Fashionista Studios Employee Compendium

Welcome to Fashionista Studios. Whether you are joining us as a coach, instructor, administrator, studio partner, or vendor, you are now part of something that was built with intention. Fashionista Studios was founded on the conviction that the creative arts — modeling, performing arts, photography, music, and visual art — are not merely career paths. They are callings. And the people who guide students through those callings carry enormous responsibility.

This compendium is not a formality. It is the operating agreement between you and this organization. It reflects who we are, what we stand for, and how we expect every member of our team to conduct themselves — with students, with parents, with each other, and with the public. Please read it carefully, refer to it often, and ask questions when something is unclear.

— Dr. Samuel J. Lombardo, Founder & Executive Director

Fashionista Studios exists to train Christ-centered creative professionals who carry their faith into every stage, set, and studio they enter. We develop the whole person — technical skill, professional presence, and personal character — because the industries our students enter demand excellence and because our students deserve it.

Our core values are Excellence, Integrity, Faith, Inclusion, and Safety. Every policy in this compendium flows from one or more of these values. When you are uncertain how to handle a situation, return to these five words and ask which one applies.

This compendium applies to all full-time employees, part-time employees, independent contractors, coaches, instructors, teaching artists, administrative staff, studio partners, location partners, vendors, and any individual who represents Fashionista Studios in any official or semi-official capacity — whether compensated or volunteer.

References to 'staff,' 'employee,' or 'team member' throughout this document are inclusive of all categories above unless a section specifically distinguishes between them. When in doubt, assume a policy applies to you.

The safety, dignity, and well-being of every minor student is the highest non-negotiable priority at Fashionista Studios. No business objective, scheduling pressure, or interpersonal relationship ever supersedes the protection of a child. Every staff member — regardless of role — shares this responsibility.

Fashionista Studios serves students as young as early childhood through age 17. This age range creates legal, ethical, and professional obligations that are distinct from working with adult clients. Ignorance of these obligations is not a defense. All staff are required to understand and follow every policy in this chapter before working with any minor student.

All staff, contractors, coaches, and volunteers who will have any direct contact with minor students must complete a comprehensive background check before their first day of contact. This includes criminal history, sex offender registry, and child abuse registry checks in all states where the individual has resided in the past seven years.

Background checks must be renewed every two years. Any staff member whose background check reveals a disqualifying offense will be immediately removed from all contact with minors pending review. Disqualifying offenses include, but are not limited to: any conviction involving a minor, any sex offense, any violent felony, and any offense involving fraud or exploitation.

Staff are required to self-report any new arrest, charge, or conviction to management within 48 hours of the event, regardless of whether a background check renewal is pending.

No staff member may be alone with a minor student at any time. This is an absolute rule with no exceptions. 'Alone' means in a space where no other adult can see or hear the interaction — including closed offices, dressing rooms, vehicles, hallways, stairwells, and outdoor areas.

All one-on-one instruction sessions must take place in a room with a window, an open door, or in a space visible to other adults. If a private session room must be used, the door must remain open or a second adult must be present or immediately visible through a window.

If a situation arises where a staff member finds themselves alone with a minor — for example, a parent is late for pickup — the staff member must immediately notify a colleague or supervisor, remain in a visible common area, and document the incident.

Physical contact with minor students must be professional, necessary, and appropriate to the instructional context. Appropriate contact includes: guiding posture or stance with verbal permission, demonstrating a technique on a student's arm or shoulder with verbal permission, and a brief congratulatory handshake or high-five.

Prohibited contact includes: hugging (except brief, side-facing hugs initiated by the student in a public setting), sitting a minor on your lap, touching a student's face, chest, abdomen, or lower body for any reason, and any contact that a reasonable observer would find inappropriate regardless of intent.

When physical guidance is necessary for instruction — such as correcting runway posture or demonstrating a performance technique — always verbally announce what you are about to do, obtain verbal acknowledgment, and use the minimum contact necessary. If a student declines or appears uncomfortable, stop immediately and find an alternative method.

Photography and video of minor students is covered separately in the Photography & Media chapter of this compendium.

Under Tennessee Code Annotated § 37-1-403, all persons who have reasonable cause to suspect that a child has been subjected to abuse, neglect, or sexual exploitation are mandatory reporters. This obligation applies to every Fashionista Studios staff member without exception, regardless of role or employment status.

