staffGuidelines.md

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General Staff Guidelines	staffGuidelines	fal fa-file-contract

General Staff Guidelines

Please read these General Staff Guidelines thoroughly. This document was last updated 18 June 2021.

These General staff Guidelines are intended solely as a guide. They do not, in any way, shape, or form constitute a contract of employment. By accepting any volunteer position with LuzFaltex, each individual acknowledges and agrees that they are not considered an employee of LuzFaltex and acknowledge and agree that that to the extent that they ever make any claim that they were employed by LuzFaltex they will stipulate that any such relationship was "at will" and that they are or were not entitled to any wages or monetary consideration for any of their volunteer duties.

By agreeing to act as a volunteer for the purposes of LuzFaltex, each individual acknowledges and agrees as follows:

• They are personally responsible for protecting their health and they waive any claim that they make that their duties as a volunteer were the cause of any adverse health condition they may suffer while performing their volunteer duties;
• They have an affirmative duty to follow any guidelines issued by the Board of Directors of LuzFaltex regarding safe health practices; and
• They have an affirmative duty to follow any Federal, State, or Local Governmental Health Regulations that may be in place during their association with LuzFaltex.

These General Staff Guidelines may include references to certain benefits that the volunteers may enjoy by performing the duties of their volunteer position. By agreeing to act as a volunteer for the purposes of LuzFaltex, each individual acknowledges and agrees that in the event that circumstances occur that are outside of the control of the Board of Directors of LuzFaltex that such benefits may not be provided. Each individual acknowledges and agrees that this document does not provide any guarantee of any benefit and that the Board of Directors of LuzFaltex has the complete discretion to withdraw any benefits referred to in these General Staff Guidelines on a group or individual basis.

LuzFaltex Management Guidelines

These guidelines apply to Vice Presidents, Directors and Assistant Directors of any department, and Managers of any Team, and all other members of the Board of Directors, herein collectively referred to as Management Staff.

Qualifications

• Management Staff must commit to overseeing their team and completing all tasks assigned to them.
• Management Staff will keep a log of all official business conducted by them. Emails are logged by the system, but phone calls and in person contacts require a log stating the time and date of the conversation, the name of the person contacted, the subjects discussed, and any further follow-up as needed.
• Management Staff must attend all staff meetings or provide a notice of absence at least 24 prior to the scheduled meeting date and time.

Director Expectations

• Management Staff will be provided with or create their own timeline of tasks to be completed and deadlines for their completion. Tasks are expected to be completed by the established deadlines. Directors/Assistant Directors are expected to anticipate deadlines and ask for information from other departments in a reasonable amount of time to complete the tasks before deadlines.
• Team Managers will contact their Director and Directors will contact their Vice President at least once a month.
• Management Staff must maintain their LuzFaltex email assigned to them by LuzFaltex IT. Email will be checked at least twice a week.
  • Any email exchanges with people concerning LuzFaltex must be sent or transmitted using the LuzFaltex email system. Management Staff should never give personal emails as a contact for matters relating to LuzFaltex. Additionally, correspondence through the LuzFaltex email system should not cover excessively personal matters.
  • Management Staff may forward emails from their LuzFaltex-issued account to their own email accounts. However, all email replies will be sent with the official email account and not the personal forwarded email account.
  • Management Staff will use a password aligning with our password policy.
  • Barring any litigation holds, a retention policy of 30 days is applied to all email messages. Management Staff will be expected to save an offline copy of any important emails which need to be preserved for longer than 30 days. Offline copies should be saved to the cloud storage system, not to personal devices.
  • After being informed of a litigation hold, Management Staff agree that they will not attempt to delete, hide, or otherwise remove access to any emails contained within their email box.
• Management Staff must respond to emails and/or other official communications in no more than 7 days' time.
• Management Staff should not create or take on the additional tasks of another department or division unless approved by their direct supervisor and the Director and Assistant Director of the other department.

