OPERATIONS MANUAL

 

Welcome to the MidTown Tech Hive!

Opened March 1, 2018, the MidTown Tech Hive at 6815 Euclid Avenue is an inclusive and creative space to cowork, root companies, hold events, and take technology skill building classes. Located in the Cleveland Health-Tech Corridor, the Tech Hive will offer diverse users a cafe, free parking, daily passes, dedicated desks, meeting rooms, classrooms, and private offices. With over 13,000 sq. ft. we’re happy you’re joining DigitalC in the Tech Hive. This Operations Manual will support you using the Tech Hive.

 

HOUSE RULES

These are a list of necessary guidelines for all members, visitors, and guests of the Tech Hive. These rules have been created in order to ensure an inclusive, respectful, and safe environment. If anyone does not abide to the following rules, he or she will be asked to leave or their membership may also be revoked.

To ensure fluid communication Tech Hive members and day pass holders must join the MidTown Tech Hive Slack Channel. Upon activation of membership to the Tech Hive you will receive an invitation to join the Slack Channel. For an overview of how to use Slack, watch this short video.

  1. Respect your fellow community members.
  2. Be mindful of your voice volume during conference calls and conversations in the open coworking space.  Utilize phone booths for longer phone calls. Use your headphones when listening to music or taking calls.
  3. Clean up after yourself. This includes but is not limited to, shared desk areas, kitchen areas, restrooms, the Wellness Room, and conference rooms.
  4. All members must use Cobot’s  booking calendar to reserve a conference room in advance. Even if the room is not occupied, in order to use the space you MUST reserve the room using Cobot.
  5. All guests must enter through the front door off of Euclid Ave.
  6. 2nd and 3rd floor members are responsible for retrieving their guests at the front entrance.
  7. You are responsible for all items at your work space. Use good practices for securing computers and log out when leaving your work area. 2nd and 3rd floor members please lock and secure personal and valuable items in your file cabinets.  
  8. You may not leave your personal items on empty desks, conference rooms, or in phone booths on any floor.  All your personal items should remain in your designated workspace. The Tech Hive is not responsible for lost or stolen items.
  9. Items left in the fridge or kitchen should be labeled.  All perishable food items must be disposed of by the end of each week by whomever brought that food item.
  10. Use the MidTown Tech Hive Slack to communicate with fellow Tech Hive members and staff.
  11. Smoking is only allowed in designated smoking areas. Smoking is prohibited inside the building.
  12. The TechHive is a gun-free zone.  See the Conceal and Carry Policy.

 

LOGISTICS & ACCESS

Tech Hive Operating Hours:

1st floor: M-F 8:30am – 6pm, closed weekends and major holidays

2nd & 3rd floor: 24/7 with key fobs

Internet Access/Wifi:

The WiFi password changes monthly. It will be communicated on the MidTown Tech Hive Slack Channel and posted on open-desk space and walls.

Current credentials:

  • U: DigitalC
  • P: TechHive2018

Entrance and Intercom:

For those utilizing the 1st floor, please use the intercom at the front entrance located along Euclid Ave.

This includes day pass holders, flexible desk memberships, and other visitors. These individuals will only have access to the 1st floor and cannot access the 2nd or 3rd floor.

Key Fob Access:

Upon membership, 2nd and 3rd floor members will receive a key fob that will grant access to the small side door along E. 69th. All guests of 2nd and 3rd floor members must access the building via the front entrance off Euclid.

Parking:

Parking is first come first served in the two lots located off 69th, north of the Tech Hive. Limited street parking is available. Parking is only available for day pass holders, members, and designated event attendees and visitors while in the building.

A parking map is available at MidTownTechHive.org.

 

SAFETY POLICIES & PROCEDURES

Surveillance cameras are located in the parking lot, side entrance along E. 69th,  and front entrance.

In the case of a security issue or question:

  1. Inform the Front Desk Personnel
  2. If the problem persists please contact the local police department (216-623-5300)
  3. If there is a life threatening emergency, please call 9-1-1

Blacklist Policy: TBD

Level 1

 

Level 2

 

Level 3

Harassment Policy:

The Tech Hive is committed to providing a work environment for all employees that is free from sexual harassment and other types of discriminatory harassment. Members are expected to conduct themselves in a professional manner and to show respect for their co-members. The Tech Hive’s commitment begins with the recognition and acknowledgment that sexual harassment and other types of discriminatory harassment are, of course, unlawful. To reinforce this commitment, The Tech Hive has developed a policy against harassment and a reporting procedure for employees who have been subjected to or witnessed harassment. This policy applies to all work-related settings and activities, whether inside or outside the workplace, and includes business trips and business-related social events. The Tech Hive’s property (e.g., telephones, copy machines, facsimile machines, computers, and computer applications such as e-mail and Internet access) may not be used to engage in conduct that violates this policy.

The Tech Hive’s policy against harassment covers employees and other individuals who have a relationship with The Tech Hive in which The Tech Hive exercises some control over the individual’s conduct in places and activities that relate to

The Tech Hive’s work (e.g., directors, officers, contractors, vendors, volunteers, etc.).

