ABOUT MALAMALA BEACH CLUB
Surrounded by Fiji’s crystal-clear waters, Malamala Beach Club is the world’s first beach club located on its very own island, just 30 minutes from Port Denarau.
Experience white sand beaches, private cabanas, poolside daybeds, a resort-style infinity edge pool and endless views across the Mamanuca Islands
Malamala Beach Club offers delicious à la carte dining, from light bites to tame your cravings to Pacific-inspired meals and shared platters, an array of handcrafted cocktails and a club-like atmosphere with laid-back tunes played all day long. The beach club, which launched in 2017, is now Fiji’s most popular day trip destination.
ABOUT VINAKA FIJI
Vinaka Fiji was established in 2010 and created the Vinaka Fiji Voluntourism programmes in Fiji’s remote Yasawa Islands. The aim of these programmes is to improve the provision of basic needs and amenities missing from village life in the Yasawas.
The programmes support villages in areas of fresh water, nutrition, education, power, marine conservation and environment. The Trust works directly with the Yasawa Island communities so that the villagers are involved in determining their needs, participate in the planning and implementation of initiatives, and share responsibility for completion of the projects embarked upon.
For customers interested in Fiji Voluntourism programmes or making a donation to these programmes, Vinaka Fiji offers a very real opportunity to make a difference.
1.0 INTRODUCTION
The purpose of this handbook is to provide employees with important information regarding their employment with South Sea Cruises Group (SSCG) and what we expect from you as an employee. It is imperative that you understand SSCG policies and procedures at all times and refer to this as a guideline. For any further queries you can always contact the People & Culture Department or your Supervisor/Manager.
OUR MISSION:
• Provide a world-class visitor customer experience in all areas of the business
• Provide a reliable, efficient, safe and cost-effective service for our island resort partners
• To be held in high regard by our customers, the trade and the community we operate within
• Provide a strong return to shareholders
• Provide economic benefits for the Mamanuca and Yasawa regions
• Play our part in protecting and enhancing the marine environment
OUR COMMITMENT:
At SSCG we believe that our greatest asset is our people. We are committed to fostering a supportive and inclusive environment where every employee can thrive both personally and professionally. Our commitment includes:
• Professional Development: We provide continuous learning opportunities through training programs, workshops, and mentorship to help our employees advance their careers and achieve their full potential.
• Health and Wellbeing: We prioritize our employees’ physical, mental, and emotional well-being by offering health insurance benefits, wellness programs, and a supportive work-life balance
• Inclusive Culture: We are dedicated to creating a diverse and inclusive workplace where everyone feels valued and respected. We celebrate differences and ensure equal opportunities for all
• Safe Work Environment: We maintain a safe and healthy work environment by adhering to the highest safety standards and providing the necessary resources and support
• Employee Engagement: We actively seek and value employee feedback to continuously improve our workplace. We encourage open communication and collaboration with all levels of the organisation
• Recognition and Rewards: we recognise and reward our employees’ hard work and achievement through various recognition programs, ensuring that their contributions are acknowledged and appreciated
At SSCG we are committed to growing together and ensuring the welfare of our employees. We believe that by investing in our people, we are investing in the future success of our company.
YOUR COMMITMENT:
As dedicated members of SSCG, we, the employees, pledge to uphold the following commitments to contribute to the success and growth of our organization:
• Professional Excellence: We commit to performing our duties with the highest level of professionalism, integrity, and dedication. We strive for excellence in all our tasks and responsibilities
• Continuous Learning: We are committed to continuous personal and professional development. We actively seek opportunities to enhance our skills and knowledge to better serve the company and our clients
• Collaboration and Teamwork: We pledge to work collaboratively with our colleagues, fostering a supportive and inclusive environment. We value diverse perspectives and believe that teamwork leads to greater innovation and success
• Respect and Integrity: We commit to treating all colleagues, clients, and stakeholders with respect and integrity. We uphold the company’s values and ethical standards in all our interactions
• Adaptability and Innovation: We embrace change and are committed to being adaptable and innovative. We seek to contribute to the company’s growth by bringing new ideas and solutions to the table
• Health and Safety: We prioritize our health and safety and that of our colleagues by adhering to all safety guidelines and promoting a healthy work environment
• Customer Focus: We are dedicated to understanding and meeting the needs of our customers. We commit to delivering high-quality service and ensuring customer satisfaction
• Sustainability and Responsibility: We commit to acting responsibly and sustainably in our roles, contributing to the company’s efforts to minimize its environmental impact and support the community
1.1 WHAT YOU CAN EXPECT AT WORK:
SSCG employs more than 350 employees across various departments, roles and responsibilities. This number grows as we add new products, vessels or undertake new business initiatives. Part of our responsibility is to provide all employees with a work environment that is safe and comfortable to be in.
Harassment, including sexual harassment, is when someone else causes offence, distress, discomfort, harm, humiliation or work-related problems. It’s when someone does or says something that you didn’t invite from them, and it makes you feel very uncomfortable.
It may not be directed at you, but it may be towards one of your work colleagues or a customer.
Harassment of any kind at work, regardless of who it is from (the people you work with, your direct report, our customers, suppliers or outside contractors) is totally unacceptable. If you experience or see any cases of harassment while at work, it’s really important to tell someone. If you can, tell the person that what they said or did made you uncomfortable and you’d like them not to do it again. If it happens again, make sure you talk to your direct report or another Manager about it as part of the grievance procedure.
We commit to you that your workplace will:
• Be free of harassment of any type
• Have a fair and confidential way of resolving problems at work
• Provide equal opportunity employment practices for all people
• Have safe buildings, equipment, tools and systems for you to do your work without physical harm
• Have a system to manage people’s performance if something goes wrong
1.2 WHEN YOU NEED SUPPORT
a. If you come to us with a work-related problem (including harassment) all of our Managers are expected to provide you with help to resolve your problem in a way that is:
• Trustworthy and confidential
• Impartial
• Free of unfair repercussions or victimisation
• Sensitive
• Timely
It is important for us to know if you are experiencing problems of any kind in your workplace. Quite often if we know about a problem or issue early we are able to help you solve this without difficulty. But, if we don’t know we are unable to help and this is when problems or issues escalate.
b. If you have any enquiries or complaints concerning harassment or any other issues, you should make contact with one of the following people:
• Supervisor
• Manager
• Relevant General Manager
• Chief Operating Officer (COO)
• General Manager People & Culture (GM - P&C)
• Chief Executive Officer (CEO)
Our management team operates an ‘open door’ policy so please don’t be shy in voicing your opinions or views but be respectful at the same time.
1.3 KEEPING YOU SAFE
To ensure a safe and secure environment for both our customers and employees, it is important for you to be on alert to daily activities in and around your workplace. Any suspicious character or unusual activity must be reported to your Supervisor/Manager or Denarau Security Personnel immediately. Our commitment to safety extends to you, our customers, and the local community. Here are some things that you can do, and we will do in return to keep our workplaces safe.
a. As a team member it is our expectation that you too will do what you believe is right. In terms of your workplace, this means:
• Observing and practicing safe work methods
• Ensuring your actions do not jeopardise the health, safety and wellbeing of other people
• Reporting any injuries or workplace hazards immediately to your Supervisor/Manager
• Co-operating with management to implement health and safety initiatives for everyone’s safety including but not limited to those relating to COVID-19
• Use the personal protective equipment provided for your health, safety and wellbeing in a manner consistent with its intended purpose
b. Noticing the things that matter and being responsible for getting things right are two things that we take very seriously when it comes to a safe workplace.
How will SSCG do this for you?
• By providing you with a well maintained, safe workplace
• Developing, and maintaining safe systems of work in consultation with you
• Providing information, instruction, training and supervision to you, our contractors and customers
• Monitoring your health, safety and wellbeing
• Ensuring regular risk assessments/audits are conducted for identified hazardous tasks and planning to eliminate/minimise their risk to you
c. It is important that we aim for success and value people like you, who are always looking for a better way to do things. We welcome different perspectives and listen to everyone’s ideas in establishing workplace safety. When we work together we are stronger and we’re at our best when we collaborate to form a powerful, winning team.
When thinking about workplace safety, this translates into:
• Driving commitment and accountability for health and safety at all levels within SSCG
• Working with you to further build our health and safety systems
• Identifying risks and removing them as soon as possible
2.0 EMPLOYMENT TERMS AND CONDITIONS
2.1 EMPLOYEE REQUIREMENTS
You are a member of the SSCG vuvale because of your skill, educational attainment, moral character, training and experience. Before commencement of duties you are required to submit the following:
• Two (2) recent ID size photographs
• Birth Certificate
• Tax Identification Number
• FNPF
• Bank account details (for payment of wages/salary)
• Updated resume with transcripts or any credentials/ testimonials
• Police Clearance
• Other documentation necessary for your specific line of employment, e.g. Safety Certificate, Certificate of Competency or Certificate of Proficiency
2.2 HOURS OF WORK & ATTENDANCE
Full-time employees must work an average of 40, 42.5, or 45, 50, 55, or 60 hours per week, whichever is applicable.
