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ShortURL | Playbook | Assistant
NOTICE
This documentation page is under construction. Should you want to be notified once it's published, let us know.
This Handbook responds to the following Policies:
This document employs terms related to the DCDR Advocacy that can be found in the TIOF terminology.
For a structure of The IO Foundation, please visit
The IO Foundation's Organizational Chart
The IO Foundation's Organizational Nomenclature
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This document sets out the position maintained by TIOF in matters of Anti-corruption and Anti-bribery that you will need to be aware of while being a Member for TIOF. You should familiarize yourself with it and comply with it at all times. Any questions you may have with regard to its contents or what you have to do to comply with it should be referred to your corresponding Team Human Resources Coordinator.
Any Member who breaches this Policy will face disciplinary action, which could result in dismissal for gross misconduct. Any non-employee who breaches this Policy may have their contract (or equivalent official relationship with TIOF) terminated with immediate effect.
This document complements TIOF's Code of Conduct
This document does not form part of any Engagement Document and we may amend it at any time.
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This document directly applies to:
All TIOF Members
This document indirectly applies to:
The policies and/or procedures set out in this document apply to all TIOF Members unless otherwise indicated. They therefore apply to Directors, Advisers, Counselors, Staff, Volunteers and Interns; this is irrespective of their part-time, fixed-term or casual status. They equally apply to all Contributors and will be used as part of the selection criteria when engaging with them.
This document applies within all TIOF spaces, including (although not limited to) management activities, project contributions or events, and also applies when an individual is officially representing the broader community in public spaces. Examples of representing our community include (although not limited to) using an official e-mail address, posting via an official social media account or acting as an appointed representative at an event (online or offline).
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When a submission/change is made on Qpage, a notification is sent to Slack to the corresponding #XXX-HR-Provisioning channel. Notifications will also reach the people involved in the position (their own personal email).
Member Provisioning Stages Sourcing When: When we open a position and go through all the existing leads to offer it to them. Team: Notification (?) Applicant: You have been selected for a new position + Basic Info
Applied When: When a new applicant applies for an open position. Team: Notification Applicant: Thx + Basic Info
Screening When: A candidate made first cut. Team: Applicant: Informed + extra info
Interview When: Team: Applicant:
Offer When: Team: Applicant:
Hired When: Team: Applicant:
Objective: Candidate evaluation
Day:
Selection of options based on Booking link.
Day: Monday
Rationale: Allows new candidate to be onboarded the following Friday.
Day: Friday (Last day of the week)
Rationale: Allows the new candidate to get ready during the weekend.
Day: Friday (Last day of the week)
Rationale: Closes down the relationship with the Member and turn page during the weekend.
Check the source documents.
Check the source documents.
Value | Criteria | Implication |
---|---|---|
Not even close
Reject
Not suitable candidate
Reject
Not too suitable
Reject or Accept
Suitable candidate
Accept
Total fit
Accept
ShortURL | Playbook | Assistant
NOTICE
This documentation page is under construction. Should you want to be notified once it's published, let us know.
This documentation page is under construction. Should you want to be notified once it's published, .
ShortURL | Playbook | Assistant
NOTICE
This documentation page is under construction. Should you want to be notified once it's published, let us know.
This Handbook responds to the following Policies:
This document employs terms related to the DCDR Advocacy that can be found in the TIOF terminology.
For a structure of The IO Foundation, please visit
The IO Foundation's Organizational Chart
The IO Foundation's Organizational Nomenclature
This Members' Handbook sets out the main policies and procedures that you will need to be aware of while being a Member for TIOF. You should familiarize yourself with it and comply with it at all times. Any questions you may have with regard to its contents or what you have to do to comply with it should be referred to your corresponding Team HR Coordinator.
This Handbook does not form part of any Engagement Document and we may amend it at any time.
