General employment- Trainual-English

Introduction to Company Policies

At Simonian Rugs, our company policies are here to guide and protect every member of our team. Think of them as the playbook that helps us work together smoothly, create a safe and respectful environment, and deliver the outstanding service our customers expect.

Why Company Policies Matter

Policies aren’t just rules—they’re the standards and expectations that keep our workplace running fairly, safely, and efficiently. They help ensure everyone knows what’s expected, how to handle different situations, and how to resolve issues if they come up. Our policies are designed to protect you, your teammates, our customers, and the company as a whole.

Why You Should Understand Our Policies

• Clarity & Consistency: Knowing our policies means you’ll always know what’s expected of you and what you can expect from others. This helps prevent misunderstandings and ensures everyone is treated fairly.
• Safety & Respect: Policies set the foundation for a safe, respectful, and inclusive workplace. Following them helps keep you and your coworkers protected—physically, emotionally, and professionally.
• Empowerment: Understanding our policies gives you the confidence to make good decisions, handle challenges, and ask for help when you need it.
• Professionalism: When we all follow the same guidelines, we maintain the high standards that make Simonian Rugs a trusted name in our industry.

Take the time to read and understand our policies. If you ever have questions or need clarification, don’t hesitate to ask. Our policies are here to support you and help us all succeed—together.

This Employee Policies Handbook contains only general information and guidelines. It is not intended to address all possible applications of, or expectations to, the general policies and procedures described. If you have any questions concerning eligibility for a particular benefit or the applicability of a policy or practice to you, you should address your specific questions to your supervisor.  

Neither this handbook nor any other company document confers any contractual right, either expressed or implied, to remain in the company's employ. Nor does it guarantee any fixed terms and conditions of your employment. Your employment is not for any specific time and may be terminated at will, with or without cause and without prior notice, by the company, or you may resign for any reason at any time. 

This Employee Policies Handbook contains only general information and guidelines. It is not intended to address all possible applications of, or expectations to, the general policies and procedures described. If you have any questions concerning eligibility for a particular benefit or the applicability of a policy or practice to you, you should address your specific questions to your supervisor.  

Neither this handbook nor any other company document confers any contractual right, either expressed or implied, to remain in the company's employ. Nor does it guarantee any fixed terms and conditions of your employment. Your employment is not for any specific time and may be terminated at will, with or without cause and without prior notice, by the company, or you may resign for any reason at any time. 

Employee Acknowledgement

I understand and agree that it is my responsibility to read fully, understand the policies, and follow the policies set forth in the handbook. I acknowledge that if I have any questions, comments, or concerns related to my employment, I am encouraged to discuss any matters with the leadership team.

I agree that the language in this handbook does not create and cannot be construed as an employment contract between ZAVR Inc. DBA Simonian Rug Cleaners and myself for a definite period. My employment is “at will” and can be terminated with or without cause, for any reason or no reason, and with or without notice, at any time by me or by the company. I understand that the company reserves the right to make unilateral changes in the policies, procedures and benefits at any time with or without notice to me. 

If you agree, click Next.

If you do not agree, please consult with your hiring manager before continuing.

At Will Employment

Your employment with ZAVR Inc. is at will. This means your employment is for an indefinite period of time and it is subject to termination by you or ZAVR Inc., with or without cause, with or without notice, and at any time. Nothing in this policy or any other policy of ZAVR Inc. shall be interpreted to be in conflict with or to eliminate or modify in any way, the at will employment status of ZAVR Inc.'s employees.

The at will employment status may be modified only in a written employment agreement with you which is signed by Austin Reinders, President of ZAVR Inc..

Equal employment opportunity

ZAVR Inc., provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Reasonable Accommodation Policy

Policy

Pursuant to the Rehabilitation Act of 1973, the Americans with Disabilities Act (ADA) and state law, Northwestern University will reasonably accommodate employees with disabilities and pregnant employees, as defined by law. Failure to reasonably accommodate employees with disabilities and pregnant employees is a violation of federal and/or state law as well as University policy.

Procedures

To ensure that an employee with a disability can perform or continue to perform (if the disability occurs after employment) their job responsibilities, a reasonable accommodation by ZAVR Inc. may include, but is not limited to, the purchase of special equipment, changing the physical layout of the workplace, restructuring job responsibilities and duties and modifying the work schedule.