All employees are expected to report for work punctually to meet SSCG’s operational needs and the terms and conditions of employment. Failure to report for allocated shifts/roster on time may result in disciplinary action.
All Employees are expected to log in through the biometric scan either by face recognition or finger scan upon arrival and departure from work.
Employees are expected to attend to personal matters, such as appointments or errands, in their personal time wherever possible.
OVERTIME
Employees should be able to complete the duties of their role within specified working hours.
If it becomes essential for you to increase your hours to complete a task for any reason other than your own dedication and ambition, you may be asked to work outside your normal hours. The following applies to all wage employees: for the first 3 hours on any day – 1.5 times the employee’s normal hourly rate. For work in excess of 3 hours – twice the normal rate.
All overtime requests need to be prior approved by HOD/Manager/Supervisor.
Days-in-lieu shall not be accrued unless agreed with the Manager and shall be taken at a time convenient
to both parties.
MEAL AND REST BREAKS
Employees are allocated a maximum 30 minutes (unpaid) meal break for shore-based employees while Island and vessel employees are to be determined by their respective General Managers. Employees will be expected to clean up after they have used any of the common areas.
SSCG is pleased to supply tea, coffee and milk to all employees at no cost. This will be facilitated by the Purchasing department.
TIMESHEETS
All employees’ timesheets are to be in by 10.00 am on the Monday of pay week. Timesheets must be filled in correctly with all information regarding start and finish times, breaks taken, approved overtime, and reasons for extra time. Each weekly timesheet will be approved by a Manager or his/her designate.
If an employee has been found to be deliberately negligent with regards to this procedure, or to have knowingly falsified their timesheets or deliberately ignored the instructions to use the biometric system for their time in and out, they may be subject to disciplinary action up to and including dismissal.
ATTENDANCE - NOTIFICATION OF ABSENCE OR LATE ARRIVAL
We depend on your presence during your specific work schedule. You are, therefore, required to inform your supervisor/manager by telephone only in the event they are unavailable, the P&C department, of your inability to report for work at least two (2) hours before your scheduled work time. As a rule, prior permission from your Supervisor/Manager is required if you need to absent yourself on a particular day. Absence without notice will subject you to disciplinary action. At no time an employee is allowed to advise a third party of their intended absence.
If an employee is absent due to sickness, a Leave Application Form must be completed on the first day of their return and handed to their manager who will forward it to the Payroll.
Unexcused or unreported absence for more than three days will be considered job abandonment and may result in the termination of your employment.
2.3 PROBATIONARY PERIOD
All SSCG employees holding non-senior management roles are initially engaged on probation for three (3) months duration.
Employees on probation shall complete a first probationary review no later than the 4th week of the defined probationary period.
2nd review will be in the 8th week of probation. In addition to the formal probationary review meetings, frequent feedback and check-ins between the employee and their manager is essential during the probation period. During this period, employees shall bring to the attention of their Supervisor or Manager any concerns they may have about any aspect of their employment.
The GM/Manager shall complete a 3rd/final probationary review by no later than the 11th week or 23rd week (if on 6 months’ probation) of the employee’s probationary period.
The outcome of this review shall be in the following terms:
• in the cases where a staff has a police record or has not been able to provide a police clearance report until the completion of their probation, the staff probation will be deemed as unsuccessful and a weeks notice will be given as per the Policy Statement 4 - Probationary Period of P&C SOP
• where it is determined that the employee’s performance is less than satisfactory, the probation shall be extended for a number of weeks not extending 8 weeks if on a 3 months probation
• where, as a consequence of the probationary reviews, it is determined that the employee has not satisfactorily met the work performance requirements, the employee shall be informed of the outcome of the final review. All extensions of probation on disciplinary grounds shall require the HOD/ Manager to complete the probationary assessment form and accompany this with the appropriate disciplinary report/letter.
The manager responsible for evaluating probation performance shall submit a final review no later than 7 days after the completion of the probation or the extended probation period. Failure to submit will result in automatic confirmation of the employee.
Temporary employees shall be terminated immediately, and permanent employees shall be given one (1) week’s notice of termination of employment or payment in lieu of such notice prior to the 12th week of employment.
During the probationary period:
• if progress or performance is not considered by SSCG to be satisfactory; or
• the employee are not satisfied with the position or the organization; or
• the employee has breached any company policy; or
• the employee has not provided the police clearance
Either party may terminate probationary employment subject to one week’s notice for permanent employees. Notice may be given or forfeited as the case may be.
PROMOTIONS AND TRANSFER
Employees who demonstrate ability, diligence, and professional competence are granted the opportunity to advance to more responsible and higher-paying positions when available.
Promotions, transfers, and filling of vacancies are made “from within” whenever possible, with consideration given primarily to ability and attitude. Simply staying in a position, no matter how long, does not automatically qualify an employee to hold a higher position. Seniority based on continuous service will only be taken into account when all qualifications are equal.
When vacancies occur, announcements are made internally. Anyone interested in a position may submit a written application to the P&C Department and copy the Supervisor/Manager concerned.
An employee promoted or transferred to a higher position will be appointed on a probationary basis for an initial period not to exceed three (3) months.
2.4 REMUNERATION AND ALLOWANCES
Employees shall have their pay deposited directly into an account via Direct Deposit Pay/Electronic Funds Transfer (EFT), with the financial institution of their choice. The net remuneration shall, where practicable, be available in the employee’s nominated account every Thursday.
However, for selected management, pay is deposited to their account on the 20th of every month.
On each pay period, employees shall receive a pay slip detailing the full pay transaction including the net amount and any deductions. The pay slip shall be emailed to email addresses provided by employees. All payslips not accessible by employees on email shall be put in a controlled shared folder managed by P&C through payroll.
Should an employee be dismissed, he or she shall receive a final pay including the payout of the balance of annual leave entitlements following the return of any and all company property, including but not limited to, keys, staff passes, tools, and uniforms.
ALLOWANCES
a. Meal Allowance
Every worker who is required to work overtime in excess of 2 hours on any normal working day or shift shall be entitled to a meal allowance of $10 or a decent hot meal.
b. Travel Allowances
When an employee is required to finish work when public transport is not available by reason of such transport not having commenced in the morning and after provision of the last transport provided by the employer in the evening, being discontinued for the day or temporally suspended for more than one hour he/she shall, after consultation with employer, be provided by the employer with transport. If the employee has provision of own transport after finishing work when public transport is not available, the employee shall claim $15 return transport allowance if living within 15 km, and $25 return transport allowance if living more than 15 km.
c. Subsistence Allowance
When an employee is required by his employer to work temporarily away from his normal place of employment and is unable to return home at night, quarters and meals will be provided by the employer at no cost to the employee subject to approval from employer.
The employee is at liberty to arrange his own accommodation and meals and is entitled to an allowance of $50 per night and $15 per meal.
d. Sleepover Allowance
Employees are entitled to $30 per night for overnight charters, cyclone standbys.
e. Dirt Allowance
Where an employee is instructed to perform unpleasant work, such as repairing a blocked toilet, burst pipes, septic overflows which bring him into direct contact with human excrement, he shall be paid $15 per engagement.
f. Wet Allowance
Where an employee is required in the course of his employment to enter into water except for those employees required to enter the water as stipulated in their Job Description, he shall be paid a wet allowance of $15 per day regardless of the number of times they entered the water on that day.
g. Dive Allowance
Where an employee is required to dive into water to clean the vessels except for those employees required to enter the water as stipulated in their Job Description, he shall be paid a dive allowance of $25 per tank.
h. Responsibility Allowance
An employee acting in a position of higher responsibility for more than 10 working days shall be paid an allowance equivalent to 95% of the difference between his current rate and his new rate if the employee is carrying out more than 50% of the responsibility. In case the employee is required to do less than 50% work in the higher responsibility shall be entitled to 75% of the difference in pay.
DEDUCTIONS
Apart from income tax deductions, any other deductions requested by an employee shall need to be authorized by that employee in writing.
Requests for deductions are to be submitted to the P&C office and shall indicate the date upon which the deductions are required to commence.
Such requests shall be submitted at least one pay cycle before the proposed commencement date of deductions.
