activity is suspected.
Harassment
It is this Restaurant’s policy to treat all personnel with dignity and respect and make personnel decisions without regard to race, sex, age, color, national origin, religion, or disability. We strive to provide everyone a workplace that is free of harassment of any kind. Team Members are encouraged to promptly report incidences of harassment.
Sexual Harassment
Back Nine Oxford committed to providing a work environment that is free from all forms of discrimination and conduct that can be considered harassing, abusive, coercive, or disruptive, including sexual and other types of harassment. Actions, words, jokes, or comments based on an individual’s sex, race, color, national origin, age, religion, disability, pregnancy, sexual orientation, gender identity, gender expression, veteran status, military duty, genetic information, or any other legally protected characteristic will not be tolerated.
All Team Members, including hourly employees, members of management, and executives, are prohibited from engaging in harassment of any type. The Company will also take appropriate steps to ensure that its Team Members are not subjected to harassment by guests, vendors, and members of the public. Harassment will not be tolerated and will result in disciplinary action, up to and including immediate termination of employment. Non-employee violators of this policy are subject to expulsion Back Nine Oxford facilities.
Definition of Sexual Harassment
Harassment based on a legally protected characteristic is unlawful discrimination and is illegal under federal law and many state and local laws. Harassment is a pattern of physical and/or verbal conduct that a reasonable employee would find intimidating, undesirable, or offensive and has the purpose or effect of interfering with an employee’s work performance or creates an intimidating, hostile, or offensive work environment. All harassment is prohibited regardless of whether it takes place on the premises or outside, including at social events, business trips, training sessions or other company sponsored events. The types of conduct that are prohibited by this policy and that may constitute harassment include but are not limited to the following:
● Verbal conduct such as epithets, derogatory comments, foul or obscene language, jokes, nicknames (e.g., honey, old man, or boy), slurs, taunts, threats.
● Visual conduct such as derogatory or otherwise offensive posters, cards, calendars, photographs, cartoons, graffiti, drawings, or gestures.
● Physical conduct such as assault, unwelcome touching, blocking normal movement, or interfering with work.
Sexual harassment includes unwelcome sexual advances, requests for sexual favors and other verbal or physical conduct of a sexual nature, when:
● Submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment or;
● Submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individuals, or;
● Such conduct has the purpose or effect or unreasonably interfering with an individual’s work performance or creating an intimidating, hostile or offensive work environment.
Sexual harassment may include individuals of the same or different genders. Specific examples of Sexual Harassment include:
● Unwelcome sexual advances or propositions, requests for sexual favors, flirtation, sexually-suggestive gestures, whistling, or leering.
● Unwanted physical contact, including patting, pinching, kissing, grabbing, hugging, brushing up against another person, or inappropriate touching.
● Physical violence, including sexual assault.
● Sexual jokes, teasing, sexually suggestive noises, comments about appearance or a Team Member’s personal life, or sexual comments or stories.
● Display of sexually explicit or offensive materials in the workplace, including on a computer, smartphone, by email, or text message.
Reporting Harassment is Everyone’s Responsibility
Back Nine Oxford can only remedy harassment which you bring to our attention. To give the Company the opportunity to address and prevent future occurrences of harassment, it is everyone’s responsibility to immediately report any conduct that they believe may violate this policy, whether they were a victim of the conduct or were only a witness to it. Regardless of whether you are certain that another person’s behavior really constitutes “harassment,” it is your responsibility to report the behavior as soon as possible. Rarely, if ever, should you wait longer than the next regular business day before reporting conduct that violates this policy.
Procedures for Reporting Harassment Claims
Team Members should immediately report the conduct to the manager on duty at the restaurant. If the manager on duty does not timely respond, or if the Team Member believes it would be inappropriate to report the conduct to that person, the Team Member should immediately contact their immediate manager. If the manager does not timely respond or it would be inappropriate to report the conduct to the manager, the Team Member should immediately contact an owner of the Company.
Back Nine Oxford committed to providing a work environment that is free from all forms of discrimination and conduct that can be considered harassing, abusive, coercive, or disruptive, including sexual and other types of harassment. Actions, words, jokes, or comments based on an individual’s sex, race, color, national origin, age, religion, disability, pregnancy, sexual orientation, gender identity, gender expression, veteran status, military duty, genetic information, or any other legally protected characteristic will not be tolerated.
Investigation of Claims
Your concerns will be investigated promptly, and appropriate remedial action will be taken in the event that it is determined that violations of the policy have occurred. All complaints will be kept in the strictest confidence possible, except as necessary to complete an investigation.
Depending on the nature and circumstance of the harassment, discipline can include, but is not limited to, counseling, suspension without pay, and/or termination of employment. Disciplinary action may also be taken against members of management who know of the behavior occurring, or of a complaint, and who fail to take immediate and appropriate action.
False accusations of harassment can have serious effects on other Team Members and the culture of the Company. If, after the investigation, it is clear that a complaining employee or a witness who participated in the investigation has maliciously or recklessly made a false accusation, they will be subject to discipline, up to and including termination of employment.
