The Copper Mine

View source document →

Quality Control Enforcement Overview

The quality control process applies to every deliverable produced by the team, including design, websites, paid media campaigns, email marketing, SEO content, reporting, and all supporting collateral. The purpose of this process is to eliminate guesswork, ensure consistency, and guarantee that all work delivered to a client meets a clearly defined and enforceable standard.

No work is considered complete until it has passed through all required quality control steps. This includes execution, self-review, and final approval. Skipping any step in this process is not permitted under any circumstances.

Every deliverable must pass through three required levels of ownership:

• The Execution Owner is responsible for completing the work
• Self-QA completed by the Execution Owner
• AI Review completed to identify any grammar/spelling errors
• Project Manager QA as the final approval gate

If an issue is identified at any stage that should have been caught earlier, the work will be rejected and sent back for correction. This ensures accountability and prevents errors from reaching the client.

Execution Completion (All Departments)

The process begins once a task has been assigned and the scope has been clearly defined. The assigned team member is responsible for completing the work exactly as outlined, without making assumptions or skipping requirements.

Before marking a task as complete, the Execution Owner must:

• Re-review the full scope of work
• Confirm all deliverables are included
• Ensure nothing is partially completed
• Verify all required components are present

At this stage, the work should be structurally complete but not yet approved. It must move into the Self-QA phase.

Self-QA Process (Required for All Work)

Once execution is complete, the assigned team member must conduct a full self-review before submitting the work for approval. This step is required and cannot be skipped.

During Self-QA, the Execution Owner must review the deliverable as if they were the final decision maker. They are responsible for confirming that the work is accurate, complete, and client-ready.

At a minimum, the following must be verified:

• Scope is fulfilled in full with no assumptions
• No placeholders remain (text, images, links, or notes)
• Grammar, spelling, and formatting are correct
• Brand standards are followed exactly
• All functionality has been tested (links, forms, interactions)
• File naming and organization are clean and consistent
• The deliverable is fully client-ready with no internal notes visible

If any issue is later identified by the Project Manager that should have been caught during this stage, it will be considered a QA failure, and the work will be returned for correction.

Artificial Intelligence Review (Required for All Work)

During the AI review, the Execution Owner must submit the deliverable to AI for review of overall quality, as well as any issues with grammar or spelling. This is also an opportunity for the Execution Owner to identify any potential optimizations to the deliverable.

Project Manager QA & Final Approval

After Self-QA is complete, the deliverable is submitted to the Project Manager for final review. This serves as the final quality control gate before any work is shared externally. If the Project Manager is acting as the "Execution Owner," they must send the deliverable to the appropriate Account Manager once the Self-QA and AI Review has been completed.

The Project Manager or Account Manager is responsible for validating the work in full. This includes both accuracy and overall effectiveness. The review must go beyond surface-level checks and ensure the work aligns with the client's goals and expectations.

The Project Manager or Account Manager must confirm:

• Deliverable aligns with scope and client expectations
• Work supports the intended strategy and goals
• All components are present and complete
• Branding is consistent across all elements
• The deliverable is polished and client-ready

If any issue is identified, the work must be rejected and returned with clear direction. The work may not move forward until all corrections have been made and re-approved by either the Project Manager or Account Manager.

Final Client Delivery Process

Pre-Delivery Review

Before any deliverable is shared with the client, the Project Manager must confirm that all QA steps have been completed.

This includes:

• Execution is complete
• Self-QA has been properly performed
• Final QA approval has been given
• Deliverable is fully polished and client-ready

Client Delivery Standards

All deliverables must be presented clearly and professionally. The Project Manager is responsible for ensuring the client understands what has been completed and what happens next.

Each delivery must include:

• A clear summary of what was completed
• Any relevant context or strategic reasoning
• Defined next steps or required actions

Definition of Completion

A task is only considered complete when all of the following are true:

• Scope has been fully executed
• Self-QA has been completed
• AI Review has been completed
• Project Manager QA has been approved
• The deliverable is ready to be sent to the client without edits

If any of these conditions are not met, the task is not complete.

Social Media / Videography: Quality Control

The quality control process applies to every deliverable produced by the social and videography team, including social post creation, video creation, and any other collateral. The purpose of this process is to eliminate guesswork, ensure consistency, and guarantee that all work delivered to a client meets a clearly defined and enforceable standard.

No work is considered complete until it has passed through all required quality control steps. This includes execution, self-review, and AI review. Skipping any step in this process is not permitted under any circumstances.

Every deliverable must pass through three required levels of ownership:

• The Execution Owner is responsible for completing the work
• Self-QA completed by the Execution Owner
• AI Review completed to identify any grammar/spelling errors

If an issue is identified at any stage that should have been caught earlier, the work will need to be adjusted or recreated.

SEO Tasks: Quality Control

The quality control process applies to every deliverable produced by the SEO team, including regular citation building, on-page optimizations, and blog posts.

Every deliverable must pass through four required levels of ownership:

• The Execution Owner is responsible for completing the work
• Self-QA completed by the Execution Owner
• AI Review completed to identify any grammar/spelling errors
• SEO Specialist Review approval if the task is not completed by the SEO specialist

The only exception to this process is for SEO Blogs created by our team; those must follow the standard Copper Rock Quality Process.

During the SEO Specialist Review, the specialist must confirm:

• Deliverable aligns with scope and client expectations
• Work supports the intended strategy and goals
• All components are present and complete
• Branding is consistent across all elements
• The deliverable is polished and client-ready

Once approved, the SEO Specialist must send this over to the client for final approval before anything can be implemented.

View source document →

Pre-Contract Phase (Sitemaps / SEO Recommendations)

The process begins immediately once the client has their discovery call.

After the call, the Website Project Manager will initiate an SEO Audit for the team to review the industry, what pages would be needed for the website, and the overall layout.

The SEO team will pull an audit and report back to the Account Manager and Website Project Manager on the findings. The PM and AM will review the audit and start to lay out a sitemap that will include every page needed on the website.

