HR POLICIES AND PROCEDURES

M U S I C D E PA R T M E N T
Rev. 00, 31.12.18
DISCLOSURE
🎵All information contained in this document is confidential and proprietary to Melodica Music and
Dance Centre LLC and must not be duplicated in any manner without written permission. This
information is supplied for the sole use of the individuals to whom this document has been issued.
The information shall not be disclosed by the recipients of the document to anyone outside
Melodica or to individuals within Melodica not directly affected by the policies and procedures.
🎵This document does not constitute, in any way, a contract of employment or a legal document. It
is intended to provide employees with a summary overview of the HR policies and procedures.
Where there are discrepancies between the policies, procedures and this presentation, the
procedures take precedence.
🎵As Melodica continues to grow, it will become necessary to update and amend certain HR
procedures. All Company policies and procedures are therefore subject to change. Employees will
be notified, in advance, of any changes.
🎵If you have any questions after reading the presentation, please refer to the HR Department.
WORKING HOURS AND BREAKS
🎵 The maximum allowable working hours (excluding breaks) per week, as per the UAE Labour Law, is 48 hours.
Employees are expected to work 6 days a week, 41.5 hours per week, excluding breaks.
🎵 The remaining 6.5 un-utilised hours will cover, in special situations, overtime on employee’s day off, additional Ramadan
hours, annual concerts, workshops, meetings, recitals, examinations, mock examinations, demonstrations, promotional
events, training, teachers band and/or any function or event facilitated by the company.
🎵 Employees may not request extra compensation in time off or payment.
🎵 Working hours are branch specific, as determined by the Company, in relation to operational and business
requirements and may be changed from time to time to suit specific work conditions. This includes changes to the
employee’s working days, working hours or weekly day off for example. Employees will be notified, in advance, of any
changes.
🎵 The company may change the working hours to 48 hours per week or split the working day into shifts if required.
🎵 Employees must remain in the classroom or within the Melodica premises during working hours, even if the employee
has no students. Any new or existing students may have an enquiry.
🎵 If an employee has no student and needs to leave the branch, for any reason, they must inform the Front Desk before
leaving the office. The employee must ensure that they take their mobile phone with them in case the Front Desk
needs to contact them.
WORKING HOURS AND BREAKS
🎵Working hours and breaks are as follows:

