As the initial step in the progressive disciplinary process for minor offenses, Verbal Warning may also be associated with a counseling session between the employee and the HR representative or the head of the department concerned. Though only a verbal disciplinary action, documentation is still necessary in order to preserve chain of action.

Written Warning refers to another type of corrective action that is more serious than the verbal warning. It serves as a formal notice that a serious infraction has occurred or that the directives outlined in a previous verbal warning were breached.

The final written warning refers to a last-chance agreement between employer and employee regarding sustainable, improved performance or conduct. In the event that an employee commits a similar infraction at this stage of the disciplinary process, dismissal is not an option. If there is still a failure to improve and/or the conduct or performance is still unsatisfactory, or if the misconduct is sufficiently serious to warrant a written warning but insufficiently serious to justify dismissal, a final written warning matched with suspension for a number of working days will normally be given to the employee.

Preventive suspension is imposed upon an employee where his/her continued employment poses a serious and imminent threat to the life or property of the company or of his co-workers. The preventive suspension may last for thirty (30) days and the employee is not entitled to pay. However, the preventive suspension may continue beyond thirty (30) days but the employee is now entitled to his pay.

Preventive suspension is incident to investigation. It is not itself the penalty for the offense, although it may be considered as such after the offense is proven and the appropriate penalty determined.

Suspension is also known as leave without pay and is recommended in cases involving willful misconduct or actions with malicious intent, or in infractions repeatedly committed. The number of days an employee is suspended depends on the severity of the offense or frequency of the same or similar offense committed.

Dismissal is also referred to as discharge or termination. It is the culmination of the progressive discipline process wherein employee's service is severed by employer for just cause. In such cases, the employee has committed a very grave offense or otherwise has repeatedly committed an offense with below standard sign of improvement in behavior or performance, despite corrective interventions by the Company.

1. Not wearing of the complete set of pass/ID and official sling.


2. Wearing/using another employee's ID to gain entry/access inside the Company.


3. Failure to log in during the time of arrival for work.


4. Failure to log out during the time of departure for work.


5. Logging another employee in or out, whether or not upon request or instruction. The employee logging in/out and the employee who made the request or instruction will both be subjected to disciplinary action.


6. Failure to bring ID card.


7. Losing of or damage to Company identification card, or key fob (The employee is required to pay for every loss/damage and submit an affidavit of loss; ID card life span is 3 years).


8. Unauthorized possession of master keys and or pass codes of similar characteristics that can access any other employee's drawers, rooms, files and or offices.

1. New employees, consultants, or trainees shall be given a temporary pass (as applicable) on their starting dates. The temporary pass must be surrendered upon acknowledgment of the employee/consultant/trainee ID with photo.


2. The temporary pass/permanent ID attached to the official Company sling must be worn at all times inside Company or affiliate Company premises.


3. Once issued, the temporary pass/permanent ID become part of an employee/consultant/trainee's accountabilities and are therefore non- transferable.


4. Probationary and regular employees are assigned with a specific ID number based on the official date of employment. The system is as follows:

Year - Month - Date - Employee Number (according to the number of persons hired within the year)
E.g.: If Juan Dela Cruz is among 5 employees hired on January 1, 2004, provided that Juan is the first in the alphabetical list, then his ID number would be:


04 - Year (2004); the last two digits
01 - Month (January)
01 - Date
01 - Employee Number (within the year)

5. Employees who fail to log in/out for work will be informed the following working day through a Failure to Log Notice, where the offending employee who committed the offense is required to fill out a Time Slip to be approved by the department head and submit to the HR office within the day no later than 5 o'clock in the afternoon; otherwise, the employee will be marked absent.


6. Employees who forget to bring their ID are required to fill out a No ID/Access Card Form from the lobby guard to be submitted to the HR office for approval by the HR Head. Once approved, staff shall be issued with a temporary pass to be worn at all times within Company premises and must be surrendered the following working day to the HR office.


7. Employees who lose their IDs whether due to negligence or natural and man-made calamities such as but not limited to fire, typhoon, flooding and insurgencies must fill out a No ID/Access Card Form from the lobby guard to be submitted to the HR office for approval by the HR Head. Once approved, the employee shall be issued with a temporary pass to be worn at all times within Company premises in the interim while the new Company ID is being processed. The concerned employee shall be asked to secure and submit an Affidavit of Loss within five (5) working days, and shoulder the expenses incurred in the processing of the replacement ID which costs Two hundred pesos (Php200.00). Once payment is made at the Cashier, concerned employee shall present the official receipt to HR to claim the new ID card. Upon release of the card, the temporary ID is to be handed over back to HR.