The Website Account Manager and Account Manager will use the Sitemap to correctly interpret the build of the website. The Website Project Manager will then develop timelines based on the approximate delivery time for each page of the website. Once timelines have been drafted, they will be sent to the AM or Sales Manager for approval. Once this has been solidified by the AM, the Account Manager or Sales Manager will create the contract, including the entire sitemap in the contract.

The Project Manager will then reach out to the designer and developer to ensure these timelines are feasible. The Project Manager will provide them with:

• Full scope of work
• Sitemap
• Timeline expectations
• Any technical requirements or integrations

The Designer and Developer are each responsible for:

• Reviewing the scope in full
• Confirming the timeline is realistic
• Confirming availability and bandwidth
• Providing an estimated effort (hours or level of complexity)
• Providing a clear approval to proceed ("yes")

If either party raises concerns regarding scope, timing, or feasibility, the Project Manager must resolve these concerns before proceeding. This may include adjusting timelines, redefining scope, or escalating internally.

The contract will be sent to the client once the Account Manager has confirmed all timelines and pages. If the Account Manager is working with the Sales Manager, the Sales Manager will send the contract.

Initial Kickoff Phase (Onboarding – Pre-design)

The process begins immediately once the client has signed the contract.

The Closer is responsible for completing the "New Client Form" in full. This form must include all details gathered during the sales process and the sitemap. Once completed, the form will be submitted for internal review by the Senior Project Manager.

The Project Manager will review the New Client Form in detail and is responsible for validating the scope, identifying any missing information, and ensuring that the project is properly defined before moving forward.

The Project Manager will then build the project in Asana, ensuring:

• Every task is assigned
• Deadlines are clearly defined
• Dependencies are set
• No phase can begin without the completion of the previous phase

Internal Kickoff Preparation

Once resource approval is confirmed, the Project Manager will schedule a required 15-minute internal kickoff meeting.

During this meeting, the team will align on:

• Website goals and conversion objectives
• Brand direction and design expectations
• Confirmed scope and deliverables
• Roles and responsibilities
• Risks, constraints, and potential blockers

Client Kickoff Call

The Project Manager will schedule and lead the kickoff call with the client. During this call, the PM will:

• Walk through the full website process step-by-step
• Set expectations for timelines, communication, and feedback
• Confirm deliverables and success metrics
• Clarify content responsibilities
• Review the sitemap and walk through each page
• Answer all client questions

Wireframe & Strategy Phase

The Project Manager will initiate content collection immediately after the client kickoff. This is the start of the "Wireframe" process.

The Project Manager is responsible for coordinating with the client to gather:

• Logos, fonts, and brand guidelines
• Images and video assets
• Existing website content
• Platform access (if redesign)

If copywriting is included, the Copywriter/Account Manager will create structured, conversion-focused content for each page. The copywriter must fill out the wireframe template to ensure all elements have been provided. They must also meet with the SEO team to strategize written content and identify proper keywords.

The Project Manager will schedule a meeting with the team to review copy after the Account Manager/Copywriter has drafted an initial version.

After that meeting, the PM must verify that:

• All required content is received or approved
• Content is organized and accessible
• Homepage messaging is finalized

No design work may begin until these requirements are met.

Design Phase

Design Standards (Strictly Enforced)

All designs must:

• Include both desktop and mobile versions
• Start with the Home Page design
• Follow brand guidelines and conversion best practices

Homepage Design (Primary Approval Gate)

The Project Manager will kick off the first draft to the designer. The Designer will begin with the homepage (desktop + mobile) on the first delivery.

Once the designer has submitted the first draft, the PM will send the design file in the appropriate Slack channel for the AM and PM to review. After any needed revisions, the PM will send both desktop and mobile homepage designs to the client. The client will review and provide feedback. This process will repeat until final approval is received.

Interior Page Design

Once the homepage is approved, the Designer will proceed with additional pages. Each page must:

• Include desktop and mobile designs
• Be internally reviewed
• Be revised as needed
• Be sent to the client for approval

The Project Manager is responsible for ensuring all approvals are documented before development begins. Once the final website design has been completed, the PM will schedule a meeting with the CR team to review every page going to development.

Development Phase

The Project Manager will send the approved design files to the Developer. The Developer is responsible for:

• CMS setup
• Building all templates and components
• Ensuring full responsiveness
• Uploading all content
• Setting up integrations
• Implementing SEO structure

Once each page has been pushed to development, it will be reviewed and sent in the appropriate Slack channel. The AM and PM will review functionality and identify any issues. The PM is responsible for ensuring all developed pieces have been transferred over via the design file. There should be no missing elements after development.

Post-Development Internal Review (Required)

Once development is complete, the PM will schedule a 15-minute internal review meeting with the full team. The team will review:

• Design accuracy vs build
• Mobile and desktop experience
• UX and navigation
• Conversion elements

All issues must be documented and resolved before QA.

QA & Pre-Launch Preparation (Full Checklist – Required)

The Project Manager leads a comprehensive QA process. The Developer supports all technical fixes. Required items:

• Review all pages for spelling, grammar, and formatting
• Verify brand consistency across the entire site (fonts, colors, buttons, styling)
• Add the favicon and confirm it displays across browsers
• Test and confirm full responsiveness across desktop, tablet, and mobile
• Design, implement, and test custom 404 and thank-you pages
• Compress all images and confirm proper alt text
• Test all internal links and anchor navigation
• SEO Strategist gathers all existing URLs and sitemap data for 301 redirects
• Test all contact forms and CRM integrations
• Verify required fields, validations, and thank-you messages
• Test chat widgets and pop-ups
• Test site search functionality (if applicable)
• Test cart, checkout, and payment processing (if eCommerce)

All issues identified during this phase must be resolved prior to moving forward.

Client Review & Final Approval

The Project Manager will send the staging site to the client and clearly communicate expectations for feedback. All feedback will be collected, organized, and assigned. The Developer will implement revisions. This process continues until final written approval is received.

