DUBLIN LGBTQ PRIDE LTD
Volunteer Handbook 2013
January 2013
Dublin LGBTQ Pride Ltd Volunteer Handbook 2013
Introduction
Welcome to Dublin LGBTQ Pride Ltd, and thank you for taking part and helping to
put the event together. This handbook sets out the broad principles for involvement
in Dublin LGBTQ Pride Ltd (henceforth referred to as Dublin Pride). It is of relevance
to all within the organisation, including volunteers, staff, members, and those elected
or appointed to positions of responsibility. The policies contained within are endorsed
by the Board of Directors and will be reviewed annually, to ensure that they remain
appropriate to the needs of Dublin Pride and its volunteers.
Commitment
Dublin Pride recognises the right that people have to participate in the life of their
communities through volunteering. It also acknowledges that volunteers contribute in
many ways, that their contribution is unique and that volunteering can benefit users
of services, staff, local communities and the volunteers themselves. Dublin Pride is a
non-profit organisation without share capital. The organisation does not pay staff and
is governed by a voluntary Board of Directors that is elected at an Annual General
Meeting of company members. The organisation was established in 2006. However,
its origins date back to 1983, when several members of the Lesbian, Gay, Bisexual,
Transgendered and Queer (LGBTQ) community decided that Ireland needed to add
its voice to the global celebration of rich diversity that was happening in the
international LGBTQ community. The celebration held then, like the celebrations we
hold now, are a testament to the solidarity that the LGBTQ community holds with
those who, quietly or loudly, acknowledge their Pride in being part of the LGBTQ
community.
Our mission is to:
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Foster a sense of pride and solidarity within the LGBTQ community
Inspire LGBTQ people to embrace their identity, as individuals and as part of
a community
Highlight and celebrate diversity within the LGBTQ community
Raise public awareness of societal intolerance toward the LGBTQ community
Provide a space of safety for individuals to celebrate both their individuality
and sameness
Organise alternative events and activities that support the LGBTQ community
Support companies and organisations that maintain and promote our work
Deal with all business matters with transparency, honesty and integrity
Develop and nurture relationships within and outside the LGBTQ community
Make decisions that will guarantee the longevity of Dublin Pride
Dublin Pride values the contribution made by volunteers and is committed to
involving volunteers in appropriate positions and in ways which are encouraging,
supportive and which develop volunteering. Therefore, the organisation recognises
its responsibility to arrange volunteering activities efficiently and sensitively so that
volunteers’ time is best used to the mutual advantage of all concerned. Volunteers
are those who, unpaid and of their own free will, contribute their time, energy and
skills to benefit the community. Membership of the organisation is sourced from
former volunteers and as such, by becoming part of the volunteer base of the
organisation you will have a say in how the organisation is run through exercising
your vote in elections to fill the Board of Directors.
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Within the Board of Directors, a Chairperson is chosen to manage the strategic
development of the organisation and to provide leadership. Several portfolios operate
from the Board including Finance, Company Secretary, Events, Parade, PostParade, Sponsorship, Marketing and Community Development. Each Director
assumes responsibilities for a specific area or portfolio, and effectively becomes a
team manager for that area. It is the collective responsibility of the Director to ensure
the correct running of the company and its activities, along with his or her own area.
The Directors are accountable to the members of Dublin Pride at the AGM, and are
legally responsible for the company’s activities and for its prudent financial
management. They are responsible for the communication of decisions affecting their
teams or areas, and related issues to the Board. They have the power to appoint
individuals where appropriate, and to remove them in line with policy. They may
delegate responsibility for certain activities, in consultation with the relevant teams,
but remain ultimately responsible for their particular area.
Therefore, volunteers are assigned to assist with portfolios, dependent on their skills
and availabilities as appropriate. Volunteers can be asked to change portfolio
throughout their involvement in the organisation depending on the organisation’s
requirements, although every effort will be made to facilitate the volunteer’s
preferences.
Volunteering is a legitimate and crucial activity that is supported and encouraged by
Dublin Pride. The volunteer role is a ‘gift relationship’, binding only in honour, trust
and mutual understanding. No enforceable obligation, contractual or otherwise, can
be imposed on volunteers to attend, give or be set a minimum amount of time to
carry out the tasks involved in their voluntary activity. Likewise the organisation
cannot be compelled to provide either regular work or payment or other benefit for
any activity undertaken by the volunteer. Although volunteers offer time freely and
willingly without binding obligation, there is a presumption of mutual support and
reliability. Reciprocal expectations are acknowledged – both of what Dublin Pride
expects of volunteers and what volunteers can expect of the organisation.
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Our Values
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Celebrate Diversity; accept and celebrate diversity with the understanding
that it is our differences that make us extraordinary.
Be Inclusive; seek out those who are on the fringes and take practical,
concrete steps to ensure their inclusion in society.
Increase Visibility & Mutual Respect; increase the visibility of the Dublin
LGBTQ community within the wider Dublin, Irish and global community, while
communicating the message of mutual respect; appreciate others for who
they are, for how they are different and to respect them for such.