If you observe, suspect, or receive a disclosure of abuse or neglect involving a minor student, you must: (1) report immediately to the Tennessee Department of Children's Services (DCS) hotline at 1-877-237-0004; (2) notify your direct supervisor or the Executive Director within the same business day; and (3) document what you observed or heard in writing.

Do not investigate on your own. Do not confront the suspected abuser. Do not promise confidentiality to a student who discloses abuse — you are legally required to report. Do not delay reporting because you are uncertain. Tennessee law requires a report when you have 'reasonable cause to suspect' — not proof.

Fashionista Studios will never retaliate against any staff member who makes a good-faith mandatory report. Failure to report suspected abuse is a Class A misdemeanor under Tennessee law and grounds for immediate termination.

All instruction spaces used for minor students must be clean, well-lit, and free from any material that is inappropriate for minors. This includes printed materials, digital displays, music lyrics, and conversation topics. Staff are responsible for reviewing and approving all content used in minor programs before the session begins.

Staff working with minor students must dress professionally and modestly at all times. Clothing that is revealing, contains profanity or adult themes, or is otherwise inappropriate for a K-12 educational environment is prohibited during any session involving minors.

Parents and legal guardians are our partners in the development of their children. They have entrusted us with something irreplaceable. Every interaction with a parent — whether routine or difficult — must reflect that reality. We communicate with parents with transparency, professionalism, and respect.

Staff should never view a parent's questions or concerns as an inconvenience. A parent who asks hard questions is a parent who is engaged. Engage back. If you do not have an answer, say so, and commit to a specific follow-up time.

All official communication with parents regarding a minor student's enrollment, progress, scheduling, billing, or conduct must occur through Fashionista Studios' official channels: the studio email system, the student portal, or in-person at the studio. Personal email accounts, personal social media accounts, and personal phone numbers must never be used for parent-student communication.

Text messaging with parents is permitted only through the studio's designated messaging platform. Staff must not exchange personal cell phone numbers with parents of minor students. If a parent contacts you through a personal channel, respond once to redirect them to the official channel, then do not continue the conversation through the personal channel.

All written communication with parents is subject to review by Fashionista Studios management. Conduct yourself in every message as if it will be read by the Executive Director.

Coaches and instructors are expected to provide written progress updates for each minor student at least once per program cycle, or more frequently as required by the program structure. Progress reports must be factual, constructive, and free from personal commentary about the student's personality, family, or circumstances.

When delivering difficult feedback — about a student's performance, behavior, or readiness to advance — do so in a scheduled conversation, not in a hallway or during pickup. Be specific, be kind, and be solution-oriented. Never compare a student unfavorably to another student, and never deliver feedback in front of other students or parents.

When a parent raises a complaint, listen fully before responding. Do not become defensive. Acknowledge their concern, thank them for bringing it forward, and commit to a specific next step. If the complaint involves another staff member, do not take sides or offer opinions — direct the parent to the appropriate supervisor.

Complaints involving child safety, allegations of misconduct, or legal matters must be escalated to the Executive Director immediately. Do not attempt to resolve these independently. Document the conversation in writing within 24 hours.

Staff must never make promises to parents that have not been authorized by management — including promises about refunds, schedule changes, program modifications, or exceptions to policy.

Before a minor student begins any program, Fashionista Studios must have on file: a signed enrollment agreement from the legal guardian, a completed emergency contact form, any relevant medical information or accommodations, and — where applicable — a copy of any custody order that restricts who may pick up the child.

Staff must verify the identity of any adult picking up a minor student who is not the primary enrolling guardian. If a person not listed on the emergency contact form attempts to pick up a student, do not release the student. Contact the primary guardian immediately. If you cannot reach the primary guardian and the situation feels unsafe, contact local law enforcement.

In the event of a medical emergency involving a minor student, call 911 immediately, then contact the emergency contact on file. Do not administer medication or treatment beyond basic first aid unless you are a licensed medical professional. Document the incident in writing.

Every Fashionista Studios team member is a representative of this organization at all times — not only during scheduled work hours. Your conduct in the studio, at industry events, in the community, and online reflects on the institution and on every student who trains here.

Staff are expected to: arrive on time and prepared for every session; maintain a professional appearance appropriate to their role; communicate respectfully with all students, parents, colleagues, and partners; honor confidentiality regarding student records and organizational matters; and uphold the mission and values of Fashionista Studios in every interaction.

Staff must disclose any personal, financial, or professional relationship that could create a conflict of interest with their role at Fashionista Studios. This includes: personal relationships with students or their families, outside employment with a competing organization, financial interest in a vendor or supplier used by the studio, and any situation where personal gain could influence a professional decision.