Prohibition of Sexual Harassment: The Tech Hive’s policy against sexual harassment prohibits sexual advances or requests for sexual favors or other physical or verbal conduct of a sexual nature, when:

(1) submission to such conduct is made an express or implicit condition of employment;

(2) submission to or rejection of such conduct is used as a basis for employment decisions affecting the individual who submits to or rejects such conduct; or

(3) such conduct has the purpose or effect of unreasonably interfering with an employee’s work performance or creating an intimidating, hostile, humiliating, or offensive working environment.

While it is not possible to list all of the circumstances which would constitute sexual harassment, the following are some examples:

(1) sexual advances — whether they involve physical touching or not;

(2) requests for sexual favors in exchange for actual or promised job benefits such as favorable reviews, salary increases, promotions, increased benefits, or continued employment; or

(3) coerced sexual acts.

Depending on the circumstances, the following conduct may also constitute sexual harassment:

(1) use of sexual epithets, jokes, written or oral references to sexual conduct, gossip regarding one’s sex life;

(2) sexually oriented comment on an individual’s body, comment about an individual’s sexual activity, deficiencies, or prowess;

(3) displaying sexually suggestive objects, pictures, cartoons;

(4) unwelcome leering, whistling, deliberate brushing against the body in a suggestive manner;

(5) sexual gestures or sexually suggestive comments;

(6) inquiries into one’s sexual experiences; or

(7) discussion of one’s sexual activities.

While such behavior, depending on the circumstances, may not be severe or pervasive enough to create a sexually hostile work environment, it can nonetheless make co-workers uncomfortable. Accordingly, such behavior is inappropriate and may result in disciplinary action regardless of whether it is unlawful. Prohibition of Other Types of Discriminatory Harassment: It is also against The Tech Hive’s policy to engage in verbal or physical conduct that denigrates or shows hostility or aversion toward an individual because of his or her race, color, gender, religion, sexual orientation, age, national origin, disability, or other protected category (or that of the individual’s relatives, friends, or associates) that:

(1) has the purpose or effect of creating an intimidating, hostile, humiliating, or offensive working environment;

(2) has the purpose or effect of unreasonably interfering with an individual’s work performance; or

(3) otherwise adversely affects an individual’s employment opportunities. Depending on the circumstances, the following conduct may constitute discriminatory harassment:

(1) epithets, slurs, negative stereotyping, jokes, or threatening, intimidating, or hostile acts that relate to race, color, gender, religion, sexual orientation, age, national origin, or disability; and

(2) written or graphic material that denigrates or shows hostility toward an individual or group because of race, color, gender, religion, sexual orientation, age, national origin, or disability and that is circulated in the workplace, or placed anywhere in The Tech Hive’s premises such as on an employee’s desk or workspace or on The Tech Hive’s equipment or bulletin boards. Other conduct may also constitute discriminatory harassment if it falls within the definition of discriminatory harassment set forth above.

Reporting of Harassment: If you believe that you have experienced or witnessed sexual harassment or other discriminatory harassment by any employee of The Tech Hive, you should report the incident immediately to your The Tech Hive Manager. Possible harassment by others with whom The Tech Hive has a business

relationship, including customers and vendors, should also be reported as soon as possible so that appropriate action can be taken. It is also unlawful and against The Tech Hive’s policy to retaliate against an employee for filing a complaint of discriminatory harassment or for cooperating in an investigation of a complaint of discriminatory harassment. The Tech Hive will promptly and thoroughly investigate all reports of harassment as discreetly and confidentially as practicable. The investigation would generally include a private interview with the person making a report of harassment. It would also generally be necessary to discuss allegations of harassment with the accused individual and others who may have information relevant to the investigation. The Tech Hive’s goal is to conduct a thorough investigation, to determine whether harassment occurred, and to determine what action to take if it is determined that improper behavior occurred. If The Tech Hive determines that a violation of this policy has occurred, it will take appropriate disciplinary action against the offending party, which can include counseling, warnings, suspensions, and termination. Employees who report violations of this policy and employees who cooperate with investigations into alleged violations of

this policy will not be subject to retaliation. Upon completion of the investigation, The Tech Hive will inform the employee who made the complaint of the results of the investigation. Compliance with this policy is a condition of each employee’s employment. Employees are encouraged to raise any questions or concerns about this policy or about possible discriminatory harassment with the CEO or their Manager. In the case where the allegation of harassment is against the Officers of the company, please notify the staff member designated as grievance officer.

