Feedback

Clear goals and objectives

Every team member who joins Root of Pi will do so with clearly defined objectives for their journey, that we craft together.  We will meet quarterly to review and, if necessary, revise these goalposts.  People change, our organization changes, there's no reason to write anything in stone as long as we're growing together.

360 Feedback

As a matter of regular reviews, we believe in universal feedback. Everybody in our organization undergoes the same feedback process given by everybody in the organization they work with.

You help create the process

If at any time you feel our feedback system could be improved...it's your right and responsibility to bring it up.  We only improve with everybody's input.

Structured input

In addition to quarterly individual reviews, we will also hold bi-annual, anonymous team member surveys of the entire organization to ensure we remain aligned to our culture and values.  These results will be reviewed by a neutral third-party to remove any identifying remarks (without changing or removing any content where possible) prior to review by our organizational leadership and distribution to the team as a whole.

Unstructured feedback

It is important for everybody at Root of Pi to know and own the fact that feedback is critical to our continued growth.  We have a set of guidelines for giving and receiving feedback at all levels that's very simple.

1) Listen first to the entire message

2) Provide thoughtful responses as soon as (but not necessarily immediately) as you're ready.

3) Create an action plan based on this interaction, regardless of the impact.  Taking action on feedback ensures that our system remains organic and benefit driven.

Recognition Program

Our ongoing recognition program is simple and supplements regularly scheduled performance evaluations and wage increases.

Name the Game

A core aspect of the Root of Pi is constant and universal innovation, we want everybody involved in creating unique and mind-blowing experiences for our clients.

Any team member(s) who creates a new program, offering or product that directly benefits our customers will not only get to name the product (with management final approval) but also share in the profits gained from the new offering at the rate of 5% for the first 12 months of implementation after the new service is fully built and rolled out.

Annual Major Prize

All team members who are with us for the entire calendar year will be entered in a drawing for a life-sized leg lamp new personal laptop computer with all the bells and whistles.  The previous years' winner will not be eligible but will conduct the drawing and (if desired) will design a silly t-shirt we will have made that the winner must wear for a recognition video.

Regular Monthly Cadence

All team members are encouraged to call out awesomeness on their teammates part.  We have a Google form setup to send in anonymous shout outs at any time (you can put your name in one of the open fields if you'd like, but it's not mandatory).

The team member with the most shout outs each month will determine the catered lunch choice, and be asked to wear the ceremonial crown during lunch.

Diversity, Equity & Inclusion (DEI)

At Root of Pi, our digital marketing agency recognizes that fostering diversity, equity, and inclusion is not only a moral imperative but also a key driver of innovation and success. We believe that by embracing individuals with different backgrounds, perspectives, cultures, and experiences, we can create a more dynamic and effective workforce, produce better products, and deliver more compelling content to our clients and audiences.

We are committed to promoting DEI across all aspects of our operations, from our workforce to the products and content we produce. We will partner with like-minded organizations to fight against injustice and inequity. Through these efforts, we hope to leverage our unique platform to help drive positive change and make a meaningful impact on the world around us.

Safety Statement

The safety and health of our employees is this company’s most important business consideration. No employee will be required to do a job that they consider unsafe. The company will comply with all applicable OSHA workplace safety and health requirements for any environment we work together in and maintain occupational safety and health standards that equal or exceed the best practices in the industry.

Though we're a distributed workplace, we will come together for events or meetings from time to time and will approach each of these events with the utmost safety mindset.

The company pledges to do the following:

• Strive to achieve the goal of zero accidents and injuries.

• Provide safeguards wherever they are necessary.

• Conduct as-needed safety and health inspections to find and eliminate unsafe working conditions, control health hazards, and comply with all applicable OR-OSHA safety and health requirements.

• Train all employees in safe work practices and procedures.

• Enforce company safety and health rules and require employees to follow the rules as a condition of employment.

• Investigate accidents to determine the cause and prevent similar accidents.

Managers, supervisors, and all other team members share responsibility for a safe and healthful workplace.

• Management is accountable for preventing workplace injuries and illnesses.  Management will consider all employee suggestions for achieving a safer, healthier workplace. Management also will keep informed about workplace safety-and-health hazards and regularly review the company’s safety and health program.

• Supervisors are responsible for supervising and training workers in safe work practices.

• Supervisors must enforce company rules and ensure that employees follow safe practices during their work.