ANNUAL BONUS
Upon achieving its annual financial budget (July - June), management may decide to provide employees with an annual bonus. The annual bonus is paid at the discretion of the CEO and Company Directors. Employees who have been subject to formal disciplinary action throughout the period in which the bonus is applicable are deemed ineligible to receive the annual bonus. Formal discipline constitutes three or more Documented Corrective Action Letters and/ or disciplinary action as a result of a Serious or Grave Offence not stated then at two (2) weeks should they wish to resign. SSCG will recover costs from employees who do not give the required notice period.
2.5 SUPERANNUATION
Employer superannuation guarantee contributions are at the rate specified by Fiji National Provident Fund (FNPF) and are paid into the FNPF. At SSCG all employees are kept informed of any changes in the applicable Fiji laws.
The amount paid is based on ordinary earnings including allowances and some bonuses. Employee pay slips have a section that indicates the applicable amount paid by SSCG on the employee’s behalf.
2.6 LEAVE ENTITLEMENT
ANNUAL LEAVE (AL)
Permanent full-time salary employees are entitled to fifteen (15) working days of paid annual leave on the completion of twelve (12) months service. Permanent full-time wage employees are entitled to ten (10) working days paid annual leave on the completion of twelve (12) months service.
Annual Leave shall be taken at a time to be agreed by both SSCG and the employee and, failing agreement, as directed by SSCG. Casual employees shall not accrue annual leave. Annual leave entitlement for SMT is as per their contractual agreement.
REQUESTING ANNUAL LEAVE
Employees wishing to take accrued annual leave shall
submit a Leave Request Form to their Supervisor/ Manager for approval at least 14 days before the proposed annual leave commencement date. For any unplanned leave it should be submitted for approval at least 3 days prior and for any other leave requested for an emergency purpose to be approved by the department manager prior to proceeding on leave.
CANCELLING LEAVE REQUESTS
Requests to cancel annual leave shall be discussed with the appropriate Manager at least one week prior to the first date of intended leave.
LEAVE WITHOUT PAY (LWOP)
Leave without pay is granted at the discretion of Management. Employees are not automatically entitled to leave without pay. Authorization for leave without pay shall apply to each specific request only. All other available annual leave must be exhausted before leave without pay is applied and approval shall be given from department manager level.
SICK LEAVE (SL)
Every Permanent full-time employee is entitled to 10 days of paid sick leave per annum. This entitlement does not accrue. An employee shall be entitled to access their SL if they are not fit for work approved by a Medical Practitioner.
A medical certificate shall be required before authorization shall be given for the payment of SL or if it is on a day that is immediately before or after a public holiday, RDO, weekend, or annual leave. A medical certificate shall also be required if abuse of SL is reasonably suspected at the discretion of Management.
When the employee returns to work, they shall complete a Leave Application Form and submit it to their Supervisor/Manager immediately for approval. The Supervisor shall ensure the form is delivered promptly to the Payroll Manager to ensure the employee receives the correct pay and leave entitlements are adjusted accordingly.
MATERNITY LEAVE (ML)
A female employee who expects to give birth is entitled to maternity leave and abstain from work for a period of 98 consecutive days subject to providing a certificate from a registered medical practitioner or registered nurse specifying the possible date of birth. Female employees are entitled to paid maternity leave as follows:
a. for the first 3 births, to the normal remuneration she would have received as if she had been at work; and
b. for the 4th and subsequent births, to half the normal remuneration she would have received as if she had been at work
For the purposes of this section, if a woman is absent from work for a period of more than 98 consecutive days she is not entitled to wages in respect of the days in excess of 98 days.
At least four (4) weeks prior to the intended commencement date of ML, the employee shall confirm in writing the intended start and end dates of the leave, or advise their Manager of any changes to the intended period of leave.
An employee shall commence ML at any time within ten (10) weeks immediately prior to the expected date of delivery. If the employee continues to work within the ten (10) week period immediately prior to the expected birth date, or if they elect to return to work within 6 (6) weeks after the birth of the child, SSCG shall require them to provide a medical certificate stating they are fit to work their normal duties.
When an employee is pregnant and, in the opinion of a registered medical practitioner, as a consequence of the pregnancy or a related illness, risks may arise from hazards connected with the employee’s work, the employee shall if the employer deems it practicable, be transferred to an appropriate safe job – at their ordinary rate of pay – until the end of the identified risk period, the end of the pregnancy or the commencement of maternity leave, whichever occurs first.
Where the employee’s place of employment is on an island with no doctor or hospital, or where the employee works on a boat or shipping vessel with no fixed location for the majority of her time at work, or where special medical circumstances require, the employer may require her to commence her maternity leave on a date recommended by her registered medical practitioner or registered nurse.
For the purposes of the clause above an employee should provide the medical certificate to the department manager 3 months prior to her expected delivery date.
Where it is not practicable for the company to transfer the employee to a safe position, the employee may, or the Company may require the employee to proceed to Maternity Leave as certified necessary by a registered medical practitioner.
BEREAVEMENT LEAVE (BL)
Permanent full-time employees who have completed three (3) months continuous service with SSCG are entitled to 3 days paid BL in a year, in addition to any other leave entitlement.
Bereavement Leave balance is nullified at the end of every year and there is no payment of unused bereavement leave. Upon termination of employment, there is no pay out of unused bereavement leave balance.
2.7 UNIFORMS & DRESS STANDARDS
UNIFORM ALLOCATION
It is compulsory for all employees to wear the correct uniform. Upon commencement, the employee shall be required to sign the Uniform Acknowledgement form to indicate they have been issued with uniform.
Costs for extra uniform sets over and above the minimum issue will be borne by the employee requesting it.
No employee is allowed to wear any other Department’s uniform unless she/he has approval from his/her Manager.
FOOTWEAR
Shoes are to be kept clean and polished at all times. Protective non-slip footwear is to be worn by all employees at all times. Flip-flops are not allowed for any employees. Bare feet and pencil high heels are not permitted on the ferries or in the terminal.
NAME BADGES
Upon commencement, employees shall be supplied with a name badge. It is compulsory for all employees to wear their name badge when serving guest/clients whilst on duty, except for certain Operations and Workshop employees who have their names either embroidered or on Velcro.
Name badges are to be worn at all times on the top left hand side above the company logo of the uniform.
REPLACEMENT
Uniforms will be replaced where at the discretion of the Manager, it is in a condition which is likely to negatively reflect upon the company’s image and the condition has been caused by wear and tear or has resulted from circumstances beyond the control of the employee. Damaged or old uniforms are to be returned for replacements to be issued.
Process for replacement of uniforms:
1. Employees are required to fill out the uniform request form and get this approved by the Head of department.
2. The approved form shall be submitted to the P&C team for processing.
3. The P&C representative shall either supply these items through stock or place an order if required.
In the instance where employee is requesting for uniform replacement through their own negligence, they will be required to pay 75% of the cost if requesting within 6 months from date of issue or 50% of the cost if requesting after 6 months from date of issue.
RETURN OF UNIFORMS
Upon termination or resignation from employment, all uniforms issued by SSCG shall be returned to the P&C
department in clean condition. Processing of final pay shall be held until such time all uniforms are returned.
All uniforms and other company properties are to be returned within 7 days after termination. Failure will result in recoveries of the cost from final payment and any uniform/property that is returned after 21 days will not be refunded.
UNIFORM CARE
All employees are required to take good care and pride on the company issued uniforms.
PERSONAL GROOMING AND HYGIENE
Jewellery
Employees can wear jewellery keeping in mind the following guidelines:
• Rings: Maximum of wedding and engagement ring on one hand and one dress ring on the other hand
• Watches: One watch – conservative style
• Earrings: Gold, silver, or pearl earrings or sleepers no larger than 2cm in diameter. Both lobes must have same the earring (i.e. two earrings must be worn). Only one earring per ear is not permitted
• Piercing: No lip studs or other visible piercing expect nose studs and ear piercings can be worn whilst on duty
• Eye glasses: eye glasses or contact lenses must use clear lenses unless you are using sunglasses for safety reason
• Due to food safety reasons you’re not able to wear any rings whilst at work if your role involves handling food
Personal hygiene
You are expected to practise showering daily and use adequate deodorant to prevent body odour.
Hair
Hair should be clean, neat, tidy, and a conservative style and colour. Kitchen Employees must wear nets.
Facial hair
A clean-shaven image is preferable especially for front of house staff; however, as we recognize and also celebrate difference, well maintained and trimmed facial hair is acceptable for back of house staff.
Finger/Toenails
Your finger/toenails must be cleaned and well-groomed at all times. Clear and/or only one colour nail polish must be worn. Refrain from multiple colours per finger.