To ensure that a pregnant employee can continue to perform her job responsibilities, a reasonable accommodation by ZAVR Inc. may include, but is not limited to, more frequent breaks, private non-bathroom space for expressing breast milk, light duty, restructuring job responsibilities and duties, and modifying the work schedule.

Even though the employee provides input concerning the accommodation process, ZAVR Inc. will determine what constitutes a reasonable accommodation on a case-by-case basis and reserves the right to request additional independent medical examinations, evaluations or other appropriate information at the University's expense.

Medical information is treated as confidential and will be shared with University administrators only on a need to know basis. ZAVR Inc.will not provide accommodations without appropriate documentation.

In limited instances, a requested accommodation may pose an "undue hardship" on the company which prevents the accommodation from being offered. The determination of whether an accommodation creates an "undue hardship" is contingent upon a number of variables and is made by the Office of Equity. Supervisors must contact the Office of Equity before disciplining, transferring, terminating or relieving an employee of job responsibilities due to disability or pregnancy.

Request an Employee Accommodation speak with your supervisor.

Employment Eligibility

At Simonian Rugs, we want to ensure that every team member is set up for success from day one. To maintain our high standards of service, safety, and professionalism, we have eligibility requirements for each position. These requirements help us make sure every team member is qualified, prepared, and able to contribute to our company’s mission and values.

General Eligibility Requirements (All Positions)

To be eligible for employment at Simonian Rugs, all candidates must:

• Be at least 18 years old.
• Be legally authorized to work in the United States.
• Successfully complete any required background checks.
• Provide at least two professional references.
• Demonstrate alignment with Simonian Rugs’ core values (Intentional, Accountable, Integrity, Trustworthy, Quality, Excellence, Memorable).
• Communicate effectively in English (spoken and written).
• Be able to perform the essential physical and mental functions of the job, with or without reasonable accommodation.

Position-Specific Eligibility Requirements

1. Operations Department

• Main Wash Specialist / Detailers
  • Experience with cleaning equipment or willingness to be trained.
  • Ability to lift and move rugs (up to 50 lbs).
  • Attention to detail and ability to follow cleaning protocols.
• Repair Team Members
  • Experience with textiles, sewing, or repairs preferred.
  • Strong hand-eye coordination and patience for detailed work.
• Pick-Up & Delivery Staff
  • Valid California driver’s license and clean driving record.
  • Ability to safely load/unload and transport rugs.
  • Strong customer service skills and professional appearance.

2. Sales Department

• Outside Sales Representatives
  • Previous sales experience (B2B or B2C preferred).
  • Strong communication, negotiation, and relationship-building skills.
  • Reliable transportation for client visits.
  • Ability to use CRM software (training provided if needed).

3. Customer Support

• Support Team Members
  • Experience in customer service (phone/email) preferred.
  • Strong problem-solving and communication skills.
  • Comfort with scheduling software and basic computer skills.

4. Leadership & Management

• Operations Manager / Accountant
  • Proven experience in operations, logistics, or accounting (as applicable).
  • Leadership skills and ability to manage a team.
  • Strong organizational and analytical abilities.

Additional Notes

• Some positions may require additional screening, certifications, or training depending on the role and department.
• Simonian Rugs is committed to equal opportunity employment and will provide reasonable accommodations as required by law.

If you have questions about eligibility for a specific position, please reach out to your manager or Human Resources for clarification.

Simonian Rugs Internal Hiring Process Policy

At Simonian Rugs, we’re committed to investing in our people and supporting your growth. Our internal hiring process is designed to help you advance your career, develop new skills, and gain valuable experience—all while contributing to our shared success.

Scope

This policy explains how we approach internal recruitment and internal mobility, ensuring every opportunity is fair, transparent, and focused on what’s best for our team and company.

Internal Hiring Process

1. Identifying Internal Candidates
   • When a position opens, our hiring managers will first look within the company to see if there are qualified team members who might be a great fit.
   • We’ll consult our succession plan and consider employees who have shown the skills and potential for the new role.
2. Posting Open Roles Internally
   • If we don’t have a specific internal candidate in mind, we’ll post job ads internally—via email, our company newsletter, or other channels—so everyone has a chance to apply.
3. Application & Communication
   • The job ad will clearly outline the duties and requirements, with input from hiring managers.
   • All interested employees are encouraged to apply. Applications will be kept confidential, and it’s up to you whether you share your interest with your current manager.
4. Evaluation & Interview
   • All internal applications will be reviewed fairly.
   • Internal candidates typically skip initial phone screens and multiple interview rounds. Instead, you’ll have a focused interview (and possibly a skills assessment) with the hiring manager.
5. Feedback & Updates
   • We’ll keep you informed throughout the process and provide feedback if you’re not selected, so you know how to keep growing and preparing for future opportunities.
6. Confidentiality
   • All applications are confidential until a final decision is made and a candidate is selected.
   • If you’re hired for a new internal role, there will be a two-week notice period before you move to your new position, to help your current team transition smoothly.