Launch Phase (Go Live)

The Developer publishes the site and connects the domain. The Project Manager will immediately verify the website is live and functioning, and notify the client.

Post-Launch Technical Setup & Validation (Full Checklist – Required)

Immediately after launch, the following must be completed:

• Install and verify SSL certificate (HTTPS)
• Verify domain connection and DNS propagation
• Implement and test all 301 redirects
• Test site speed (GTMetrix, Google PageSpeed Insights) and optimize caching/minification
• Test all CRM and call tracking systems (CallRail, SharpSpring, etc.)
• Verify all conversion events fire correctly
• Create and upload sitemap.xml and robots.txt
• Conduct a full broken link check
• Confirm global DNS propagation
• Re-test all forms and tracking in live environment
• Re-test SSL and redirects
• Run live site speed test
• Repeat cross-device and browser testing
• Verify indexing in Google Search Console
• Submit sitemaps to Google and Bing
• Verify all tracking pixels
• Configure GA4 conversion goals
• Run an initial crawl to identify errors
• Set up uptime monitoring (UptimeRobot)
• Review Core Web Vitals

Post-Launch Monitoring & Optimization

The Project Manager will schedule a 15-minute internal team review 4 days after launch. The PM continues monitoring the website and completes the following:

• Review site speed weekly for the first month
• Developer implements and optimizes caching tools (Litespeed)
• Monitor and optimize large media uploads
• Connect and verify email and SMS platforms
• Test all leads flow into the CRM
• Connect to Google Business Profile if applicable
• Verify dynamic ad feeds (Meta, Google Shopping) if applicable
• Test lead attribution tracking and hidden fields
• Schedule recurring backups
• Document and securely store all admin credentials
• Configure uptime and performance monitoring alerts

3-Week Post-Launch QA Review (Required)

Three team members will independently be assigned to review the site in full. Team members are not allowed to decline this task. All findings will be documented and resolved.

Ongoing Maintenance & Optimization

If the client has signed an ongoing maintenance package, it includes:

• Website functionality and appearance check-ins (one per month)
• Up to 1 templated landing page creation per month
• Up to 10 website revisions (wording/photos) per month
• Up to 2 extra blog posts per month

The Project Manager will ensure all ongoing updates, optimizations, and improvements are tracked and completed. The Account Manager will maintain client communication and identify growth opportunities. Anything outside this scope will be billed individually.

All additional website work will be billed at $75/hour. This includes:

• Additional website revisions
• Extra landing pages
• Content creation
• Additional blog posts

View source document →

View source document →

Pre-Production Phase

The process begins once the client has signed the contract.

The Account Manager will notify the Content Producer and Project Manager of the new client and confirm what deliverables are included in the contract.

The Content Producer will contact the client to confirm which day of the week or day of the month works best for filming, depending on the client's contracted schedule (weekly or monthly). The client will book their day through Acuity.

The Content Producer will identify if the client has scheduled the shoot in Acuity or will schedule the shoot in Acuity to ensure the time and location are properly reserved.

The Project Manager will follow the onboarding process and create the appropriate tasks within Asana based on the scope of work defined in the contract.

The Content Producer will then organize the production tasks within the Asana project. Tasks may include, but are not limited to:

• Content planning and development
• Shot list preparation
• Location confirmation and logistics
• Travel planning and time allocation
• Equipment preparation
• Brand alignment and creative direction review

The Content Producer must ensure all tasks are completed and organized before the scheduled shoot date to ensure the production runs efficiently.

Once the shoot plan has been finalized, the Content Producer will notify the Account Manager and Project Manager in the appropriate Slack channel, confirming the shoot date and production plan. The Project Manager may notify the client of any additional logistics if needed.

Production Phase (During the Shoot)

On the scheduled shoot date, the Content Producer will arrive prepared with all necessary equipment and a clear understanding of the content plan.

The Content Producer will execute the shoot based on the agreed-upon content plan and the time allocated within the client's contract.

During filming, the Content Producer must ensure the following:

• All planned content is captured
• Content aligns with the client's brand guidelines
• Footage is captured with editing and social media distribution in mind

Once filming is completed, the Content Producer will transition into the post-production phase and notify the Project Manager and Account Manager in the designated Slack channel.

Post-Production Phase

Following the shoot, the Content Producer will begin the post-production process. This includes:

• Video editing
• Color correction and color grading
• Audio adjustments if required
• Ensuring the final product aligns with the client's brand and creative vision

Once the initial edit has been completed, the Content Producer will upload the video to Frame.io and notify the Project Manager and Account Manager via Slack for internal review.

The Content Producer will send the video to the client through Frame.io so the client can provide feedback once the Project Manager and Account Manager have approved the video. The client may leave comments directly on individual frames or sections of the video within Frame.io.

If revisions are requested, the Content Producer will review all feedback and make the appropriate revisions. Once complete, the Content Producer will re-upload the updated version to Frame.io and notify the Project Manager and Account Manager via Slack. The Content Manager will then return the updated version to the client for additional review or final approval.

This revision process will continue until the client provides final approval. Once final approval has been received, the Content Manager will deliver the final version of the video to the Social Media Manager.

The Social Media Manager will schedule the video across the appropriate social media platforms based on the client's content calendar. The Project Manager will notify the client once the video has been scheduled for publication.

View source document →

Terminology

Campaign: For purposes of this document, "campaign" may be used interchangeably with Campaign or Ad Set.

Campaign Creation

Account Manager

1. Discuss goals of the campaign with the client. Be sure to cover:

• Budget. If you're considering testing multiple ad variations, first consider how long it will take to get enough data for the test to mean anything: Max # of Ads (including existing) = (Budget × Months willing to wait) / (20 × Current CPA). Tip: use this formula to create a budget: Current CPA × # of desired Conversions.
• Desired outcome
• Timeline (Start/End Dates)
• (If applicable) Where Leads should be sent (e.g., emails to receive new lead info)

2. Once the Project Manager delivers the ad creative (see Project Manager section below), submit the ad creative for client approval (if applicable).