Sunday- Break Friday Break Saturday Break

Thursday
1400-2100 1600-1615 1400-2100 1600-1615 1000-2000 1300-1330
1830-1845 1830-1834 1600-1615
1800-1845
WORKING HOURS AND BREAKS
🎵All work schedules consider operational requirements, the type of work assignments required and the
need to maximise efficiency and economy in the deployment of staff.
🎵Employees are expected to report for work on time and remain in the workplace until the official closing
time in accordance with the official working hours and Employment Agreement. Employees must arrive
15 minutes prior to the class start time to allow for class preparation time.
🎵Employees are entitled to minimum 1 day off per week as per the local Labour Law. This is set by the
business and can be changed as per operational requirements.
🎵Working hours and breaks will follow the local Labour Law and will be as per the Employment
Agreement, specific to each branch and department and can be amended as per operational
requirements. This includes changes to employees working days, working hours or weekly day off for
example. Employees will be notified, in advance, of any changes.
🎵 Employees are expected to adhere to the working hours and set break times.
WORK ABSENCE
🎵 When an employee becomes aware that they will not be able to attend work due to illness or injury, they
have a duty to advise the line manager.
🎵 On the first day of absence, employees must contact the line manager as early as possible but not later than
8am by telephone call. Emails, text messages, WhatsApp messages or any other means of communication
will not be accepted. Employees will state the reason they are unable to attend work and a possible return
to work date. Failure to notify the line manager, before this time, will result in disciplinary action and a non-
compliance fine of AED100/-.
🎵 Employees who are unable to return to work on the date that they previously specified, must contact the
line manager as early as possible but no later than 8am by telephone call. Emails, text messages, WhatsApp
messages or any other means of communication will not be accepted. Failure to notify the line manager,
before this time, will result in disciplinary action and a non-compliance fine of AED100/-.
🎵 Employees who are absent from work, without the necessary approval, will be considered as unauthorised
absence, will be unpaid and will lead to disciplinary action and possible termination as per the local Labour
Law.
🎵 In case an absent employee has not informed the line manager of their absence, it is the responsibility of the
present employees to inform the line manager of the absence, as soon as they notice the absence, in all
cases.
SICK LEAVE
🎵 Employees are entitled to sick leave as per the local Labour Law and Employment Agreement.
🎵 All reasonable requests for sick leave will be considered. Paid sick leave will not be approved if the reason for absence has
been caused by the misconduct of the employee.
🎵 Employees must submit a Dubai Health Authority (DHA) attested medical certificate from a hospital, clinic or general
practitioner covering the full period of absence for all periods of sick leave, applicable from the employee’s joining date and
government-issued contract start date. This includes any period of sick leave taken during the probation period.
🎵 Employees who fail to provide an attested medical certificate will not receive any sick leave and the leave will be considered as
unpaid leave. For non-compliance, employees will be deducted the salary for the absence day(s) plus the total value of the
cancelled classes for the absence day(s).
🎵 Medical certificates from outside the country of employment will not be accepted unless it is attested by the UAE Embassy of
that country and the Ministry of Health in the UAE.
🎵 Paid sick leave does not accrue if the employee has no periods of absence.
🎵 Any sick leave requests, falling within employees period of annual or unpaid leave, will not be considered as sick leave as per
the local Labour Law.
🎵 Any sick leave requests, falling directly before or directly after a period of annual or unpaid leave, will not be considered.
🎵 Upon returning to work, employees must complete a Leave Application (HR-POL-003-TAF-002) attaching the attested medical
certificate and submit to the line manager and HR Department for approval. Leave Application available on the Melodica HR
Department Google Drive: https://drive.google.com/drive/folders/1wZ5JElHf41hdeVKoPOH0S3fjD3xK1DGb?usp=sharing
ANNUAL LEAVE
🎵 Employees are entitled to annual leave, for each year of service, as per the local Labour Law and Employment Agreement.
🎵 Due to operational and business requirements, regardless of an employees joining date, government-issued contract start date or accrued annual
leave balance the entire annual leave entitlement will be used, at one time, during the summer period (July and August).

🎵 There are 2 periods of annual leave with employees being divided into 2 groups.
🎵 For the 1st year of the government-issued contract, the 1st group of employees will take leave during the 1st period falling between 1st July and 24th
July. The 2nd group of employees will take leave during the 2nd period falling between 1st August and 24th August. Leave groups will be set by
Melodica.
🎵 For all successive years of the government-issued contract, the 1st group of employees will take leave during the 1st period falling between 1st July
and 30th July. The 2nd group of employees will take leave during the 2nd period falling between 1st August and 30th August. Leave groups will be
set by Melodica.
🎵 Annual leave periods are calculated from the calendar date of the 1st day of leave and ends on the calendar date of the day before the return-to-
work date.
🎵 All operational requirements will be taken into consideration, by the line manager, when dividing the annual leave groups. All annual leave dates
are fixed by the company and cannot be moved, postponed or divided by employees. Employees are not permitted to swap annual leave groups.
🎵 The annual leave groups will be divided by the line manager and announced before the 20th of April each year.