Internal Mobility

• We encourage employees to explore roles across teams, departments, and locations if it fits your career goals and you’re qualified for the job.
• You must complete your initial three-month onboarding period before applying for internal roles.
• You don’t need your manager’s permission to apply, but we encourage open conversations about your career goals during 1:1s or performance reviews. This helps managers support your growth and recommend you for the right opportunities.

Manager Responsibilities

Managers at Simonian Rugs play a key role in supporting internal growth:

• Always put your team members’ personal and professional development first.
• Actively participate in succession planning and recommend qualified team members for open roles.
• Regularly discuss advancement and learning opportunities with your team.
• Help team members identify and pursue the right career moves within the company.

Our goal is to recognize your skills and hard work, and to make sure you have every opportunity to learn, grow, and succeed at Simonian Rugs. We believe that open, frequent conversations about career development benefit everyone—our team, our customers, and our company as a whole.

If you have questions about internal opportunities or want guidance on your next career step, reach out to your manager or HR. We’re here to help you succeed!

Employment of Relatives Policy

At Simonian Rugs, we value fairness, professionalism, and a positive work environment for all team members. To avoid potential conflicts of interest, claims of favoritism, or morale issues, we have clear guidelines regarding the employment of relatives.

Definition of “Relative”

For the purposes of this policy, a “relative” is defined as any person related by blood or marriage, or whose relationship with an employee is similar to that of persons related by blood or marriage (including domestic partners and step-relatives).

Policy Guidelines

• Hiring Relatives:
  Relatives of current Simonian Rugs employees may be considered for employment only if they will not work directly for, supervise, or be supervised by their relative. Employees cannot be transferred into a reporting relationship (direct or indirect) with a relative.
• Changes After Hiring:
  If a relative relationship develops or is established after employment (for example, through marriage), the individuals involved must decide within 30 calendar days who will seek a transfer to eliminate the reporting relationship. If a decision is not reached in that time, management will determine the reassignment.
• Potential Conflicts:
  If a conflict or the potential for conflict arises, even without a direct reporting relationship, Simonian Rugs may separate the parties involved by reassignment or, if necessary, termination of employment.

Our Commitment

This policy is designed to maintain a professional, respectful, and equitable workplace for everyone. If you have questions or believe a situation may present a conflict under this policy, please speak with your manager or HR for guidance.

Rehire Policy

At Simonian Rugs, we recognize that former employees may bring valuable experience and insight back to our team. Our rehire policy outlines when and how we consider welcoming former team members back, ensuring fairness and consistency for everyone.

Scope

This policy applies to former employees who left Simonian Rugs on a permanent basis.
It does not apply to employees currently on medical, parental, or other long-term leaves of absence.

Rehire Eligibility

Former employees may be considered for rehire if they left Simonian Rugs due to one of the following reasons:

• Voluntary resignation
• Company lay-offs
• Expired contract
• Termination for reasons other than illegal or unethical behavior

Waiting Period:

• Eligible former employees may reapply after a minimum of 4 months from their last day of employment, except for those whose contracts simply expired—they may request renewal immediately.

Ineligible for Rehire:

• Employees terminated for cause (e.g., misconduct, policy violations) or who abandoned their job are not eligible for rehire, unless there are exceptional circumstances approved by senior management.
• Examples of exceptions:
  • A court decision requiring rehire
  • Reliable proof that past problematic conduct will not recur (rehiring is not guaranteed in these cases)

Additional Criteria:

• Must have completed their probationary period during previous employment
• Must have met satisfactory performance standards while employed

No-Show Policy:

• Employees who accepted a job offer but did not show up on their first day are ineligible for rehire for 6 months, unless a serious reason (like a medical emergency) is documented.

Retirees:

• If considering a retired employee for rehire, Simonian Rugs will comply with all applicable legal requirements.