RETALIATION IS PROHIBITED
Any Team Member who, in good faith, brings a harassment complaint, appears as a witness or assists in an investigation of such a complaint, serves as the investigator of the complaint, or is associated with another Team Member who made a complaint or participated in the investigation will not be adversely affected in terms of employment or retaliated against or discharged because of the complaint. Complaints of retaliation should be reported immediately using the same complaint procedure set forth above and will be promptly investigated according to the investigation procedures outlined above. Retaliation or threats of retaliation will be grounds for disciplinary action as set forth above, up to and including termination of employment.
Employee Use of Social Media Websites
While Back Nine Oxford encourages its Team Members to enjoy and make good use of their off-duty time, certain activities on the part of Team Members may become a problem if they have the effect of impairing the work of any Team Member; harassing, demeaning, or creating a hostile working environment for any Team Member; disrupting the smooth and orderly flow of work within the company; directly or indirectly disclosing confidential or proprietary information; or harming the goodwill and reputation of Back Nine Oxford among its guests or in the community at large. In the area of social media (print, broadcast, digital, and online), Team Members may use such media in any way they choose as long as such use does not produce the adverse consequences noted above. For this reason, Back Nine Oxford reminds its Team Members that the following guidelines apply in their use of social media, both on and off duty:
1. If a Team Member publishes any personal information about themselves, another Team Member of Back Nine Oxford a client, or a guest in any public medium (print, broadcast, digital, or online) that:
a. has the potential or effect of involving the Team Member, their co-workers, or Back Nine Oxford in any kind of dispute or conflict with other Team Members or third parties;
b. interferes with the work of any Team Member;
c. creates a harassing, demeaning, or hostile working environment for any Team Member;
d. disrupts the smooth and orderly flow of work within the office, or the delivery of services to the company’s clients or guests;
e. harms the goodwill and reputation of Back Nine Oxford among its guests or in the community at large;
f. tends to place in doubt the reliability, trustworthiness, or sound judgment of the person who is the subject of the information; or
g. reveals proprietary information or Back Nine Oxford trade secrets;
2. the Team Member(s) responsible for such problems will be subject to counseling and/or disciplinary action, up to and potentially including termination of employment, depending upon the circumstances.
3. No Team Member of Back Nine Oxford may use company equipment or facilities for furtherance of non-work-related activities or relationships without the express advance permission of an owner.
4. Team Members who conduct themselves in such a way that their actions and relationships with each other could become the object of gossip among others in the workplace, or cause unfavorable publicity for Back Nine Oxford in the community, should be concerned that their conduct may be inconsistent with one or more of the above guidelines. In such a situation, the Team Members involved should request guidance from their immediate manager to discuss the possibility of a resolution that would avoid such problems. Depending upon the circumstances, failure to seek such guidance may be considered evidence of intent to conceal a violation of the policy and to hinder an investigation into the matter.
5. Should you decide to create a personal blog, be sure to provide a clear disclaimer that the views expressed in the blog are the author’s alone, and do not represent the views of Back Nine Oxford.
6. All information published on any Team Member blog(s) should comply with Back Nine Oxford’s confidentiality and disclosure of proprietary data policies. This also applies to comments posted on other social networking sites, blogs and forums.
7. Be respectful to Back Nine Oxford, co-workers, guests, clients, partners and competitors, and be mindful of your physical safety when posting information about yourself or others on any forum. Describing intimate details of your personal and social life or providing information about your detailed comings and goings might be interpreted as an invitation for further communication ---or even stalking and harassment that could prove dangerous to your physical safety.
8. Social media activities should never interfere with work commitments.
9. Your online presence can reflect on Back Nine Oxford. Be aware that your comments, posts, or actions captured via digital or film images can affect the image of Back Nine Oxford.
10. Do not discuss company clients, guests or partners without their express consent to do so.
11. Do not ignore copyright laws and cite or reference sources accurately. Remember that the prohibition again plagiarism applies online.
Do not use any Back Nine Oxford logos or trademarks without written consent. The absence of explicit reference to a particular site does not limit the extent of the application of this policy. If no policy or guideline exists, Back Nine Oxford Team Members should use their professional judgment and follow the most prudent course of action. If you are uncertain, consult your supervisor or manager before proceeding.
Proprietary & Confidential Information
It is illegal to steal, copy or communicate or transmit a former employer’s confidential or proprietary information. Proprietary information is defined as “the whole or any part of any scientific or technical information, design, process, procedure, formula, or improvement that has value and that the owner has taken measures to prevent from becoming available to persons other than those selected by the owner to have access for limited purposes.” Our internal business practices, procedures and recipes are of great value to Back Nine Oxford. Team Members are not to disclose any proprietary processes or recipes to any person unless directed to by a Back Nine Oxford owner. Back Nine Oxford will institute civil action against anyone who violates this policy.
TEAM MEMBERS
There should be no solicitation or distribution of literature of any kind by any employee during actual working time of the employee soliciting or the employee being solicited. Working time does not include lunch and rest breaks. Any employee who violates any part of this policy will be subject to counseling and disciplinary action up to and including dismissal.