Disclosure does not automatically disqualify a staff member from a role, but undisclosed conflicts of interest are grounds for immediate termination. When in doubt, disclose.

All student records, financial information, personnel files, business strategies, vendor agreements, and internal communications are strictly confidential. Staff must not share this information with anyone outside the organization — including family members — without explicit written authorization from the Executive Director.

Confidentiality obligations survive the end of employment. Former staff members remain bound by the confidentiality provisions of this compendium and any employment agreement they signed. Violation of confidentiality after separation is grounds for legal action.

Fashionista Studios maintains a substance-free workplace. The use, possession, distribution, or sale of alcohol, illegal drugs, or any controlled substance on studio property, at studio-sponsored events, or during any work-related activity is strictly prohibited and grounds for immediate termination.

Staff who are prescribed medication that may affect their ability to perform their duties safely must notify their supervisor before working. This notification is confidential and will be handled with discretion.

Staff are expected to dress in a manner that is professional, clean, and appropriate to their role. Coaches and instructors should dress in a way that allows them to demonstrate techniques while maintaining modesty. Administrative staff should dress in business casual or better. All staff working with minor students must adhere to the additional dress standards outlined in the Working with Minors chapter.

Clothing bearing profanity, offensive imagery, or adult themes is never permitted on studio property or at studio events. Fashionista Studios branded apparel is encouraged and may be required for certain events.

Romantic or sexual relationships between staff members and current students — of any age — are strictly prohibited and grounds for immediate termination. This prohibition applies regardless of whether the student is a minor or an adult.

Romantic relationships between staff members must be disclosed to management. Undisclosed relationships that create a supervisory conflict of interest are grounds for disciplinary action. Fashionista Studios reserves the right to reassign roles to eliminate supervisory conflicts.

All vendors, suppliers, and service providers engaged by Fashionista Studios must be approved in advance by the Executive Director or a designated administrator. Staff may not independently engage a vendor, sign a contract, or make a purchase commitment on behalf of the organization without prior written authorization.

Approved vendors are those who have completed the Fashionista Studios vendor onboarding process, which includes: submission of a W-9 or equivalent tax documentation, review and execution of the Fashionista Studios Vendor Agreement, and — for any vendor who will have access to studio facilities or contact with students — a background check.

Studio partners — including location partners, photography studios, event venues, and co-branded program partners — are held to the same conduct standards as Fashionista Studios staff when operating within the scope of the partnership. Partners must sign the Fashionista Studios Partner Agreement before any joint activity begins.

Studio partners who will have contact with minor students must comply with all policies in the Working with Minors chapter of this compendium, including background check requirements. Fashionista Studios reserves the right to terminate a partnership immediately if a partner violates any child safety policy.

All vendor communications regarding contracts, pricing, deliverables, and disputes must be conducted through official Fashionista Studios channels and documented in writing. Verbal agreements with vendors are not binding on the organization.

Staff must not accept gifts, meals, entertainment, or other items of value from vendors that could reasonably be interpreted as an attempt to influence a business decision. Gifts with a value exceeding $25 must be reported to management and, in most cases, returned or donated.

Any photographer or videographer engaged to work on Fashionista Studios projects — including portfolio shoots, event coverage, and promotional content — must be an approved vendor and must have signed the Fashionista Studios Photography Vendor Agreement, which includes specific provisions regarding image rights, minor student photography, and content usage.

Photography vendors working with minor students must have a current background check on file with Fashionista Studios before the shoot date. A Fashionista Studios staff member must be present at all times during any shoot involving minor students. The vendor may not retain, distribute, or publish any images of minor students without explicit written consent from the student's legal guardian and written authorization from Fashionista Studios.

Social media is a powerful tool for building the Fashionista Studios brand and community. It is also a space where a single post can cause lasting damage to a student, a family, or the organization. Every staff member must approach social media — both personal and professional — with the same care and professionalism they bring to the studio.

This policy applies to all social media platforms, including but not limited to: Instagram, Facebook, TikTok, YouTube, X (Twitter), LinkedIn, Snapchat, Pinterest, Threads, and any emerging platform. It applies to posts, stories, reels, comments, direct messages, live streams, and any other form of public or semi-public digital communication.

Only staff members who have been explicitly authorized by the Executive Director may post to, manage, or respond on behalf of official Fashionista Studios social media accounts. Unauthorized access to or posting from official accounts is grounds for immediate termination and may constitute a criminal offense.