Employee Status & Benefits Upon Rehire

• Worked Less Than 12 Months:
  • Will be treated as a new hire and must complete standard hiring and onboarding procedures.
• Worked 12 Months or More:
  • May bypass some onboarding steps.
  • Previous service may count toward seniority and certain benefits (e.g., sick leave accrual, stock options), at the company’s discretion.
  • To qualify, the absence from the company must not exceed the length of their prior service.
    • Example: Worked 3 years, away for 2 years = eligible; away for 4 years = new hire.
  • Any former employee absent for more than 5 years will always be considered a new hire.

Rehire Procedure

1. Application/Inquiry:
   • Former employee applies or contacts Simonian Rugs about re-employment.
2. HR Review:
   • HR reviews personnel records to determine rehire eligibility.
   • If ineligible, HR notifies the applicant.
3. Qualification Check:
   • If eligible, hiring managers assess qualifications for the open position.
   • If qualified, the manager will reach out for next steps (interview, screening, or direct offer).
   • If not qualified, the applicant will be informed and may apply for other roles.
4. Proactive Outreach:
   • Simonian Rugs may also reach out to former employees about opportunities, but eligibility will always be verified first.

Questions about your eligibility or the rehire process?
Please contact HR for guidance. Our goal is to build the best possible team while remaining fair and consistent in every hiring decision.

Open Door Policy

At Simonian Rugs, we believe open and honest communication is the foundation of our success. Our open door policy means that every team member—no matter your role—should feel comfortable sharing feedback, ideas, questions, or concerns with any manager or leader, at any time.

Why We Have an Open Door Policy

Open communication helps us build trust, solve problems early, and keep improving as a team. We know that innovation and growth happen when everyone’s voice is heard. Whether you want to celebrate a win, suggest a new idea, or talk through a challenge, your input matters here.

Who This Policy Applies To

All managers and leaders at Simonian Rugs are expected to keep their “door” open—whether that’s in person, by phone, email, or messaging app. Senior management and HR are also always available. If you have something on your mind, you can bring it to any leader you trust.

How to Use the Open Door Policy

You’re always encouraged to reach out to your manager or any member of leadership to:

• Ask for feedback or advice
• Get clarity on your work or our policies
• Share a concern or complaint
• Raise a problem or suggest a solution
• Discuss a dispute or conflict
• Share a new idea or opportunity for improvement
• Talk about personal topics that may impact your work

If your concern is sensitive, or if your direct manager is unavailable or involved in the issue, you can go directly to HR or another leader. We take all feedback and concerns seriously—especially those involving harassment, discrimination, or violations of our code of conduct.

Benefits of Open Communication

Because we listen to each other, we can:

• Address issues before they become big problems
• Resolve conflicts quickly and fairly
• Support anyone who has experienced harassment or mistreatment
• Find new ways to improve our work and customer experience
• Build a culture of trust, respect, and collaboration

Responsibilities

• Whenever possible, schedule a time to talk about sensitive issues so we can give you our full attention.
• Try to resolve minor disagreements directly with your colleagues first—peer-to-peer communication is just as important as manager-to-team.
• If you notice a violation of our values or code of conduct, speak up or report it to HR. We all play a part in keeping Simonian Rugs a safe, respectful, and positive workplace.

Your voice matters. Our doors—real and virtual—are always open. Let’s keep building a workplace where everyone feels heard, valued, and empowered to make a difference.

Employee Records Policy

At Simonian Rugs, we maintain three separate files for each employee to ensure the security, confidentiality, and proper management of your personal and employment information. Each file serves a specific purpose and is accessible only to designated staff.

1. Personnel File

• What’s Included:
  The Personnel File contains confidential documents such as your employment application, resume, family emergency contact form, documented disciplinary actions, employee handbook acknowledgment, at-will employment sign-off, current personal information, and job references.
  Not all files contain the same documents, but certain core documents are included in every Personnel File.
• Who Maintains It:
  The Personnel File is managed and maintained by Human Resources (HR) staff.
• Access:
  Access is limited strictly to HR staff. Your direct manager may keep a separate file with documents relevant to your day-to-day work performance, but they do not have access to your official Personnel File.

2. Payroll File

• What’s Included:
  The Payroll File contains records of your employment history, departments worked, compensation changes, and related payroll information.
• Who Maintains It:
  This file is managed by the accounting department and HR staff.
• Access:
  Only authorized accounting and HR personnel may access your Payroll File.