This document directly applies to:
All [TIOF Members] (https://github.com/TheIOFoundation/TIOF/wiki/Terminology#member)
This document indirectly applies to:
All [TIOF Contributors] (https://github.com/TheIOFoundation/TIOF/wiki/Terminology#contributors)
The policies and procedures set out in this document apply to all TIOF Members unless otherwise indicated. They therefore apply to Directors, Advisers, Counselors, Staff, Volunteers and Interns; this is irrespective of their part-time, fixed-term or casual status. They equally apply to all Contributors and will be used as part of the selection criteria when engaging with them.
This document applies within all TIOF spaces, including (although not limited to) management activities, project contributions or events, and also applies when an individual is officially representing the broader community in public spaces. Examples of representing our community include (although not limited to) using an official e-mail address, posting via an official social media account or acting as an appointed representative at an event (online or offline).
@@@[Insert introduction e.g. details about the business]
The IO Foundation and its members adhere to the following Code of Conduct
[TIOF] Team Human Resources has overall responsibility for this Handbook and for ensuring that its policies and procedures comply with TIOF's legal obligations. This is carried out by:
Guidance of the Board of Directors
Advisory provided by the Board of Advisers and the Board of Counselors of each project
Supervision of [TIOF] Team Management
Assistance by [TIOF] Team Legal
Application by all [TIOF XXX] Team Human Resources
The Members' Handbook is reviewed regularly to ensure that its provisions continue to meet our legal obligations and reflect best practices.
All Members should ensure that they take the time to read and understand the content of this Handbook and act in accordance with its aims and objectives. Managers and Coordinators must ensure all Members understand the standards of behavior expected of them and to take action when behavior falls below those requirements.
Whenever we process personal data about you in connection with our policies, we will process it in accordance with our @@@Data Protection Policy. We will only process your personal data if we have a lawful basis for doing so. We will notify you of the purpose or purposes for which we use it. Please see the Privacy Notice for further information.
We retain details of your home address and the emergency contact telephone numbers of the person or persons you would like us to contact in the event of an emergency, for example if you have an accident. This information will be requested when you become and active TIOF Member and you should advise us of any changes straight away. This information is held in confidence and will only be used when needed.
This information is mandatory for:
Directors
Advisers
Staff
Interns
This information is optional for:
Counselors
Volunteers
@@@Define Emergencies
This Members' Handbook enters in effect at the time of publication.
We reserve the right to revise, modify, delete or add to any and all policies, procedures, work rules or benefits stated in this handbook or in any other document.
Any written changes to this Handbook will be made available to all Members to make them aware of the new policies or procedures. No verbal statements or representations can in any way alter the provisions of the Members Handbook.
@@@Link to all Document Matrix & LMS.
This handbook was last reviewed in @@@Should be date of last PR.
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NOTICE
This documentation page is under construction. Should you want to be notified once it's published, let us know.
This Handbook responds to the following Policies:
ShortURL | Playbook | Assistant
NOTICE
This documentation page is under construction. Should you want to be notified once it's published, let us know.
This Handbook responds to the following Policies:
This document will guide you in the steps you need to undertake for your TIOF onboarding and access all the tools that the organization puts at your disposal.
The first step in your onboarding process will be to be assigned basic credentials (TIOF Member Account) to access TIOF's tools.
For the time being, The IO Foundation is using Google Workspace for Nonprofits.
TIOF will do the necessary to create your basic credentials. You will receive a new credentials email (titled "[TIOF] Your new TIOF Member Account") once they are ready, which will lead you to this document.
Your TIOF Member Account will be composed by:
Username
Default Password
Please note that the first step you'll have to accomplish is to CHANGE your Default Password.
You will be required to change your password:
IMPORTANT DO NOT CLOSE THAT WINDOW UNTIL INDICATED BY THESE INSTRUCTIONS
Please note that in the Next Steps you will be guided to create and access TIOF's Vault where you'll be able to safely store your passwords.
IMPORTANT DO NOT CLOSE THE PASSWORD UNTIL INDICATED BY THESE INSTRUCTIONS
Once you have changed your password, you can proceed with the Next Steps.
These are the next steps you are invited to undertake for your TIOF onboarding.