Makeup
Makeup must be in natural shades and worn lightly. Perfume/cologne must be applied lightly – with no strong scents.
BEHAVIOUR
Colleagues must display positive behaviours and a positive
attitude at all times. While interacting with guests, eye contact must be maintained as much as possible.
Abusive Language
Abusive language is distasteful and offensive to your listeners and it projects a poor image of SSCG. Please do not use it at your workplace.
Use Of The English Language
All employees must use the English language in the proximity of guests in the workplace. This includes both written and verbal communication.
PERSONAL BELONGINGS
You have full responsibility of taking care for your own personal belongings while at work and SSCG will not compensate you for any loss.
PERSONAL PROTECTIVE EQUIPMENT (PPE)
SSCG shall supply adequate PPE as required to employees undertaking roles in a hazardous environment. All employees issued with PPE shall be required to sign their receipt of such equipment, and ensure they keep them in good condition for the task required.
2.8 STAFF BENEFITS
STAFF EDUCATIONAL PASSES
Each permanent and temporary employee on the 1st of January each year is entitled to twelve (12) Staff Educational Passes to utilize during the calendar year. They cannot be accumulated into the next year and will expire on the 31st of December each year. Employees can utilize their Staff Educational Passes to book themselves, family members, or friends who wish to accompany them. Those employees who are recruited after 1st January, their staff pass is calculated on a pro-rata basis upon completion of probation,
Employees are required to refer to the updated Memo from CEO concerning information on staff education pass.
Staff Educational Passes become null and void once an employee’s employment with the SSCG finishes. There is no monetary value attached to the Staff Educational Passes which an employee can claim.
Any employee caught abusing the Staff Educational passes/ benefits IE selling to third parties, exceeding the allowable limits etc. will result in immediate cancellation and/or suspension of all Staff Educational Passes and will likely result in disciplinary action and / or criminal prosecution.
Travelling on a Staff Educational Pass is different to traveling on a familiarization trip authorized the relevant SMT. From time to time certain staff in sales, customer service, operational, or other departments may need to experience a product for familiarization purposes during business hours or on a rostered day at work.
MEDICAL INSURANCE
Upon completion of an employee’s probation, the staff is enrolled in the BSP Medical Insurance Scheme for the group. In the instance if the employee already has medical insurance with BSP they can choose either move to the company insurance which will be valid until they are employed or continue with their own coverage at the cost.
LIFE INSURANCE
Upon completion of an employee’s probation, the employees are enrolled in the BSP Life Insurance Scheme. The sum is payable upon the death of an employee while employed by the company to the beneficiaries identified through the Term Life Beneficiary form.
In the absence of a Term Life Beneficiary the family will need to take out a probate in order to access the fund.
EMPLOYEE TRANSPORT
SSCG provides courtesy transfers from the bus stand to the Marina for employees every morning and afternoon. 1 coach bus is assigned for morning transfers from the bus stand to the marina. 2 coach buses are available every afternoon, one at 5.15 pm and one at 7.00 pm to transfer employees from the Marina to the Bus Stand.
FUNERAL ASSISTANCE
SSCG will pay $100 per employee’s immediate family’s death. This needs to be requested through P&C from department managers. In addition, the Medical Insurance cover for every eligible employee provides a $1,500 on the death of the primary insurer or spouse.
2.9 CONFLICT OF INTEREST
Without the prior written consent of SSCG, employees should not engage in or participate in any business or service of a third party which may be deemed to be in competition to any products or services offered by SSCG. Employees are required to declare all interests in this regard.
If an employee is in a situation which they believe may be a conflict of interest, it is appropriate to discuss the matter with their HOD, the CEO.
If an employee engages in any activity which adversely prejudices their ability to carry out their responsibilities in the best interests of the company, or which benefits others in competition with the firm, the employee will be considered to have a conflict of interest which constitutes serious misconduct subject to disciplinary action.
In case of an employee wishing to directly supply goods or other services to SSCG, the employee will need to complete a declaration of interest which only can be approved by the CEO.
2.10 CONFIDENTIALITY
All employees are reminded that revealing any type of confidential information to unauthorized persons or tampering with or altering company records and/or property is a violation of that trust, which may result in disciplinary action up to and including dismissal and may also be subject to civil and/or criminal proceedings.
If employees have any doubts about what is considered confidential information or a breach of trust, they shall seek advice from their Manager or the CEO. It should be noted that confidentiality agreements continue beyond the termination of employment.
2.11 WORKPLACE GRIEVANCE
If any employee believes they are being treated unfairly or without dignity, they are strongly urged to use this procedure in addressing any decision or issue. The GM - P&C is also available to assist.
Procedure
• Step 1
Employees should discuss any work-related complaints, problems, grievances or disputes with their immediate Supervisor in the first instance
• Step 2
If the problem is not resolved with your supervisor within the 7 days period, see your manager, or department head and raise your grievance in writing. They will review all of the facts and endeavour to settle your problem fairly and equitibly. It may be necessary to look into the matter further. Allow your manager 3 working days to provide feedback on your grievance
• Step 3
If you are not satisfied, or if the problem is of such a nature you prefer not to discuss it with your immediate manager or supervisor, you may contact your Manager P&C in writing who will discuss the matter with you or make arrangements for you to speak with a Senior Manager member. The Manager P&C should update you on the progress within 3 days from when you contacted them
• Step 4
If you seek further assistance, you may address the matter personally with your General Manager, whose decision may be final. In cases where you want to appeal for any grievance remedy, please raise it directly to the General Manager P&C who will organise a discussion with the CEO
2.12 DISCIPLINARY PROCEDURE
SSCG employees are expected to behave in a manner that is safe and respects all people and property within the workplace. Any conduct which does not follow these principles is deemed unacceptable and will be dealt with accordingly. The following descriptions provide examples of conduct that are in breach of this policy:
UNACCEPTABLE BEHAVIOR
Employees whose behavior is unsafe, or who do not respect people and property within the workplace may be subject to disciplinary action, up to and including dismissal. Also refer to the Appropriate Workplace Behaviour Policy for further clarifications. (Annexure 2)
LIGHT OFFENCES
In cases of light offences, unsatisfactory performance or unacceptable behavior should be addressed as soon as possible after the incident:
1. The employee’s Manager/Department Head shall talk to them about the incident. They shall explain how their behavior or performance has deviated from SSCG expectations and shall provide example/s of such behavior.
2. The employee shall be provided the opportunity to give explanations and reasons for the incidents identified by their Manager.
3. The Manager/Department shall explain to the employee that if such behavior continues, disciplinary action shall be taken in accordance with the following steps in this SOP/Company P&C Policy.
4. The Manager/Department shall prepare a Corrective Action Report that details the verbal counseling given to the employee, and will require the employee to sign the corrective action report. The Corrective Action Report shall include the date of counseling and a brief note as to who was counseled and the circumstances that led to the need for counseling. The fully-signed Corrective Action Report shall be placed in the employee’s personal file.
SERIOUS OFFENCES
Serious Offences In cases of repeated misconduct, unsatisfactory performance or unacceptable behavior; and in cases of misconduct or unacceptable behavior that is serious enough to move directly to a written warning:
The department manager shall request the employee to attend a disciplinary meeting with the disciplinary panel. The details of the meeting shall be known by the respondent via a “Show cause memo” where applicable. A show cause may not be required where the employee is guilty of the offense.
The employee shall be given the opportunity to invite someone to attend the meeting with them as a support person. The disciplinary panel shall include the employee’s line manager/supervisor and another manager/supervisor or head of department only. If there are less than two members, another management member shall be considered.
P&C if required to conduct the investigation shall not be a panel member, however, will provide support on the drafting of disciplinary letters, and guiding the panel on the disciplinary process requirements.
During the meeting, the employee will be:
• advised of the seriousness of the allegation
• provided with specific examples, supported by documentary evidence if it is available
• given a clear explanation of the processes and possible sanctions
• provided with evidence of previous disciplinary actions if any
• given an opportunity to further respond in writing or in person, and to seek clarification if necessary
Further investigation is to be conducted if new evidence or allegation comes to light during the meeting. The panel shall adjourn the meeting to a later date to allow for a conclusive investigation report to be submitted. The P&C team may be required to carry out this further investigation or any other manager appointed by the panel.
Documentation and further meetings
Following the meeting, the employee shall be provided with a letter, which is a formal written warning. The letter will refer to earlier instances of misconduct or unacceptable behavior and the fact that verbal counseling was provided. It will also detail the current incident and state that if the behavior is repeated, further disciplinary action will be taken, which may lead to and/or include dismissal.
A copy of the signed and acknowledged written warning will be placed in the employee’s personal file.