Our Culture
A culture defines who we are. Our success is based on the shared values and
commitment of the LGBTQ community and their family and friends who build the
Dublin LGBTQ Pride Festival for the future; on providing a safe venue and
environment for our community to come out, socialise and strengthen solidarity; on
discovering creative and innovative ways to promote LGBTQ Pride; on improving the
value of our services and commitments to our community and those who support our
community; on building strong relationships with our community, and seeking
excellence in everything we do.
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Honesty, Integrity and Trust; integrity is our guiding principle. We stand
behind what we say we will do for our fellow teammates, our members and
our community. We meet the world head-on as upright, honest and sincere
volunteers. We always turn square corners without personal agendas for the
betterment of the whole, with understanding that trust is the key component of
the entire organisation.
Teamwork; teamwork is the capability to comprehend and recognise the
diverse strengths and abilities in a group setting and apply them to one
equitable solution or outcome. We understand that an organisation's goals
are seldom achieved through individual pursuits, but rather by working
together, valuing the opinions of others, showing appreciation and, most
importantly, always working within the team with respect and civility.
Communication; team communication involves sharing our thoughts and
expressions amongst one another. This requires clarity and sensitivity
towards the feelings of others. At all times we must realise that values control
how we behave, and that the opinions of others are based on their personal
truths. The ability to listen, hear, understand and empathise should be the
basis of any conversation.
Meeting Dynamics; holding meetings is a key component of achieving our
goals. During a meeting, the Chair of the meeting should set clear goals for
the meeting right at the start, assign responsibilities ensuring that those who
take on responsibility and ownership accept and are competent to undertake
such, and encourage and acknowledge every participant's contributions to the
meeting
Customer Service to the LGBTQ Community; we must know our LGBTQ
community intimately, so that we can anticipate its needs, likes and dislikes.
A strong relationship with our community guarantees the longevity of our
organisation. As an organisation, we actively seek ways to exceed our
community’s expectations.
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Knowledge & Skills; it doesn’t take long for skills and knowledge to become
out-dated in a fast-changing world. We must constantly re-equip ourselves,
become perpetual students and ensure volunteer retention to keep learning,
encourage self-assessment and group facilitation. We must share our
knowledge, ask for help where necessary, and train and develop our
volunteers to ensure a winning, team-working relationship and a successful
festival.
Positive Attitude & Excellence; Dublin Pride is a place for ‘Can-Do’ LGBTQ
community members. A positive attitude empowers us. A negative attitude
drains precious energy and destroys self-confidence. There is no room for
negativity in our organisation. A positive attitude is the foundation for
excellence. Excellence is an individual attitude, which defines how successful
we will be. Adopt a positive attitude and lifestyle.
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Volunteer Welfare & Housekeeping Policy
Policy Date: 10/01/2013
Approved by: Board of Directors
Policy Statement:
Dublin Pride strives to make the working environment safe and conducive to a
healthy and pleasant atmosphere. Therefore, we will strive to ensure that all
procedures and facilities are adequate and are maintained in accordance with
legislation. These include the recruitment, training, management and support of
everyone who offers his or her time. All volunteers will be made aware of and have
access to all of the organisation's relevant policies, including those relating to
volunteering, health & safety and equal opportunities. Should volunteers consider
any of these to be inadequate or are not being maintained correctly, they should
inform HR.
Volunteer Welfare
Dublin Pride is concerned about the health and welfare of all volunteers, whether
problems are of a physical or mental nature. Should any volunteer feel mentally or
physically unwell, whether or not the cause is a work issue, the volunteer is
encouraged to inform his or her Manager and to see their doctor. All physical and
mental health issues raised by volunteers will be dealt with confidentially. Information
regarding a volunteer’s general well being and issues unrelated to work will remain in
strict confidence. To maintain a safe work environment and to protect the health and
safety of all volunteers carrying out tasks involving moving goods/materials must:
plan his/her specific path and destination to carry out the task; ensure the path is
clear of obstructions and that the floor is not slippery; remove all rubbish and litter;
not carry loads that he or she cannot manage, and avoid consuming alcohol or other
intoxicating substances.
Volunteer Co-ordination
All volunteers will have a nominated member of staff or volunteer to offer guidance
and advice to help the volunteer carry out tasks effectively. Volunteers will be
informed about whom to contact to receive support and supervision.
Recruitment & Selection
Dublin Pride is committed to equal opportunities, in line with the Employment
Equality Acts 1998-2008, and the Equal Status Act, 2008. As such, we believe that
volunteering should be open to all regardless of age, gender, marital and family
status, ethnicity, ability, religion, political belief and membership or otherwise of the
travelling community. However, due to legislative implications, Dublin Pride cannot
accept the services of volunteers who are under the age of 18. The acceptance of
volunteer assistance for a particular role is made on merit, the sole selection criterion
being the individual's suitability to carry out agreed tasks. Information about the
volunteer not relevant to the performance of the volunteering tasks concerned will be
disregarded by the organisation in terms of recruitment and selection.