• Fill out the Meta Form OR Google Form for new campaigns. This will automatically create a task for the Paid Media Specialist.

3. Once the Paid Media Specialist has completed campaign setup, review the campaign for errors. If you find an error, ask the Paid Media Specialist to correct it. Common mistakes include:

• Wrong page linked to ad (known Meta Ads bug resets the selected page)
• Wrong landing page link

Project Manager

1. Identify the following:

• Any necessary copy to be included in the ad creative
• Images or other assets
• CTA
• Due dates
• Any adjustments to be made during the campaign, or end dates
• Inspiration

2. Create ads OR put in a task with the Graphic Design Specialist OR open a ticket for design creation with a 3rd party (e.g., Penji).

3. Send the graphics in the internal Slack channel and get approval from the Account Manager before sending to the client. Once approved, send graphics to the client for review.

4. If the client approves, proceed to the next step. If not, make the necessary changes and follow the process until they are complete.

5. Once graphics are complete, share the graphics with the Account Manager.

6. If the Account Manager shares any date changes (e.g., change ad targeting during these days; end the campaign on a specific date), create tasks for the Paid Media Specialist to make adjustments on those dates.

7. Monitor the #copperrockpaidmediarequests channel in Slack. A message will appear once the Account Manager has submitted the Paid Media Intake Form. Open the link in Asana and assign the corresponding Paid Media Specialist and due date.

Graphic Designer

1. Create ads in the appropriate formats:

• Facebook Ads sizes: 1080×1080px, 1080×1920px (Portrait), 2063×1080px (Landscape). Note: Carousel ads only require 1:1 aspect ratio.
• For 1080×1920 formats, make sure all meaningful content stays within the vertical middle 80% of the screen.
• For Frames (always 1:1 only), cover 216–270px (20–25% of 1080px) at both the top and bottom. This keeps content visible but ensures we cover white space leftover from clients using landscape-cropped images on their website.

2. Upload the deliverables to the appropriate file in the Client's Drive.

3. Share deliverables with the Account Manager.

Paid Media Specialist

• Review the Paid Media Intake form, submitted by the Account Manager, and address any questions or concerns.
• Create the campaign using the information provided in the Paid Media Intake Form.
• If the campaign uses an Instant Form on Meta Ads, be sure to set up a new Zap in Zapier (see Facebook Lead Ads section below).
• Review the campaign for accuracy.
• Publish the campaign.
• Inform the Account Manager and Project Manager via Slack that the campaign has been set up.

Specific Setups

Setting Up a Zap — Facebook Lead Ads

• Log into Zapier and navigate to the client's folder.
• Click Create a Zap.
• For the first step, add a Facebook Lead Ads Zap. Choose a Facebook Account to connect (preferably Elias' account with 50+ connections; this means it won't break if someone other than Elias leaves the company, and is easier to change if needed).
• For the second step in the Zap, connect a Google Sheet. For the connecting account, use media@copperrockmarketing.com (tip: if you open the Sheet you plan to connect while logged into the media account, it will usually be at the top of the list of Sheets to connect).
• Select the Sheet to connect.

1.1 Purpose

This Employee Handbook establishes the official policies, procedures, and standards of conduct for Copper Rock Marketing. The purpose of this Handbook is to provide employees with clear expectations regarding workplace behavior, performance standards, compliance obligations, and operational procedures.

This Handbook is intended to:

• Ensure compliance with applicable federal, state of Utah, and local employment laws
• Promote consistency in decision-making across the organization
• Protect Copper Rock, its employees, and its clients from legal and operational risk
• Establish a professional, respectful, and performance-driven work environment

Because Copper Rock Marketing operates as a marketing agency that manages client brands, digital assets, and communications, this Handbook also establishes heightened expectations regarding confidentiality, brand representation, and professional conduct.

1.2 Scope

This Handbook applies to all employees of Copper Rock, including full-time, part-time, hourly (non-exempt), and salaried (exempt) employees. Independent contractors (1099) are not employees but are expected to comply with applicable policies related to confidentiality, data protection, client representation, and professional conduct.

1.3 Definitions

• Employee: Any individual classified as a W-2 worker by Copper Rock Marketing
• Non-Exempt Employee: An hourly employee eligible for overtime under applicable wage laws
• Exempt Employee: A salaried employee not eligible for overtime under applicable wage laws
• Manager: Any employee with authority to supervise, direct, or make employment decisions
• HR / Leadership: Individuals designated by Copper Rock Marketing to handle personnel matters

1.4 At-Will Employment

Employment with Copper Rock Marketing is at-will. The employee or Copper Rock Marketing may terminate employment at any time, with or without cause, and with or without notice. No statement in this Handbook creates a contract of employment.

1.5 Policy Administration

Copper Rock Marketing reserves the right to interpret policies at its discretion, modify or update policies at any time, and deviate from procedures when appropriate and lawful. Employees will be notified of material changes when required.

1.6 Employee Responsibilities

All employees are responsible for reading and understanding this Handbook, following all policies and procedures, asking questions when clarification is needed, and reporting violations or concerns promptly. Failure to comply may result in disciplinary action.

2.1 Policy Statement

Copper Rock Marketing is an equal opportunity employer. Copper Rock prohibits discrimination in all aspects of employment based on any protected characteristic under federal or Utah law.

2.2 Protected Characteristics

Protected classes include, but are not limited to:

• Race
• Color
• Religion
• Sex (including pregnancy, sexual orientation, and gender identity)
• National origin
• Age (40 and older)
• Disability
• Genetic information
• Veteran status

2.3 Scope of Policy

This policy applies to all employment-related decisions, including recruiting and hiring, compensation and benefits, promotions and advancement, performance evaluations, disciplinary actions, and termination.

2.4 Manager Responsibilities

Managers must make employment decisions based solely on job-related criteria, avoid subjective or biased decision-making, document hiring, promotion, and disciplinary decisions where appropriate, and escalate any complaints immediately to leadership.

