Document ID: CYBDM-HR-001

Cyberdome Volunteer Framework

Version 1.1

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Revision History

Version
Release Date Description Author Reviewer Approver
Number

1.0 07-Nov-2017 Baselined AnilKumar KG Prakash SP Manoj Abraham IPS

Updated Self-Assessment
1.1 01-05-2019 document clause & Rajeev R P Prakash S P Manoj Abraham IPS
Review

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Contents
1. Volunteer Structure ................................................................................................................................................................................................ 4
2. On Boarding Process ............................................................................................................................................................................................... 6
3. Off Boarding Process .............................................................................................................................................................................................. 9
4. Code of Conduct for Volunteers ............................................................................................................................................................................ 11
5. Media Policy......................................................................................................................................................................................................... 14
6. Disciplinary Actions .............................................................................................................................................................................................. 20

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1.Volunteer Structure
ID Cards

(One ID card will

Cyberdome only be
Category Title Responsibility ID Card Validity
Reporting provided to
each Volunteer
)

Advisory Committee responsible

to review &advice information
security compliance &
governance of Cyberdome. This
Information Security
Information Security team is responsible to
Management Nodal Officer Yes 2 Years
Advisor review organization’s information
Committee (ISMC)
security management system at
planned intervals to ensure its
continuing suitability, adequacy
and effectiveness.

Cyberdome Project Senior professionals responsible

Cyberdome
Governing Council for reviewing / overseeing Operations Officer Yes 2 Years
Commanders
Member Cyberdome projects / Initiatives

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Senior professionals accountable

Commander for driving a Operations Officer Yes 2 Years
function/project/initiative

Manages/Responsible for
Deputy Commander execution of specific Operations Officer Yes 1 Year
function/projects

Manage team of volunteers

Assistant
assigned for specific Operations Officer Yes 1 Year
Commander
function/projects

Volunteers working on assigned

projects/tasks, Manage team of
Junior Commander Operations Officer Yes 1 Year
volunteers assigned for specific
function/projects

Volunteers working on assigned Cyberdome Police

Elite Member No NA
projects/tasks. Officers
Cyberdome Volunteers
Volunteers working on assigned Cyberdome Police
Volunteer No NA
projects/tasks Officers

Yes* Internship Period

Students/Research Scholars/
Project Student / Cyberdome Police
Intern Trainee/Associate working on
Trainee / Associate Officers (* Temporary ID
Research /Development projects
Card)

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2.On Boarding Process

Entry Criteria Onboarding Requirements
Title Access to Cyberdome
Direct Promotion Background Screening Agreements
Access limited to
Internal/Confidential
Govt ID verification
15+ Years of experience in NDA informationof Cyberdome other
Criminal History Check
Information Security Advisor Cyber Sec / Compliance NA Volunteer Framework than investigation data, with
Social Media
Leadership / ISMS Auditor Volunteer Agreement approval from Nodal Officer.
ProfilingApproval/Attestation
Physical: Vendor/Visitor Access
only with escort
25+ quantifiable* work
Govt ID verification
Commander/Cyberdome 12+ Years of experience in contributions to NDA
Criminal History Check
Project Governing Council Cyber Sec / Compliance Cyberdome as a Deputy Volunteer Framework
Social Media
Members Leadership / Academics Commander with excellent Volunteer Agreement
ProfilingApproval/Attestation
service
15+ quantifiable* work
Govt ID verification
contributions to NDA
10+ Years of experience in Criminal History Check Access limited to
Deputy Commander Cyberdome as an Asst Volunteer Framework
Cyber Sec / Compliance Social Media Internal/Confidential
Commander with excellent Volunteer Agreement
ProfilingApproval/Attestation informationon specific projects
service
involved, with approval from
10+ quantifiable* work
Govt ID verification reporting Cyberdome Officer.
contributions to NDA
7+ Years of experience in Criminal History Check Physical: Vendor/Visitor Access
Assistant Commander Cyberdome as a Junior Volunteer Framework
Cyber Sec / Compliance Social Media only with escort
Commander with excellent Volunteer Agreement
ProfilingApproval/Attestation
service
7+ quantifiable* work
Govt ID verification
contributions to NDA
4+ Years of experience in Criminal History Check
Junior Commander Cyberdome as an elite Volunteer Framework
Cyber Sec / Compliance Social Media Profiling
member with excellent Volunteer Agreement
Approval/Attestation
service

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5+ quantifiable* work
Govt ID verification NDA
3+ Years of experience in contributions to Access limited to Internal
Elite Member Social Media Profiling Volunteer Framework
Cyber Sec / Compliance Cyberdome as a Volunteer information on specific projects
Approval/Attestation Volunteer Agreement
with excellent service involved with approval from
reporting Cyberdome Officer.
2+ Years of experience in Govt ID verification NDA
Physical: Vendor/Visitor Access
Volunteer Cyber Sec / Compliance Social Media Profiling Volunteer Framework
only with escort
Leadership. Approval/Attestation Volunteer Agreement

Govt. ID proof.
Recommendation letter & NDA No access to Cyberdome
Technology students selected
Project Student/Trainee/ course certificate from college, Volunteer Framework Internal/Confidential information.
through screening/selection NA
Associate previous mark lists etc. Volunteer Agreement Physical: Vendor/Visitor Access
process
Social Media Profiling Declaration only with escort
Approval/Attestation
*Quantifiable work – The quantifiable work may be any modules/project/activities/tasks/knowledge sharing sessions/training to Cyberdome Officers/idea/solution/ or outcome which may
be important to Cyberdome based on its priority, criticality, usefulness, requirement and effectiveness. The work is evaluated by the Cyberdome team and reported to the Nodal Officer.
The approval to count the work as a quantifiable one is the sole discretion of the Operations Officer and Nodal Officer.
*All Volunteers should submit a Self- assessment document annually based on their contributions to Cyberdome/Department/the Society/ Public/ their concerned which will be reviewed
by the Cyberdome authority.

