Chat Operator Agreement

This document outlines the following:

• Operator Risks
• Code of Conduct
• Approach to Extremism
• Data Protection Statement

Operator Risks/Risk Agreement

Anyone who is an iERA chat operator not only needs to attend our iERA Dawah Training course (which can be done online), but they should also have a solid understanding of the GORAP method and know how to apply it when conveying the message of Islam.

The GORAP method is designed so that non-muslims can get the core message of Islam; namely, that we believe in God as the Most Wise and the One who sent the message of Islam. In other words, GORAP is a way justifying WHY Islam is true. We want our iERA Chat operators to only use this method when conversing with non-Muslims, and not digress onto other topics – whether that is politics or controversial topics like Islam’s penal code, views on LBGTQ and other such issues.

Please also be aware that you are a representative of iERA and we expect you not to talk about anything that goes against our policies, values and ethics. If in doubt, please consult your line manager or supervisor concerning anything you are unsure of. If, during a conversation, someone is pressuring you to tell them your views on a topic that is controversial and can possibly be misunderstood or misused, then please do not answer. In this situation and any situation you are entirely unsure of please ask your line manager for guidance.

If you do speak on topics that move away from the iERA training programme, you are no longer representing iERA and we would consider this a serious breach of our code of conduct. This could lead to further disciplinary action being taken.

Please click yes if you have understood and accept this risk, and agree to the aforementioned.

This Volunteer Agreement is a description of the arrangement between us, Islamic Education and Research Academy (iERA), and you (the volunteer) in relation to your voluntary work. The intention of this agreement is to assure you that we appreciate your volunteering with us and to indicate our commitment to do the best we can to make your volunteer experience with us a positive and rewarding one.

This agreement tells you what you can expect from us, and what we hope from you. We aim to be flexible, so please inform us if you would like to make any amendments and we will do our best.

Part 1 – iERA

We commit to the following:

1. Training

To provide thorough induction on the work of iERA, its staff, your volunteering role in the organisation, how the organisation works and the training necessary to assist you in meeting the responsibilities of your volunteering role. Volunteer Code of Conduct and Volunteer Disciplinary & Grievance Procedure provides further details for your consideration.

The initial training agreed is:

To provide you with outreach (dawah) training (at a minimum of beginners level).

To provide you with departmental specific training that will benefit your voluntary role.

2. Supervision, support and flexibility

To define appropriate standards of our services, to communicate them to you, and to encourage and support you to achieve and maintain them as part of your voluntary work

To provide you guaranteed attendance to events should they become fully booked

To provide you a supervisor who will meet with you on regular basis to discuss further your volunteering and any connected issues. Your supervisor’s name is: Imran Hussein

To do our best to help you develop your volunteering role with us and to be flexible in how we use your volunteering

To respect your skills, dignity and individual wishes and to do our best to meet them.

3. Health and safety

To provide adequate training and feedback in support of our health and safety policy, a copy of which is set out in the Health and Safety Policy.

To provide you a safe workplace.

4. Equal opportunities

To ensure that all volunteers are dealt with in accordance with our equal opportunities policy, a copy of which is set out in the Volunteer Code of Conduct.

5. Problems

To apply our complaints procedure if there is any problem

To endeavor to resolve in a fair and just manner any problems, grievances or difficulties which may be encountered while you volunteer with us

In the event of an unresolved problem, to offer an opportunity to discuss the issues in accordance with the procedures set out in the Volunteer Disciplinary and Grievance Procedure.

Part 2 – The volunteer

agree to be a volunteer with iERA and agree to do my best:

To help iERA fulfil its vision of a world reconnected to God.

