General Guidelines

Elite VA Society Handbook

Code of Conduct

All members of the Elite VA Society are expected to adhere to a high standard of professional conduct during their work schedule. Any action or misdemeanor that compromises the execution of duties and responsibilities will be subject to appropriate sanctions.

All Elite VAs are expected to adhere to the following ten (10) general guidelines:

1. Unauthorized Absences: Taking unauthorized breaks or absences from work without prior approval from the leadershio team and the Client is unacceptable. Elite VAs are expected to adhere to scheduled work hours and seek approval for any deviations.

2. Unprofessional Communication: Use of inappropriate language, tone, or demeanor in communications with clients, colleagues, or superiors is prohibited. All communications must be professional, courteous, and respectful.

3. Misrepresentation: Providing false or misleading information to clients, colleagues, or superiors regarding work-related matters, qualifications, or capabilities is unacceptable.

4. Plagiarism: Presenting someone else’s work, ideas, or content as one’s own without proper attribution or authorization is considered plagiarism and will not be tolerated.

5. Confidentiality Breach: Sharing sensitive or confidential information about clients, colleagues, or the company with unauthorized individuals is strictly prohibited. This includes but is not limited to client data, internal discussions, or proprietary information.

6. Non-Compliance with Company Policies: Failure to adhere to company policies, procedures, or guidelines outlined in this Handbook or communicated by the leadership team may result in disciplinary action.

7. Workplace Safety: Reporting for duty in an unsafe condition, including being under the influence of alcohol or drugs, poses a threat to oneself and others. It is imperative to ensure a safe and secure working environment at all times.

8. Respectful and Ethical Conduct: Engaging in any form of harassment, discrimination, or bullying based on race, gender, ethnicity, religion, sexual orientation, or any other protected characteristic is strictly prohibited. Engaging in immoral, indecent, abusive, threatening, or coercive behavior towards colleagues is unacceptable. All interactions should be conducted with professionalism and mutual respect.

9. Gaming: Gaming activities, including but not limited to online gaming, mobile gaming, or any form of recreational gaming, are strictly prohibited during work hours. Our focus must remain dedicated to serving our clients with utmost efficiency and dedication.

10. Integrity in Record Keeping: Intentional falsification of personnel records is a serious offense and will result in immediate disciplinary action.

By adhering to these guidelines, Elite VAs uphold the reputation and integrity of the organization while ensuring the highest level of service delivery to our valued clients.

Work Schedule and Holidays

  • Elite VAs are not expected to work on weekends and holidays.
  • Work schedules adhere to the timetable set by the client and typically span from Mondays to Fridays, in accordance with the client’s time zone.
  • Part-time Elite VAs work 4 hours per shift.
  • Full-time Elite VAs work 8 hours per shift.
  • Elite VAs are required to maintain their designated work schedule without deviation or initiating schedule changes with clients.
Overtime Policy

Overtime work is unpaid and not an option provided to clients. Should an Elite VA choose to work beyond the designated work hours, no additional pay will be provided. It is essential for Elite VAs to adhere to their agreed-upon work schedules to maintain work-life balance and productivity.

Holiday Observance

Our company observes the following US Federal Holidays:

  • New Year’s Day and/or New Year’s Eve
  • Martin Luther King, Jr. Day
  • Good Friday
  • Memorial Day
  • Juneteenth
  • Independence Day
  • Labor Day
  • Thanksgiving Day and the Friday after
  • Christmas Day and/or Christmas Eve

NOTE:
The exact date of the holiday may vary. For example, if Christmas Day falls on a Saturday, then Friday, December 24th will be an observed holiday. The Company announces holidays in advance to ensure clarity and planning for all team members.

Attendance, Punctuality, and Idle Time

Tardiness
  • The Elite VA is considered tardy if they start the Webwork application and join the Google meet after the scheduled shift start time
  • If the Elite VA fails to start Webwork on time, they must fill out the Webwork Report Form available on the Elite VA Society Portal.
  • No Webwork during whole or more than 50% of shift: To avoid incurring deductions, email an incident report to star@elitevasociety.com and copied to teamleader@elitevasociety.com.
    • Three (3) cumulative incidents of working without Webwork in a month will result in a deduction equivalent to one (1) day absence.
Absences and Deductions
  • For tardiness, there will be a deduction of $1 for every 10 minutes or fraction thereof.
  • Unscheduled Absence: Any absence without prior approval or valid reason.
  • Leave of Absence: VA must file leave requests at least 72 hours in advance through the Webwork system on the Elite VA Society Portal.
  • Emergency cases should be filed immediately upon the VA’s return from leave, and the reason for the absence should be indicated.