Potential volunteers may be asked to produce a reference, and will be invited to
attend an informal interview. Volunteers will have a clear and concise task
description. The task description will be prepared in conjunction with the volunteer
and the designated person responsible for those activities.
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Training & Development
The development of training and support for volunteers is a high priority for the
organisation, intended to equip them with the necessary information and skills to
carry out their tasks. New volunteers will be properly inducted into the organisation,
and will be properly briefed about the activities to be undertaken and given all the
necessary information to enable them to perform with confidence. It will be the
responsibility of the designated person referred to above to see that this training is
provided. It is the responsibility of the volunteer to attend relevant training. Training in
the management of volunteers will be provided for those staff with direct
responsibility for it.
Support, Supervision and Recognition
As stated, volunteers will have a named contact person to whom they can raise any
concerns and seek guidance and support. Volunteers will have access to regular
support and supervision. This will enable both the volunteer and the supervisor to
identify, monitor and evaluate the volunteer's involvement, recognise achievements
and identify individual training needs, including that relevant to their particular
volunteering role and to their wider personal development. The frequency, duration
and format of these sessions will be negotiated between the volunteer and the
designated officer referred to above.
Volunteers are encouraged to share their views and opinions with the organisation,
at meetings and other events.
Where possible, formal recognition of the contribution of the organisation's volunteers
will be made, though internal awards, articles in newspapers and newsletters, thank
you letters, and so forth.
Insurance
Dublin Pride’s liability insurance policies include the activities of volunteers and
liability towards them. The organisation does not insure the volunteer's personal
possessions against loss or damage.
Confidentiality
The organisation will advise the volunteer on its confidentiality policy and procedures,
where relevant. This includes those relating to personal information held by the
organisation relating to the volunteer.
Settling Differences
The organisation aims to treat all volunteers fairly, objectively and consistently. The
organisation seeks to ensure that volunteers' views are heard, noted and acted upon
promptly and aim for a positive and amicable solution based on the organisation's
guidelines for settling differences. These procedures are outlined in the Bullying and
Harassment Policy.
The designated contact person referred to above is responsible for handling
problems regarding volunteer complaints or conduct. In the event of a problem, all
relevant facts should be obtained as quickly as possible. Support will be provided by
the organisation to the volunteer while it endeavours to resolve the problem in an
informal manner. If an informal resolution proves impossible, the organisation's wider
disciplinary, grievance or complaints policies and procedures (which include
volunteers) will be referred to.
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Rights and Responsibilities
Dublin Pride recognises the rights of volunteers to:
 know what is (and what is not) expected of them
 have adequate support in their volunteering
 have safe working conditions
 know their rights and responsibilities if something goes wrong
 receive appropriate training
 be free from discrimination be offered the opportunity for personal
development
Dublin Pride expects volunteers to:
 be reliable
 be honest
 respect confidentiality
 make the most of training and support opportunities
 carry out tasks in a way that reflects the aims and values of the organisation
 work within agreed guidelines respect the work of the organisation and not
bring it into disrepute
 comply with the organisation's policies
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Health & Safety Policy
Policy Date: 10/01/2013
Approved by: Board of Directors
Policy Statement:
It is the policy of Dublin Pride to promote standards of Health and Safety, which will
lead to the avoidance or reduction in risks to Health and Safety and to ensure that
the best practicable methods of compliance with relevant legislation are achieved.
We believe that considerations of Health and Safety are as important an aspect of
management control as any other management function, and expect all volunteers to
carry out their duties in the full knowledge that safety considerations are necessary to
prevent injury and ill health and that health and safety requirements are embodied in
legislation.
Guidelines for volunteers and stewards are set out in this Statement with an account
of their relevant duties. All volunteers are expected to co-operate with Managers and
the Board of Directors in ensuring that high standards of Health and Safety can be
achieved. All volunteers are reminded of their own legal responsibilities and duties
that are explained further in the body of the Safety Statement.
Proper arrangements must be made at company level. In the case of specific events
including the Dublin Pride Parade and the Pride in The Park events, special
arrangements will need to be made by the Events Team and the Health and
Safety/Security Team to control safety at the events. The Events Team and the
Health and Safety/Security Team are answerable to the Board of Directors and must
consult the Board on any non-minor decisions made. The Board of Directors may
overrule the Events Team or Health and Safety/Security Team, where it deems
necessary. The Board of Directors may remove any member of the Events or Health
and Safety/Security Teams where it deems that he/she has acted inappropriately or
is not carrying out their functions adequately.
Duties of Stewards
The primary duty of all security stewards is to ensure that the public are safely
accommodated within the viewing and circulation areas in a planned manner, so as
to ensure the safety and comfort of all patrons at the event. On the day of the Parade
itself, the duty of security stewards is to ensure that safety standards are met as
required by the Health and Safety/Security Manager and the Parade Manager so that
the public may view the Parade in safety, and that floats and individuals participate in
the Parade in a safe manner.
All stewards are required to attend at least one steward training course before the
Parade in order to be familiar with the use of equipment provided, the details of how
to perform their duties effectively and the plan for executing the events.