Estimated time:
Registrations: 30 minutes
Going around the platforms: +30 minutes
………………….. 202[1]
Dear [insert volunteer name],
Volunteer Agreement
This letter sets out what we can each reasonably expect from your volunteering role with The IO Foundation MTU ("Foundation", "our", "us", "we"). We appreciate you volunteering with us and we are committed to providing volunteers with a supportive environment. We hope that you will find your volunteer experience enjoyable and rewarding.
[insert company property you will be providing, eg. laptop].
[insert relevant platforms].
any use or disclosure which is authorised by us or required by law;
any information which is already in, or comes into, the public domain otherwise than through your unauthorised disclosure.
"IPR" means all vested and future rights of copyright and neighbouring rights, database rights, design rights, trade marks (including all goodwill), patents, rights in inventions, domain names, trade secrets, confidential information, know-how and any other intellectual or industrial property rights anywhere in the world, whether or not registered or registrable (including all registrations and applications for registration of any of the above) and rights to apply for the same and all rights and forms of protection of a similar nature or having equivalent or similar effect to any of these anywhere in the world.
"Foundation IP" means all IPR created by you (whether alone or with others) in the course of carrying out the Volunteering, including the IPR in all Works, and including all rights to sue for infringement thereof.
"Works" means all works of any kind (including but not limited to all software, drawings, designs, graphs, flow charts, reports and other documents in any media) created by you (whether alone or with others) in the course of carrying out the Volunteering.
"Data Protection Legislation" means any applicable laws and regulations relating to the use or processing of personal data including (i) EU Regulation 2016/679 as it forms part of the law of England and Wales by virtue of section 3 of the European Union (Withdrawal) Act 2018 (“UK GDPR”); (ii) any laws or regulations ratifying, implementing, adopting, supplementing or replacing the UK GDPR (including, in the UK, the Data Protection Act 2018 and the applied UK GDPR; and (iii) any laws and regulations implementing or made pursuant to EU Directive 2002/58/EC (as amended by 2009/136/EC) (including, in the UK, the Privacy and Electronic Communications (EC Directive) Regulations 2003); in each case, as updated, amended or replaced from time to time; and
the terms "Data Subject", "Personal Data" and "processing" shall have the meanings set out in the UK GDPR.
Please acknowledge that you understand the contents of this letter by signing, dating and returning the enclosed copy.
Yours sincerely,
On behalf of The IO Foundation MTU
COPY
I acknoweldge that I understand the contents of this Volunteer Agreement.
Signed …………………………
[insert volunteer name]
Date ……………………………
Appendix I
(Organisational Chart)
Your journey may be taking you to a location with a different time zone. Planning a schedule under those circumstances can be challenging.
Here are some best practices to ensure your activities are properly arranged.
In Google Calendar, it is possible to see 2 different time zones at the same time:
The Primary Time Zone, which formats your calendar events on screen.
The Secondary Time Zone, which will give you a sense of the equivalent time at destination.
Set Primary and Secondary time zones
Go to G Cal Settings - Time Zone
Select the appropriate Primary and Secondary
Select “Display Secondary time zone”
Label the time zones as you see fit.
Select “Ask to update my Primary time zone to current location”
This will create 2 hour lines on the left of your calendar. You can then see how each event happens in both time zones.
When planning:
Force the use of the destination’s time zone by clicking on the “reverse arrows” you’ll see at the right side of the time zone labels.
This will force your calendar to readapt your schedule as if you were at the destination. It will make things much easier for you to look at your calendar from the time as you’ll experience it there.
Do all your general events management. If you have any doubt about how to do this, please consult the “Calendar management SOP for TIOF”. @@@
Once you are done with arranging your schedule, you can force back your Primary time zone by clicking again on the “reverse arrows”.
Platform | TIOF | You |
---|---|---|
(If you have doubts locating the zones, use tools such as )
Vaultwarden
We will send you an invite to your TIOF email to join the platform.
Slack (Communications)
Google Drive (Storage)
Optional yet recommended: (It will make your life a bit easier)
Google Calendar (Calendar)
We will send you an number of invites to your TIOF email to join some calendars.