GRAVE OFFENCES
In cases of repeated misconduct or unsatisfactory performance or unacceptable behavior continues after a final written warning or grave misconduct the following steps will be taken:
• A confidential investigation will be carried out by the Manager/to assess the facts
• All relevant statements including witnesses and the respondent to be recorded
• During the investigation, the employee may be stood down with pay
Once the matter has been fully investigated a report submitted to the P&C department who shall request the employee’s attendance in writing to attend the disciplinary meeting where they will be produced with the outcome of the investigation.
The meeting shall be conducted as described in
the serious offence above and will include the P&C representative. If the P&C representative and HD/ Manager is satisfied with the employee’s version of events, the disciplinary Meeting shall be completed however, the employee shall be reminded that any previous disciplinary still stands.
If the employee’s evidence does not resolve the issues and all appropriate steps in this procedure have been followed, the HOD/Manager shall reiterate the reason for the disciplinary action and shall recommend to the P&C representative that the employee’s employment be terminated. The P&C rep will have to advise the COO of the recommendation and if approved the employee will be advised of the time and date of dismissal, potentially with payment being made in lieu of notice if required, as provided for under the applicable employment agreement.
The Show Cause Meeting shall be documented as outlined above, and in addition, at the conclusion of the meeting, the P&C representative shall provide the employee with a dismissal letter signed by the COO, which states the reason for termination and the time and date of termination.
The P&C representative shall offer the employee the opportunity to sign the letter of dismissal indicating that they have read and understood it. If the employee refuses to sign the letter, the P & C representative shall make a note indicating this with a copy of the letter placed on the employee’s personal file.
The P&C rep or Department Manager shall then:
• escort the employee to their workspace to collect their personal items;
• retrieve all company property from the employee; and
• escort the employee safely from the company premises
If, at any stage during the termination process the Employee disputes the handling of their situation and the outcome of the investigation the employee may appeal in writing to the CEO within 3 working days after termination
Employees must be aware that, when action constitutes criminal behavior, police may be contacted at the discretion of the COO.
Serious Misconduct by any SMT/MMT
In an alleged case of serious misconduct warranting dismissal for any SMT/MMT, the CEO will be advised and the following steps will be taken:
• A confidential investigation will be carried out to assess the facts
• During the investigation, the employee may be stood down with or without full pay
• Once the matter has been fully investigated by an independent committee appointed by the CEO, the GM P&C or COO shall request the employee’s attendance at a disciplinary meeting. The employee shall be invited to bring a support person to the meeting with them
• The meeting shall be conducted as described in the Serious Offence above, up to and including the employee being given an opportunity to respond to the allegation
• The employee shall be advised that this violation is serious and could potentially lead to dismissal
• If any of the employee’s explanations need to be further investigated, the meeting may be adjourned at this point, to be recommenced as soon as investigations are complete
• If the CEO is satisfied with the employee’s version of events, the meeting may be completed, however, the employee may receive a caution letter
If the employee’s evidence does not resolve the issues and all appropriate steps in this procedure have been followed, the CEO/COO shall reiterate the reason for dismissal and advise that employment is terminated immediately.
Following the conclusion of the meeting, the GM P&C or COO will provide the employee with a dismissal letter signed by the CEO or COO, which states the reason for termination and the time and date of termination.
The GM P&C or COO shall offer the employee the opportunity to sign the letter of dismissal indicating that it has been read and understood. If the employee refuses to sign the letter, the GM P&C or COO shall make a note indicating this with the copy of the letter placed on the employee’s Personal file. The meeting will be documented as outlined in previous sections.
Following the meeting, an appointed senior manager shall:
• escort the employee to their workspace to collect their personal items;
• retrieve all company property from the employee; and
• escort the employee safely from the company premises
However, for summary dismissals, they are without notice, and the employee will be paid only up to the time of the dismissal.
The employee’s final pay (including any accrued annual leave) shall be deposited into the employee’s previously nominated bank account, and a pay slip forwarded to the nominated email address in the next pay run after the GM P&C receives any outstanding company property in the employee’s possession, including but not limited to uniforms, staff pass, parking permit, keys and name badges.
The procedure above may also apply to all other employees; however, in any case of obvious serious breach of company policies the COO has the final responsibility to decide on the outcome based on investigations carried out by department managers.
For further information on the examples of Light, Serious and Grave offenses refer to Annexure 1 of the SSCG Employee Handbook. Note that this handbook may be amended from time to time but will not affect the application of this policy.
2.13 RESIGNATION
Resignation Procedure
• Written Notice:
Employees must submit a written resignation letter to their immediate supervisor/manager and the HR department
• Exit Interview:
An exit interview will be scheduled where possible to discuss the reasons for resignation and gather feedback
• Handover:
Employees are expected to complete a handover of their duties and responsibilities to a designated colleague or successor
• Final Pay:
The final pay, including any accrued benefits, will be processed and provided on the last working day or as per SSCG’s payroll schedule
Return of Company Property
Employees must return all company property, including but not limited to uniforms, keys, ID cards, laptops, and any other equipment, on or before their last working day.
Confidentiality
Employees are reminded of their obligation to maintain confidentiality and not disclose any proprietary or sensitive information after their employment ends.
Certificate of Employment
The company must provide a certificate of employment subject to company policy and applicable laws.
2.14 FITNESS FOR DUTY
It is essential that all employees be in a fit state to carry out their duties. Duty of Care legislation exists in Fiji that places responsibility on both employers and employees for maintaining a safe workplace.
ILLNESS / INJURY
Procedure
The procedure to be followed if an employee is considered unfit for work:
1. If an employee feels unfit to work they shall inform their Supervisor/Manager immediately.
2. The Supervisor/Manager shall counsel the employee and determine whether he/she is considered to be in a fit state to carry out his or her duties.
3. A decision shall be reached which may involve that employee leaving the workplace to seek medical advice or to go home and rest.
4. The manager shall inform the P&C department who shall make necessary medical and transport arrangements.
Employee Medical Examinations
No employee shall be permitted to return to work from a serious work injury or illness without providing SSCG with written clearance from a suitably qualified medical practitioner. SSCG will assist an injured or ill employee to return on ‘lighter duties’ if recommended by a suitably qualified medical practitioner.
In the event that the employee’s performance is affected by illness or injury even after being cleared by the medical practitioner, SSCG reserves the right to terminate the employment based on medical grounds.
2.15 DRUGS & ALCOHOL PROCEDURES & PROCESS
1. Any employee suspected of being under the influence of drugs and alcohols are to be reported immediately to the Supervisor/Manager.
2. The employee to be removed from carrying out any duty that may cause harm to the employee or others and an investigation to be conducted by their respective supervisors/Managers.
3. In the event the investigation proves that the employee was under the influence of drugs or alcohol the proper disciplinary process will apply.
4. Employees should not be consuming alcohol in company uniform in public areas, and/or on any company premises as well as Port Denarau. The only exception is during organised company functions with prior permission of the CEO.
SSCG disciplinary procedures, which may include termination of their employment/contract. Upon any refusal to undertake a test for either alcohol and/or drugs, the employee/contractor shall be deemed to have returned a positive result.
1. Authorized Functions and Company Dinners
SSCG recognizes there will be occasions where employees and contractors will consume alcohol at authorized functions and/or company dinners. On such occasions, alcohol may be served however, if consumed, must be consumed responsibly. Having consumed alcohol at an authorized function or company dinner, employees and contractors shall not
return to or commence working thereafter if in breach of this Policy.
All managers shall discourage the consumption of alcohol during working hours by employees and contractors.
Employees should not be consuming alcohol in company uniform in public areas, and/or on any company premises as well as Port Denarau. The only exception is during organised company functions with prior permission of the CEO.
2. Visitors
This policy also applies to any visitor or contractor that may be required to undertake any type of work for SSCG.
3. Breaches of Policy
Should an employee breach this Policy in the workplace, the necessary disciplinary procedure outlined in the employee handbook shall apply.
4. Information, Advice and Education
Information on the following shall be provided:
• health implications of the misuse of alcohol or other drugs;
• company procedure on alcohol and other drugs;
• understanding what to look for in terms of behavior of someone affected by alcohol or other drugs;
• implications of privacy and confidentiality
Employees shall be required to attend such awareness at the request of SSCG. New employees shall receive a copy of Employees Employment Handbook with their letter of offer and shall sign their understanding of the terms of this Policy. A copy of the employee’s signed acknowledgment and understanding of the terms of this Policy will be retained on their HR file. The relevant HOD’s who needs to engage contractors shall inform them of this Policy and acknowledge accordingly.