2.5 Reporting Procedure

Employees who believe they have experienced or witnessed discrimination must report the concern promptly to their direct manager or any member of leadership. Employees are not required to report to a manager if that individual is involved in the concern.

2.6 Complaint Handling Process

Once a complaint is received, Copper Rock will acknowledge receipt within 4-6 business days, initiate an investigation, interview relevant parties, review documentation, and make a determination based on available evidence.

2.7 Confidentiality

Copper Rock Marketing will maintain confidentiality to the extent possible while conducting a thorough investigation.

2.8 Corrective Action

If a violation is found, corrective action may include coaching or training, written warnings, suspension, or termination of contract.

3.1 Policy Statement

Copper Rock Marketing prohibits all forms of harassment in the workplace and in any work-related environment, including digital communications and client interactions.

3.2 Definition of Harassment

Harassment is unwelcome conduct based on a protected characteristic that creates a hostile or offensive work environment, interferes with an employee's ability to perform their job, or impacts employment decisions.

3.3 Types of Harassment

• Verbal: jokes, slurs, or derogatory comments
• Physical: unwanted touching or gestures
• Visual: inappropriate images or content
• Digital: messages via Slack, email, or social media

3.4 Examples

• Repeated unwanted communication
• Sexual advances or comments
• Sharing offensive content
• Targeting individuals based on identity

3.5 Reporting Procedure

Employees must report harassment as soon as possible to leadership or a direct manager. There is no requirement to report through a direct manager if the individual is involved.

3.6 Manager Responsibilities

Managers must take all complaints seriously, immediately escalate reports, avoid conducting independent investigations without guidance, and maintain confidentiality. Failure to act may result in discipline or termination.

3.7 Investigation Process

Copper Rock will assign an investigator, conduct interviews, review evidence, document findings, and determine appropriate action.

3.8 Interim Measures

Copper Rock Marketing may implement temporary actions, including adjusting schedules, separating employees, allowing WFH procedures, or placing individuals on leave.

3.9 Enforcement

Violations will result in disciplinary action up to termination.

4.1 Policy Statement

Copper Rock Marketing strictly prohibits retaliation against individuals who engage in protected activity.

4.2 Protected Activity Includes

• Reporting discrimination or harassment
• Participating in investigations
• Requesting accommodations
• Raising workplace concerns

4.3 Definition of Retaliation

Retaliation includes any adverse action, such as termination, demotion, reduction in pay or hours, or exclusion from meetings or opportunities.

4.4 Reporting Procedure

Employees should report retaliation immediately using the same reporting channels outlined in prior policies.

4.5 Investigation

All retaliation claims will be investigated promptly and thoroughly.

4.6 Enforcement

Confirmed retaliation will result in disciplinary action up to termination.

5.1 Policy Statement

Employees are expected to maintain the highest standards of professional and ethical conduct at all times.

5.2 General Professional Conduct

Employees must treat others with respect and professionalism, communicate appropriately in all settings including digital, and represent Copper Rock Marketing positively.

5.3 Marketing & Client Responsibilities (Critical Section)

Because Copper Rock Marketing operates in a client-facing, brand-sensitive environment, employees must:

• Follow all client guidelines and approvals
• Never publish content without proper authorization
• Ensure accuracy in messaging and representation
• Avoid making commitments on behalf of clients without approval

5.4 Confidentiality

Employees must protect client data and strategies, marketing campaigns and assets, internal Copper Rock operations, and employee personal information. Confidential information may not be shared internally without a business need or externally under any circumstances unless authorized.

5.5 Conflicts of Interest

Employees must disclose any situation that may create a conflict of interest, including working with competing companies, personal financial interests in vendors, working with family members or personal relationships, and outside employment impacting performance.

5.6 Digital Conduct

This policy applies to email, Slack, Asana, client platforms, and social media. Employees must maintain professionalism in all digital communications.

5.7 Reporting Violations

Employees must report any known violations of this policy to leadership.

5.8 Enforcement

Violations may result in disciplinary action up to termination.

5.9 Example Scenarios

• Posting client work without approval from any team member = violation
• Sharing campaign data externally without approval from the client = violation
• Making promises to clients without approval from leadership or management = violation

6.1 Employment Relationship

Employment with Copper Rock Marketing is and shall remain at-will. Either the employee or Copper Rock may terminate the employment relationship at any time, with or without cause, and with or without notice, for any lawful reason.

6.2 No Contract of Employment

Nothing in this Handbook, any Copper Rock policy, verbal statement, or written communication shall be interpreted as creating a contract of employment, express or implied. No supervisor, manager, or representative of Copper Rock has authority to enter into any agreement that changes the at-will employment relationship, except through a written agreement signed by an authorized executive of Copper Rock.

6.3 Lawful Limitations

While employment is at-will, all employment decisions must comply with applicable federal, state, and local laws, including laws prohibiting discrimination, harassment, and retaliation.

6.4 Progressive Discipline Disclaimer

Although Copper Rock may utilize progressive discipline procedures, it reserves the right to skip steps in the disciplinary process, implement immediate termination where appropriate, and deviate from standard procedures when warranted.

6.5 Employee Acknowledgment

Employees are required to acknowledge their understanding that employment is at-will and that no policy overrides this relationship unless formally modified in writing.

7.1 Policy Statement

Copper Rock Marketing is committed to providing a safe and healthy work environment in compliance with applicable safety standards, including OSHA where applicable. This policy applies to all employees, whether working in-office, remotely, at client locations, or at Copper Rock-sponsored events.

7.2 General Safety Responsibilities

Employees Must

• Follow all safety guidelines and procedures
• Use equipment properly
• Maintain a safe and hazard-free workspace (including home offices)
• Immediately report unsafe conditions

Managers Must

• Promote safe work practices
• Address reported hazards promptly
• Ensure employees understand safety procedures

7.3 Injury and Incident Reporting Procedure

Employees must report workplace injuries, illnesses related to work, unsafe conditions, and near-miss incidents immediately when possible, and no later than the end of the same workday. Notify the direct manager, provide accurate details, and cooperate with the investigation.

