COVID-19 STYLIST GUIDELINE + COMPLIANCE AGREEMENT
Please read the entire document and submit the agreement at the end. You cannot return to work until it is fully completed and returned. Thank you.
Welcome Back! As excited as we are to get back to work and see our team and clients again, we must recognize the situation will be and feel far from normal. Art + Autonomy’s first priority is maintaining a safe and healthy work environment for you and a safe and healthy space for our clients. We must follow strict guidelines for PPE, Sanitation and Social Distancing. To be sure that everyone understands the new mandates and expectations we have created this handbook as a guide and a commitment to be strictly followed.
As much work as we have done to prepare and think of all possible scenarios, we know there will be some needed tweaks and revisions. A+A, as always, encourages your feedback on these systems and hope you will help us troubleshoot and improve upon what we have begun.
NEW SALON SCHEDULE + SCHEDULE REQUIREMENTS
New Salon Hours
Monday: Not Open
Tuesday - Sunday: 10am - 8pm
Scheduling Requirements
Stylists must arrive at the salon 20 minutes before their first client to complete their daily health check and to set up and sanitize their station and equipment. Lateness will not be acceptable, barring an emergency situation with documented proof.
All stylists must clock in.
We have to prove that everyone is full time and doing 30 hrs/week for PPP loan forgiveness.
We will do this from the computer at the front desk.
Open the Boulevard system, log in to your account using your username and password. Go to the picture of the clock in the upper right hand menu bar. Click “Clock In” button.
You must sanitize hands before clocking in because the computer will be used by all of us.
Because of social distancing and capacity mandates, we ask that you honor your schedule given to you by the salon. If you would like to come in on a day off it must be pre approved by Noelle and Jeffery for a day where there is space for you and your clients to distance.
There is no double booking at this time. We know that everyone wants to use their time in the salon efficiently and take care of as many clients as possible but we have to limit the number of people in our space at once.
When taking a break we ask that you leave the salon to reduce capacity. Please do not hang out in the back room or in any other space where social distancing is not possible.
We strongly suggest that you block out a break in your day to step away, breathe and rest.
We have access to the 4th floor of our building to be on break as well as the roof.
You may sit in your station chair but recognize it must be sanitized before anyone else sits in it after you.
If you are having food delivered we ask that you go down to get it or direct them to stay outside the salon door to limit the amount of people in the space.
MANDATED COVID-19 DAILY HEALTH SCREENING
Each employee performing services directly on or to customers should be tested for COVID-19 through a diagnostic test every 14 days, so long as the region remains in Phase II of reopening.
Please do not come to work if you are feeling ill or showing symptoms of COVID-19.
Symptoms include: cough, shortness of breath or difficulty breathing, fever, chills, muscle pain, sore throat, new loss of taste or smell.
This list is not all inclusive. Other less common symptoms have been reported, including gastrointestinal symptoms like nausea, vomiting or diarrhea.
Please do not come to work if you have been in close contact with anyone known to have or showing signs of COVID-19.
We are mandated to give each employee a daily health screening. This includes a daily temperature check and questionnaire at the beginning of each shift.
The questionnaire will be electronic and completed remotely so long as it is time stamped before your shift has begun. The mandated question are as follows:
Have you had COVID-19 symptoms in the past 14 days?
If a person has COVID-19 symptoms AND EITHER tests positive for COVID-19 OR did not receive a test, the individual may only return after completing at least 14 days of self-quarantine.
Have you tested positive for COVID-19 in the past 14 days?
If a person does NOT have COVID-19 symptoms BUT tests positive for COVID-19, the individual may only return after completing at least 14 days of self-quarantine.
Have you had close contact with a confirmed or suspected COVID-19 case in the past 14 days?
If a person has had close contact with a person with COVID-19 for a prolonged period of time AND is symptomatic, the individual should follow the above protocol for a positive case.
If a person has had close contact with a person with COVID-19 for a prolonged period of time AND is NOT symptomatic, the individual must complete a 14 day self-quarantine.
Each stylist must report to the 4th floor when arriving to work to receive a temperature check. This should be done before entering the 2nd or 3rd floors.
Each stylist will be trained on how to take a temperature with the touch less thermometer.
This will be entered into the health screening questionnaire and then sent before your shift begins.
We know it is difficult to limit your exposure to people outside of the salon, especially when commuting. A+A encourages you to practice safe social distancing and wearing masks when not at work to limit your possibility of becoming ill or being exposed to others who may be ill. Together we can keep ourselves and our city healthy.
NEW YORK STATE PAID SAFE + SICK LEAVE
New York has amended the Paid Sick Leave to include mandatory or precautionary order of quarantine or isolation for COVID-19. This will be explained in further detail in a separate document.