• All team members are expected to participate in safety and health program activities including, immediately reporting hazards, unsafe work practices, and accidents to supervisors or a safety committee representative, wearing required personal protective equipment, and, participating in and supporting safety committee activities.

Though management is ultimately responsible for safety during work meetings or events, safety must be observed and prioritized by everybody to ensure we remain a healthy and effective company.

Jay Smith, CEO

General Policy Info

As a small company, our policies are likely to change considerably as our team grows.  All policies below are effective as of January 1st, 2023 and will be reviewed and updated at least every calendar year or as needed.  Any change in policy will be announced throughout the organization as it happens and communicated to all team members.

Code of Conduct

Policy brief & purpose

As vocal advocates of and frequent visitors in public education, our code of conduct contains elements that are critical to maintaining the standards that we must not only adhere to but also exhibit 

Our anti-harassment policy expresses our commitment to maintain a workplace that’s free of harassment, so our employees, partners, vendors and anybody else we work with can feel energized to bring their best selves to whatever they're doing. 

We will not tolerate anyone intimidating, humiliating or sabotaging others in our workplace. We prohibit willful discrimination based on age, sexual orientation, gender identification, ethnicity, race, religion, veteran status or disability.

Scope

This workplace harassment policy applies to all team members, contractors, public visitors, customers and anyone else who we come into contact with at work, clients' sites or any other company related activity site.

Policy elements

What is the definition of harassment in the workplace?

Harassment includes bullying, intimidation, direct insults, malicious gossip and victimization. We can’t create an exhaustive list, but at it's core is the expectation that we do nothing that diminishes another person in any regard (the Golden Rule, if you will). It would be impossible to list out all possible infractions, and doing so would only serve to provide possible gaps that could cause confusion or non-compliance.

If somebody tells you something you have said or done is not okay with them, that's a perfect indicator that you may be violating this code of conduct.

In that situation, the best outcomes result not only from cessation of that behavior but also reflection on the behavior itself and it's implications. Of course not all situations where somebody doesn't like something are indicative of harassment, but it's usually a good canary in the coalmine and worthy of regard.

How to address harassment

If you’re being harassed, whether by a colleague, customer or vendor, you can choose to talk to any of the owner, Jay Smith, at any time. If you feel more comfortable approaching another member of our team with your concern for any reason you are encouraged to do so. For more specific people to contact in situations, see below:

Offenders. If you suspect that an offender doesn’t realize they are guilty of harassment, you could talk to them directly in an effort to resolve the issue. This tactic is appropriate for cases of minor harassment (e.g. inappropriate jokes between colleagues.) Avoid using this approach with customers or stakeholders and instead report the situation to management.

Your manager. If customers, stakeholders or team members are involved in your claim, you may reach out to your manager. Your manager will assess your situation and may contact HR if appropriate.

Human Resources. Feel free to reach out to HR in any case of harassment no matter how minor it may seem. For your safety, contact HR as soon as possible in cases of serious harassment (e.g. sexual advances - see our sexual harassment policy (Rev01012023) for more specific information) or if your manager is involved in your claim. Anything you disclose will remain confidential.

Consequences

Punishment for harassment depends on the severity of the offence and may include counseling, reprimands, suspensions or termination of employment when team members are involved. For validated claims of harassment on the part of vendors or clients, the relationship may be severed based on the specific case unless the other party establishes proper actions have been taken to address the action and prevent it's recurrence.

Equal Opportunity

We know that a diverse workplace enriches our perspectives and provides us the opportunity to present the most creative and effective solutions to our clients and our community.

Root of Pi LLC is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

It is the policy of Root of Pi LLC to comply with all federal and state laws concerning the employment of persons with disabilities and to act in accordance with regulations and guidance issued by the Equal Employment Opportunity Commission (EEOC). Furthermore, it is the company policy not to discriminate against qualified individuals with disabilities in regard to application procedures, hiring, advancement, discharge, compensation, training or other terms, conditions, and privileges of employment.

Root of Pi LLC will make reasonable accommodations whenever necessary for all qualified employees or candidates for employment with disabilities (as defined by applicable law), provided that (1) the individual is otherwise qualified to safely perform the essential functions of the job and (2) such accommodations do not impose undue hardship on the Company. Where a job or work assignment is subject to health or medical standards required for assignments, this Policy does not require employment of an employee or candidate who cannot satisfy those standards.

As we are a technology driven company, it is very important to report the need for any computer assistive technology, software or devices to ensure maximum comfort while performing our work.