7.4 Investigation Process

Copper Rock will conduct interviews if necessary, identify root causes, and implement corrective actions.

7.5 Workers' Compensation

7.6 Remote Work Safety

Employees working remotely must maintain a safe workspace and ensure proper ergonomics.

8.1 Policy Statement

Copper Rock Marketing maintains a strict zero-tolerance policy for workplace violence. Any act or threat of violence is prohibited.

8.2 Prohibited Conduct

• Threats of harm
• Intimidation
• Physical assault
• Harassment involving threats
• Stalking behavior

8.3 Weapons Policy

Weapons are prohibited on Copper Rock premises, at client locations, and during Copper Rock-related activities, except where explicitly permitted by law and approved by Copper Rock Marketing.

8.4 Domestic Violence Considerations

Copper Rock recognizes that domestic violence may impact the workplace and encourages employees to report concerns if safety may be affected.

8.5 Reporting Procedure

Employees must report any threats or concerns immediately to leadership.

8.6 Investigation and Response

Copper Rock will investigate all reports promptly, implement safety measures, and take corrective action.

8.7 Enforcement

Violations may result in immediate termination and possible involvement of law enforcement.

9.1 Policy Statement

To ensure a safe and productive work environment, employees must not be under the influence of drugs or alcohol while performing work duties.

9.2 Prohibited Conduct

Employees are prohibited from using, possessing, or distributing illegal drugs, being impaired during work hours, or consuming alcohol during work hours unless authorized.

9.3 Drug & Alcohol Testing

Copper Rock Marketing may conduct testing in accordance with applicable law under the following circumstances: reasonable suspicion, post-incident or accident, and safety-sensitive roles (if applicable).

9.4 Reasonable Suspicion

Testing may be required if there is observable evidence such as slurred speech, impaired coordination, or unusual behavior. Managers must document observations before requesting testing.

9.5 Prescription Medications

Employees taking prescription medications must ensure such use does not impair their ability to perform job duties safely.

9.6 Refusal to Test

Refusal to comply with testing requirements may result in disciplinary action up to termination.

9.7 Enforcement

Violations of this policy may result in discipline, including termination.

10.1 Policy Statement

Copper Rock Marketing provides reasonable accommodations to qualified individuals in accordance with applicable laws, including the Americans with Disabilities Act (ADA), Pregnancy Discrimination Act, and related regulations.

10.2 Scope

This policy applies to job applicants, employees (full-time and part-time), and remote and on-site workers.

10.3 Types of Accommodations

• Modified work schedules
• Adjusted job duties
• Ergonomic equipment
• Remote work arrangements
• Lactation breaks and private space

10.4 Request Process

Step 1: Request Submission

Employees may request accommodations by notifying leadership or a manager and providing general information about the need.

Step 2: Acknowledgment

Copper Rock will acknowledge the request within 4-6 business days.

Step 3: Interactive Process

Copper Rock Marketing will engage in a good-faith interactive process to understand the request, evaluate options, and identify reasonable accommodations.

Step 4: Documentation

Copper Rock Marketing may request limited medical documentation where appropriate.

Step 5: Decision

Copper Rock will provide a written determination of the approved request.

10.5 Undue Hardship

Copper Rock is not required to provide accommodations that create significant difficulty or expense, as defined by law.

10.6 Lactation Accommodations

Copper Rock Marketing will provide reasonable break time and a private, non-bathroom space for expressing milk.

10.7 Maternity/Paternity Leave Accommodations

Copper Rock Marketing will provide:

• Up to 12 weeks of unpaid Maternity Leave for expectant mothers with exempt and non-exempt employment status who have been at Copper Rock longer than 12 months
• Up to 2 weeks of unpaid Paternity Leave for expectant fathers with exempt and non-exempt employment status who have been at Copper Rock longer than 12 months

Paid time off can be used during this time period if the employee chooses. Contractors are subject to time off; however, if the amount of time requested inhibits Copper Rock Marketing's ability to continue performing all functions for the client, Copper Rock has the right to terminate the contract.

10.8 Confidentiality

All accommodation requests and related information will be kept confidential to the extent possible.

10.9 Anti-Retaliation

Employees requesting accommodations are protected from retaliation.

10.10 Manager Responsibilities

Managers must recognize accommodation requests, escalate requests immediately, and avoid making independent determinations.

10.11 Enforcement

Failure to comply with this policy may result in disciplinary action.

11.1 Policy Statement

Copper Rock Marketing is committed to providing reasonable accommodations for employees' sincerely held religious beliefs, practices, and observances, in accordance with applicable federal and Utah law.

11.2 Scope

This policy applies to all employees and applicants and covers work schedules, dress and grooming practices, religious holidays and observances, and job duties that may conflict with religious beliefs.

11.3 Definition

A "religious belief" includes moral or ethical beliefs that are sincerely held with the strength of traditional religious views.

11.4 Request Process

Step 1: Request Submission

Employees requesting a religious accommodation must notify leadership or their manager and provide a description of the belief or practice, the requested accommodation, and the anticipated duration (if known).

Step 2: Acknowledgment

Copper Rock Marketing will acknowledge receipt within 4-6 business days.

Step 3: Interactive Process

Copper Rock will engage in a good-faith discussion with the employee to evaluate possible accommodations.

Step 4: Decision

Copper Rock will provide a written decision outlining the approved accommodation or reason for denial.

11.5 Examples of Accommodations

• Schedule changes or shift swaps
• Modified dress code
• Time off for religious observances
• Reassignment of specific tasks (where feasible)

11.6 Undue Hardship

Copper Rock Marketing may deny a request if it would create more than a minimal burden on business operations, as defined by applicable law.

11.7 Confidentiality

All requests will be handled confidentially to the extent possible.