MANDATED SOCIAL DISTANCING + NEW SALON SET UP
NYS has mandated that salons limit the workforce and customer presence to no more than %50 of the maximum occupancy.
To accommodate this we are limiting the number stylists workin and the number of clients allowed in the salon at one time.
We must ensure that customer seating is at least 6 feet apart.
We have removed every other station on the 2nd floor and will utilize the 3rd floor to spread out stylists and clients.
There will be no waiting area, magazines or beverage service.
Clients have been notified of this change and are encouraged to bring their own beverage.
Again, there will be no double booking at the moment.
Once we return to work we will look for ways and opportunities to maximize the number services that can be accommodated during shifts. This could include double booking, but it’s a “wait and see” for now.
There will be limited access to the color room.
When fully staffed with apprentices there will be one assigned to the back room. They will mix color for you or allow you to mix as long as there is room to social distance.
Stylists must wash and sanitize hands before and after mixing color.
Preparing them with your formulas for each client at the beginning of the day will help expedite.
This is also something that needs to be workshopped to iron out any kinks. We appreciate your patience and any ideas.
Glass barriers will be installed between shampoo bowls.
We will not have an on-site front desk receptionist for a while.
Apprentices or Stylists will greet each client. (More info on client greeting in a following section)
Checkout will be a contactless procedure. (More info on e-tickets and process in a following section)
All clean and dirty laundry must be sealed in separate hampers
Please put used towels, robes, and capes in the dirty hamper immediately after use.
Please sanitize your hands before opening and grabbing clean towels, robes and capes.
MANDATED PPE + PERSONAL HYGIENE
All employees should wash hands upon arrival and frequently thereafter.
Employees must wear a clean face covering at all times while in the salon.
The salon will provide you with masks if needed, but we encourage you to find a face covering that is most comfortable for you.
If you wear your own personal mask, we suggest bringing more than one for a full shift.
Face coverings must be replaced if they become dirty or unsanitary.
It is recommended to keep sanitary masks in a sealed container such as baggies until used.
Dirty masks should either be thrown away (if disposable) or placed in a sealed container (baggie, bag etc.) until they can be washed and sanitized.
Employees must wear a face covering and a face shield or safety goggles when providing services directly to customers.
The salon will provide face shields for your use if needed.
Although we will be limiting shampoos, you must wear a face covering, face shield/safety goggles when shampooing.
Face shields and goggles must be cleaned in between clients.
Employees must wear clean smocks or gowns.
We have determined that “gowns” can be interpreted as an apron.
Smocks, gowns and aprons must be replaced or sanitized if they become soiled or damaged.
Please take all personal PPE home to be laundered if necessary. Do not launder at the salon.
Employees are not required to wear gloves when servicing a client but it is mandatory to wash or sanitize your hands before and after touching a guest or touching any shared surface.
To properly wash hands you must use soap and water and lather all areas for at least 20 seconds.
If you are using gloves they must be discarded after each use into a closed garbage
If you need to cough or sneeze it is recommended to cover your mouth with the upper arm or elbow, even if you are wearing a mask.
SALON SANITATION PROCEDURES
Our apprentices will be diligent in keeping all common, high touch areas sanitary including but not limited to, bathrooms, front desk, door handles, station chairs, side bar products, back room surfaces, all shared equipment, color trays, shampoo bowls and shampoo back bar.
There will be a thorough cleaning at closing.
Color trays will not be set up to sit out beforehand as needed.
Again, if you prefer to mix your own color, please make sure there is space in the back room, and wash your hands before and after.
When using sidebar styling products, be sure not to put them back on the shelf after touching until it can be wiped with alcohol. Do not use your fingers to dispense product from tubs or pucks. There will be wooden disposable sample sticks to use.
STATION SET-UP + SANITATION
Stations and all equipment should be sanitized and prepared before clients arrive.
Each stylist is responsible for having a sealable bin(s) to hold sanitized clean equipment and a sealable bin(s) to hold used or dirty equipment until it can be cleaned.
Any larger equipment that does not fit in your station, (ie: hot tools) can be kept under your station, as long as it is kept in a sealed sanitary bin.
Each station will have a sealable bin for clients personal belongings.
A+A will provide barbicide jars in the salon for stylists to use. If you prefer to have your own at your station you must provide that for yourself.
All robes and capes can only be used once per client.
Color clients will be given a robe after check in.
Cut clients will not be given a robe unless they prefer to change.
Capes will be kept in a sealed container after laundry.
You can set up your station with all of the capes you need for the day and keep them in a sealed, sanitized bin or you can grab a new cape in between each client. Again, the cape must be put into a clean bin until used on your client.