3. Employee Medical File

• What’s Included:
  The Employee Medical File contains any medical records or documentation related to your employment (such as doctor’s notes, accommodation requests, or other health-related information).
• Who Maintains It:
  Managed exclusively by designated HR staff.
• Access and Confidentiality:
  Medical files are given the highest level of confidentiality and security. Only HR-designated staff and the employee to whom the records belong may access these files.

Accessing Your Files

You have the right to review your Personnel File. To do so, contact HR during normal business hours to schedule a review. Please note:

• Reviews must take place in the presence of an HR staff member.
• No documents may be altered or removed from your file.
• For privacy and compliance, access to Payroll and Medical Files is restricted to authorized staff and, in the case of Medical Files, the individual employee.

Simonian Rugs is committed to protecting your privacy and maintaining the confidentiality of your records. If you have questions about your files or need to update your information, please reach out to HR.

Anti-Discrimination & Anti-Harassment Policy

At Simonian Rugs, we are committed to providing a respectful, inclusive, and equitable workplace for everyone. We strictly comply with all federal, state, and local anti-discrimination laws, including Title VII of the Civil Rights Act of 1964, the Americans with Disabilities Act (ADA), and the Age Discrimination in Employment Act (ADEA). Offensive behavior—including derogatory comments or actions toward anyone based on gender, ethnicity, or any protected characteristic—will not be tolerated.

Scope

This policy applies to all Simonian Rugs employees, contractors, visitors, customers, and stakeholders.

What is Discrimination?

Discrimination is any negative action or attitude directed toward someone because of a protected characteristic. Protected characteristics include:

• Race
• Gender or gender identity
• Age
• Religion
• Ethnicity or nationality
• Disability or medical history
• Marital or civil partnership status
• Pregnancy, maternity, or paternity
• Sexual orientation

Zero Tolerance for Discrimination & Harassment

We do not tolerate any discrimination or harassment that creates a hostile, unsafe, or unpleasant environment for our team, customers, or partners. This includes, but is not limited to:

• Disqualifying candidates for jobs or promotions based on protected characteristics
• Bypassing employees for advancement without objective, documented reasons
• Making sexist, racist, or otherwise derogatory comments
• Sending disparaging messages or emails about someone’s background
• Any form of sexual harassment, assault, or workplace violence (physical or psychological)

Anyone found engaging in such behavior will face disciplinary action, up to and including immediate termination, depending on the severity of the offense.

Addressing Unintentional Discrimination & Bias

We understand that unconscious bias can occur. If we determine an employee is acting with unintentional bias, we will provide training, counseling, and support to help them change. However, repeated or willful refusal to change behavior may result in demotion or termination.

Actions to Prevent Discrimination

To ensure fairness and compliance, Simonian Rugs will:

• Use inclusive language in job postings and include Equal Employment Opportunity (EEO) statements
• Set clear, job-related criteria for hiring, promotion, and rewards
• Offer compensation and benefits based on position, experience, and performance—not protected characteristics
• Accommodate employees and candidates with disabilities
• Require managers to keep detailed records of employment decisions

We also strive to:

• Use hiring and promotion processes that minimize bias (e.g., structured interviews, blind resume reviews)
• Provide training on diversity, communication, and conflict management
• Foster collaboration and understanding among employees from all backgrounds

What To Do If You Experience or Witness Discrimination

If you feel you have been discriminated against, harassed, or have witnessed such behavior, please contact HR or your manager as soon as possible. HR will listen to your concerns, investigate the situation, and determine the appropriate response or disciplinary action.

• All complaints will be handled discreetly. Your identity and any information that could identify you will not be shared.
• There will be no retaliation against anyone who raises a concern or files a complaint, even if you choose to report to an external agency like the Equal Employment Opportunity Commission (EEOC).

Addressing and Investigating Complaints

Our HR team is proactive and responsive in addressing discrimination concerns. We:

• Review patterns and similar complaints to identify systemic issues
• Analyze relevant data and metrics to monitor fairness in our processes
• Evaluate feedback from social media, visitors, and former employees
• Conduct confidential interviews and gather information as needed

Our Commitment

We all share responsibility for maintaining a fair and respectful workplace. Be mindful of your own biases, speak up if you see or experience discrimination, and share your ideas for making Simonian Rugs an even better place to work. If you have questions or suggestions about this policy, HR is always here to listen.