5. Testing for Alcohol and Other Drugs Will Be Undertaken
Testing for alcohol and other drugs may be undertaken as and when required and employees are required to cooperate accordingly.
6. Prescribed and Over the Counter Medications
Any employee or contractor who has been prescribed medication by a medical practitioner shall not be in breach of this Policy.
2.16 HEALTH & SAFETY
All employees are responsible for contributing to the health and safety of the working environment.
EMERGENCY PROCEDURE
The names of Emergency Wardens are located throughout the terminal and in the Evacuation Procedures Manual. In the case of fire or emergency, the following emergency procedure is to be followed:
FIRE/EVACUATION RESPONSIBILITIES
Person detecting fire shall:
1. Alert persons nearby and request assistance if required.
2. Notify his/her Manager or the CEO immediately, stating your name, location, and location of the fire.
3. Operate the nearest fire alert siren.
4. Use fire extinguishers or hose reels if he/she have received training and if it is safe to do so.
5. Evacuate if necessary (as directed by the Emergency Wardens), closing doors behind him/ her to confine the fire.
FIRST AID FACILITIES
South Sea Cruises Group is committed to ensuring employees have ready access to First Aid facilities in the event of accidents occurring in the workplace. First Aid Kits are stored in the wheelhouse of each vessel and at each department office location or island.
INCIDENT REPORTING
All injuries, however minor, shall be reported immediately to the Supervisor or Manager. The injured person(s) are expected to cooperate in detailing an accurate account of the accident, and in providing any information which may be relevant.
Incident Report Forms are available or can be obtained from a Supervisor or Manager. Any queries regarding the completion of these forms should be directed to the Supervisor or Manager immediately.
Incident Report forms, once completed, shall be submitted to the Compliance department and P&C within 24 hours.
INVESTIGATION PROCEDURE
This investigation will be conducted by the Compliance Manager supported by the relevant department managers. Witnesses and the victim are to be interviewed by the investigating officer to determine the next course of action to be taken.
Disciplinary measures will only be applied where the person has wilfully disobeyed instructions or wilfully or recklessly interfered with anything provided in the interests of health and safety.
CORRECTIVE MEASURES
The investigating officer/Compliance officer to make recommendations of the corrective measures to avoid future occurrences of similar incidents/ accidents. SSCG management should take all corrective recommendations seriously and supports any improvements to confirm its commitment to health and safety in the workplace.
2.17 SMOKE FREE WORKPLACE
To meet these legislative requirements and community expectations, and to reinforce the commitment to employee welfare, the organization has introduced smoking bans to have a smoke-free workplace. In an effort to ensure the health risks of smoking in the workplace are minimized, the following will apply:
• Smoking is expressly forbidden inside all SSCG vessels, buildings and vehicles
• Smoking is permitted outside the premises only in designated areas
• Employees smoking outside of these areas may be subject to disciplinary action
• Smoking is only permitted during normal designated meal breaks or any other approved breaks
• Employees who disregard this shall be subject to disciplinary action
2.18 TRAINING & DEVELOPMENT
At South Sea Cruises Group we recognize that the calibre and competence of our employees are vital factors in ensuring that we remain a successful company providing quality service to our customers.
Process of requesting for any type of training:
1. A request must be submitted by the Department HOD who require, or want their employees to attend a relevant course, workshop, seminar, or conference through a training Needs Analysis Form before the beginning of the FY.
2. The approved request shall be submitted to the P&C Department for budgetary approval.
3. The training plan and budget will further be presented for review and approval.
4. Once approved, the GM P & C shall assign the P&C team to execute the approved Training plan.
Trainings Approved for Upskilling – Bond Agreement
1. In the event an individual is identified as a successor for any particular role he/she is undergoing any training for upskilling will be bonded with the company.
2. All training required to be paid by the company including the payment of wages and allowance and
required to be entered into a training bond agreement shall be approved by the COO and CFO.
3. All bonds shall be budgeted for by the HOD and preapproved by the CEO before engagement.
4. The bond settlement period shall be stated in the bond agreement and any variation will need prior approval from the CEO before commencement.
2.19 WORKPLACE HARASSMENT
SSCG is committed to ensuring a healthy and safe workplace that is free from workplace harassment. Workplace harassment is unacceptable and shall not be tolerated under any circumstances.
Examples include:
• abusing a person loudly, usually when others are present
• repeated threats of dismissal or other severe punishment for no reason
• constant ridicule and being put down
• leaving offensive messages on email or the telephone
• sabotaging a person’s work, for example, by deliberately withholding or supplying incorrect information, hiding documents or equipment, not passing on messages and getting a person into trouble in other ways
• maliciously excluding and isolating a person from workplace activities
• persistent and unjustified criticisms, often about petty, irrelevant or insignificant matters
• humiliating a person through gestures, sarcasm, criticism and insults, often in front of customers, management or other employees
• spreading gossip or false, malicious rumors about a person with an intent to cause the person harm. A person is subjected to ‘workplace harassment’ if the person is subjected to repeated behavior, other than behavior amounting to sexual harassment, by a person, including the person’s employer or a coworker or group of co-workers of the person that:
- is unwelcome and unsolicited; and
- the person considers to be offensive, intimidating, humiliating or threatening; and
- a reasonable person would consider to be offensive, humiliating, intimidating or threatening
Actions that are not workplace harassment
Legitimate and reasonable management actions and business processes, such as actions taken to transfer, demote, discipline, redeploy, retrench or dismiss an employee, are not considered to be workplace
harassment, provided these actions are conducted in a reasonable way.
Strategies to eliminate workplace harassment
Disciplinary action shall be taken against a person who harasses an employee or who victimizes a person who has made, or is a witness to, a complaint.
Complaints of alleged workplace harassment found to be malicious shall make the complainant liable for disciplinary action. For further guidance refer to the appropriate workplace behaviour policy.
2.20 SEXUAL HARASSMENT
SSCG considers sexual harassment an unacceptable form of behavior that shall not be tolerated under any circumstances. We believe all employees have the right to work in an environment free of sexual harassment.
Procedure to report sexual harassment
If an employee believes they are being sexually harassed, they must address the situation. Do not assume the problem will sort itself out. Individual employees should appropriately and clearly discourage unwelcome attention at the time that it occurs. Do not ignore sexual harassment thinking it will go away - often it just gets worse.
If an employee believes they are being sexually harassed, they should contact their department Manager or their GM and outline the complaint. Complaints may initially be lodged verbally, however, the complainant shall be required to complete and submit a written report of the sexual harassment. The department GM shall then take appropriate steps to handle the complaint.
In the event the harasser is the Manager or the GM the report should be directed and investigated by the GM - P&C or any other senior manager appointed by the CEO/COO.
Any reports of sexual harassment shall be treated seriously and investigated promptly, confidentially and impartially. Should a complainant not be satisfied with the results of the investigation, they can invoke the Grievance Procedure.
False claims
Complaints of alleged sexual harassment found to be malicious or misleading may make the complainant liable for disciplinary action.
2.21 DISCRIMINATION
SSCG considers discrimination as an unacceptable form of behavior and shall not tolerate any form of discrimination or harassment. We believe, and legislation aims to ensure, that all employees have the right to participate in an environment free of discrimination and harassment.
Procedure to Report Discriminatory Conduct/ Behavior
To enforce SSCG commitment to workplace equity, disciplinary action shall be taken against anyone who breaches the principles contained in this Policy and antidiscrimination legislation. Discipline may involve a verbal or written warning, formal counselling, demotion or dismissal, depending on the severity and circumstances of the employee’s behavior and/or conduct and as per company HR Policy.
If an employee believes there has been a breach of this policy they must address the situation and not assume the issue will resolve itself. The employee should contact their Supervisor/Manager or the CEO and outline the complaint in writing. The Supervisor/Manager and/ or the CEO shall take appropriate steps to handle the complaint, which may include a formal investigation. If the complaint relates to the employee’s immediate Supervisor or Manager, they should approach the GMP & C for guidance.
Any reports of discrimination or breach of equity will be treated seriously and investigated promptly, confidentially, fairly and impartially. A person making a complaint and/or who is a witness to discrimination will not be victimized. Should an employee not be satisfied with the results of the investigation, they can invoke the Workplace Grievance Resolution Policy.
False or Misleading Allegations of Discrimination Complaints or allegations of discrimination that, upon investigation, is found to be malicious, may make the complainant liable for disciplinary action, up to and including dismissal.
2.22 COMPANY PREMISES
Sleeping On-site
At no time is it permissible for any SSCG employee to sleep on any SSCG vessel or any area in or around the Port Denarau Terminal, including the Workshop, before commencing a shift or after a shift unless approved by the COO.