Confidentiality

• Any information shared or conversations conducted in meetings or email should be considered private and confidential. Management Staff may not share that data with anyone who is not a member of the proper level of organization, nor allow any third parties access to confidential information. They will take all necessary steps to preserve confidential information until said information has been posted on the website or on social media by an authorized LuzFaltex staff member. This includes event announcements and project planning details. It also includes releasing information to players, staff, and other individuals excluding other Management Staff or the Board.
• LuzFaltex must protect the personal information of its staff and players. Personal information should not be shared with third parties at any time without prior written approval from the Board of Directors.
• If a Management Staff member receives a request for information that is not available on the website or social media, the Management Staff Member will forward the request to the appropriate Director and the VP. If an assistant director is unclear on what information has been released for their own department, they will contact their Director or VP.

Conflict and Disagreement

• Management Staff should not publicly express disagreement or dissatisfaction with the official position of policy of LuzFaltex. If a Director/Assistant Director is dissatisfied or has other issues, it should be addressed internally.
• If a Management Staff member has a disagreement with any LuzFaltex staff member, they should bring it up with HR.
• If a Management Staff member has a disagreement with a member of HR, they should bring the issue up with the Chief Operating Officer.
• At any time a Management Staff member has the right to ask for the Board of Directors to hear and rule on an issue.

Community Expectations

• While on duty, Management Staff will concentrate on their duties and behave in a professional and courteous manner.
• Management Staff will not be under the influence of illegal substances or alcohol to excess while performing their duties.
• Management Staff will not consume alcoholic beverages or illegal substances at all while performing their duties.
• Management Staff will not abuse the privilege of LuzFaltex Staff. This includes, but is not limited to:
  • Generating in-game currency for the personal benefit of the Director, Assistant Director, or their friends;
  • Using Management Staff status to help friends access exclusive opportunities or disobey rules.
  • Accepting tips, either monetary or services, from players, members of staff, or anyone related to LuzFaltex without express written consent from the Board of Directors.
• Management Staff hotel rooms reserved and paid for by LuzFaltex are subject to the following rules:
  • No alcohol or illegal substances allowed in the room;
  • No parties allowed;
  • No guests allowed for longer than 20 minutes;
  • No overnight guests;
  • Pets (excluding service animals) are prohibited;
  • Hotel room dor must not be unlocked or propped open; and
  • Lost keys will be reported to the Hotel Liaison, not to the front desk.

Disciplinary Action

• If a Management Staff member will not reply after a reasonable attempt at contact, the Board of Directors will post an absence-notice of deadline for the Director/Assistant Directors to contact the Board. A reasonable contact attempt is defined as using at least two of the following methods: phone, email, social media, or reaching out to an emergency contact.
• In the event a Management Staff member has shown themselves to be incapable of performing their required duties, violating any LuzFaltex contract or community rules, or conducting themselves in a manner that is contrary to the mission of LuzFaltex, the Board will review the situation according to the standing rules governing LuzFaltex.
• The Management Staff member will be given an opportunity to present written statements concerning the situation with a reasonable deadline (no less than 1 week).
• The Board of Directors is authorized to take further action on a Management Staff member they determine to have shown incapability in their duties depending on the seriousness of the infraction. These actions may include:
  • Issuing a warning to the Management Staff member;
  • Assigning duties to another Management Staff member;
  • Removing the Management Staff member from the Community and LuzFaltex;
  • Revoking some or all of Management Staff benefits;
  • Refusing to accept the Management Staff member in volunteer positions in the future; or
  • Refusing to allow the Management Staff member to connect to a LuzFaltex Community.

LuzFaltex Staff Guidelines

These guidelines apply to all LuzFaltex staff regardless of level. All staff members bust be 18 years of age or older.