9. Before the end of one's services from the Company, the employee, consultant or trainee is required to surrender one's ID and sling as part of one's accountabilities in the clearance process.

1. Personnel Control

Staff Access Control (General Staff)

1. A staff who has logged out from work and returns to the work areas, will be asked to log and sign in the lobby guard's record book.


2. Roving guards shall conduct random verification on staff seen loitering within the facility during office and non-office hours for security purposes. Internal patrol beyond office hours is conducted aimed to document, monitor and readily provide security assistance to staff doing overtime work in their respective offices.


3. Staff entering the Company premises during Saturdays, Sundays and identified Holidays for business other than to report on duty, shall be requested to log and sign in the lobby guard's record book. A staff may be subjected to random verification on sight by head guard/posted security guards.



Suppliers/Contractors

1. Supplier/Contractors will be issued a Supplier/Contractor Pass in exchange for a valid identification card and be allowed entry.


2. All hand carried items will be subjected under routine security inspection and frisking as deemed necessary.


3. Suppliers/Contractors upon leaving Bigfoot premises surrender the pass and claim identification card.



Guests & Visitors Control

1. Visitors and walk-in guests taken to a tour shall be issued a Guest Pass upon entry. Person in-charge of the tour shall coordinate with the Lobby Guard for the issuance of pass tags before entry is permitted. A valid identification shall be presented in exchange for a Guest Pass.


2. Official Guided Tour should be defined as guests and potential clients who wish to acquire basic information about the facility.


3. A standard route for the tour should be followed with strict observance on areas in the facility, defined as restricted or controlled areas.


4. As the tour ends, Lobby guard shall collect the Guest Passes and returns the guest's identification cards in the presence of the person in-charge of the tour.


5. Guided Tour done for new hires, OJT's and other Company - contracted personnel should be allowed in designated areas only. A representative from HR shall ensure that the tour is in order. The same Pass System & issuance shall apply for this activity unless otherwise already issued with temporary IDs.


6. Personal visitors of staff shall be entertained only in the Lobby and will not be required any identification. Lobby guard calls in the staff concerned to meet his or her visitor in the Lobby.


7. Personal visitors of staff may be allowed in offices with waiting areas and may be given a guided tour. Lobby guard shall issue a Guest Pass in exchange for a valid identification card.


8. Personal visitors are not allowed to linger or wait at the work areas.

2. Access Levels

Restricted Area

Access is totally PROHIBITED. Permitted entry may be considered only for a particular person in a supervisory capacity and one who exercises technical responsibility over the area. Access may be considered to high-level officers only.

Controlled Area

Access is permitted only to AUTHORIZED PERSONNEL or to employees or non-employees in the presence of authorized personnel. Access Control System is enforced or in place. Level of authority by virtue of position and rank is defined. Controlled time period of access may be in effect.

Monitored Area

Access is open. General Access Control and Monitoring System and contraptions are in place and implemented in random. Personnel movement under security observation.

ID Sling Color Coding

• BLUE sling with printed Bigfoot logos - Bigfoot staff
• LIGHT BLUE sling (plain) - Guest/Visitor
• YELLOW sling (plain) - Contractor/Supplier
• ORANGE, MAROON, GREEN, GREY and RED - IAFT Student

3. Area Identification and Classification. ((Bigfoot I.T. and Media Park; IAFT)



RESTRICTED	CONTROLLED	MONITORED
Editing Suites* ADR / Foley Room** Network Operations Center EDP, EPS, Alarm Utilities Control Rm. Life Safety System Control Rooms CCTV/Viewing Rooms Generator Room/Power House Water Supply/Reservoir Elevator Room PABX/Communications Room General Cashier Cage (Equipment Areas) Systems Administration Areas Projector Room Main Machine Room A/V Control Area Roof Deck (Sound Stage) Electrical Rooms	Executive Office Department Head Offices Lab/Training Rooms Sound Stage Areas Sub/Section Offices Technical Office Sound Stage Control Rm. Editing Suites Library / Classrooms Storage/Utility Rooms Theaters & Outlets	Main Lobby Perimeter / Public Areas Parking Areas Parks & Grounds Stairs, Lifts & Hallways Break Out Rooms Lounging Areas Restrooms & Pantry

1. Smoking of cigarettes/cigars is not allowed inside the building.


2. Smoking is allowed outside, at open areas, at least ten (10) feet away from entrance/exit doors.


3. Smoking is not allowed near the generator set area.


4. Cigarette butts must be properly disposed at trash bins.

Employees who wish to post and/or circulate informational materials in the form of posters, flyers, etc. must obtain prior authorization from the Human Resource Department.