🎵 Annual leave dates are fixed by Melodica and cannot be moved, postponed or divided by employees. All annual leave is subject to review, revision
and approval.
🎵 Annual leave extensions are not permitted for any reason.
UNPAID LEAVE
🎵 Unpaid leave is applicable to music teaching employees only and is not applicable during the probation period.
🎵 Unpaid leave is discretionary and limited to a maximum of 30 days every year.
🎵 Due to operational and business requirements, Melodica reserves the right to apply 15 calendar days unpaid leave, in
addition to the paid annual leave, during the summer and winter periods.
🎵 For those employees taking annual leave in the 1st group, the unpaid leave days must be added onto the end of the
leave period. For all those employees taking annual leave in the 2nd group, the unpaid leave must be added onto the
beginning of the leave period.
🎵 All winter unpaid and summer unpaid leave is fixed and subject to approval from the line manager and Director, taking
all operational requirements into consideration. This leave may not be split, reduced or increased and is subject to
review, revision and approval.
🎵 Employees must apply for all unpaid leave using the Leave Application.
🎵 Unpaid leave extensions are not permitted for any reason.
🎵 All employees on unpaid leave will be paid their salaries on the 10th of the following month.
RESUMPTION FROM LEAVE
🎵 Upon returning from leave, employees must ensure to punch-in on the return day to work as this will act as
confirmation that the employee has returned from leave. A Re-Joining Form is no longer required.
🎵 Employees must resume duty on a working day and must punch-in using the biometrics machine. Failure to punch-in
will result in the employee being marked as absent for that day(s) and the day(s) will be considered as unpaid.
🎵 Employees are responsible for notifying the company of any delay on returning from leave.
🎵 Employees who fail to notify the company and fails to report back to duty within the due date and up to a maximum
period of 7 days after, will be deemed as absconding and the Employee Exit procedure will be applied.
🎵 Employees may be contacted by the line manager, in exceptional circumstances, to resume duty earlier from leave.

Non-Compliance Non-Compliance Penalty Penalty Value

Failure to punch-in on the biometric machine Penalty Full day wage deduction per day(s)
after leave
ANNUAL LEAVE SALARY PAYMENT
🎵 The annual leave salary payment is payable upon the 1-year anniversary from the employee’s government-issued contract start date,
each year, and will be paid along with the monthly salary.
🎵 If an employees government-issued contract start date is between the 1st and 14th of the month, the annual leave salary will be paid in
the joining month of the following year. For example: If an employees government-issued contract start date is the 12th of October
2018, the leave salary will be paid along with the monthly salary of October 2019.
🎵 If an employees government-issued contract start date is between the 15th and last day of the month, the annual leave salary will be
paid in the month following the joining month of the following year. For example: If an employees government-issued contract start
date is the 17th of October 2018, the leave salary will be paid along with the monthly salary of November 2019.
🎵 If an employees annual leave falls during the annual leave salary payment month, the annual leave salary will be paid upon the employees
return to work.
🎵 Encashment of annual leave is not permitted except upon the termination of contract.
🎵 If an employee is in the last year of the limited contract and the limited contract will not be renewed, the annual leave salary payment
will be paid along with the final settlement and will be calculated on the basic monthly salary.
🎵 Annual leave salary will be calculated and paid on basic salary plus housing allowance in accordance with the UAE Labour Law.
🎵 If an employees annual leave falls during the annual leave salary payment month, the annual leave salary will be paid upon the employee’s
return to work.
🎵 All employees on annual leave, will be paid their salaries on the 10th of the following month.
PUBLIC HOLIDAYS
🎵Public holidays are granted in accordance with the latest decree or ministerial decision by the
government and announcements are usually published in the press, notifying the exact dates of public and
private holidays. Formal communication of these holidays will be sent from the HR Department.
🎵If an employee is on any type of leave and a public holiday is announced, the public holiday will be deemed
to be a leave day and will be deducted from the leave balance.
TIME AND ATTENDANCE
🎵 Employees must punch-in at the beginning of the shift and punch-out at the end of the shift.
🎵 Employees do not need to punch-in and out before and after breaks.
🎵 If the biometric machine is broken or it is not reading the fingerprint correctly, employees should notify the Front
Desk immediately. The Front Desk will manually enter the time-in and time-out.
🎵 Due to Melodica being a service providing business, it is of paramount importance to consistently maintain high levels
of customer service. To ensure that the above is implemented, employees are subject to non-compliance fines which
will be automatically deducted from the monthly salary as per the following violations:

Non-Compliance Non-Compliance Penalty Penalty Value

Failure to punch-in on the biometric machine or Fine One-hundred AED (AED100/-) per
misuse of the biometric machine violation
Late from zero (0) – five (5) minutes and counting Fine One-hundred AED (AED100/-) per
violation
Late more than three (3) times in a month Written warning and penalty One (1) day wage deduction
Late more than five (5) times in a month Final warning and penalty Full commission deduction for the month
PAYROLL AND SALARY
🎵 The payroll cycle runs from the 21st of the month to the 20th of the following month.
🎵 The payroll cut-off date for the payroll cycle is the 20th of every month. Any absences or leave applications received
or occurring after this date, will be reflected in the following month.
🎵 It is the responsibility of the employee to ensure that all leave applications and supporting documents are sent to the
HR Department before the payroll cut-off date.
🎵 All new employees joining the company after the payroll cut-off date, up until the end of the month, will be paid for
the days worked in cash.
🎵 Salary accrues as per company policy and is payable monthly in arrears.
🎵 For full time employees, the gross salary is calculated over 365 days meaning that the per-diem calculation is derived
from the monthly compensation multiplied by 12 divided by 365.
🎵 Employees will be paid in local currency, into an Emirates NBD bank account, between the 1st and 15th of the month.
🎵 Employees must have a bank account with Emirates NBD. For new employees, the HR and Finance Department will
assist with the opening of all new bank accounts. It is the responsibility of the employee to forward their account
details to the HR Department.
🎵 It is the responsibility of the employee to inform the HR Department, by email, before the 5th of every month of any
changes to the bank account including IBAN number, account number, full account name, branch and swift code.
PAYROLL AND SALARY
🎵 Salaries may be subject to certain deductions including accommodation, disciplinary fines and penalties for non-
compliance of company policy and procedure.
🎵 Salaries may be subject to certain additions including leave salary payment, commission, reimbursements or any
additional payment.
🎵 Employees will receive a monthly Payslip which will explain the salary breakdown for the month.
🎵 The Payslip will be sent, by email, from the HR Department once the payroll has been processed by the Finance
Department and within 7 days from salary release. No emails or calls related to salary calculations will be
entertained by the HR Department until after the Payslips have been issued.
🎵 Employees are urged to review the Payslip every month to ensure accuracy. Any discrepancies or questions regarding
payroll deductions or additions should be addressed to the HR Department.
🎵 Errors may occur during the administrative process. Administrative or system errors may lead to overpayments or
underpayments.
🎵 If an employee has been overpaid by AED500/- or more, the employee will arrange for the over-payment to be
returned to the company immediately. If an employee has been underpaid by AED500/- or more, the company will
arrange for the underpayment to be paid immediately. Any overpayments or underpayments, less than AED500/- will
be adjusted in the following month’s salary.
COMMISSION
🎵 Commission is a company-provided benefit, is not a legal requirement and is provided to motivate and reward employees
to perform to a high standard.
🎵 Commission is applicable for all employees and is accruable as per the Company Grading Structure, Employment
Agreement and Commission Policy.
🎵 Upon completing a minimum of 90 teaching hours, per month, employees will receive AED100/- for every additional
teaching hour. For example: If an employee completes 130 teaching hours, per month, the employee will earn AED4,000/-
commission. If an employee completes 150 teaching hours, per month, the employee will earn AED6,000/- commission.
🎵 Commission and the commission break-even (90 teaching hours) is applicable through-out the year. The break-even will
not reduce for any reason. For example, during the summer season, during the winter season, when an employee is on
leave etc.
🎵 Employees will receive 5% commission on the selling price of all products before value added tax (VAT). This includes
musical instruments (Piano, Guitar etc.), books, clothes and accessories. Commission is not applicable on third party fees,
for example exam registration fees. For example: If an employees total individual sales are AED50,000, the employee will
receive AED2,500 commission.
🎵 For accurate commission payment, it is the responsibility of employees to ensure that the correct name is on the system,
at the time of sale, and not that of another employee. The employees name on the system will be the one used for
commission payment. No changes will be made after the sale has gone through.
COMMISSION
🎵 Commission is payable along with the monthly salary, in the month following the month it was earned, after the Finance
Department have had the opportunity to review and finalise all sales. For example: Commission earned in September will be
paid in October.
🎵 If an employee is permanently transferred to a different department or branch, the commission structure of that respective
department or branch will be effective. If an employee moves department or branch between the 1st and 14th of the month,
the commission will be payable from the old department or branch. If an employee moves department or branch between the
15th and 30th of the month, the commission will be payable from the new department or branch.
🎵 Commission is not accruable or payable during the 2 months prior to the government-issued contract end date month
including the full contract end date month, to cover the handover and transitioning costs of a replacement employee. For
example: an employees government-issued contract end date is 15th January, the employee will not receive any commission for
November, December and January. This is applicable for all types of exit – resignation, non-renewal of contract, termination
etc.
🎵 Upon signing and renewing the government-issued contract, the accrued commission will be paid.
🎵 The commission scheme may be modified or removed as per operational and business requirements.
🎵 Melodica reserves the right to remove the commission entitlement of employees who fail to comply with
standard Company rules and policies. This includes unsatisfactory work performance, issuance of a warning
letter(s), student complaints etc.
NOTICE PERIOD
🎵 Upon successful completion of the probation period and in case of employee resignation, employees may terminate
the contract by giving 60 calendar days notice, in writing, or the equivalent of 60 calendar days salary.
🎵 Upon successful completion of the probation period and in case of contract maturity, employees must inform
Melodica, in writing, 60 calendar days before the end of the contract of their intention to renew or cancel the
contract.
🎵 Upon successful completion of the probation period and in case of employer termination, Melodica may terminate the
contract by giving 60 calendar days notice, in writing, or the equivalent of 60 calendar days salary.
🎵 Melodica has the right to give immediate notice before terminating an employees services if an employee is guilty of
gross misconduct, negligence, breaches Article 120 of the UAE Labour Law or breaches any of the terms of the
Employment Agreement.
CONFLICT OF INTEREST AND NON-COMPETE
🎵 Employees must act, at all times, with honesty, integrity and independence, avoiding actual or apparent conflicts of interest in personal and
professional relationships. This includes undertaking in personal work, employee soliciting or accepting any commission, gifts, payments or
services.