Raindrop (Leads)
We will send you an invite to your TIOF email to join the platform.
Basaas (Workspace)
We will send you an invite to your TIOF email to join the platform.
Cuttles (Business Plan)
We will send you an invite to your TIOF email to join the platform.
ContextMinds (Mind maps)
We will send you an invite to your TIOF email to join the platform.
[insert volunteer name]
[insert address]
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NOTICE
This documentation page is under construction. Should you want to be notified once it's published, let us know.
The following section provides a comprehensive list of Teams and their descriptions.
A full taxonomy of TIOF Teams can be found in the Organization's Taxonomy.
A full list of TIOF Members can be found in the Organizational Chart.
Interested in joining The IO Foundation?
Check the Open Positions in our Career Site.
Teams are used to structure communications across their members, for applications such as
Calendars
Group messaging
Teams are sometimes referred as Groups in certain platforms.
For more information. refer to each platform's documentation.
The following skills are expected and/or hoped from any TIOF Member:
Managing team members, coordinating tasks and ensuring smooth operations overall.
Ensuring that the initiative remains law-abiding at all times.
Specific Skills
Related Policies
Related Handbooks
Human resources are key to recruitment, onboarding, and internal communications. The human resources team allocates company policies and procedures, provides assistance in the form of coaching and mentoring, and facilitates the workforce.
Helping us find the best team members and assist them in their tasks.
Human Resources facilitates and manages the workforce, sets policies and procedures in place, and provides coaching/mentoring as and when needed. HR also includes 3 functions Recruitment, Onboarding and Community management. The Recruitment function includes advertising for open positions, interviewing and selecting appropriate candidates. The Onboarding process ensures that each new joinee gets an orientation to the Project and the general tools used for communication and task management. The Community management function ensures the engagement and involvement of all Project members through internal communications. The HR team is involved at every step with each team member and is always available to answer any queries or concerns.
Specific Skills
Related Policies
Related Handbooks
Helping grow our network of collaborators worldwide.
Specific Skills
Related Policies
Related Handbooks
The team that provides the architecture for the IT infrastructure based on the Project requirements, and is responsible for implementing and maintaining it.
Keeping the project tech gears properly greased.
"In charge of architecting, implementing and maintaining the necessary IT infrastructure for The IO Foundation and its projects. "
Specific Skills
Related Policies
Related Handbooks
Helping the project stay financially sound and transparent.
Specific Skills
Related Policies
Related Handbooks
The Resource Allocations Team supports the sustainability of Project Lockdown by developing revenue models and identifying funding opportunities. The team creatively sources and pursues leads that are aligned with the project's values and objectives.
Making it possible for this initiative to keep creating impact.
Specific Skills
Related Policies
Related Handbooks
The User Experience/User Interface (UX/UI) team is crucial to maintaining user experience across all project related platforms. The team ensures that the UX perspective is taken into consideration in different parts of the system planning and design.
Making eyesores a thing of the past & creating the best experience.
UX/UI Team's aim is to ensure a high user experience throughout the user journey and across platforms related to the project.
Specific Skills
Related Policies
Related Handbooks
The Communications team is in charge of promoting Project Lockdown's goals across various platforms. The Comm team must work to maintain user interaction, advocate PLD’s mission both externally and internally, and serve as a source of contact for the public and the media.
Bringing the project to various audiences for further outreach.
Team Comms aims to promote Project Lockdown and its mission across different platforms, interact with its users and serve as a point of contact with the public and the media.
Specific Skills
Related Policies
Related Handbooks
The Developers team is responsible for developing and maintaining code-related solutions to the project. The team must work to implement features that will successfully work as requested by other teams.
Making the application more awesome in both back-end and front-end.
The aim of the team is to develop and maintain solutions that relate to code, making sure that the features and ideas desired by the other teams get implemented and work in a stable and fruitful manner.
Team Description
Specific Skills
Related Policies
Related Handbooks
The Documentation team’s duties consist of preparing any written materials that are necessary to PLD. Working across all teams, the documentation team must collaborate with a variety of PLD volunteers in order to develop internal guidance documents, operation manuals, etc.