The following are the main duties of security / stewards under the direction of the
Event Controller and Head of Security.
Parade & Post Parade stewards are charged with:
 Ensuring that the parade progresses at a safe speed, in ensuring that all
floats and groups follow the designated route
 Ensuring that all floats keep a safe distance between each other and with
walking groups i.e. breaking distance
 Informing all groups/floats in the parade if they are in breach of any of the
rules of the parade
 Informing the Event Controller if they have any concerns about the safety of
the parade and its participants
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Informing the Gardaí where they see any incidents of law breaking during the
course of the parade
Preventing, in so far as is possible, standing on seats and climbing of fences
and other structures. (Where, by virtue of the scale of the incident, stewards
are unable to prevent such activity, they should immediately report the matter
to the Area Security Steward Supervisor, or the nearest Garda).
Patrolling the venue to deal with emergencies such as raising alarms and
extinguishing small fires if and when it is safe to do so.
Controlling entrances, all exit and perimeter fence gates and other strategic
points, while the venue is in use.
Being aware of the locations of fire fighting and medical equipment in the
area.
Recognising potential hazards and suspect packages and report such
findings immediately to the Area Security Steward Supervisor or to the
nearest Garda.
Complying promptly with any instruction given in an emergency by a Garda
Officer, the Event Controller, the Safety Officer, or the Head of Security.
Identifying and investigate any incident or occurrence among patrons and
report findings to the Head of Security.
Reporting to the Head of Security any damage or defect likely to cause injury
or danger to persons in attendance.
Undertaking duties relating to emergency and evacuation procedures.
Keeping all gangways and designated sterile areas clear.
Ensuring that all approaches and emergency exits are kept clear and that
vehicles are correctly parked.
Maintaining their position at their place of duty under the direction of the Area
Security Supervisor who, if it is considered necessary, can arrange for a
replacement.
Controlling and direct patrons who are entering or leaving the venue
Assist the diversion of patrons to other parts of the venue, when the capacity
for any area has been reached.
Preventing overcrowding by ensuring that crowd limits in various parts of the
venue are complied with and that gangways and exits are kept clear.
Monitoring the crowd throughout for signs of distress and take action in
accordance with written instructions.
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Financial & Administration Rules
Policy Date: 10/01/2013
Approved by: Board of Directors
Policy Statement:
It is the policy of Dublin Pride to have a centralised, visible and responsible approach
to the financial and administrative running of the organisation.
Centralisation
 All company documentation including invoices and agreements are to be
centrally stored centrally at the office space of Dublin Pride, located at
Outhouse, Locker 11.
 Soft copies of all documents are to be kept by scanning and emailing the
document to the relevant Director(s).
 Monthly backups of all online documents must be made, to be stored with
other official documentation at Outhouse.
Guidelines for all Volunteers and Teams
 Quotes from all suppliers MUST be made in writing before purchase, and
sent to finance@dublinpride.ie
 A VAT invoice is required from all companies
 Three quotes (in €) must be sought before ordering good or services
 Approval for products and services must be requested in advance from
Finance
 No payment or reimbursement will be made for any item that has not received
approval from Finance and/or has no receipt in the organisation’s name;
individuals are personally liable for all costs if they place an order without
approval from Finance.
 Requests for Budget allocations must be made to the Board
 Each Director must nominate a person to deal with their budget
 Audit sheets must be filled out at all cash events and signed by an
independent observer
 A company cash box must be used when handling money at an event
 When a person leaves or takes over the cash box they must sign cash sheet
and count cash to verify the amount
 All takings from events or sales must be lodged directly to the bank;
deductions cannot be made to pay for expenses on the night or other costs,
i.e. no expenses to be paid for in cash under any circumstances
Budgets & Forecasts
 All teams must prepare and send budgets
 Deadlines for budgets are set by the Finance Director and must be adhered
to
 Updated budgets should be sent to Finance on a monthly basis in the 6
months run up to the festival, or when requested.
 Finance edits budgets and makes the festival budget that strives for a surplus
 Budgets are sent to the Board for ratification
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Communications Policy
Policy Date: 10/01/2013
Approved by: Board of Directors
Policy Statement:
Dublin Pride recognises that good communication is an essential element of its
success. Real communication is a two-way process and is therefore an effective
method of giving expression to the good management practice of information and
consultation with volunteers, either directly or with or through volunteer
representatives. It encourages volunteers to feel a sense of belonging to the
organisation, to understand the importance of good relationships, mutual trust and
respect and the interdependence of all who contribute to the eventual success. It
also enables good, consistent and caring leadership to flourish.
Good communications are encouraged among all volunteers within the organisation.
Policies
Successful working conditions and relationships depend upon successful
communication. Not only do volunteers need to stay aware of changes in
procedures, policies and general information, the organisation also encourages
volunteers to communicate their ideas, suggestions, personal goals or issues as they
affect their work with their team.
Feedback
Dublin Pride believes that it is essential that all volunteers are kept informed about all
organisational matters, including its plans for the future which may directly affect
them. We also expect and welcome feedback from volunteers. We encourage a twoway exchange of information.