🎵 Employees are not permitted to compete with Melodica or take for them self, their relative, friend or acquaintance, any business opportunity that
belongs to Melodica.

🎵 Employees must not accept any private engagement, contract or commission to carry out work which is of a similar nature to Melodica’s business.
This includes working as a performer and conducting private lessons.

🎵 Employees will not share their personal telephone number, personal email address, social media accounts or any other personal contact
information with the Employer’s clients, customers or suppliers. Melodica’s clients and customers are exclusive to Melodica.

🎵 Receiving remuneration for work undertaken privately is against company policy and UAE Labour Law.

🎵 If an employee is found to have acted contrary to this, the discipline procedure will be applied which will include financial penalties and
commission deduction and may result in the employee’s employment being terminated without notice.

🎵 A financial penalty of AED5,000/- will be applicable, along with a full months’ commission deduction for each breach of contract.

🎵 If an employee is found to be attempting to poach students, customers or employees, at any point during the employment relationship including
during the notice period and for a period of 12 months after the cancellation date of the government-issued contract, Melodica will impose a
financial penalty as above and/or lodge a case with the local authorities for financial compensation as above.
 MELODICA REFERRAL
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LOOKING FOR A JOB?

I F Y E S , YO U C O U L D E A R N A E D 1 , 0 0 0 / -
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Ø S U B M I T C A N D I D AT E C V T O Y O U R C A R E E R @ M E L O D I C A . A E
Ø C A N D I D AT E MUST PA S S THE RECRUITMENT AND ON-BOARDING
PROCESS
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Ø O N LY A P P L I C A B L E F O R T E A C H I N G C A N D I D AT E S

HR-POL-002-GUI-002, Rev.03, 29.12.18

HR DEPARTMENT GOOGLE DRIVE
🎵 All HR forms will be uploaded to the HR Department Google Drive.
🎵 Please bookmark this link so that you have quick access in future.

HR Department Forms
https://drive.google.com/drive/folders/1wZ5JElHf41hdeVKoPOH0S3fjD3xK1DGb?usp=sharing

HR Department Documents
https://drive.google.com/drive/folders/16W0OOuhJ5g9aSzvC0ugHZInMf9qDLBQG?usp=sharing