Unauthorized putting up of notices, announcements, posters, placards or other similar materials and/or distributing leaflets or flyers within Company premises is considered a misconduct and shall be subjected to proper disciplinary action.

Departments may conduct departmental-level meetings to address and discuss issues relevant to the department and maintain coordination among its members.

A general assembly presided by the Chief Executive Officer and/or the Chief Operating Officer may be held at least once a year. Agenda of this general meeting shall include organizational updates/announcements, general concerns, and an open forum where employees and management can discuss and exchange ideas on issues raised.

Bigfoot observes an open door policy and welcomes anytime employees who have work-related or personal concerns or grievances, or have counseling needs. Employees are encouraged to bring these concerns or issues up with one's supervisor, department head, or Human Resource Director.

Implementing Guidelines

1. The email name must be formatted with the individual's first name followed by the last name.
   • If the individual has more than one first name, only one name must appear according to what the individual is most comfortable using. Using of a nickname is acceptable only when the individual is commonly known by the nickname instead of the first name.
   E.g. 1: Using of (One) First Name
   John Joseph Doe's email name must appear as "John Doe"
   E.g. 2: Using of Nickname
   Matthew Johnson's display name must appear as "Matt Johnson".
2. The email address must be formatted in a way that the first name is followed by a dot then the lastname and the domain, all written in lower case letters. The name used for the email address must be the same as the individual's display name. E.g. john.doe@bigfootstudios.com for John Doe.

1. Email correspondence must be formatted in Plain Text to minimize the size of the email communications.
2. Systems Administration personnel cannot observe the contents of the Email communications except when called for during official investigation and/or as approved by the department head.
3. Users of electronic communications services should not:
   1. Send or forward electronic mail chain letters or their equivalents in other services
   2. "Spam," that is, exploit electronic communications systems for purposes beyond their intended scope to amplify the widespread distribution of unsolicited electronic communications
   3. "Letter-bomb," that is, send an extremely large message or send multiple electronic communications to one or more recipients to interfere with the recipients' use of electronic communications systems and services
   4. Intentionally engage in other practices such as "denial of service attacks" that impede the availability of electronic communications services
   5. Attach audio, video, picture files, applications, archives and any attachment exceeding 3 MB (unless approved by the Department Head and work-related)
   6. Attach viruses and/or malicious scripts
   7. Install non-essential plug-ins and features to email client (E.g. hotbar, smiley central, skins, cursors, screensavers, etc.)

1. Name of the recipient of the email must be spelled out correctly. Whenever uncertain of the spelling, the sender must demonstrate initiative to inquire as to the correct spelling.


2. For external communications, email recipients must be addressed appropriately, like the use of "Mr.", "Mrs.", "Dr." or "Atty.". The use of first name is allowed provided the following: sender and recipient have established a degree of familiarity; recipient is a personal friend or when the recipient expressed the preference to be called by his/her first name.


3. In cases when the name of the Chief needs to be mentioned in a correspondence with internal people at Bigfoot and affiliates, he may be referred to as the "Chief" or "MG" however, he should always be "Mr. Gleissner" for any unrelated entities like contractors, law firms, accounting firms, banks etc.


4. The use of "Hi" or "Hello" in the salutation can be used for personal acquaintances but not in a business communication. For a friendly, sociable tone, a comma is used. In business correspondences, the salutation addresses the recipient of the letter and is followed by a colon. The use of "Dear Sir or Madame" or the committee name or position may be used if the gender of the recipient is not known.


5. The use of proper spelling, grammar and punctuation is important since it presents an impression of the Company and the sender. This is to avoid conveying a professionally inappropriate message.


6. Structure and layout must also be observed. When enumerating or when making points, bullets or numbering may be used. The use of short paragraph and blank lines between each paragraph may also be practiced.


7. Use the High Priority Option sparingly as its function will be diminished if overused. Furthermore, the message will seem aggressive if it comes with a "High Priority" flag.