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E-Mail Account Usage Policy
Policy Date: 10/01/2013
Approved by: Board of Directors
Policy Statement:
Some Dublin Pride volunteers have been given an e-mail account. This account will
allow them to send mail internally and externally. It is therefore important that
employees are given guidelines for using e-mail.
Screening Procedures
It is not the practice of Dublin Pride to read the mail of individuals, or to open
mailboxes. However, where a complaint received indicates that a particular mail box
contains material in breach of this policy, where a legitimate work reason exists to
open a mail box or if necessitated by, or in relation to, operational, maintenance,
auditing, compliance, security, investigative requirements, or for another legitimate
business purpose, Dublin Pride will monitor the content and usage of an individual’s
e-mail account. This may include an in-depth e-mail investigation on an individual
staff member’s e-mail account, and depending on the circumstances, this may be
done with or without prior notice to the individual volunteer.
Accordingly, you should use e-mail in the knowledge that Dublin Pride may, in
accordance with its policy, from time to time, examine the content of individual e-mail
communications and use. The opening of individual mailboxes for investigation
requires the authorisation of at least three Directors of the board on a case-by-case
basis. In such cases the staff member, or members, will, when appropriate, be
advised that an audit has commenced. An individual’s mailbox and relevant backups
may be examined. If necessary, Dublin Pride may immediately close down an
account pending further investigation and action. If Dublin Pride considers it
appropriate, or necessary, it may, following investigation, report any concerns in
relation to e-mails received to a Dublin Pride E-mail account to the sender of the email and/or the organisation from which that e-mail was sent. The Dublin Pride e-mail
and screening procedures may change from time to time. Any changes deemed to
be significant by the Board of Directors will be brought to the attention of employees.
This document will outline the acceptable usage policy for e-mail within Dublin Pride
and will also provide guidelines for sending and receiving e-mails.
Personal Use of E-Mail
Dublin Pride provide e-mail to certain volunteers. An e-mail address will normally be
firstname.surname@DublinPride.ie or DepartmentName@DublinPride.ie E-mail is
intended primarily for Dublin Pride’s business use. Use for the promotion or
administration of a private business is not permitted and may lead to disciplinary
action. It may be used for limited personal use, provided such personal use does not
infringe this policy.
Sending & Receiving Attachments
Most viruses are transmitted through attachments; therefore it is important to
exercise caution when receiving attachments. If you receive attachments from
unsolicited sources, delete them immediately. If you suspect an attachment may be
infected with a virus, contact the IT team. Attachments sent or received may belong
to others and there may be copyright implications in sending them. Please ensure
that permission from the owner of the attachments has been given before sending it
to others. This also applies to material accessed via the Internet and the onward
transmission of material received from third parties.
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Sending E-Mails
It is prohibited to send, forward or in any way distribute e-mails containing
pornographic, defamatory, offensive, racist, sexist, discriminatory obscene or
otherwise inappropriate remarks or pictures (including cartoons). When choosing
your screensaver take care that it does not breach any of these prohibitions. Do not
enter into any contractual commitment on behalf of Dublin Pride via e-mail unless
you have express authority to do so. It is a breach of this policy for any staff member
to engage in the creation of SPAM or viruses of any kind.
Sending E-Mails to Groups
As non compliance can result in a breach of the Data Protection Acts it is important
when sending emails to groups of people external to FÁS, to adhere to the following
guidelines:
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Ensure that you have permission from the individuals you are sending the
email to otherwise mailing without permission can be considered spam
When sending the e-mail, your own name should be in the ‘TO’ section of the
email and all the recipients' e-mail addresses should be in the ‘BCC’ section.
This ensures that no recipient can see another recipient’s email address
If you suspect that there has been non-compliance with these guidelines or if you
have concerns about any aspect of Data Protection you must inform a member of the
board immediately.
Receiving E-Mails
If you receive any e-mails from unsolicited sources (including spam mail) delete them
immediately. Do not respond to these e-mails. If you receive an e-mail that is
offensive, intimidating or otherwise inappropriate, whether from an internal or
external source, please inform HR@DublinPride.ie
E-Mail Etiquette
When sending e-mails remember the following simple guidelines:
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Use sentence case for writing e-mails and limit the use of bold and red writing
within e-mails
Before sending an e-mail make sure the address it is being sent to is correct,
check your spelling and ensure that any attachments are the correct
attachments
Treat e-mails as you would a letter received by post or fax etc. and deal with
same promptly and comprehensively
Exercise caution when sending confidential or commercially sensitive
information by external e-mail
Security for Personal E-Mail
Never give others access to your e-mail as you are personally responsible for all emails sent from your account.
Shared Mailboxes
If you have been granted access to a shared mailbox you must not alter the account
settings or password without written permission from the department director. These
mailboxes are used by multiple volunteers and must be ONLY used for official Dublin
Pride business.
