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Disciplinary Guidelines

If a member of the community submits a complaint regarding a staff or management team member violating the Staff Code of Conduct, the Staffing Director, alongside the Internal Affairs Department, will carry out a thorough investigation to assess the validity of the complaint. This investigation may involve gathering evidence, interviewing witnesses, collecting statements from involved parties, and developing a full understanding of the situation, including the decisions and actions taken by the staff member in question. During the investigation period, the staff member under review will be placed on temporary suspension from all Vireon Studios-related duties. This status will remain in effect until the investigation is concluded. Following the investigation, it is the responsibility of the Staffing Director and the Internal Affairs Department to determine an appropriate disciplinary action based on the findings.

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Disciplinary Appeals

If you believe you have been unfairly demoted, suspended, or terminated from your position within Vireon Studios, you may initiate an appeal process by contacting Cuba Eastern, provided you hold a Corporate-level position. If you hold a rank below Corporate and believe you have been subject to unjustified disciplinary action by a Corporate member, you are encouraged to submit a report via our official Discord support system by opening a Report ticket.

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Punishments and Criteria Levels:

1. Informal Warning - Issued for minor violations so that the offender can be made aware of their misconduct and needs to correct their behaviour. Members of staff will be made aware of an informal warning, and this will not be stored in an official record.
2. Formal Warning - Issued for more serious violations that require the staffing department to keep a record of this offence through a notice slip or case file. The record is usually kept on our staffing platform, Hyra. The investigator will make a case file for the individual’s actions, stored within the Internal Affairs department.
3. Suspension - Suspensions will be issued for serious violations where the investigator believes that the offender should temporarily not partake in any Vireon Studios-related duties and should consider the seriousness of their actions. A suspension may range from 1 day to a month, this discretion will be based on the investigator. When receiving a suspension, you will lose access to staff chats and roles, as well as a disciplinary action notice slip and a case file to store all relevant evidence and slip.
4. Demotion - Demotions will be used when the investigator believes that the member is unable to uphold competency in their current duties and should be demoted to a lower rank, which is more suitable for their level of performance.
5. Termination of Employment - This will be the most serious action for serious violations. This action will most likely be applied when the investigator believes that the offender is unlikely to change their behaviour or that their actions have a negative reflection on the reputation of the group. The investigator will issue the offender with a disciplinary action slip, a case file and a demotion to Valued Customer.

If a management member is fired at any point, they will not be allowed to ever work for the individual group again. This is because Hyra warnings don’t clear, so you’ll always have 5+ Hyra warnings. If an offender repeats their offences and continues to disobey the set rules prescribed to them, termination will be highly likely, as this will show they don’t want to change their behaviour but bring the group’s reputation down. All disciplinary actions and investigations will be concluded if the incident is believed to be related to Vireon Studios and not any other groups. Investigations will only be conducted by the Internal Affairs Department, and the result of the investigation will be reviewed by the Staffing Director and Head or Deputy Head of Internal Affairs. Due to the confidentiality agreement, management teams are not allowed to share the outcome of an investigation with anyone other than themselves, certain members of the management team relating to that investigation and the offender itself, unless we find it necessary to share specific details. Meaning that if you file a complaint, we will investigate it, but you will not be told the outcome of the investigation. All complaints can be filed through our Support Tickets on our Discord server.

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Professionalism Expectations

Professionalism is described as ‘the conduct, aims, or qualities that characterise or mark a profession or a professional person’. Here at Vireon Studios, we expect a high level of professionalism from all members of our staff team as we would like to give a positive first impression to all our customers with amazing service.

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Shift Professionalism Expectations:

1. During shifts, staff members are expected to listen to and obey any instructions given by a member of the management team (Junior Team Leader+ / Junior Manager+) at all times.
2. The usage of good standard English grammar is suggested, however not required at all times for staff members. Management members are required to use grammar while onshift, nonnegotiably.
3. Staff members are expected to act maturely at all times.
4. Keeping roleplay as realistic as possible.
5. No types of abuse involving a member’s tools, admins, power or verbal.
6. Providing good service with Competence, Knowledge, Conscientiousness, Integrity, Respect, Emotional Intelligence, Appropriateness, and Confidence.
7. Confident in asking for help from colleagues or senior staff members when unsure of what to do or have any questions.
8. Treating everyone with equality, respect, good communication & listening skills, as well as exceptional customer service.
9. Abiding by all rules within the Roblox Terms of Service.