Staff Expectations

• Staff members will contact their Manager at least once a week.
• Staff members must attend all department meetings and all-call meetings unless a notice of absence is delivered in writing to their Manager at least 24 hours before the meeting.
• Staff members should not transfer to or take on additional tasks of another department unless approved in writing by both Managers and the Board of Directors.
• If a Staff member knows they are no longer able to fulfill the duties of their role, they will contact their supervisor in writing and resign their volunteer position. A decision will be made at that time concerning any benefits due to the staff member based on tasks completed (as evidenced by logs and other written materials). Duties will be reassigned by the supervisor, not the retiring staffer. Although a retiring Management Staff member may recommend a replacement, LuzFaltex is not bound to comply.

Confidentiality

• Any information shared or conversations conducted in staff meetings or via email should be considered private and confidential. It should not be shared with anyone who is not a Staff member, nor should any third parties be allowed access to said confidential information. Staff members will take all necessary steps to preserve the confidentiality of the information until it is released on the website or LuzFaltex's social media by an authorized Staff member. This includes event announcements and project planning details. It also includes releasing information to players, staff, and other individuals excluding other Management Staff or the Board.
• LuzFaltex must protect the personal information of its staff and players. Personal information should not be shared with third parties at any time without prior written approval from the Board of Directors.
• If a Staff member receives a request for information that is not available on the website or social media, the Staff Member will forward the request to the appropriate Director and the VP.

Conflict and Disagreement

• Staff should not publicly express disagreement or dissatisfaction with the official position of policy of LuzFaltex. If a Director/Assistant Director is dissatisfied or has other issues, it should be addressed internally.
• If a Staff member has a disagreement with any LuzFaltex staff member, they should bring it up with HR.
• If a Staff member has a disagreement with a member of HR, they should bring the issue up with the Chief Operating Officer.

Community Expectations

• While on duty, Staff will concentrate on their duties and behave in a professional and courteous manner.
• Staff will not be under the influence of illegal substances or alcohol to excess while performing their duties.
• Staff will not consume alcoholic beverages or illegal substances at all while performing their duties.
• Staff will not abuse the privilege of LuzFaltex Staff. This includes, but is not limited to:
  • Using staff status to initiate events and/or plans that are not cleared through the staff member's Manager.
  • Generating in-game currency for the personal benefit of the Staffer or their friends;
  • Using Staff status to help friends access exclusive opportunities or disobey rules.
  • Accepting tips, either monetary or services, from players, members of staff, or anyone related to LuzFaltex without express written consent from the Board of Directors.
• Management Staff hotel rooms reserved and paid for by LuzFaltex are subject to the following rules:
  • No alcohol or illegal substances allowed in the room;
  • No parties allowed;
  • No guests allowed for longer than 20 minutes;
  • No overnight guests;
  • Pets (excluding service animals) are prohibited;
  • Hotel room dor must not be unlocked or propped open; and
  • Lost keys will be reported to the Hotel Liaison, not to the front desk.

Disciplinary Action

• If a Staff Member will not reply after a reasonable attempt at contact, the Staffer's Manager or Human Resources will provide notice to the Staffer that they are in danger of losing staff privileges. A reasonable contact attempt is defined as using at least two of the following methods: phone, email, social media, or reaching out to an emergency contact.
• In the event a Staff member has shown themselves to be incapable of performing their required duties, violating any LuzFaltex contract or community rules, or conducting themselves in a manner that is contrary to the mission of LuzFaltex, the Manager will report the Staff Member to Human Resources who will review the situation according to the standing rules governing LuzFaltex.
• The Staff member will be given an opportunity to present written statements concerning the situation with a reasonable deadline (no less than 1 week).
• Human Resources is authorized to take further action on a Staff member they determine to have shown incapability in their duties depending on the seriousness of the infraction. These actions may include:
  • Issuing a warning to the Staff member;
  • Assigning duties to another Staff member;
  • Removing the Staff member from the Community and LuzFaltex;
  • Revoking some or all of Staff benefits;
  • Refusing to accept the Staff member in volunteer positions in the future; or
  • Refusing to allow the Staff member to connect to a LuzFaltex Community.