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Subscription Services
Dubiln Pride e-mail accounts should not be used to sign up for other email accounts,
service accounts or subscription services unless authorised in writing by the relevant
department director
Child Trafficking and Pornography Act, 1998
This law is one of the strictest in the world. If any person is found viewing or
forwarding any content of this nature the Gardai will be immediately notified and the
matter turned over to them. Dublin Pride is prohibited by this legislation from and in
any event will not allow its information systems to be used for downloading or
distributing offensive material.
Failure to comply with the guidelines within this policy will be considered a breach of
conduct and disciplinary action may be taken. In certain instances non-compliance
may lead to legal proceedings.
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Password Policy
Policy Date: 10/01/2013
Approved by: Board of Directors
Policy Statement:
This policy related to email accounts, social media accounts, computer systems and
data protection of Dublin Pride Information.
Password Protection
 Never give your password to anyone else
 Never write down your password
 Never use a password that can be easily guessed. There are password
cracking tools available on the internet which can be used to guess
passwords
 Use a password protected screen saver when you are away from your
computer
 Never store your passwords in a document that can be accessed by others
Types of Password
When changing your password it is important to choose a password that is known
only to you and cannot be guessed by other people. Your password should adhere to
the following rules. It must also contain at least 3 of the following 4 character groups:
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lowercase characters (a-z)
uppercase characters (A-Z)
numbers (0-9)
special character, for example, * @ #
The password cannot contain your account or full name. The password cannot have
been used in the previous 6 passwords. This will help make your password more
secure. Industry best practice states that passwords should be between 7 and 14
characters.
You should use a password that you are able to memorise. Your password should
never be written down. Remember, if someone has your password and logs into your
account it will appear that all work done will have been completed by you and you will
be responsible for any unauthorised activity that may have taken place.
Changing Passwords
As a rule of thumb all passwords should be changed every 90 days. You should also
change your password if you suspect someone knows your password and could
logon to your machine, or if you have given your password to someone.
If you are unsure of how to change your password, or wish to have a password re-set
please contact the Operations Manager or HR Director. If you suspect someone has
used your password contact the Operations Manager or HR Director and inform them
of the breach and change your password immediately.
Due to the interconnectivity and delegated access of various accounts, when a
Director/Employee/Contractor/Volunteer who has had access to a Dublin Pride
account or service leaves the company all shared mailboxes, delegated mailboxes,
social media accounts and computer system passwords must be reset immediately
to prevent unauthorised access or tampering. A message will then be sent out to all
relevant users advising them of the reset and prompting them to request the new
passwords
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Social Media Acceptable Usage Policy
Policy Date: 10/01/2013
Approved by: Board of Directors
What is Social Media?
Social Media is the use of online tools for communications. One of the best examples
and most widely used examples would be Facebook. Other examples include twitter,
linkedin and boards.ie
Using Social Media for Business Purposes
Dublin Pride has a presence on a number of social media sites and it is expected
that this presence will increase in the coming years. Dublin Pride Social Media
profiles should only be used to publish information about Dublin Pride events and
other notifications, advertisements and information of interest to the community at
large.
Setting Up a Dublin Pride Account on a Social Media Site
Only authorised users can set up Dublin Pride accounts on social media sites. If you
wish to set up a site you must obtain written permission before doing so. Dublin
Pride volunteers must acquire written permission from the Director of Marketing. Non
Dublin Pride staff must get written permission from the Dublin Pride Chairperson and
from the Director of Marketing.
Dublin Pride Logo Usage
The Dublin Pride Logo must be added to each page. The Dublin Pride logo can only
be added to authorised accounts. The Dublin Pride logo cannot be used on personal
accounts. People with admin rights on the accounts should be restricted.
Monitoring
All social media sites are monitored by the marketing/PR department. They will be
informed if any content has been added to sites about Dublin Pride. They can then
view the content and take appropriate action.
Posting on Behalf of Dublin Pride
Only authorised users are permitted to make postings on behalf of Dublin Pride.
Authorised users must be careful not to disclose any information on postings which
may be confidential to Dublin Pride or to a 3rd Party which has given the information
to Dublin Pride in confidence.
Dublin Pride social media accounts must not be used by authorised representatives
to express personal opinions or make statements that have not been approved by
the board.
The following should be used as guidelines:
All queries regarding Dublin Pride events must be responded to.
Postings which are stating an opinion rather than fact must be sure to include a
disclaimer. Please be aware that you are legally responsible for all postings made so
please ensure that postings do not infringe on the guidelines set out below. Details
on the disclaimer can be seen below:
Disclaimer
The views expressed in this posting are my own and are not necessarily the views of
Dublin Pride.
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Any postings which are
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Pornographic
Defamatory
Offensive
Racist
Sexist
Discriminatory
Obscene
will not be answered and Dublin Pride reserve the right to remove any postings which
meet the criteria above.
Dublin Pride also reserve the right to remove any comments and in some cases also
reserve the right to ban users in addition to removing comments.
Copyright
Please be aware that you must comply with all copyright, privacy and other laws. If
you using material from another source please be sure to disclose this and credit the
source from which you obtained the information.