All dirty capes and towels must be placed in the closed dirty laundry hamper after use.
SANITIZING STATIONS + EQUIPMENT FOR EACH GUEST
We are off booking 15 minutes in between each appointment for you to sanitize your station.
If an apprentice is available they will help in this process.
Hair must be swept and cleared but avoid using a blow dryer.
Seat, back and arm rests must be sprayed with alcohol and wiped down thoroughly.
If there is residue from color or product that should be cleaned before wiping with alcohol.
All equipment that can be submerged in Barbicide must soak for at least 10 minutes.
Wash with soap and water first.
It is not recommended to submerge shears or brushes.
All equipment being sprayed with Barbicide, must be allowed to sit for 10 minutes.
Again, wash with soap and water first.
This can be laid out on a towel on the station or a color tray to sit if not needed by another colorist.
Shears should be sprayed or wiped down with %70 alcohol. (There are opinions that Barbicide is not good for shears)
Remove any hair and product before sanitizing.
Oil your shears regularly.
Brushes should be cleaned of any hair and washed with soap and water before being sprayed with barbicide or alcohol.
Do not forget to wipe down the handle of your blow dryer and hot tools.
Equipment can also be placed in the UV sterilizer for 15 to 20 minutes.
If you are planning on using the equipment right away on your next client, it can be left out neatly on a clean surface.
All clean equipment that will not be used immediately should be put into a clean container.
Stylists may have duplicate equipment. If equipment isn’t being sanitized right away then it must be placed in a sealed bin for used equipment.
Everything that will touch a client MUST be sanitized before each use.
The bin used for your client’s belongings must be sprayed with alcohol and wiped down between each client.
BOOKING, CHARGING, E-TICKETS + RETAIL
Client Booking
As of now we are only booking by email.
Clients are linked to an online questionnaire. (Hopefully by now everyone has read this)
This questionnaire asks simple questions about their service and asks them to confirm that they are aware of all new policies and procedures.
We will be emailing and eventually calling clients back. If more info or help is needed, reception will have you consult remotely to make sure they booked correctly.
All clients must leave a credit card to hold their appointment.
All clients must confirm and agree to our new policies and procedures.
Each stylist will have a link to an E-ticket that must be filled for each client.
Please charge for everything including extra time, extra product, all treatments, extra blow drys or anything else you might add on.
Clients are made aware of possible up charges for cuts and color due to the length of time from their last appointment and need for extra time and product.
Adding a PowerDose treatment is a great way to take care of your client’s hair and upsell a needed service to help make up for not double booking. It also doesn’t add more time to the service.
Retail will be determined ahead of time as much as possible.
If you or your client are unsure what products they will need or you are changing their regular products you will be able to recommend and sell them on the day of.
Please try to determine the products your client might purchase early in the service.
Apprentices will be responsible for gathering and bagging products for clients to take home.
If an apprentice is not available at the time, you may pull the product yourself but only after washing or sterilizing your hands. Clients may NOT touch retail.
The credit card your client left on file will be charged at the end of the day according to your e-ticket. Please do not forget to add retail products. Apprentices will help with this as well but it is ultimately your responsibility as the stylist.
Tips will be through Venmo.
Clients will get an email the next day thanking them for their visit and cooperation. The email will also have the stylist’s and apprentice’s Venmo username and suggested pre-booking date with option to pre-book next appointment.
THE CLIENT EXPERIENCE
Client arrival and check-in
We can not allow clients to arrive early if the stylist and their station is not ready for them.
If a client is going to be so late that the service cannot be done in time for your next guest then they will have to reschedule and pay for their missed appointment.
Clients are instructed to text (929) 265-2114, which will connect to Google Voice on the salon iPads, for any same day communication, including when they have arrived downstairs.
There will be an apprentice in charge of the salon iPad.
When we are ready for the client we will have them buzzed up.
Once a client arrives either the apprentice or stylist will greet them.
Clients will be guided to wash or sanitize their hands. (Hands must be washed or sanitized before getting a robe.)
We will ask color clients to grab their own robe. Cut clients will be caped at the chair. If a cut or color client would like to change out of their clothing they must keep it with them. We will not be hanging it in the closet.
Clients will keep all of their personal belongings with them to be stored in a sanitized bin at their stylist’s station.
Clients have been made aware of this and are being asked to only bring essentials.
Again, there will be no beverages offered.
The Shampoo Experience
For those clients who have booked for a shampooed cut, or are getting color.
Because clients may be wary of coming into contact with too many people, it is recommended to ask if they are comfortable with an apprentice shampoo or if they prefer you to shampoo them.
Be aware that there may be days or moments in the day where an apprentice will not be available.