Car Park
SSCG employees may park their vehicles at their own expense in the Port Denarau car park for the duration of their rostered shift only.
2.23 COMPANY PROPERTY
Employees are expected to exercise proper care and use of organizational property and equipment in the course of employment.
Staff Room and Facilities
The landlord provides a comfortable shared tearoom at Port Denarau Terminal while we have a dedicated tearoom at Operations for employees to use on their allocated meal and rest breaks.
Bathrooms and toilets are available for your convenience. Use them as you would in your own homes. Please help keep these areas clean, bearing in mind that other employees also have access to them.
Customer Facilities/Public Areas
Employees are not allowed to use customer facilities, i.e. rest rooms, except onboard the ferries and smaller vessels where applicable. Employee facilities as provided should be used instead.
Company Equipment
If any equipment fails to operate as it should, employees are to report it to their Manager in the first instance who will attempt to identify whether it is readily fixable or, when necessary, submit a work request to Port Denarau or the Workshop (whichever is applicable) for servicing or repair.
Intellectual Property and Commercial Documentation
Employees are responsible for the intellectual property and commercial documentation associated with their work area. Employees are required to secure all commercial material in their work area both during and outside of business hours.
Damage to Organizational Property
SSCG requires all employees to report any damage to property and equipment to their supervisor immediately, whether they have caused it personally or they are the first person to come across it. Actions that result in the wilful or deliberate damage to or destruction of any organizational property may result in discipline up to and including summary dismissal.
Removal of Organizational Property
The removal of organizational products, materials or equipment from the premises without authorization will not be tolerated and may lead to instant dismissal. Permission for the removal of organizational products, materials or equipment can only be given by Management.
Employees who have laptops allocated to them may remove them from the company premises during and after work hours for work purposes without the explicit approval of Management.
Lost And Found
All lost and found articles must be turned over immediately to your Supervisor/Manager. Possession, especially for a long time, of lost and found articles will subject the employee to disciplinary action.
2.24 OFFICE EQUIPMENT
It is the policy of SSCG that office equipment including, but not limited to, telephones, photocopiers, printers, PC’s, and laptops are resources to be used only for company purposes.
Use of Company Mobile Phones
Where SSCG provides employees with a mobile telephone, all calls and/or SMS messages are to be for business purposes unless otherwise stated in the employee’s contract of employment. Personal calls may be permitted in an emergency.
Personal Calls
SSCG telephones are provided for the conduct of its business. Any use of SSCG telephones for the conduct of any other business for the financial gain of any other party is expressly prohibited and may result in discipline up to and including dismissal.
Personal Mobile Telephones
SSCG discourages the use of personal mobile telephones during work periods, however, it recognizes that from time to time it may be necessary for employees to be contacted through this medium. At all times, employees should keep the use of personal mobile telephones to a minimum.
Use of Photocopiers and Printers
Wherever possible, employees are encouraged to avoid paper wastage by printing double-sided and using recycled paper. Using the photocopiers or printers for personal purposes is not permitted without the permission of the employee’s Manager.
Laminators
Utilizing the laminators for personal use is not permitted without prior approval from Management.
Should for any reason any equipment be discarded, repaired or moved to a different area/section/staff member, employees shall advise the Finance department immediately in writing.
2.25 COMPANY VEHICLES
Permitted Use
Vehicles are supplied for organizational business. To drive a SSCG vehicle, employees shall have authority from Management or a nominated representative.
The use of vehicles is for work purposes only, all other use is prohibited unless special permission is granted or otherwise specified in the employee’s employment contract. Breach of this clause shall be subject to disciplinary action.
If an employee is in charge of any SSCG vehicle, they shall ensure that the vehicle will not be driven by anyone other than another authorized employee.
Special permission in writing, from the Head of Departments, or their nominated representative, shall be required if another person not falling into the above category is required to drive the vehicle.
Accident Procedure
If an employee is involved in an accident involving
a South Sea Cruises Group vehicle, the following guidelines apply if it is safe to do so (and as per SSCG Crisis Management Procedure):
• Assist the injured
• Telephone an ambulance or Doctor and Fiji Police Force
• Clear the roadway of any debris
2.26 COMPUTERS & INTERNET USERS
Many South Sea Cruises Group employees will have access to a PC, laptop computer, tablet, or related equipment.
Where access to the Internet is required as part of an employee’s position description, they will be given appropriate access and with the expectation that they will use it during business hours for work-related purposes only.
External Devices
Under NO circumstances shall employees insert any removable data devices into any company computer that is not the property of SSCG.
Use of E-Mail
Electronic mail (email) and computer systems are company property. Discretion shall be practiced in using both systems for any authorized company business.
SSCG forbids transmission of email or instant messages that are:
• offensive, obscene, indecent, pornographic, or in bad taste
• spam
• illegal
• abusive and/or threatening of violence
• an incitement to break the law
• discriminatory, or a form of harassment
• confidential documentation or information onforwarded to third parties without express permission
• against organization policy or contrary to the best interest of SSCG
Any employee found to have transmitted such messages may be summarily dismissed.
Use of the Internet
SSCG encourages its employees to use the Internet as a business tool. Each user is accountable for appropriate, secure and efficient use of the Internet. Internet access is logged and reported
Users shall not use the Internet to:
• download or distribute illegal or pirated software or data
• upload any software or data owned or licensed by SSCG to the Internet
• play electronic games, engage in E-trading or utilize chat rooms or social networking sites
2.27 EXTERNAL COMMUNICATION
In the interests of the reputation of the company, community and governing authority’s confidence, it is important that the information we issue externally is accurate, consistent, and timely. Therefore, no SSCG employee should ever communicate externally to a third party about SSCG projects, prospects, performance and policies, or disclose any other commercial, operational, technical or financial information or reporting, without appropriate authority from the CEO.
General External Communications
The CEO may designate individuals to serve as company spokespeople on an ad hoc basis. No employee shall declare to represent SSCG without prior approval of the CEO and, where necessary, the advice of the GM – Fiji & Asia Sales, who will provide the necessary preparation, and materials as well as attending the subsequent discussions where required.
SSCG is serious about protecting its image, reputation and credibility as the leading Day Cruise and Island Resort Connections operator in the country and any breach of this policy by any employee will result in instant termination of employment.
2.28 STAFF COMMUNICATION
Employees suggestions and communication can stimulate creative ideas and suggestions that may benefit the company in both productivity and revenue. SSCG strongly supports and recommends open communication throughout the Company.
Management will communicate important information by way of an internal memorandum.
Talanoa Sessions
Company Talanoa Sessions are usually held in the evening in the workshop or at a designated location approved and arranged by the SMT.
APPENDIX I
1.0 CLASSIFICATION OF OFFENCES
To impose disciplinary action, offenses are classified into:
• Light Offences
• Serious Offences
• Grave Offences
Validity Period – offenses shall remain “live” on file for one (1) year from conviction of the offense.
Offenses include but are not limited to the following:
OFFENCES AND THEIR CORRESPONDING PENALTIES
LIGHT OFFENCES
• First Offence: First Documented Corrective Action Report
• Second Offence: Second Documented Correction Action Report
• Third Offence: Deemed a Serious Offence and Serious Offence procedures will be undertaken
L1 Not wearing the prescribed uniform during working hours.
L2 Neglect of Personal Cleanliness – applies to all employees whether in customer contact areas or not.
L3 Failure to observe health, sanitation or safety rules/requirements of SSCG. Acts creating or contributing to unsanitary conditions such as spitting, or blowing of nose on walls, floors and on company property. Improper use of lavatories.
L4 Using an entrance or exit other than those officially designated as employee’s entrance or exit areas.
L5 Failure to comply with the requirements of prompt submission of application for leave before going on leave or immediately upon reporting for work.
L6 Permitting friends and family members to visit the employee in their work area without previous authorisation from their Supervisor/Manager.
L7 Chewing gum on duty or eating and drinking within sight of customers.
L8 Abuse of authorised break periods by taking refreshments or meals for an unreasonable length of time or at frequencies more than that allowed.
L9 Smoking in prohibited places or in view of customers.
L10 Refusal to acknowledge SSCG or management memoranda.
L11 Failure to comply with the timekeeping system such as not signing in and out through the biometric.
L12 Loafing or loitering around the office complex or the vessels during your rostered day off or after your normal shift.
L13 Entering restricted/off-limit areas without prior permission.
L14 Using company telephone for personal calls except for emergency purposes.
L15 Soliciting or collecting contributions or items for any purpose whatsoever within SSCG premises without proper authorisation from management.
L16 Conducting personal business, such as vending or selling food or other goods on SSCG time or during office hours.