All content posted to official accounts must be reviewed and approved through the designated content approval process before publication. Content must align with the Fashionista Studios brand voice, mission, and values. Content that is political, divisive, sexually suggestive, or otherwise inconsistent with our Christian institutional identity must not be posted.

Staff members are free to maintain personal social media accounts. However, when your personal account identifies you as a Fashionista Studios employee, coach, or partner — whether explicitly or by context — your posts reflect on the organization. Conduct yourself accordingly.

Staff must not post, share, or comment on content that: disparages Fashionista Studios, its leadership, students, parents, or partners; reveals confidential organizational information; depicts or implies substance use in a context associated with your role; contains profanity, hate speech, or sexually explicit material; or could reasonably embarrass the organization or a student.

If you are uncertain whether a personal post is appropriate, ask yourself: 'Would I be comfortable if Dr. Lombardo and the parents of every student I teach saw this?' If the answer is no, do not post it.

Staff must never post photographs or videos of minor students to any social media account — personal or official — without: (1) written consent from the student's legal guardian on file with Fashionista Studios; and (2) written authorization from the Executive Director or a designated administrator for the specific post.

Even with consent on file, staff must not tag minor students by name in any social media post, must not post images that reveal a student's home address, school, or daily routine, and must not post images that could be considered sexualized or exploitative in any way.

Adult students and clients may be photographed and tagged with their individual written consent. Consent obtained for one use (e.g., a portfolio shoot) does not extend to social media use. Obtain separate consent for each distinct use.

Staff must not communicate with minor students through personal social media direct messages, personal text messages, or any channel not monitored by Fashionista Studios. All digital communication with minor students must occur through the official studio platform, must be visible to the student's parent or guardian, and must be limited to matters directly related to the student's program.

Staff must not accept friend requests or follow requests from minor students on personal social media accounts. If a minor student follows your personal account, do not follow back. If a minor student sends a direct message to your personal account, respond once to redirect them to the official channel, then do not continue the conversation.

Communication with adult students through personal channels is discouraged and must remain strictly professional. Any communication that a reasonable observer would find inappropriate — regardless of the student's age — is prohibited.

Staff must not publicly comment on, respond to, or engage with negative reviews, social media posts, or online commentary about Fashionista Studios — even in defense of the organization. All public reputation matters must be handled by authorized management. If you encounter a negative post or review, report it to management and do not engage.

Staff must not make public statements — online or in person — about the organization's business strategy, financial position, legal matters, or personnel decisions. Unauthorized public statements on these topics are grounds for immediate termination and may expose the staff member to personal legal liability.

Fashionista Studios obtains written media consent from all students and — for minor students — from their legal guardians before any photography, video, or audio recording is made. This consent is collected as part of the enrollment agreement and must be on file before any session involving media capture begins.

Consent forms specify the permitted uses of captured media: internal records, portfolio development, promotional materials, social media, press, and third-party licensing. Staff must verify which uses have been consented to before using any student image or recording for any purpose.

All photography and video of minor students must be conducted in a professional, age-appropriate manner. Images must depict the student in a manner consistent with the educational or professional purpose of the session. Images that are sexualized, that depict a minor in a state of undress beyond what is necessary for the session type, or that could be used in a harmful or exploitative manner are strictly prohibited.

A parent or guardian must be present or immediately available during any photography or video session involving a minor student. The parent or guardian has the right to stop the session at any time. Staff must honor this right without question or pressure.

All raw images and footage from sessions involving minor students must be stored on Fashionista Studios' secure, password-protected systems. Staff must not store images of minor students on personal devices, personal cloud accounts, or any system not controlled by Fashionista Studios.

Unless otherwise specified in a signed agreement, Fashionista Studios retains the copyright to all photographs and recordings produced during studio sessions. Students receive a license to use their portfolio images for personal and professional self-promotion. This license does not include the right to sell, sublicense, or transfer the images to third parties.

Commercial use of student images — including use in advertising, editorial publications, or third-party promotional materials — requires a separate Commercial Usage License executed by both Fashionista Studios and the student or their legal guardian. Staff must not authorize commercial use of student images without this license in place.

Fashionista Studios operates with a clear chain of command. Coaches and instructors report to their Program Director. Program Directors report to the Executive Director. Administrative staff report to the Operations Manager. Studio partners and vendors report to their designated account manager.

Staff are expected to resolve issues at the lowest appropriate level before escalating. If you have a concern about a colleague, address it directly with that colleague first. If direct resolution is not possible or appropriate, bring it to your supervisor. If your supervisor is the subject of the concern, go directly to the Executive Director.