When shampooing a guest you must wear a face shield/safety goggles in addition to your mask.
Each neck rest will be wrapped in plastic and replaced after each use.
Towels must be pulled from a clean, sealed bin.
Shampoo as always, allowing yourself to be thorough but also quick.
Once complete, walk the client back to the stylist's station.
The shampoo area must be sprayed down with alcohol after each guest.
This includes, chair, bowl, nozzle, handle, shampoo and conditioner bottles, and the glass barrier in between.
Neck rest must be rewrapped in plastic in between each use.
Used towels must be put into the sealed dirty bin.
The Service
As you are aware we will be changing the way we service our clients with blow drys
Clients can choose to have a dry cut
They are asked to arrive with clean, dry hair
Hair will be finished with hot iron or diffuser.
Clients can choose to have a shampoo cut.
They will be booked more time.
Blow drys will still be kept to a minimal, express blow dry.This is a tousle dry as much as possible and then minimal brush work or hot tool work.
If you know you will need more time to cut or style your client, there will be an extra time booking and charge option on your e-ticket.
Clients can choose to have color with no blow dry.
Drying of one small piece to check color, leaving with their hair towel dried.
Clients can choose to add a quick dry after color.
This is a tousle dry as much as possible and then minimal brush or hot tool work.
Clients can choose to add a full finish after color.
This is a full blow dry at your full blow dry price.
All Clients should be charged for extra color and time to apply. There will be an option to upcharge on your e-ticket.
Please be aware that extra color charge will not be added to your service totals for commission. It is purely to cover the cost of the product.
You must add extra time charge in addition to product charge to receive commission for your extra work.
The salon is implementing SalonScale, a system that will help tally the cost of product being used so we can charge our clients more accurately. While we’re setting this up, here are some basic guidelines:
Single processes will be up-charged after a tube of color is used.
Each tube of color is an extra $10 - so you would charge $5 for an extra ½ tube used, $2.50 for an extra ¼ tube used.
Singles will be up charged if color needs to be refreshed on the ends.
Gloss price as base pull through price + what’s stated above if any extra is used.
Glosses will be up charged after a tube of color or a bottle of shades is used.
Highlights will be up charged if you are using more than 2 scoops for a ½ head highlight, or 3 scoops for a full head highlight. (1 scoop = 1 oz)
An extra scoop of lightener is $3.
Highlights will also be up charged if you are using color in between to lowlight or treat the hair outside of the highlights in some way.
Please be aware that we will not be honoring any discounts at this time.
All model fee, influencer, friends and family, or service trade discounts will not be available to any client until we have serviced all full paying clients on our priority and waitlist.
If these clients want to get in immediately they should understand they will be paying full price. Otherwise they must wait.
Checking-out
Clients will not have to do anything to check out at this time.
Again, you will be filling out your e-ticket for each client by the end of the day with all services and retail.
We suggest that you complete your e-tickets throughout the day whenever possible.
Reception will run their credit card on file remotely once the ticket is received.
Pre-booking is strongly encouraged. We are all going to be busy and it will take planning on your client’s part to make sure they stay on a regular schedule.
This should be done on your phone or iPad before it is time for your client to go.
Suggested pre-booking time will be added to the e-ticket - 4 weeks, 6 weeks, 8 weeks for what service.
Front desk can add the time suggested for pre-booking in the next day follow-up email
CLOSING UP FOR THE DAY
Before leaving for the day please make sure you have filled out all of your e-tickets
Follow the station and equipment sanitation procedure outlined above
Make sure all equipment is put away in sealed bins and in your station
We recognize that not all equipment will fit into a sealed bin, all equipment should be put into your station or locker at the end of the day.
Stylists can use the client bin for overnight storage as long as it is cleaned by opening the next day
All side bar products must be sanitized before putting them back on the shelf
Personal “gown” should be either sanitized and put away or put into sealed dirty laundry to take home.
All used capes, towels, and robes should be put into the sealed dirty hamper.
Please check with the apprentices to see if they need help with anything.
Take everything with you that does not fit into your station or locker.
CLOCK OUT
TIPPING OUT
Our apprentices depend on their tipped wages as essential income, just like us stylists.
Because there will be less opportunity for our apprentices to assist directly with clients, their daily tips will be reduced, yet they will be working just as hard.
We are requiring each stylist tip out for the day. The daily tips will be pooled and divided amongst the apprentices working that day.
For now we are not assigning apprentices to stylists.
We require a $10 base tip out per day but encourage you to tip more based on help received. Your generosity goes a long way for them and their morale.
Please send your daily Venmo tip out to Ali. She will evenly divide it up and Venmo each apprentice that worked that day.