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Discord Professionalism Expectations:

1. Staff members are still expected to listen to and obey any instructions given by a member of the management team (Junior Team Leader+ / Junior Manager+) at all times.
2. Management members are expected not to abuse their powers at any given time.
3. Members of management must not promote, share, or display any NSFW content on their account profiles or within our servers on Discord and Roblox. This is because you represent us as management.

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All communications sent within the spotlight of the public when representing Vireon Studios:

1. Does not require grammar, but it is advised when dealing with a professional situation.
2. Defamatory talk about other retail groups is strictly frowned upon.
3. Not publicly arguing with customers or other members of staff, but if a situation escalates, involve a member of the corporate team in it immediately.
4. Follow all server rules and the Discord Terms of Service.

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All communications sent within staff-only communications channels:

1. Should not ‘leak’ the chats to a member outside the communication channel bubbles.
2. Be arguing with other members of staff in those chat rooms, but take the matter privately and involve management if need be.
3. Not calling out other members of staff, making them feel harassed, bullied or threatened at any time.
4. Follow all server rules and Discord Terms of Service.

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Other Professionalism Expectations:

During group-affiliated events such as partnership meetings, events, or any other matter where Vireon Studios is represented. All professionalism standards listed above should still be followed where appropriate. Any questions can be clarified with the Staffing Director.

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Health & Safety Expectations

1. Members of **staff **carry out a duty of care to ensure the safety of customers is being met while shopping within our buildings.
2. Staff members must look out for any hazards that can harm themselves, their colleagues or a customer, which then should be immediately reported to the appropriate person (security, managers, Staffing Director, etc) using their discretion of judgment.
3. Managers are expected to ensure that all appropriate tests and administrative work relating to health and safety are up-to-date before their deadline. Anything out of the ordinary must be immediately reported to executive management.
4. Members of staff must act as per training in safety protocols during the rare event of a safety procedure being activated.

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Document Creation and Usage

All documents created for use by Vireon Studios, including those branded with our logo or associated visual elements, must be approved directly by Executive Management before use or distribution. This includes (but is not limited to) forms, Word documents, and presentations. If you discover any unauthorised copies of such documents, whether direct duplicates, paraphrased versions, or printed formats, report them immediately to the Executive Management team. Until formal approval has been granted, these materials must not be distributed or utilised for any reason. This policy ensures that all communication originating from Vireon Studios, or any of its affiliated groups (including Freshly Shopping UK and Wingin’ It Restaurants), maintains a consistent quality and aligns with our branding standards. Creating or sharing unapproved materials may result in disciplinary action due to the potential risks posed to operational security and brand integrity.

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Confidentiality and Branding Policy

All documents bearing the Vireon Studios brand that are intended for internal or management use must be treated as confidential and remain within the designated management team. This “confidentiality bubble” protects our strategies, internal communications, and operational practices. Such documents must not be shared outside of the authorised team unless explicit permission is granted by Executive Management. Unauthorised sharing of these materials may result in disciplinary action, as it poses a serious risk to our operational security and the integrity of our brand across all Vireon Studios entities.

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Fire Procedures

All staff across Vireon Studios, including those working with Freshly Shopping UK, Wingin’ It Restaurants, and any affiliated games or platforms, must adhere to the following fire safety procedures:

• If you discover, smell, see, or suspect a fire, activate the nearest fire alarm call point immediately.
• Exit the room, close the door behind you, and evacuate the building using the nearest fire exit.
• Do not stop to collect personal belongings.
• Proceed directly to the fire assembly point, located in the trolley area car park.
• Do not re-enter the building until the fire services have officially confirmed it is safe to do so.

All customers, trainees, staff members, and security personnel must evacuate the premises immediately. Staff and security may assist others, such as customers and trainees, in safely exiting the building. Fire alarm roleplays can only be approved by Executive Management.

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Uniform Regulations

All staff members representing Vireon Studios, including those working under Freshly Shopping UK, Wingin’ It Restaurants, or any other affiliated games or platforms, are expected to maintain a professional appearance at all times while on shift. This includes wearing the correct ranked uniform and lanyard.

From Version 3 (V3) onwards, uniforms and accessories are automatically equipped for staff while on duty.

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Prohibited Attire

Staff are strictly prohibited from wearing any unrealistic or inappropriate workplace items, including but not limited to:

• Unrealistic accessories (excluding face coverings)
• Costumes or facial features that do not align with the realism standards expected for your character

If you are unsure whether your attire meets the required standards, please contact a member of the management team (Team Leader+ / Junior Manager+) for guidance and approval.