Any incident involving injury, property damage, a student complaint, a parent complaint, a safety concern, or a potential legal matter must be documented in writing and submitted to management within 24 hours of the incident. Incident reports must be factual, specific, and free from personal interpretation or blame.

Incidents involving minor students — including any physical contact beyond what is described in this compendium, any disclosure of abuse or neglect, any behavioral incident, or any situation that required a parent to be contacted — must be reported immediately, not within 24 hours.

Fashionista Studios is committed to a culture of accountability. Staff who report suspected violations of law, policy, or ethical standards in good faith are protected from retaliation. This protection applies whether the report is made internally or to an external authority such as a government agency.

Retaliation against a whistleblower — including termination, demotion, harassment, or any adverse employment action — is prohibited and may constitute a violation of Tennessee and federal law. Any staff member who believes they have experienced retaliation for a good-faith report should contact the Executive Director or, if the Executive Director is the subject of the concern, contact legal counsel directly.

Fashionista Studios offers online instruction through approved platforms. All policies in this compendium apply equally to virtual sessions. The fact that a session is conducted online does not reduce any obligation regarding child safety, professional conduct, or communication standards.

All virtual sessions with minor students must be recorded and stored on Fashionista Studios' secure systems. Parents of minor students must be notified that sessions are recorded. Recordings may be reviewed by management at any time.

Staff conducting virtual sessions must ensure their background is professional and free from inappropriate content. Personal items, family members, and household activity should not be visible or audible during sessions. A neutral background or a Fashionista Studios branded virtual background is recommended.

Staff must conduct virtual sessions from a private, quiet location. Sessions must not be conducted from a vehicle, a public space, or any location where confidential student information could be overheard by unauthorized individuals.

Before sharing a screen during a virtual session, staff must ensure that no personal, confidential, or inappropriate content is visible on their desktop, browser tabs, or open applications. Close all personal applications before beginning a session.

All digital content shared with students — including presentations, videos, music, and links — must be reviewed and approved before use. Content that has not been approved for use in Fashionista Studios programs must not be shared with students, regardless of the staff member's personal opinion of its appropriateness.

This compendium and all employment and contractor relationships at Fashionista Studios are governed by the laws of the State of Tennessee and applicable federal law. Any dispute arising from employment or a contractor relationship that cannot be resolved internally will be subject to binding arbitration in Nashville, Tennessee, under the rules of the American Arbitration Association.

Unless a written employment agreement specifies otherwise, all Fashionista Studios employees are employed at will. This means that either the employee or Fashionista Studios may terminate the employment relationship at any time, for any reason or no reason, with or without notice, subject to applicable law.

Nothing in this compendium creates a contract of employment or a guarantee of continued employment. The policies in this compendium are guidelines, not promises. Fashionista Studios reserves the right to modify, suspend, or eliminate any policy at any time with or without notice.

All work product created by staff in the course of their employment or engagement with Fashionista Studios — including curriculum, training materials, marketing content, photographs, videos, software, and any other creative or intellectual work — is the exclusive property of Fashionista Studios. Staff assign all rights to such work product to Fashionista Studios upon creation.

Staff must not use Fashionista Studios' name, logo, brand, or intellectual property for any personal or commercial purpose without written authorization from the Executive Director.

During employment and for a period of twelve (12) months following separation from Fashionista Studios, staff must not directly or indirectly solicit any Fashionista Studios student, client, or partner to transfer their business to a competing organization.

Staff must not recruit or solicit any Fashionista Studios employee or contractor to leave the organization during employment or for a period of twelve (12) months following their own separation.

This compendium is an internal policy document. It does not constitute legal advice and does not create any rights in third parties. Fashionista Studios reserves the right to interpret, apply, and modify the policies in this compendium in its sole discretion.

Staff are encouraged to consult with their own legal counsel regarding any provision of this compendium that they do not understand or that they believe may affect their legal rights. Fashionista Studios' legal counsel represents the organization, not individual employees.

All staff, contractors, and studio partners are required to sign a written acknowledgment confirming that they have received, read, and understood this compendium before beginning any work with Fashionista Studios. This acknowledgment must be renewed annually.

Signing the acknowledgment does not constitute agreement with every policy — it confirms receipt and understanding. However, all staff are expected to comply with all policies regardless of personal agreement. If you have a concern about a specific policy, raise it with management through the appropriate channel.