Drug & Alcohol Policy: Effective March 18, 1989, the federal government enacted the “Drug-Free Workplace” Act. This act requires that any Organization which receives federal funding must certify that it will maintain a drug-free workplace. Among other things, the act requires that a policy is published notifying employees that the unlawful manufacture, distribution, possession, or use of controlled substances is prohibited in the workplace. It also requires that certain actions be taken if this policy is broken. It is the policy of the The Tech Hive that each member has a right to come to work and perform his or her job in an environment that is free from the illegal use of drugs. It is also in the interest of The Tech Hive and the public that members be able to perform their duties safely and efficiently. The Tech Hive is firmly committed to promoting high standards of health, safety and efficient service. Thus, our goal is to maintain a working environment free from the effects of drug abuse. It is the policy of The Tech Hive that members shall not unlawfully manufacture, distribute, dispense, possess or use a controlled substance while in the workplace, or be under the influence of a controlled substance, not prescribed for him/her by a physician, while in the workplace. Any member violating this policy will be subject to discipline, up to and including membership revocation. Controlled substances are specifically defined in federal law. They consist of two classes of “drugs”:

1) those commonly thought of as “illegal” drugs, and

2) certain medications available by prescription, but not being taken under a physician’s orders, which the federal government has determined have a potential for abuse, or are potentially physically or psychologically addictive.

Members must inform the Tech Hive Manager or his or her designee within five

(5) days of any drug conviction for violation of a state of federal drug statute if the violation occurred in the workplace. A conviction means a finding of guilty, including a plea of nolo contendere, or the imposition of a sentence by a judge or jury in any federal or state court. Within ten (10) days of receiving notice that one of its members funded under a federal grant or contract has been convicted for a violation of a state or federal drug statute occurring in the workplace, the agency personnel officer must notify the appropriate federal granting agency. Members who have substance abuse problems are encouraged to participate in a rehabilitation program prior to any disciplinary action. If a member chooses not to undergo rehabilitation, The Tech Hive will take disciplinary action consistent with State law and regulations up to and including membership revocation. If you have any questions regarding any of the policy guidelines listed above, please contact The Tech Hive manager.

Conceal Carry:

https://www.thebalance.com/concealed-weapons-sample-policy-1918872

Tech Hive Members may not, at any time while on any property owned, leased or controlled by the Tech Hive/DigitalC, including anywhere that Tech Hive/DigitalC business is conducted, such as customer locations, client locations, trade shows, restaurants, company event venues, and so forth, possess or use any weapon.

Weapons include, but are not limited to, guns, knives or swords with blades over four inches in length, explosives, and any chemical whose purpose is to cause harm to another person.

Regardless of whether an employee possesses a concealed weapons permit (CCW) or is allowed by law to possess a weapon, weapons are prohibited on any Tech Hive/DigitalC property. They are also banned in any location in which the employee represents the company for business purposes, including those listed above.

Possession of a weapon can be authorized by the Tech Hive/DigitalC CEO to allow security personnel or a trained employee to have a weapon on company property when this possession is determined necessary to secure the safety and security of company employees. Only the CEO, or his/her designee, may authorize the carrying of or use of a weapon.

Individuals who violate this policy will be subject to disciplinary actions, up to and including membership revocation.

 

AMENITIES

Printing:

Printers are located on each floor. Members are only able to print on their designated floor (i.e. where their workspace is located).

Limited printing paper is available. **Limit of 50 color copies per member per week. TBD**

 

ROOM RESERVATIONS:

Classroom Scheduling:

  1. Member contacts Administrator (Anna, Gretchen, Lora) to reserve the designated space.
  2. Said admin works with member to reserve the classroom space on Cobot.
  3. Anna follows-up with member to secure payment for space (dependent on demand, first time use, and length of necessary reservation).
  4. The baseline cost to reserve classroom space if $50/hr and $250/day.

NARRATED INSTRUCTIONAL VIDEOS TO BE ADDED (including a visual on how to book)

Conference Room Scheduling (members):

  1. Member logs onto Cobot (will be through Tech Hive website) and selects Booking Calendar.
  2. Member clicks on New Booking, and enters date, time, and duration of meeting
  3. Selects available space from drop down menu
  4. Enters additional information in comments
  5. Books space

Conference Room Scheduling (non-members):

Phone Booths:

Phone booths are first come first serve and are occupied on a “grab-and-go” basis. Day pass members and those only utilizing the 1st floor only have access to phone booths on the 1st floor. Members who occupy the 2nd and 3rd floor have access to phone booths on every floor if available.

Phone booths are not to be used for meetings or conference calls that extend beyond 1.5 hours. Be cognisant of sharing the phone booths with other Tech Hive members.

Wellness Room Policy:

  • The Wellness Room is first come first served. User must lock the door when in use to indicate occupancy.
  • Only one person is permitted in the Wellness Room at a time (unless breastfeeding children).
  • Showers are limited to 15 minutes, bring your own toiletries and towels.
  • Take out what you bring in, all items left in the Wellness Room will be discarded at the end of each day.

Garbage/Recycling Policy:

  • Utilize garbage and recycling cans throughout the Tech Hive.
  • Rinse recyclables in kitchen sink before depositing in appropriate bins.
  • If cans are overflowing, please notify Tech Hive staff on the Slack Channel and/or empty in the dumpster located in the parking lot.
  • Take large items that do not fit in trash bins directly to appropriate dumpsters.
  • Members are responsible for supplying individual trash cans for their own office and workspaces.