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and we also have a couple of copies in Google docs.
We should have just one copy of the current unsigned materials ready to send out to prospective volunteers.
Agreed, this isn’t a great practice.
It would probably make sense to have these automatically generated on demand from a template - so that we are pre-populating any relevant details on the template. A Google fo should do the trick.
We’ve not looked at these templates substantively for a while, so it’d also be good to check if it still does what we want. Should we, perhaps, also be looking at using a digital signature tool, as the current process is perhaps clunkier than we’d like it to be?
Another suggestion is that we should make sure the updated documents have a better way of collecting digital signatures.
On 4 August 2024 @sallytay wrote:
I've started to review the content of agreement and look at the suggestions here and in ticket #864
Firstly, looking for better options as to how we can get new volunteers to 'sign' the agreement.
mySociety HR has advised that having a 'signed' copy of the agreement is the preferred process rather than an email acknowledgement
We should allow the new volunteer to sign the agreement in whatever way works best for them, depending on the resources available to them but we could offer them some some advice on how they might sign it.
Some suggestions we could give them:
Print off the agreement, physically sign it and scan in a copy and send it back (although this can seem a little archaic it does appear to be an accepted method - I’ve signed a few contracts/agreements like this)
There are other options such as Docu sign but this involves uploading the agreement to their site and then having to download an app to sign it, which seems to just over complicate it.
Secondly, looking at the content of the agreement, the mySociety HR and Wellbeing manager has reviewed it and is generally happy with the content but can see room for improvement.
I will start to draft up an updated version of the agreement using the suggestions here and in ticket #864 and send out for review once done. I'll also get the policies that we send out, MySociety password policy, data retention policy and personal data policy checked and updated (if needed) and look to include these in the agreement so that we only have one document to send out (and only one document in the shared drive)
There are other options such as Docu sign but this involves uploading the agreement to their site and then having to download an app to sign it, which seems to just over complicate it.
You can generally do it online with these providers, and it produces something legally compliant (eIDAS). I suspect we would want to automate it in part, so as to reduce any admin to the bare minimum.
To note I have updated the WhatDoTheyKnow wiki page on password policy with the latest version of the mySociety password policy.
While off-topic for this ticket it would be good to proactively inform existing volunteers of any changes.
I think the changes are just some additional tips on creating passwords, and short-cuts for locking screens.
How were the changes promulgated to paid staff, could that system be used for volunteers too?
On 17 August 2022 @sallytay wrote:
Agreed, I should have done that more widely than on this ticket.
There was no notification of changes to my knowledge (or perhaps it was before I started) I just noticed that page had not been updated for since for some time and checked and found it was out of date so updated it.
Moving forward, if there are any changes these should be communicated to everyone.
On 15 September 2022 @WilliamWDTK wrote
Is there a way to at least force all users to be on the watchlist for particular pages on the wiki, so that they always get
an email alert when it's updated?
On 8 December 2022 @RichardTaylor wrote:
We should include a specific section on how we handle volunteers' and prospective volunteers' personal data.
Replaces #1294, deleted in error
On 18 July 2022 @mdeuk wrote:
Originally posted by @RichardTaylor in #1255 (comment)
We're storing the volunteer agreement and associated documents on the wiki
https://wdtkwiki.mysociety.org/wiki/Recruitment_to_admin_team
and we also have a couple of copies in Google docs.
We should have just one copy of the current unsigned materials ready to send out to prospective volunteers.
On 18 July 2022 @mdeuk wrote
Agreed, this isn’t a great practice.
It would probably make sense to have these automatically generated on demand from a template - so that we are pre-populating any relevant details on the template. A Google fo should do the trick.
We’ve not looked at these templates substantively for a while, so it’d also be good to check if it still does what we want. Should we, perhaps, also be looking at using a digital signature tool, as the current process is perhaps clunkier than we’d like it to be?
On 18 July 2022 @sallytay wrote:
This is also linked to ticket #864
On 26 July 2022 @sallytay wrote:
Another suggestion is that we should make sure the updated documents have a better way of collecting digital signatures.
On 4 August 2024 @sallytay wrote:
I've started to review the content of agreement and look at the suggestions here and in ticket #864
Firstly, looking for better options as to how we can get new volunteers to 'sign' the agreement.
mySociety HR has advised that having a 'signed' copy of the agreement is the preferred process rather than an email acknowledgement
We should allow the new volunteer to sign the agreement in whatever way works best for them, depending on the resources available to them but we could offer them some some advice on how they might sign it.
Some suggestions we could give them:
Print off the agreement, physically sign it and scan in a copy and send it back (although this can seem a little archaic it does appear to be an accepted method - I’ve signed a few contracts/agreements like this)
If they have a Mac they can do this https://www.wikihow.com/Sign-a-PDF-on-Mac
If they have Windows they can do this they can do this but would need to download adobe reader (which is free) https://www.addictivetips.com/windows-tips/sign-pdf-windows-10/
If they have Microsoft Edge they can do this https://www.theverge.com/22323097/pdf-signature-windows-pc-adobe-how-to
There are other options such as Docu sign but this involves uploading the agreement to their site and then having to download an app to sign it, which seems to just over complicate it.
On 4 August 2022 @sallytay wrote:
Secondly, looking at the content of the agreement, the mySociety HR and Wellbeing manager has reviewed it and is generally happy with the content but can see room for improvement.
I will start to draft up an updated version of the agreement using the suggestions here and in ticket #864 and send out for review once done. I'll also get the policies that we send out, MySociety password policy, data retention policy and personal data policy checked and updated (if needed) and look to include these in the agreement so that we only have one document to send out (and only one document in the shared drive)
On 4 August 2022 @mdeuk wrote
You can generally do it online with these providers, and it produces something legally compliant (eIDAS). I suspect we would want to automate it in part, so as to reduce any admin to the bare minimum.
On 16 August 2022 @sallytay wrote
To note I have updated the WhatDoTheyKnow wiki page on password policy with the latest version of the mySociety password policy.
On 16 August 2022 @RichardTaylor wrote:
While off-topic for this ticket it would be good to proactively inform existing volunteers of any changes.
I think the changes are just some additional tips on creating passwords, and short-cuts for locking screens.
How were the changes promulgated to paid staff, could that system be used for volunteers too?
On 17 August 2022 @sallytay wrote:
Agreed, I should have done that more widely than on this ticket.
There was no notification of changes to my knowledge (or perhaps it was before I started) I just noticed that page had not been updated for since for some time and checked and found it was out of date so updated it.
Moving forward, if there are any changes these should be communicated to everyone.
On 15 September 2022 @WilliamWDTK wrote
Is there a way to at least force all users to be on the watchlist for particular pages on the wiki, so that they always get
an email alert when it's updated?
On 8 December 2022 @RichardTaylor wrote:
We should include a specific section on how we handle volunteers' and prospective volunteers' personal data.
On 23 June 2023 @HelenWDTK wrote
I'm picking this up again, using the draft that was previously shared at: https://docs.google.com/document/d/1AsnUEFEyGXhOVN4UOQ47ACO0ma6TJn1L/edit#heading=h.gjdgxs
I'm going to try to incorporate the feedback in the comments there, and get a final version listed for approval at a future review call.
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