11.8 Anti-Retaliation

Employees will not be retaliated against for requesting accommodations.

11.9 Manager Responsibilities

Managers must escalate all requests immediately, avoid denying requests independently, and maintain confidentiality.

12.1 Policy Statement

Copper Rock Marketing complies with all federal and Utah wage and hour laws. This policy establishes standards for work hours, scheduling, timekeeping, and overtime.

12.2 Work Week Definition

Copper Rock Marketing's Full-Time Non-Exempt and Exempt Employees work Monday through Friday from 9am to 5pm.

Employees are allowed to pick their hours based on the guidelines approved by the direct manager or leadership team (e.g., an employee may work from 8am to 4pm, as long as the manager or leadership has approved these hours).

Copper Rock Marketing Contractors are subject to the schedules arranged in their contracts. They are not required to work a set number of hours per week; however, if their contract states otherwise, they must follow what their signed contract states.

12.3 Employee Classification

Non-Exempt (Hourly Employees)

• Paid based on hours worked
• Eligible for overtime

Exempt (Salaried Employees)

• Paid on a salary basis
• Not eligible for overtime (subject to legal classification rules)

Independent Contractors

• Paid on a contractual basis
• Not eligible for overtime

12.4 Timekeeping Requirements

Non-Exempt Employees must accurately record all hours worked, clock in and out for each work period, record any type of break where required, and review and verify time records weekly. Prohibited conduct: Falsifying time records or recording time for another employee.

12.5 Overtime Policy

All overtime must be approved in advance by a manager. Overtime is only applicable to Non-Exempt employees. Copper Rock's overtime is classified as one and a half times the hourly wage, calculated after the week. Any hours worked past the "Full Time" or "Part Time" requirements will qualify for overtime.

All approved overtime will be paid in accordance with applicable law. Employees will be paid for all hours worked but may be subject to discipline for failing to obtain approval. Copper Rock is not responsible for paying the salaries of employees or contractors who bill for overtime.

12.6 Scheduling

Managers are responsible for creating work schedules, communicating expectations, and ensuring proper staffing. Employees are expected to adhere to assigned schedules.

12.7 Break Coordination

Work schedules must allow for legally compliant meal and rest breaks.

12.8 Recordkeeping

Copper Rock Marketing maintains time records in compliance with legal requirements. Employees must report discrepancies immediately to management.

12.9 Enforcement

Violations of timekeeping or overtime policies may result in disciplinary action.

13.1 Policy Statement

Regular attendance and punctuality are essential to business operations. Employees are expected to report to work on time and be prepared to perform their duties. Full-time hourly employees are expected to be in the office during business hours. Any remote work days must be submitted and approved in advance by management. Salaried employees must let management and leadership know of days they will be remote or absent.

13.2 Notification Requirements

Employees must notify their manager as soon as possible and prior to scheduled start time when feasible.

Acceptable Methods

• Slack
• Phone Call
• Text Message
• Email

13.3 Types of Attendance Issues

• Tardiness
• Early departures
• Absences
• No call/no show

13.4 No Call/No Show

13.5 Documentation

Copper Rock Marketing may request documentation for extended absences, patterns of absenteeism, or sick/disability absences.

13.6 Progressive Discipline

Attendance issues may result in:

• Verbal warning
• Written warning
• Final warning
• Termination

13.7 Protected Leave Considerations

This policy will be applied in compliance with FMLA, ADA, and other protected leave laws.

13.8 Manager Responsibilities

Managers must track attendance, apply policies consistently, and avoid penalizing protected leave.

14.1 Policy Statement

Copper Rock provides meal and rest breaks in accordance with applicable laws. Employees must take required breaks and accurately record them when applicable. Meal and Rest Breaks are only applicable to W-2 employees under the age of 18.

14.2 Meal Periods

• Typically unpaid
• Must be uninterrupted
• Employees must be fully relieved of duties

14.3 Rest Breaks

• Paid when provided
• Must be free from work duties

14.4 Prohibited Practices

Employees may not work during unpaid meal periods or skip breaks without authorization.

14.5 Reporting Missed Breaks

Employees must report missed breaks and interrupted breaks. Copper Rock will address and compensate as required by law.

14.6 Manager Responsibilities

Managers must schedule breaks appropriately, ensure compliance, and monitor time records.

14.7 Enforcement

Violations may result in disciplinary action.

15.1 Policy Statement

Copper Rock Marketing provides paid time off (PTO) to eligible employees to support work-life balance while maintaining business operations.

15.2 Eligibility

Eligibility for PTO is based on employment status.

15.3 Request Process

Step 1: Submission

Employees must notify their manager of PTO requests in advance through email or Slack. The manager will then submit their request and apply PTO to payroll.

Step 2: Approval

Managers review requests based on business needs and staffing requirements.

Step 3: Confirmation

Managers may deny PTO at any time with no reason for denial. Employees must receive approval or denial of submitted PTO within 3-4 business days.

15.4 Sick Leave

Sick leave may be used for personal illness, medical appointments, or caring for a family member (where applicable).

Copper Rock Marketing is not responsible for paying the employee for sick leave. W-2 employees are given up to 5 days of unpaid sick leave per year. W-2 employees are eligible to use PTO in place of sick leave to receive compensation. After 5 days of sick leave, W-2 employees are required to provide a doctor's note for the days absent. Contract employees are subject to the same qualifications.

15.5 Documentation

Copper Rock may request documentation for any sick leave request if they suspect misuse. After 5 sick leaves, a doctor's note is required before the absence. Doctor's notes must be submitted 24 hours in advance and cover the full length of absence. If a doctor's note cannot be provided, the employee must provide a valid booked appointment visual to a manager or leadership. A doctor's note must be legitimate and signed; if Copper Rock senses false documentation, they are subject to rejection of sick leave.

15.6 Carryover and Payout

PTO carryover and payout rules do not apply to Copper Rock.

15.7 Abuse of Leave

Misuse of PTO or sick leave may result in disciplinary action.