L17 Disorderly conduct of any kind within your assigned workplace (such as horseplay, playing practical jokes, scuffing, throwing things, shouting, etc.).
L18 Unauthorised use of uniforms other than when on duty. Uniformed employees MUST wear their complete uniform set whenever they are rostered to come to work.
L19 Not wearing company issued uniforms to the required standard
L20 Failure to be in one’s working area upon start of duty without justifiable reasons.
L21 Failure to notify Human Resources Department of change of address or telephone number within six (6) working days from the date of change
L22 Doing unauthorised or unofficial work during official working hours.
L23 Failure to complete all pre-employment requirements.
L24 Violation of existing rules and regulations in the use of locker room or lockers.
L25 Participating in loud and heated verbal arguments during official working hours and/or within the company premises which disturbs the work of others
SERIOUS OFFENCES
• First Offence: First Written Warning Letter
• Second Offence: Second Written Warning Letter
• Third Offence: Final Written Warning Letter
• Fourth Offence: Suspension of up to fourteen (14) days without remuneration and benefits and/or demotion
• Repeated Serious Offences beyond the fourth Offence will result in Termination.
Please note: Management reserves the right to issue a First and Final Warning for any Serious Offence deemed necessary to do so
S1 Abandoning of post before official finishing time.
S2 Switching, changing of scheduled day off or rest day by, between or among employees without prior permission from the immediate superior.
S3 Malingering or absenting oneself from work by feigning illness or for other false reasons.
S4 Disclosing or revealing one’s salary or that of another employee.
S5 Issuing statements or committing any act contrary to the SSCG image or reputation.
S6 Engaging in any form of gambling, whether for gain or for fun inside SSCG premises. This prohibition includes selling of sweepstakes, conducting lotteries or raffle tickets (unless authorised by SSCG), booking and/or placing soliciting bets, or participating in any game of chance or skill.
S7 Creating or contributing to any public disturbance or engaging in scandalous behaviour within company property such as shouting, making noise or engaging another person in a heated or violent argument. This prohibition includes the use of disrespectful, abusive, indecent or offensive language against another person.
S8 Deliberately posting, altering, removing, tampering or defacing SSCG posters, signs, memos, announcements on bulletin boards, time cards, log sheets, or other time records without permission from proper authority.
S9 Using or operating any company equipment or property for personal purposes, interest or gain without permission from the proper company authority.
S10 Eating food or drinking beverage items not intended for staff consumption. Eating leftover food or drinking leftover drinks of customers.
S11 Unsanitary handling of service utensils and equipment. All employees are strictly required to observe utmost sanitation in handling utensils, especially those whose duties require the handling of such utensils and equipment.
S12 Unauthorised use of SSCG facilities/equipment/ vehicles/vessels.
S13 Staying within company premises or on the vessels while off-duty without valid reason. Employees should be off the company property within half-hour before and half-hour after duty.
S14 Unjustified refusal to render holiday/overtime work whenever required for lawful and valid circumstances.
S15 Failing to do assigned tasks or to obey official orders, and instructions, or to follow established standard operating procedures.
S16 Leaving work assignment during official working hours without prior permission/approval from Supervisor/Manager.
S17 Failure to notify Supervisor/Manager over inability to report for work at least two (2) hours before work commencement. This notification must be made by calling in. This is due to the nature of the business and the impact it has on the business.
S18 Unauthorised cooking within company premises.
S19 Vandalism, writing on walls, or any other company property. Unauthorised writing, carving, etching, painting or posting writings or drawings on company property.
S20 Unauthorised use of customer facilities, amenities or supplies.
S21 Negligence or carelessness resulting in waste, loss, spoilage or damage to company property, including uniforms (regardless of amount involved).
S22 Going on leave or being absent from work despite being denied permission to do so.
S23 Concealing or deliberately misplacing company property without justifiable purpose for doing so and concealing or covering up damage or loss of company property.
S24 Taking of outside jobs or rendering services for another employer without the knowledge and written permission Taking of outside jobs or rendering services for another employer where that employer is a competitor to SSCG or it impedes with our employee responsibilities within SSCG.
S25 Overly fraternising with customers, clients, suppliers or patrons
S26 Failure to comply with the periodic recertification process for seaworthiness licenses as required by law.
S27 Utter disregard or refusal to submit to Security, Human Resources Department in the conduct of their business, i.e., baggage inspection, body search, failure to present ID when required, etc.
S28 Failure to submit the prescribed medical certificate for sick leave taken upon your first day back to work.
S29 Falsification of time sheet.
S30 Reporting to work hungover.
GRAVE OFFENCES
First Offence – Instant Dismissal
Please note: Only with CEO/COO approval can a Suspension be issued as an alternative action to Instant Dismissal.
G1 Intoxication
G2 Theft
G3 Assault
G4 Gross and/or Willful Neglect of Duties:
• Sleeping while on duty
• Willful failure or neglect to carry out written jobs or lawful work instructions issued by your Supervisor/Manager without justifiable reasons
• Failure to follow Standard Operating Procedures (SOPs)
• Deliberate destruction of company property or property of co-employee (malicious mischief)
• Gross and habitual neglect by the employee of their duties. Gross inefficiency or negligence in the performance of assigned tasks or duties
G5 Gross Misconduct:
• Abuse of position for personal gain or using position to take advantage of other employees
• Opening of customers’ luggage
• Disrespect to customers
• Scandalous acts of immorality committed with fellow employees
• Indecent acts or willful indecent exposure
• Dishonestly obtains or deals in personal financial information without the consent of the person to whom the information relates
G6 Unauthorised possession of company master keys or devices used for opening company doors and locks.
G7 Failure to report known serious and contagious disease which may endanger the health and safety of customers or employees.
G8 Use or possession of prohibited drugs inside the company premises or during official company activities outside the company premises.
G9 Unauthorised carrying of firearms/deadly weapons/explosives inside the company premises.
G10 Carelessness or negligence resulting in the death of or injury to persons within the company premises.
G11 Prying into the privacy of customers/employees, i.e. spying on customers/employees.
G12 Willfully and knowingly putting the company or customer’s property, assets or persons at risk through deliberate, reckless, illegal and/or negligent actions.
G13 Pimping.
G14 Inciting/participating in illegal assembly/ disorderly meetings.
G15 Fabricating or planting evidence to impute a crime or offence against person or to evade responsibility for a crime or offence.
G16 Sexual harassment, whether physical or verbal
G17 Deliberately condoning, tolerating or participating in an offence committed by another employee.
G18 Defamation. Any false and malicious written or printed statements, or any signs, pictures, etc, intending to injure a person’s reputation unjustly.
G19 Slander. Speaking of a falsehood that harms a person’s character or reputation.
G20 Committing a crime or misdemeanour not embraced in other company provisions and conviction of any crime by any court of law (if the offence materially or substantially affects company interests) as per the Crimes Decree.
G21 Unexcused absences of three (3) consecutive days which constitutes abandonment (AWOL).
G22 Habitual absenteeism and unexcused absences from work.
G23 Consuming alcohol at work, on customer/client property, within the vicinity of Port Denarau or outside while in company uniform without the prior permission of management.
G24 Extra marital affairs which take place on company premises or by which complaints by spouses, children or parents are received that affect the company or other employees through the company’s need to be involved.
G25 Showing discourtesy, disrespect, or arrogance towards customers, clients, suppliers, superiors or fellow employee
G26 Instigating or provoking a fight or actually engaging in a fight with another person for any reason at any time within the company premises. Both the aggressor and aggrieved will be penalised if aggressor cannot be clearly determined.
G27 Threatening or intimidating a superior, fellow employee or customer.
G28 Going on leave or being absent from work despite being denied permission to do so.
G29 Making/issuing statements to the press/ customers which are prejudicial to SSC.
G30 Perusing, exhibiting and/or distributing pornographic, indecent or obscene materials, magazines or film within SSC.
G31 Altering or forging of Medical Certificate.
G32 Tampering with CCTV camera.
G33 Breach of Confidentiality.
G34 Discrimination or bullying.
APPENDIX II
ACKNOWLEDGEMENT BY YOU
I hereby acknowledge receipt of the ‘South Sea Cruises Group Employee Handbook’ issued to me by my Supervisor/Manager or P&C department. I have read it and fully understand its contents and agree to abide by all the rules and regulations as stated herein.
Name
Position
Date of Joining
Signature & Date of Acknowledgement
SIGN OFF BY SUPERVISOR/MANAGER/P&C
I hereby acknowledge that the above employee has read and fully understood the contents of this handbook and has agreed to abide by the contents stated herein.
Name
Position
Signature & Date of Acknowledgement
This page only must be copied and returned to the Human Resources department for filing immediately after signing.