8. Avoid writing in high capitals. It might convey a message that you are angry or shouting.


9. State the business purpose right away. When sending out official emails, the recipient's first concern is to know what the letter is all about and its purpose.


10. When responding to an email, identify the mail by stating its subject in the first sentence of the paragraph. You must also include the original email when replying.


11. Use of the "Reply to all" is done only when the message needs to be seen by each person.


12. Prevent the use of abbreviations. The recipient might not be aware of the meanings of these abbreviations and the use of abbreviation and emoticons are not appropriate in business emails.


13. Know when to use the Cc and Bcc field. Try using the Bcc field sparingly. Recipients in the Cc and Bcc filed must know why they are part of the communication.


14. Read the email before sending it. This is to avoid distributing emails containing grammar and spelling mistakes.

Employees must set up an "Out-of-office" auto-reply message when on field duty or when unable to access one's email account over an extended period of time due to vacation, production shoot, training, conference, etc.

Implementing Guidelines

1. In the event of a projected leave of absence, the employee is advised to activate an auto-reply message in one's email account before availing the leave.


2. Set up the out-of-office message using Google with url:
   mail.bigfootstudios.com
   
   1. Log into your Gmail email account
   2. Select 'Settings' from the right pane
   3. The 'Vacation responder' should be visible
   4. Select 'Vacation responder on' and type in the message which contains the following information:
      • Date of return for work
      • Contact information or person

      Sample:
      Hi,
      I am currently out of the office until [day and date]. If you need immediate assistance, you may reach me at mobile number +63.9XX.XXX.XXXX or contact [name of officemate whom you have endorsed important matters to].
      [Your name and email signature]

      • Select the 'Save Changes' button at the bottom of the screen
      
      
3. The auto-reply message must be deactivated upon employee's return for work.

Employees are allowed to use an official instant messenger for work-related purposes only in order to keep open the lines of internal communication.

Implementing Guidelines

1. Other than Skype, no alternative instant messenger programs may be installed in one's computer.
2. The correct format for the Skype name, bf.firstname.lastname, must be properly observed.
3. Instead of the complete name, the same bf.firstname.lastname format must be observed in filling out the full name field of the user's Skype profile.
4. Only Bigfoot employees and authorized external contacts (e.g. suppliers, clients, etc.) must be found in the contact list.
5. Through Skype, one can make voice calls/conferences or send instant messages. However, Skype must only be used for work-related purposes during office hours.

Employees must observe a customer-oriented standard in answering and handling phone calls.

Implementing Guidelines

1. Answer the phone call promptly after no more than three rings. Take the initiative to answer unattended calls.


2. In answering a call, employees are encouraged to use the following greeting: "Thank you for calling (department), this is (name), how may I help you?"


3. When transferring a call, it is best to say, "Please hold for a moment while I transfer your call" and stay on the line whenever transferring a caller. This lets you explain the situation to the co-worker you're sending the message to.


4. If the party requested is not available, take the caller's name, contact number, time of call and always offer to return the call. Don't ask the requesting party to call back; take the message instead.


5. Always speak audibly. Do not chew or have conversation with other people while attending to a call.


6. Avoid using the phone speaker. It will only cause distraction to your officemates.


7. End the call politely with a "Thank you" or "Goodbye".

Employees must adhere to the standard of Bigfoot in using English as the only language for verbal and written communications inside Company premises and during Company related activities.

Implementing Guidelines

1. All employees are required to use the English language as a medium for verbal and written communication inside the Company premises and during Company-related activities outside of the building.


2. The rule is not applicable only if the external person (guest or visitor) is not capable or willing to use the English language to communicate with the employee.

The new IP phone system allows transfer of calls, extension dialing, conference in people etc. For example, you do not need to dial the ENTIRE number if you want to call other extensions, just dial the 4 digit extensions - i.e. 2288

Some significant differences include:

• inbound numbers are available for many more countries than just the U.S.  While it does not yet support numbers from the Philippines, it is possible to assign Hong Kong and Singapore numbers to each extensions (also numbers from UK, France, South Africa etc.)
• 
  
• international calls have to be dialed the "European" way, with 00 + country code

For example, to call the U.S. number 310-593-4414 , you should dial: 001-310-593-4414
Same goes if you need to dial a HK number: 00 + country code which is 852  for Hong Kong.