Helping make our project accessible and easy to understand for all.
The Project Lockdown Documentation team develops standard operating procedures, internal guidance documents, operational manuals, and many other types of written materials. We work with the TIOF director, the project manager, and all PLD teams to create, or assist in creating, written materials that are needed for our project.
Specific Skills
Related Policies
Related Handbooks
The research team is comprised of two separate divisions; Editors and Data Science.
The Data Science team’s main focus is on data-related projects at PLD. The team is responsible for researching new interventions against COVID-19, defining dataset layers, and establishing standards for codifying human-rights violations.
The Editors team is at the front-end of researching, verifying, and encoding data related to the NPIs that are being tracked. Using official government documents as sources (that are thoroughly verified), the team will research how government measures and legislation has affected the legal status of a territory.
Specific Skills
Related Policies
Related Handbooks
𝗧𝗲𝗮𝗺 𝗘𝗱𝗶𝘁𝗼𝗿𝘀: Researching sources, encoding data points and reviewing it for a solid database. Human Rights are at the forefront of everything we do on the editing team; we are Human Rights Advocates who research, verify, and encode data to provide up to date, accurate data that tracks all of the Non-Pharmaceutical Interventions (NPIs) implemented globally. We are responsible for researching every territory in detail to gain a picture of the legal status of the territory, and a comprehensive timeline of events in terms of government measures and legislation. We work at national, as well as divisional, or regional levels, to understand fully how a territory is responding to the Covid-19 pandemic. Sources are all verified and whenever possible, are obtained from official Government documents. All the information contained in the source relevant to our database is encoded and is then automatically displayed on the Project Lockdown website.
Specific Skills
Related Policies
Related Handbooks
𝗧𝗲𝗮𝗺 𝗗𝗮𝘁𝗮 𝗦𝗰𝗶𝗲𝗻𝗰𝗲: Shaping our data points to create positive impact. Team Data Science is comprised of dedicated and qualified volunteers in the fields of data science, human rights, and statistics. The focus of our work is on data-related projects at Project Lockdown. Currently, the Data Science Team is responsible for a host of work, ranging from researching new interventions against COVID-19 and to defining dataset layers, to establishing standards for codifying human-rights violations and reaching out to other researchers and COVID data users. The Data Science Team is constantly taking on new projects and establishing novel additions to Project Lockdown, as we work together to present the world with clear and transparently-sourced lockdown data.
Team Description
The Data Science team is comprised of dedicated and qualified volunteers in the fields of data science, human rights, and statistics. The focus of the Data Science team is on data-related projects at Project Lockdown. Currently, the Data Science Team is responsible for researching new interventions against COVID-19, defining dataset layers, establishing standards for codifying human-rights violations, reaching out to other researchers and COVID data users, and more. The Data Science Team is constantly taking on new projects and establishing novel additions to Project Lockdown as they work together to present the world with clear and transparently-sourced lockdown data.
Specific Skills
Related Policies
Related Handbooks
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NOTICE
This documentation page is under construction. Should you want to be notified once it's published, let us know.
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NOTICE
This documentation page is under construction. Should you want to be notified once it's published, let us know.
This Handbook responds to the following documents:
The list of trained first aiders are made available on our TIOF Org Chart.
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NOTICE
This documentation page is under construction. Should you want to be notified once it's published, let us know.
This Handbook responds to the following Policies:
ShortURL | Playbook | Assistant
NOTICE
This documentation page is under construction. Should you want to be notified once it's published, let us know.
This Handbook responds to the following Policies:
The following section describes in detail each and one of the positions existing in the organization for TIOF Members.
All TIOF Members are expected to have proficiency on the following tools and skills.
These Mandatory Skills need to be fulfilled by any TIOF Member candidate.
All TIOF Members are expected to have proficiency on the following tools and skills:
While these Desired Skills do not need to be fulfilled by any TIOF Member candidate, they will be considered as an advantage during their evaluation.