To perform my volunteering role to the best of my ability

To adhere to IERA’s rules, values, procedures and standards, including health and safety procedures, its equal opportunities policy in relation to its staff, volunteers and clients and Volunteer Code of Conduct as well as Volunteer Disciplinary & Grievance Procedure

To maintain the confidential information of the organisation and of its people. To keep all trade secrets and/or propriety of iERA in strict confidence. A trade secret is any information, process or idea that I not generally known to persons outside iERA, which the organisation considers confidential. Volunteers are not at any time, whether during or subsequent to the term of volunteering, in any fashion, form or manner, unless specifically consented to in writing by the Board of Trustees of the Organisation, either directly or indirectly use or divulge, disclose or communicate to any person, firm or corporation, the iERA‘s matters of confidentiality in any manner whatsoever. iERA‘s trade secrets shall include, but nor limited to any and all confidential information provided to the Organisation by its volunteers or vendors, the iERA‘s financial statements and all information relating to its financial condition and all information relating to research and development activities, ideas or projects carried on by the Organisation; policies, procedures and codes of conduct, that are internal to the Organisation

To not represent yourself as a spokesperson of iERA unless authorised to do so by a suitable officer or manager of iERA

This includes but is not limited to representation via email, mailing lists, internet forums and face-to-face interaction

To not represent yourself as acting for or on behalf of iERA when undertaking any outside work or any other work

To ensure that all marketing, publicity and information directed to the public is in accordance with public information that has been approved by iERA. All marketing, publicity and information directed to the public is subject to approval via the appropriate officer or director of iERA prior to public release

To not knowingly engage in, or be associated with, dishonest, fraudulent or criminal practices

To consider the desirability of intervening constructively where a colleague’s behaviour is clearly in breach of the code of conduct and opposing the goals of iERA, and be prepared to report any suspected fraud, corrupt, criminal or unethical conduct to an appropriate officer or director of iERA

To not attempt to enhance your own reputation at the expense of another’s reputation

To treat other volunteers and other staff members with due respect. This includes, but is not limited to addressing instructors, directors and colleagues by their relevant titles

To act properly when a conflict arise. Where such conflict does or may arise, the issue should be disclosed to an appropriate officer or director of iERA, and where ever feasible as a volunteer you should not play any role in decision making that might be connected to that issue. In addition, details of any conflict must be kept confidential and revealed only to the appropriate and necessary parties directly involved

To not allow personal relationships to affect your role as a volunteer

To refrain from all forms of harassment and bullying and any other form of discriminatory behaviour

To refrain from all practices of unequal treatment/opportunity. This includes and is not limited to unequal treatment based upon race, nationality, colour, social standing, gender and/or personal relationship with other parties/organisations

To give credit to contributions of other members and volunteers of iERA

To refrain from acting in any way that would unfairly harm the reputation and career prospects of other members or volunteers

To refrain from acting in any way that would harm the reputation of iERA and its subsidiaries

To consider the impact of decisions on well-being of others

To respect individuals’ rights to privacy and undertake to keep personal information in confidence

To refrain from wilful alteration of the iERA branding. This includes and is not limited to production or alteration of promotional products, marketing and product placement without approval from the appropriate person notified to you or a director of iERA

To agree that all equipment, notebooks, documents, internal or external memoranda, reports, files, samples, books, correspondences, lists, computer programs, drawings, diagrams, blueprints, manuals, mechanisms, devices, creations, specifications, quotations, technical or management proposals, software system and any other documentation either in preparation or in final form, all technical notes, tangible property and work products, and all other written or graphic records in any manner affecting, recording or relating to the business of iERA which you shall prepare, use, construct, observe, possess or control, or which you produced in whole or in part, shall at all times be and remain the sole property of iERA, unless otherwise specified and officially agreed to by the Board of Trustees of iERA

To meet the time commitments and standards undertaken, other than in exceptional circumstances, and provide reasonable notice so that alternative arrangement can be made

To provide referees, as agreed, who may be contacted, and to agree to a police check being carried out where necessary

To provide a proof of your ID (such as your passport or driving licence) and proof of your address

To read the iERA’s Extremism Policy and Procedure and sign the relevant extremism form/guidance

To sign the iERA‘s data protection form

To sign the conflict of interest form

My agreed voluntary time commitment is adhoc when need for a campaign.

This agreement is binding in honour only, is not intended to be legally binding contract between us and may be cancelled at any time at the discretion of either party. Neither of us intend any employment relationship to be created either now or at any time in the future.