For Example:

00-852-2545-7000 for our Hong Kong main number
Should you have problem ascertaining the country code, click this link
http://countrycode.org/

TO SET UP THE VOICEMAIL GREETING

Dial 445 from your IP Phone and select 0 from the voicemail menu. You will need to make a personalized voicemail greeting, similar to: "Hello, this is (YOUR NAME) with (BUSINESS ENTITY), I am sorry I cannot attend to your call, but please leave me a message and I will get back to you as soon as possible"

TO ACCESS YOUR VOICEMAIL

To check your voicemail messages, dial 445 and press 1 (then follow the instructions).

TRANSFERRING CALLS

1. Group numbers according to the standard grouping in corresponding country.
2. Grouped numbers should be separated with a dash (-).
3. When writing the number to someone in a country other than where you are, the country (and area) code has to be pre-fixed otherwise, it can be dropped.
• Examples of writing telephone numbers with country code:
• +1-212-327-1654
• +852-5808-3468
• Examples of writing telephone numbers without country code:
• 495-9111
• 212-327-1654
4. When writing the contact details, add "Phone", "Direct" or "Fax", whichever is applicable, after the numbers or "Ext." plus the extension number.
• Examples:
+65-3158-3444 Office
+65-3158-3416 Direct
+65-6491-5442 Fax
495-9111 Ext. 3603
5. This has to be implemented in all written and online materials; correspondence; and email signatures.

Using Removable Storage Media including Diskettes and Discs

Only personnel who are authorized to install or modify software shall use removable media to transfer data to/from the Company's network. Any other persons shall require specific written authorization.

Day-to-Day Use of Portable Computers

Portable computers are to be issued to, and used only by, authorized employees and only for the purpose for which they are issued. The information stored on the portable computer is to be suitably protected all the times.

Working from Home or Other Off-Site Location

Off-site computer usage, whether at home or at other locations, may only be used upon authorization of line management. Usage is restricted to business purposes, and users must be aware of and accept the terms and conditions of use, which must include the adoption of adequate and appropriate information security measures.

Moving Hardware from One Location to Another

Any movement of hardware between the Company's locations is to be strictly controlled by authorized personnel.

Clear Screen Policy

All users workstations, desktop computers, or portables are to ensure that their screens are locked when not in use.

Login and Logout from your Computer

Approved login procedures must be strictly observed and users must first lock access to their workstation or logout from the computer completely before leaving their screen unattended.

Dealing with Answering Machines/Voice Mail

Sensitive or confidential information must not be recorded on Answering machine/Voice Mail systems.

Taking Equipment off Company Premises

Only authorized personnel are permitted to take equipment belonging to the Company off the premises; they are responsible for its security at all times.

Cleaning of Keyboards and Screens

Only suitable and approved cleaning materials are to be used on equipment owned by the Company.

Giving Access to Files and Documents

Access to information and documents is to be carefully controlled, ensuring that only authorized personnel may have access to sensitive information.

Using Licensed Software

To comply with legislation and to ensure ongoing vendor support, the terms and conditions of all End User License Agreements are to be strictly adhered to.

Upgrading Software

Qualified personnel must properly test upgrades to software before they are used in a live environment.

Using Copyrighted Information from the Internet

Information from the Internet or other electronic sources may not be used without authorization from the owner of the copyright.

Sending Copyrighted Information Electronically

Information from the Internet or other electronic sources may not be used without authorization from the owner of the copyright.

Using Text directly from Reports, Books, or Documents

Texts form reports, books or documents may not be reproduced or reused without permission from the copyright owner.

Respecting Privacy in the Workplace

Notwithstanding the Company's respect for employee's privacy in the workplace, it reserves the right to have access to all information created and stored on the Company's systems.

Handling Confidential Employee Information

All employee data is to be treated as strictly confidential and made available to only properly authorized persons.

Sharing Employee Information with Other Employees

Employee data may only be released to persons specifically authorized to receive this information.

Keeping Passwords/PIN Numbers Confidential

All personnel must treat passwords as private and highly confidential. Non- compliance with this policy could result in disciplinary action.

Using Email for Personal Reasons

The use of email for personal use is discouraged and should be kept to a minimum.

Using Telephone Systems for Personal Reasons

Personal calls on the telephone systems are to be minimized and limited to urgent or emergency use only.

Using the Company's Toll Access for Personal Use

The use of the Company's toll access will be monitored for inappropriate call patterns, unexpected costs, and excessive personal use.