How we work
Guideline: house rules and rules of conduct, read about them here.
For more information on workplace issues click here.
1. Trial Period
With new employees, a trial period interview will take place at the end of the first month, to be scheduled at the initiative of the manager(s) or at the initiative of the employee in consultation with the Office Manager.
2. Assessment Cycle and Evaluation Interview
The assessment and performance cycle at Mediamatic involves a performance review once a year and an assessment interview once a year. The interviews are conducted by the manager.
One month before the end date of your contract you will have an evaluation interview which will take half an hour. If you have an annual contract or an open-ended contract, you will also have a bi-annual progress interview, which will also take half an hour. The interview will be scheduled for you by the Office Manager, and the invitation will be sent to you via Google Calendar.
Permanent employees receive their salary around the 22nd day of the month. You will receive an email from Employes when the pay slip becomes available in your profile, and you can download it from there. The catering salaries are paid around the 3rd day of the month.
3.1 Job and salary structure
As of April 2021, the organisation of the job and salary structure at Mediamatic is based on the Job and salary structure guideline for presentation institutions for the visual arts. The bandwidth of the guideline is applied to each job level: a starting, midway or final salary, whereby an employee's experience and/or specific expertise determine which salary scale is applied and the annual assessment of which leaps an employee makes.
The activities of permanent employees, including the board, can be related to four job levels:
1. Board/management, 2. Policy, 3. Executive and 4. Facilitating. All job levels are subdivided into junior and senior, based on experience and expertise.
Mediamatic applies the wage structure for medium-sized and large institutions (with an annual turnover of € 500,000 and more). The wage amounts to the gross monthly wage excluding 8% holiday allowance and is exclusive of reimbursements and/or allowances. The monthly amounts always concern the wage for full-time employment (1 FTE).
The board is responsible for scaling positions. The supervisory board makes decisions about the remuneration of the board. For an overview of the salary rankings you can send an email to the management.
* It can happen that an employee works at more than one level, in that case Mediamatic will apply the following rule of thumb:
- Does the employee work at 2 levels? And is at least half the workload at the higher level? Then the highest level of remuneration applies.
- Does the employee work at 3 or more levels? Then the middle level applies.
** Experience and/or specific expertise of an employee determine which salary scale applies as well as the annual assessment of the leaps an employee has made.
3.2 Payroll Administration
- Upon commencement of employment, a contract is drawn up, completed by the employee and signed by the director-board member (manager?) B.
- The employee will receive a digital invitation to Employes. The signed employment contract, ID copy and payroll tax form (completed) will be uploaded here and thus be available to the employee. These documents are also placed on the server as a backup (office/staff). Via Employes, employees have digital access to their own profile where they can download pay slips.
3.3 Terms of employment
Mediamatic has the following viewpoint with regard to primary and secondary employment conditions: as an organisation we want to contribute to a future-proof labour market and professional practice.
Primary employment conditions are laid down in the contract. In case of permanent employment, Mediamatic's secondary terms of employment include at least: access to a Mediamatic laptop at the office. Other secondary conditions such as career development opportunities, courses and/or training can be awarded per individual in consultation.
4. Working Hours
The regular office hours at Mediamatic are from 09:30 to 18:00. A working day at Mediamatic consists of 8 hours. You have a 'mandatory' break of 30 minutes. This is not part of your working hours and therefore does not count towards the 8-hour working day.
If you wish to book a holiday or take days off, you can request this via Employes. You can apply for leave here. Please do so at least four weeks in advance. Depending on the work that needs to be done, your request to take days off may not be granted. The days off are recorded in Employes, and the accrual will be specified on the payslip.
If you work full-time, you are entitled to 20 days’ holiday per year. If you do not work full-time, you can use the following calculation to calculate how many days off you will receive: the number of days per week that you work x 4 = number of days off per year.
It is important to us that you take a holiday in time - a holiday is essential to your health. In principle, all your vacation days expire when your contract ends. If your contract gets extended, you may add up your vacation days, in consultation. Interns officially do not get days off. However, it is no problem to request a day off for exams, school or other important matters. If days are taken off, they will be added to the duration of the internship.
6. Leave / Special leave
If you need to go to a doctor/dentist - things that cannot be done outside working hours - this falls within the definition of leave. Leave means you will be paid 100%. However, if this takes an entire working day, it must be arranged in consultation with the management. For part-timers, please make these appointments outside working hours. If there really is no other option, it can also be done during working hours, in consultation with your manager. Special leave applies for certain circumstances, such as a funeral, pregnancy, your wedding, etc. We comply with the law, for more information see www.rijksoverheid.nl. Let the Office Manager know in advance when you have to go to a doctor's appointment or funeral and put it in your Google Calendar.