Anti Extremism Statement

iERA has adopted an extremism policy to enable it to comply with its duties under the law.

iERA has adopted an extremism policy to enable it to comply with its duties under the law.

iERA AGREEMENT FORM AND GUIDELINES FOR STAFF, SUBCONTRACTORS, VOLUNTEERS AND SPEAKERS. By signing this form it does not necessarily mean you are a member of staff, subcontractor, volunteer or speaker. You may be asked to sign this form if you plan to print or distribute our publications, have a formal meeting with us, enter into a working relationship with us or engage in any activity that has sufficient reason to be covered by this policy. We expect all staff, subcontractors, volunteers and speakers (whether at our events or representing iERA at external events) to abide by the policy’s core ethos and principles. This is set out in the code below. As part of this policy all staff, subcontractors, volunteers and speakers are expected to sign this code of conduct agreement. Please read the code below and complete and sign the form to indicate your agreement to abide by it, you:

Will ensure that you do not promote, advocate or endorse hatred, violence against anyone, or any group, faith or community, in the UK or overseas.

Must not promote, endorse, glorify or praise terrorism in any form.

Must not express support for any proscribed terrorist group.

Will not break any laws, at home or when travelling abroad.

Will not promote, advocate or endorse the breaking of any laws at home or abroad.

Will ensure that you do not promote, advocate or endorse any intolerance against anyone, or group, faith or community, in the UK or overseas.

Must ensure any quotes from the Qur’an, Prophetic Sunnah and Islamic Scholars are clearly placed in context and not left for the public, audience or media to infer support for hatred or violence.

Will ensure, if applicable, that your presentation is appropriate to the age and understanding of the audience.

Must always be appropriately dressed for any iERA event and adopt the correct language, and behaviour.

Must ensure the content of the speech/presentation must contribute to iERA’s aims and objectives of advancing the Islamic faith and educating the audience in accordance with authentic Islamic teaching.

Must not promote or endorse any political party or candidate during working hours or at any iERA events.

Are not permitted to raise or gather funds for any external organisation or cause without express written permission from the Board of trustees. Applicable to staff, subcontractors, iERA speakers and fundraising volunteers only (this does not apply to non-fundraising volunteers).

Agree, if applicable, to iERA staff (or anyone with delegated authority) and trustees having the right and responsibility to interrupt and/or stop the talk/presentation for any violation of this agreement, and asking the speaker to leave the panel.

Agree that any violation of this policy will be considered gross misconduct, which leads to immediate dismissal.

Code of Conduct

iERA’s Code of Conduct applies to all iERA personnel including Volunteers and when stipulated and relevant, it can apply to partners.

This code of conduct sets out clear standards, so you can:

1. be sure of the standards you are expected to meet
2. know whether you are working to these standards, or if you need to change the way you are working.
3. safeguard yourselves and others from any accusations, harm, and abuse
4. identify areas for continuing professional development
5. fulfill the requirements of your role, behave correctly, and make decisions according to iERA’s Code of Conduct

iERA has 5 core standards:

1. 1. Respect
   2. Responsibility
   3. Integrity
   4. Competence
   5. Ethical Conduct

Data Protection Statement

All staff, subcontractors and volunteers have a duty to make sure that they comply with the data protection principles contained in the 2018 Data Protection Act and GDPR, which are set out in iERA’s Data Protection and Privacy Policy.
Every person working for, with or on behalf of iERA must adhere to the following principles when dealing with personal data. Personal data must only be:

• Processed lawfully, fairly and in a transparent manner in relation to the subject
• Collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes
• Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed
• Accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay
• Kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which personal data are processed
• Processed in a manner that ensures appropriate security of personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage using appropriate technical or organisational measures

A data protection breach is defined as a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to personal data transmitted, stored or otherwise processed.

Any employee, servant, agent of iERA or any volunteer working with IERA who becomes aware of a data protection breach or a possible data protection breach is required to inform the Finance Controller (Nadeem Naz) as soon as possible.