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Additional Guidelines

• If a member of the management team (Team Leader+) instructs you to change your attire, you are expected to comply immediately and without argument.
• All members of Management (excluding Executive Management) are required to wear the Management uniform, lanyard, and Vocovo.

  These are automatically provided while on shift in V3.

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Activity

1. Members of staff have no dedicated quota to complete.
2. Members of the Management Team will be expected to do a combination of 3 shifts and training per week.
3. Members of Corporate must complete 80 in-game minutes as their quota, and complete departmental activity separate from in-game activity.
4. If a member of management cannot work during a specific time period, they are required to fill out the LOA request via our staffing platform, Hyra. This will be accepted by the Staffing Director or anyone above that position. Members of staff are not required to fill this out.
5. Each member of Junior Management has 2 weeks to complete a supervision after passing their P2 exam. They will be told about this within their P2 and will be instructed not to complete the P2 exam if they cannot pass supervision in the following weeks.

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Staffing Website

In order to track your activity, warnings, and time off, we use a service called Hyra. In order to continue your contract here at Vireon Studios, you should sign up for Hyra and join the workspace. This will allow you to track the features mentioned above. To sign up, simply head to https://app.hyra.io/, sign in with your Roblox in order to link it to your account, and you’re done. You should be added to the workspace.

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Transfers & Resignations

If wishing to transfer from one department to another, you must speak with the Staffing Director, who will then decide whether to approve or disapprove the transfer. There is no waiting period if you choose to resign. You will be ranked immediately. All resignation notices should be spoken through with the Staffing Director. When wanting to resign, you must:

1. Complete the resignation form found in #management-info.
2. A member of the Staffing department will be in contact to confirm the resignation request. You can revoke your notice before confirming, but once the confirmation is complete, you cannot revoke it.
3. You will be ranked as a Valued Customer or Noted Customer based on your time and contributions to Vireon Studios and its subsidiaries.

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Confidentiality Agreement

All current and former staff members of Vireon Studios, including those affiliated with Freshly Shopping UK, Wingin’ It Restaurants, and any other Vireon-managed groups, are required to uphold strict confidentiality regarding all internal matters. By being part of the Vireon Studios team, you are entrusted with sensitive information, which must not be disclosed outside its intended audience.

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Examples of Confidential Information

1. Internal documents created for the use of Vireon Studios.
2. Private chat messages, especially those from channels not accessible to all members.
3. Operational codes such as checkout codes, safety alarms, fire alarms, and other internal systems.
4. Personal or sensitive information about another individual that is not relevant to the recipient or does not involve them.
5. Confidentiality Bubbles: This term refers to information that is only to be shared among members within a specific communication setting (e.g., a management chat). Information shared within a bubble must not be disclosed to individuals outside that group. For example, a management member may not share information from a private management chat with a security officer.

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Post-Employment Confidentiality

Any confidential information obtained during your time of employment remains protected even after you have left Vireon Studios. Former staff members must continue to treat such information as confidential. Failure to do so may result in permanent blacklisting from Vireon Studios communities and services.

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Acceptable and Prohibited Discussions

You may discuss your own promotions, demotions, suspensions, terminations, or investigations, provided the discussion does not compromise the integrity, security, or reputation of Vireon Studios. However, discussing or disclosing the outcomes or details of such actions when they involve other employees is strictly prohibited. Sharing such information without authorisation is considered a serious breach of trust and may lead to disciplinary action.

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Competitor Establishments

Management personnel at Vireon Studios are permitted to work at competitor establishments, regardless of rank. However, if it is determined that your involvement with a competitor is negatively affecting your performance or availability within our group(s), you may be asked to choose between the two organisations. Note: Developers are strictly prohibited from working for any competitor establishments. This policy exists to prevent issues of intellectual property misuse, such as the sharing or replication of scripts and systems between groups.

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Conclusion

All staff members are expected to comply with the rules, procedures, and standards outlined in this document. These guidelines are in place to ensure that every individual conducts themselves with professionalism and integrity within the Vireon Studios workspace. If you witness any violations of this code of conduct, we strongly encourage you to file a complaint via the Discord Ticketing System. This system allows you to report staff misconduct, regardless of whether you’re fully certain the behaviour qualifies as an offence. Our investigation team will assess each report thoroughly to determine its validity. At Vireon Studios, we strive to create a welcoming, safe, and professional environment for all members of our community.