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Dublin LGBTQ Pride Ltd Volunteer Handbook 2013
Data Protection Policy
Policy Date: 10/01/2013
Approved by: Board of Directors
Policy Statement:
Dublin Pride collects and uses information about the people with whom it
communicates. This information will be dealt with properly and securely, regardless
of how it is collected, recorded and used, in accordance with the Data Protection Act
1988, which was amended by the Data Protection (Amendment) Act 2003
Purpose
The purpose of this policy is to ensure that volunteers and any affiliates of Dublin
Pride are clear about the purpose and principles of data protection, and to ensure
that the guidelines and procedures in place are followed consistently. Failure to the
Act is unlawful and could result in legal action being taken against Dublin Pride or its
affiliates. The Act regulates the processing of information relating to living and
identifiable individuals. This includes the obtaining, holding, using or disclosing of
such information, and covers computerised records in addition to manual filing
systems and card indexes. To comply with the law, information must be collected
and used fairly, stored safely and not disclosed to any other person unlawfully. To do
this, Dublin Pride follows the eight Data Protection Principles outlined in the Act, and
will:
 Obtain and process the information fairly
 Keep it only for one or more specified and lawful purposes
 Process it only in ways compatible with the purposes for which it was given
 Keep it safe and secure, stored centrally at the office space of Dublin Pride
 Keep it accurate and up-to-date
 Ensure that it is adequate, relevant and not excessive
 Retain it no longer than is necessary for the specified purpose or purposes
 Give a copy of any individual’s personal data to that individual, on request
The principles apply to personal data, which is information held on computer or in
manual filing systems from which they are identifiable. Dublin Pride volunteers who
use any personal information in the course of their duties will ensure that these
principles are followed at all times.
Ethical Standards - Client Confidentiality
When a volunteer joins the Organisation, they receive a written document that
obliges the volunteer to maintain confidentiality at all times. This obligation is also
contained in the Volunteer Handbook. Many volunteers have access to highly
sensitive information concerning the organisation’s members, third parties and
members of the Board. Disclosure of confidential information is taken extremely
seriously and any breach of this will lead to the volunteer being asked to leave the
organisation.
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Dublin LGBTQ Pride Ltd Volunteer Handbook 2013
Bullying & Harassment Policy
Policy Date: 10/01/2013
Approved by: Board of Directors
Policy Statement:
Dublin Pride is committed to providing all volunteers with a work environment that
this free from bullying and/or harassment. The aim of this policy is to outline what
constitutes bullying and harassment and what action will be taken in dealing with
offences of this nature.
Purpose
Dublin Pride acknowledges the right of all volunteers to be treated with fairness,
dignity and respect and to a work environment free from bullying and harassment. All
volunteers have an obligation to be aware of the effects their behaviour has on
others.
Any instances of bullying/harassment will be dealt with in an effective and efficient
manner. Cases where the behaviour is proved to be repeated and consistent causing
unnecessary stress and anxiety will be considered as gross misconduct and will be
subject to disciplinary procedures up to and including dismissal.
It is imperative that all volunteers respect the dignity of every colleague and be
conscious of behaviour that may cause offence.
Definitions
Bullying is defined as “repeated inappropriate behaviour, direct or indirect, whether
verbal, physical or otherwise, conducted by one or more persons against another or
others, at the place of work and /or in the course of employment which could
reasonably be regarded as undermining the individual’s right to dignity at work.
An isolated incident of behaviour described in this definition may be an affront to
dignity at work but as a once off incident is not considered bullying.”
An individual can be harassed on grounds of race, religious belief, national ethnic
origin, gender, sexual orientation, age, marital status, disability or membership of the
traveling community.
Harassment can include conduct offensive to a reasonable person, e.g. Oral or
written slurs, physical contact, gestures, jokes, displaying pictures, flags/emblems,
graffiti or other material which state or imply prejudicial attitudes which are offensive
to colleagues.
Incidents of aggressive behaviour, while not acceptable, may not constitute bullying.
However, inappropriate aggressive behaviour, which is systematic and on-going,
may amount to bullying.
Examples of bullying behaviours include:
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Verbal abuse
Threats and intimidation
Jokes
Isolation or exclusion from social activities
Pestering people
Impossible work deadlines
Setting meaningless tasks
Aggression
The above examples are not exhaustive and only serve as a guideline. Each case
will be taken in isolation and dealt with in the appropriate manner.
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Complaints procedure
It is often preferable for all concerned that complaints of bullying and/or harassment
are dealt with informally whenever possible. This approach is likely to produce
solutions that are speedy, effective and minimise embarrassment and the risk of
breaching confidentiality.
Thus, in the first instance a person who believes she or he is the subject of bullying
or harassment should ask the perpetrator to stop the offensive behaviour. If the
complainant finds this approach difficult then she or he should seek advice from their
contact person. The contact person should approach the alleged perpetrator in a
confidential, non-confrontational discussion, with a view to resolving the issue in an
informal low-key manner.
However, it may not always be practical to use such an informal procedure,
particularly when the bullying/harassment is serious or where the people involved are
at different levels in the organisation. Therefore, incidents of persistent bullying or
harassment should be reported to HR and/or the festival chair. In either instance, a
detailed record or what is said and done, along with times and dates should be kept
by the complainant, HR, the chair and any witnesses.