IDLE TIME:
Idle Times are automatically detected and reported by the Webwork Application. Although these Idle Times does not strictly translate to automatic deductions, frequent occurrences signal inactivity, prompting intervention from the leadership team. Elite VAs are encouraged to proactively seek opportunities to add value to their clients or Elite VA Society, demonstrating their initiative and dedication.

Breaks
  • Short breaks of reasonable duration, including quick moments for tasks like bio breaks, are permitted. However, it’s essential to manage these breaks responsibly, ensuring that the total break time does not surpass 30 minutes.
  • Lunch break is considered a working break.

Time-Offs

Paid Time Off (PTO)
  • After one (1) year with the same client, the VA is entitled to seven (7) days of paid time off with that respective client.
  • After the second year and every subsequent year with a client, the VA is entitled to fourteen (14) days of paid time off with that respective client.
  • PTOs are non-transferable and non-convertible to cash.
  • PTOs do not carry forward to the following year. 
Unpaid Time Off

If the VA has no available PTO but needs to take time off, the absence will result in a deduction for each day of absence, resulting in unpaid time off.

Sick Leave
  • After one (1) year with the same client and every subsequent year, the VA is entitled to seven (7) days of paid sick leave with that respective client, usable within the anniversary year (starting from the anniversary date until the next anniversary date).
  • Sick leaves are non-transferable and non-convertible to cash.
  • Sick leaves do not carry forward to the following year.

Personal Leave Application Process

For Elite VAs with paid leaves:
  • Send an email to your client requesting for a leave, copied to teamleader@elitevasociety.com
  • After approval from the client, file a leave request on Webwork.
For Elite VAs without paid leaves:
  • Send an email to teamleader@elitevasociety.com with the date/s of leave.
  • After go-ahead from leadership, send an email to your client requesting for a leave, copied to teamleader@elitevasociety.com
  • After approval from the client, file a leave request on Webwork.

Time-Off Protocol and Guidelines

  • Absence Without Leave (AWOL) is defined as any failure to attend one’s scheduled shift without prior notification, approved leave, or a legitimate reason. This constitutes a grave offense and a significant violation of the Elite VA Society’s policies.
    • First Offense: The Elite VA involved must immediately submit an incident report via email to the leadership team detailing the circumstances of the AWOL. This report is crucial for the leadership team to assess the situation and decide on the appropriate course of action, emphasizing the seriousness with which AWOL incidents are viewed.
    • Second Offense: A second occurrence of AWOL will trigger a review for potential service termination and removal from Elite VA Society’s pool. This underscores the Elite VA Society’s stringent stance on unapproved absences and reflects the organization’s commitment to maintaining a professional and reliable workforce.
  • For Vacation/Personal Time-Off, whether paid (PTO) or unpaid, requests must be submitted at least 72 hours in advance via the Webwork system accessible through the Elite VA Society Portal. This ensures proper scheduling and coverage.
  • Sick Leaves should be reported at least one (1) hour before the commencement of the scheduled shift through the same Webwork system. Should an Elite VA become ill or unable to work after their shift has begun, it is imperative to notify a member of the leadership team without delay.
  • In the event of Emergency Leaves, the Elite VA is required to file their leave as soon as they return, providing a clear explanation for their absence. Whenever feasible, it’s encouraged to communicate with a member of the leadership team at the earliest opportunity to inform them of the situation.
  • Elite VAs who are on Probationary Status are strongly advised against requesting any form of vacation or personal leave unless in cases of absolute necessity, emphasizing the importance of demonstrating reliability and commitment during the probation period.

Time Tracker and Google Meet

Time Tracker
  • All Elite VAs must log in prior to the start of the scheduled shift using the Webwork app.
  • The use of the Webwork app is mandatory for both logging in and logging out of each shift.
  • To ensure accurate time tracking, click on the START button at least one (1) minute before and the STOP button at least one (1) minute after your scheduled shift.
  • The policy of “NO LOG IN – NO PAY” is strictly enforced.
Google Meet

Elite VA Society requires all Elite VAs to be on Google Meet the entirety of their shifts. Exceptions to this policy are as follows:

  1. The Elite VA is on a scheduled Zoom / Google Meet call with their client.
  2. The Elite VA is experiencing a temporary and unscheduled power or internet interruption.
  • All Elite VAs are required to turn on their cameras when called upon and when communicating with clients, colleagues, and the leadership team.
  • During fixed times of the shift in the Company Google Meet main session, all Elite VAs are required to turn on their cameras for at least 10 minutes every start of each hour (e.g., 1 to 1:10 am, 2 to 2:10 am, etc.).
  • When making use of breakout rooms, cameras must be turned on, especially when connecting with other Elite VAs.
  • Failure to respond when called upon during Google Meet meetings for extended periods of time will be considered absence or idle time.