7. Calling in sick
Are you sick and unable to work? Email the board and the Office Manager via email@example.com and inform them that you are ill and how long you expect to be absent. Also send an email to everyone (firstname.lastname@example.org) to report that you will be absent that day. Also check your calendar to see if appointments need to be rescheduled and/or whether anything could go wrong and contact the right colleague and/or the Office Manager to arrange this. If you are unable to cancel or reschedule appointments yourself, please let the Office Manager know. Are you better? Then let us know before you start again, by sending an email to email@example.com. If you fall ill during your holiday (applicable to permanent staff), please report this to Mediamatic. These days will then not be considered as days off but as sick days. You will then be registered with Arboned and will not be paid for 1 day (a waiting day), the rest of the sick days will be paid at 70%.
8. Working overtime
Report overtime by sending an email to firstname.lastname@example.org. State the reason for the overtime, the amount (in hours not days) and the date (or dates) on which the overtime was worked. Managers may request overtime. You can also work overtime of your own accord, but you will need to get permission in advance. Overtime shall only be compensated with a prior agreement from your manager.
9. Saving Mediamatic documents
All important documents that you create for Mediamatic must be stored on the Fileserver. At Mediamatic, everyone is connected to the same file server, a network whose aim is to provide 1 location where all files (documents, images, templates, etc.) can be stored and shared and to which all workstations have access.
Your Mediamatic email is business correspondence from the organisation and must be kept so that colleagues can consult your correspondence at all times. E-mails must therefore not be deleted. Your Mediamatic email is public. Never use your Mediamatic account for private emails. If you receive a private email on your Mediamatic account, delete it so that your privacy remains protected. The same applies to the documents stored on the Mediamatic laptop.
10. Calendar management
Everyone is responsible for their own agenda. If you are not present or if you do not want appointments to be scheduled, switch on your out of office autoreply. If you have a meeting, but can’t make it, please inform the organiser.
11. House rules for using spaces
The office and the coffee corner must look presentable at all times and that is everyone's responsibility.
Keep your desk tidy, throw away empty boxes and used paper, make sure the kitchen is tidy, put used glasses, etc. in the dishwasher, put things back where they belong, wipe the table after eating, etc.
The items you leave behind in the biotope are your responsibility. Make sure you put everything you move back in place at all times. If you don't know where something belongs, ask one of the managers.
12. Purchasing, procurement and expenses.
You may have to purchase something for your work. This must first be approved by the responsible manager. Then, follow these steps.
13. Leaving Mediamatic
If you leave Mediamatic: Make sure that you leave everything neat and tidy. The last instalment of your salary payment will only be effectuated if you have fulfilled all your obligations towards Mediamatic and if this has been checked.
14. Organisation, responsibility and decision-making
The members of the board constitute a collegiate body and facilitate the unanimity of decision-making as much as possible. The duties of the board are laid down in board-management regulations in which the director-executives are charged with certain management tasks; they are primarily responsible for the management and monitoring of the relevant board tasks and, as a result of that responsibility, also act as managers and the first point of contact for the employees involved. The portfolio distribution below falls within the scope of the collective responsibility of the Board.
Director-executive A has primary responsibility for:
- Hospitality: Mediamatic ETEN and Rental
- Communication (including graphic design)
- Building/facilities/location MM
- External stakeholder management
- Director-executive B has primary responsibility for:
- The financial and administrative organisation, including the annual report, annual programme, budget plan
- Policy documents and fundraising
- Human resources (employees, trainees) and formation
- Internal communication / stakeholder management: employees, interns, freelancers
14.1 Organisational chart
Mediamatic is organised into four business units/teams: Programme, Hospitality (including Mediamatic ETEN and Rental), Communication and Operations. The cooperation and consultation between management and employees takes place during the various organisation-wide meetings (4.4), separately from bilateral and project meetings.
The collaboration between the Mediamatic ETEN and Programme, Communication and Operations teams is coordinated in broad lines by the management and substantively by the employees involved.
14.2 Decision making and meeting structure
The organisation has a number of fixed meeting times. These meetings are scheduled by the directors in consultation with the employees involved. In addition to these meetings, both ad hoc and project meetings shall be planned. A meeting can be scheduled via google calendar.
The following meetings are organised on a weekly basis:
- Board meeting
- Programme meeting
- Communication meeting
- Hospitality meeting
- Internship meeting
- Core team meeting
- Organisation-wide meetings
For each meeting, a person is appointed and responsible for: 1. Preparing and drawing up the agenda. 2. Taking and sharing minutes. 3. Controlling time management. 4. Leading the meeting. These tasks can either be divided or be the responsibility of one person.
14.3 programme and decision-making
The basis for the projects within Mediamatic are the multi-year policy plan, the annual plan and the associated budgets. The projects are carried out in line with the following project flow: project idea, project proposal, project plan, execution, post-production, evaluation. Based on their primary responsibility, the managing directors keep an overview of whether the projects fit with the (multi)year objectives of the organisation.
Project ideas and proposals will be discussed during the programme meetings; decisions about project plans and the definitive realisation will be taken in the weekly board meeting.