We will recruit, employ and promote employees on the sole basis of the qualifications and abilities needed for the work to be performed.

All supervisors and managers are responsible to use equal opportunity practices and make decisions based on objective, non-discriminatory criteria. Everyone should comply with our policy at all times.

If you see or suspect that our EO policies are being violated, please inform the owner or HR immediately. If you suspect that someone is behaving in a wrong way but doesn’t realize it, you could also talk to them directly as noted in the Code of Conduct.

Whistleblower Policy

A whistleblower as defined by this policy is an employee of Root of Pi LLC who reports an activity that the employee considers to be illegal or dishonest to one or more of the parties specified in this policy. The whistleblower is not responsible for investigating the activity or for determining fault or corrective measures; appropriate management officials are charged with these responsibilities.

Examples of illegal or dishonest activities are violations of federal, state or local laws; billing for services not performed or for goods not delivered; and other fraudulent financial reporting.

If an employee has knowledge of or a concern of illegal or dishonest fraudulent activity, the employee is to contact his/her immediate supervisor or the human resources director. The employee must exercise sound judgment to avoid baseless allegations. An employee who intentionally files a false report of wrongdoing will be subject to discipline up to and including termination.

Whistleblower protections are provided in two important areas -- confidentiality and against retaliation. Insofar as possible, the confidentiality of the whistleblower will be maintained. However, identity may have to be disclosed to conduct a thorough investigation, to comply with the law and to provide accused individuals their legal rights of defense. [Company Name] will not retaliate against a whistleblower. This includes, but is not limited to, protection from retaliation in the form of an adverse employment action such as termination, compensation decreases, or poor work assignments and threats of physical harm. Any whistleblower who believes they are being retaliated against must contact the human resources director immediately. The right of a whistleblower for protection against retaliation does not include immunity for any personal wrongdoing that is alleged and investigated.

Defend Trade Secrets Act (DTSA) Compliance: "Immunity from Liability for Confidential Disclosure of a Trade Secret to the Government or in a Court Filing:

(1) Immunity—An individual shall not be held criminally or civilly liable under any federal or state trade secret law for the disclosure of a trade secret that—(A) is made—(i) in confidence to a federal, state or local government official, either directly or indirectly, or to an attorney; and (ii) solely for the purpose of reporting or investigating a suspected violation of law; or (B) is made in a complaint or other document filed in a lawsuit or other proceeding, if such filing is made under seal.

(2) Use of Trade Secret Information in Anti-Retaliation Lawsuit—An individual who files a lawsuit for retaliation by an employer for reporting a suspected violation of law may disclose the trade secret to the attorney of the individual and use the trade secret information in the court proceeding, if the individual—(A) files any document containing the trade secret under seal; and (B) does not disclose the trade secret, except pursuant to court order."

All reports of illegal and dishonest activities will be promptly submitted to the vice president of human resources who is responsible for investigating and coordinating corrective action.

Employees with any questions regarding this policy should contact the director of human resources.

*This policy is drafted by the Society of Human Resource Management (SHRM) and will remain updated to SHRM's guidance.

Performance Reviews

As outlined in the Feedback Section above, all team members will undergo quarterly reviews, to include senior management and leadership to ensure we pivot quickly as our company grows and opportunities for improvement or advancement .

Performance reviews will be conducted in the 360 feedback style, with the following requirements:

1. All team members will conduct 360 feedback evaluations for their immediate supervisors and those they report to in the management structure.  This is vertical, and will include all management the team member interacts with or has knowledge of their activities in the company.  These forms are sourced from the Society of Human Resource Management and will be kept up-to-date with SHRM's latest by the HR department.  The HR department and ownership will determine who reviews whom in the organization structure.

2. All team members will perform self-evaluations using SHRM's format as outlined above. Supervisors will review their direct-reports on the same metrics and deliverables.

3. Supervisors and direct-report team members will meet in-person (to the extent possible) and discuss the two generated reports, coming to accord on any discrepancies and crafting an action plan together for any areas of opportunity or plans for advancement. 

4. All reviews and subsequent meeting notes will be reviewed by HR and second tier management, up to ownership, for completeness, accuracy with known data and to inform actions moving forward, to include personal improvement plans, realignment or advancement among other possible outcomes.

*Review forms sourced from the Society of Human Resource Management (SHRM) and will remain updated to SHRM's guidance.