IMPORTANT NOTE:
Should you encounter any issue or error with the Webwork or Google Meet, promptly notify any member of the leadership team at teamleader@elitevasociety.com

Power and Internet Interruptions

Unannounced/Sudden
  • Elite VAs must promptly notify the leadership team of any sudden power interruptions and provide a plan for reconnection.
  • Elite VAs have a maximum of one (1) hour to restore their connection to Webwork and ensure a stable internet connection.
  • Standard rules regarding absences and tardiness will be enforced if the VA fails to reconnect within the specified time frame.
  • Elite VAs are strongly advised to maintain backup power sources and alternative internet connections to minimize disruptions.
Announced/Scheduled
  • Announced power interruptions do not constitute a valid reason for absence; Elite VAs are expected to anticipate and plan accordingly.
  • Webwork remains obligatory during scheduled power interruptions.
  • Google Meet sessions may not be necessary, particularly during widespread power outages.
Internet Service Interruptions
  • Absences due to internet interruptions are not permissible; Elite VAs are required to have contingency plans, such as a secondary ISP or reliable data connection.
  • Webwork remains mandatory during internet service disruptions.

IMPORTANT NOTE:

Elite VAs are strongly encouraged to ensure they have the following essential tools to maintain uninterrupted workflow:
  1. Laptop: Every Elite VA should have a reliable laptop as either their primary or backup working computer, equipped with necessary software and tools to fulfill their responsibilities effectively.
  2. Power bank or station: It is imperative for Elite VAs to possess a power bank or station capable of charging their laptop, ensuring continuous power supply throughout their shift. This ensures that even in the event of power outages or mobility requirements, work can proceed without interruption.
  3. Backup mobile data connection device: In instances where the primary internet connection is compromised, Elite VAs should have a backup mobile data connection device. This ensures connectivity to essential online platforms and tools, enabling seamless communication and task completion regardless of internet service disruptions.

By having these fundamental resources readily available, Elite VAs can uphold their commitment to excellence, productivity, and reliability, regardless of unforeseen circumstances or challenges.

Certificate of Affiliation

Disclaimer Regarding Affiliation Certificates for Elite VAs

This disclaimer aims to elucidate the purpose of the Affiliation Certificates granted to Elite Virtual Assistants (VAs) by the Elite VA Society. While the Elite VA Society issues Affiliation Certificates to Elite VAs in recognition of their work and association, it is imperative to clarify that this does not establish an employer-employee relationship between the Elite VA Society and Elite VAs.

Elite VAs are acknowledged as independent contractors of the Elite VA Society. The issuance of the Affiliation Certificate does not imply nor create an employment relationship. Elite VAs cannot utilize this certificate as evidence of employment, nor does it entitle them to employee benefits or rights typically associated with employment.

It is crucial to recognize that the Affiliation Certificate serves solely as acknowledgment of their affiliation with the Elite VA Society and does not extend beyond that scope. Elite VAs are responsible for their own taxes, insurance, and other obligations as independent contractors. The Affiliation Certificate is solely a recognition of their association with the Elite VA Society and carries no further implications.

By requesting an Affiliation Certificate, Elite VAs acknowledge and understand the independent contractor relationship with the Elite VA Society. They agree not to misrepresent themselves as employees of the Elite VA Society based solely on this certificate and acknowledge that they are not entitled to employee benefits or rights.

Additionally, it is important to note that all Certificate of Employments issued prior to May 2024 are not to be used as proof of employment.

This disclaimer is integrated into the Company Handbook to uphold transparency and clarity regarding the engagement between the Elite VA Society and Elite VAs.

How to request for a Certificate of Affiliation:
1. Access the Elite VA Portal and log in with your account credentials.
2. Navigate to the request form by scrolling down the page.
3. Complete the form with the necessary information, then submit it.
4. The request will be forwarded to the leadership team for processing. Please allow 24-48 hours for the certificate to be generated, proofed, and signed before it is released.