15.8 Coordination with Other Leaves

PTO may run concurrently with other types of leave where permitted by law.

15.9 Manager Responsibilities

Managers must approve requests fairly, maintain staffing levels, and track usage consistently.

16.1 Policy Statement

Copper Rock Marketing complies with all applicable federal and Utah laws regarding employee leave, including job-protected leave where required. Because Copper Rock has approximately 15 employees, certain laws (such as FMLA) may apply only if eligibility thresholds are met.

16.2 Types of Protected Leave

Family and Medical Leave (FMLA)

Where applicable, eligible employees may take unpaid, job-protected leave for serious health conditions, caring for a family member, or birth or adoption of a child.

Military Leave (USERRA)

Employees who serve in the uniformed services are entitled to leave for military service, reemployment rights, and protection from discrimination.

Jury Duty Leave

Employees summoned for jury duty must notify their manager as soon as possible and provide documentation if requested. Copper Rock will not be responsible for paying absent days due to Jury Duty.

Voting Leave

Employees will be provided with unpaid time off to vote in accordance with Utah law. Employees should request time in advance where possible.

16.3 Request Procedure

Employees requesting protected leave must notify HR or their manager as soon as possible and provide required documentation (where applicable).

16.4 Job Protection

Employees returning from protected leave will be restored to their position or an equivalent role, as required by law.

16.5 Prohibited Conduct

Managers and employees may not interfere with leave rights, discourage employees from taking leave, or retaliate against employees for taking leave.

16.6 Enforcement

Violations of this policy may result in disciplinary action.

17.1 Policy Statement

Copper Rock Marketing provides bereavement leave to support employees during times of loss.

17.2 Eligibility

Bereavement leave is available to W-2, Salaried, and Contract employees following the death of a family member or other significant relationship.

17.3 Covered Relationships

• Immediate family members (spouse, parent, child, sibling)
• Extended family members (grandparent, in-law, etc.)

17.4 Leave Entitlement

Employees may be granted 4 days of leave per occurrence.

Leave will be unpaid for all W-2 Hourly employees. Leave will be paid for W-2 Salaried Employees. Contract employees are subject to unpaid leave.

17.5 Request Process

Employees should notify their manager or leadership as soon as possible and provide general information regarding the leave needed.

17.6 Documentation

Documentation may be requested, but will be handled with sensitivity and discretion.

17.7 Additional Leave

Employees may request additional time off using PTO or other leave options if needed.

17.8 Manager Responsibilities

Managers must handle requests with empathy, maintain confidentiality, and ensure consistent application of policy.

18.1 Policy Statement

Copper Rock Marketing supports remote and hybrid work arrangements where appropriate. However, remote work is a privilege, not a guaranteed right.

18.2 Eligibility

Remote work eligibility is determined based on role responsibilities, performance history, and business needs.

18.3 Approval Process

Employees must:

• Reach out to the manager or leadership to submit a remote work request
• Receive written approval to work from home
• Sign a Remote Work Agreement

18.4 Work Expectations

Remote employees must:

• Be available during standard working hours
• Respond to communications in a timely manner
• Attend required meetings
• Maintain productivity standards
• Continue performing job duties as normal

18.5 Timekeeping & Overtime

Non-exempt employees must accurately record all time worked and follow overtime approval procedures.

18.6 Workspace Requirements

Employees must maintain a workspace that is safe and free from hazards, conducive to productivity, and secure for handling Copper Rock data.

18.7 Equipment & Technology

Copper Rock may provide equipment or require employees to use personal devices. Employees must protect Copper Rock systems and report technical issues promptly.

18.8 Data Security (Critical Section)

18.9 Performance Monitoring

Copper Rock may monitor productivity, communication responsiveness, and work output.

18.10 Revocation of Remote Work

Copper Rock reserves the right to revoke remote work privileges at any time based on performance issues, policy violations, or business needs.

19.1 Policy Statement

Employees are not permitted to work outside the United States without prior written approval.

19.2 Legal & Tax Considerations

Working internationally may create tax obligations, employment law issues, and permanent establishment risks.

19.3 Approval Requirements

Employees must:

• Submit a request in advance
• Provide location and duration
• Receive written approval

19.4 Restrictions

Copper Rock may deny requests based on legal risk, data security concerns, or operational limitations.

19.5 Compliance

Employees must comply with all applicable laws and Copper Rock policies while working internationally.

19.6 Enforcement

Unauthorized international work may result in disciplinary action.

20.1 Policy Statement

Copper Rock Marketing places a high priority on brand integrity and responsible communication. Employees must represent Copper Rock and its clients appropriately at all times.

20.2 Scope

This policy applies to Copper Rock owned accounts, personal accounts referencing Copper Rock, client-related content, and public statements, media interactions, and reviews.

20.3 Personal Social Media Use

Employees may use personal social media accounts, but must:

• Avoid disclosing confidential information about Copper Rock and its clients
• Avoid representing personal opinions as Copper Rock positions
• Include disclaimers where appropriate when mentioning anything about Copper Rock or its clients

20.4 Confidentiality Requirements

Employees may not share:

• Client campaigns or data
• Internal strategies for Copper Rock
• Copper Rock software or systems

20.5 Brand Representation (Critical)

Employees must:

• Follow the brand guidelines set in place for Copper Rock Marketing
• Obtain approval before posting on behalf of clients or Copper Rock
• Avoid unauthorized messaging or falsification of Copper Rock

20.6 Prohibited Conduct

Employees may not post content that:

• Is discriminatory or harassing
• Damages Copper Rock or the client's reputation
• Violates confidentiality in any aspect

20.7 Media & Public Statements

Only authorized individuals may speak to the media, issue public statements, or represent Copper Rock externally.

20.8 Crisis Communication

20.9 Reporting Issues

Employees must report misuse of social media on behalf of any employee, brand risks that put Copper Rock at risk of false identification, and unauthorized content.

20.10 Enforcement

Violations may result in disciplinary action up to termination.