HR and/or the festival chair will investigate the matter by interviewing all concerned
parties. A verbal warning may be issued to the instigator if deemed necessary. The
instigator will be given a right to reply, and a disinterested party will witness any
proceedings.
If further complaints are made about the instigator following this procedure, the
instigator may be removed from any further participation as a volunteer, at the
discretion of the festival chair.
These procedures, both informal and formal, should be followed in all cases in which
grievances arise.
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Dublin LGBTQ Pride Ltd Volunteer Handbook 2013
Scope
The policies outlined in this handbook are applicable to all volunteers and affiliates of
Dublin Pride both in the course of their work for the organisation and at associated
events such as meetings, conferences, functions and social gatherings, whether on
or off site.
They also apply to contractors, customers and any other business contacts with
whom volunteers or affiliates might reasonably expect to come into contact within the
course of their work.
The policies will be reviewed annually, or as often as required in exceptional
circumstances, and will be amended where necessary.
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Dublin LGBTQ Pride Ltd Volunteer Handbook 2013
Leaving the Organisation
Dublin Pride accepts the service of all volunteers with the understanding that such
service is at the sole discretion of the organisation. Volunteers agree that the
organisation may at any time, for whatever reason, decide to terminate the
volunteer's relationship with the organisation.
Ending Your Volunteer Role
You can cease volunteering with Dublin Pride upon the completion of any volunteer
assignment, or when you are not currently engaged in an assignment. You may stay
subscribed to the members e-mail lists as long as you remain a member, regardless
of your volunteering status with Dublin Pride. If you wish to sever your relationship
with Dublin Pride, please inform your contact person as soon as possible.
This notice must be acknowledged by either HR or the relevant Director. Please note
that an Exit Interview is a requirement of the resignation process. Furthermore, it is
the policy of Dublin Pride to consider a Board Member or a Volunteer in a
Management Role ineligible for volunteering in a future Board or Management role if
he or she does not provide the expected four weeks advance resignation notice and
attend he required exit interview. HR and the Board must be notified immediately of
all terminations, in order to schedule and complete necessary exit paperwork. The
time requirements outlined in this policy may be reduced or waived by a decision of
the full Board of Directors in exceptional circumstances only. In the instance of the
resignation of a Director, the requirement of attendance of Board Meetings may be
suspended at the discretion of the Board of Directors for any reason.
Dismissal of a Volunteer
Volunteers who do not adhere to the rules and procedures of the organisation or who
fail to satisfactorily perform their volunteer assignment are subject to dismissal or
disciplinary action in accordance with the grievance procedures outlined in this
document. No volunteer will be terminated until the volunteer has had an opportunity
to discuss the reasons for possible dismissal with their contact person and/or HR.
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Dublin LGBTQ Pride Ltd Volunteer Handbook 2013
And Finally, Take Pride
Each of us brings special talents and areas of expertise of the organisation. Dublin
LGBTQ Pride’s values grow out of each individual’s values. The Dublin LGBTQ Pride
organisation’s results are merely the accumulation of our singular results. You make
a difference. Take time to feel good about what you do.
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Contact Details
Directors

Chris Procter (Chairperson) chis.procter@dublinpride.ie

Barry Hogan (Company Secretary) barry.hogan@dublinpride.ie

Jonathan MacCumhaill-BinRosli (Treasurer, Director of Finance)
jonathan.maccumhaill@dublinpride.ie

Sabrina Devine (Director of Events & Volunteers)
sabrina.devine@dublinpride.ie

Darren Lamont (Director of Marketing, Webmaster)
daren.lamont@dublinpride.ie

Louise Hannon (Director of Community Development)
louise.hannon@dublinpride.ie

Jason Flynn (HR Director) jason.flynn@dublinpride.ie
Registered Address
Dublin Pride Ltd
C/O Outhouse,
105 Capel Street,
Dublin 1
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Dublin LGBTQ Pride Ltd Volunteer Handbook 2013
Declaration
Please read this Handbook and policies contained herein, before you sign and return
the Volunteer Agreement document to HR or your designated contact person.
I acknowledge that I have received a copy of the Dublin Pride Volunteer Handbook
dated: January 2013.
I understand that this handbook replaces any and all prior verbal and written
communications regarding Dublin Pride volunteering conditions, policies, procedures,
appeal processes, and benefits.
I understand that the volunteering conditions, policies, procedures, appeal
processes, and benefits described in this handbook are confidential and may not be
distributed in any way nor discussed with anyone who is not a volunteer of Dublin
Pride
I will read and employ the contents of this handbook. If I have enquiries regarding the
contents of this handbook, I will raise them with HR or any member of the Board of
Directors. Furthermore, I will act in accordance with these policies and procedures as
a condition of my volunteering with Dublin Pride.
I have read and understand the policies and procedures set forth by Dublin Pride,
and I agree to act in accordance with them as a condition of my volunteering with
Dublin Pride.
Signed: _______________________________________ Date: ________________
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