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Commander / Volunteer

6 7
4
1 2 3 5 Issuing ID Assigning
Signing of
Selection Screening Confirmation Orientation Cards for Reporting
Agreements
Commanders Manager

Project Associate / Trainee / Associate

6
4
1 2 3 5 Assigning
Signing of
Selection Screening Confirmation Orientation Project &
Agreements
Project Guide

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3.Off Boarding Process

Off- boarding - Employee Requirements
Title Exit Criteria Checklist
Things to be returned Agreements

1. Revoke system access

2. Remove access entry
3. Change passwords and
On request for
All devices/gadgets/documents issued if any. Non-Disclosure Agreement other access codes
discontinuance/ Violation of
Information Security Advisor ID card/ Security cards/keys/Tools. Cyberdome Volunteer 4. Collect organisations
organisational policies/
Agreement assets
unproductive.
5. Redirect emails and calls
6. Remove from official
Media groups

All devices/gadgets/documents issued if any.

Commander/Cyberdome Non-Disclosure Agreement
ID card/ Security cards/keys/Tools.
Project Governing Council Cyberdome Volunteer 1. Revoke system access
Members Agreement 2. Remove access entry
3. Change passwords and
On request for All devices/gadgets/documents issued if any.
Non-Disclosure Agreement other access codes
discontinuance/ Violation of ID card/ Security cards/keys/Tools.
Deputy Commander Cyberdome Volunteer 4. Collect organisations
organisational policies/
Agreement assets
Unproductive.
5. Redirect emails and calls
All devices/gadgets/documents issued if any. 6. Remove from official
Non-Disclosure Agreement
ID card/ Security cards/keys/Tools. Media groups
Assistant Commander Cyberdome Volunteer
Agreement

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All devices/gadgets/documents issued if any.

Non-Disclosure Agreement
ID card/ Security cards/keys/Tools.
Junior Commander Cyberdome Volunteer
Agreement

All devices/gadgets/documents issued if any. Non-Disclosure Agreement

R&D Associate ID card/ Security cards/keys/Tools. Cyberdome Volunteer
Agreement 1. Revoke system access
2. Remove access entry
On request for All devices/gadgets/documents issued if any. 3. Change passwords and
Non-Disclosure Agreement
discontinuance/ Violation of ID card/ Security cards/keys/Tools. other access codes
Elite Member Cyberdome Volunteer
organisational policies/ 4. Collect organisations assets
Agreement
Unproductive. 5. Redirect emails and calls
All devices/gadgets/documents issued if any. 6. Remove from official Media
Non-Disclosure Agreement groups
ID card/ Security cards/keys/Tools.
Volunteer Cyberdome Volunteer
Agreement

Non-Disclosure Agreement
Project Student/Trainee/ All devices/gadgets/documents issued if any.
Cyberdome Volunteer
Associate ID card/ Security cards/keys/Tools.
Agreement

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4.Code of Conduct for Volunteers

i. Policy brief & purpose
This Code of Conduct for Volunteers policy outlines Cyberdome’s expectations regarding volunteers’ behaviour
towards their team members, supervisors and to the overall organization. Cyberdome respect freedom of
expression and open communication. But we expect all Cyberdome volunteers to follow this code of conduct
policy. Volunteers should avoid offending, participating in serious disputes and disrupting in
Cyberdome’s workplace (Workplace may be physical or virtual office). Cyberdome also expect volunteers to foster
a well-organized, respectful and collaborative environment. It is mandatory to always act with fairness, honesty,
integrity and openness; respect the opinions of others and treat all with equality and dignity without regard to
gender, race, colour, creed, ancestry, place of origin, political beliefs, religion, marital status, disability, age, or
sexual orientation. Since strict observance of the Code of Conduct for Volunteers is fundamental to the activity
and reputation of the Cyberdome, management has the responsibility of ensuring compliance with Code of
Conduct for Volunteers.
ii. Scope
This policy applies to all users of Kerala Police Cyberdome resources/assets. All employees, contractors,
consultants, volunteers/commanders/Interns, any individual/partner/partner organization associating with
Kerala Police Cyberdome, temporary and other workers at Kerala Police Cyberdome, including all personnel
affiliated with third parties must adhere to this policy. All Volunteers/other associates of Cyberdome are bound
by their contract to follow our Code of Conduct while performing their duties and while associating with the
Cyberdome.
iii. Compliance with law
All must protect our organisation’s legality. They should comply with all environmental, safety and fair dealing
laws. Cyberdome expects all its associates to be ethical and responsible when dealing with organisation’s activities,
collaboration, products, partnerships and public image.

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iv. Respect in the workplace

All should respect their colleagues. Cyberdome won’t allow any kind of discriminatory behaviour, harassment or
victimization. Everyone should conform with equal opportunity policy in all aspects of their work, from
recruitment and performance evaluation to interpersonal relations.
v. Protection of organisational Property
All should treat our organisation’s property, whether material or intangible, with respect and care.
Volunteers/commanders/other associates/partners:
 Shouldn’t misuse company equipment or use it frivolously.
 Should respect all kinds of incorporeal property. This includes trademarks, copyright and other
property (information, reports etc.).All should use them only to complete their job
duties/responsibilities.
 All should protect company facilities and other material property from damage and vandalism whenever
possible.
vi. Professionalism
All volunteers must show integrity and professionalism in their work and workplace. Act with fairness and honesty
in all your dealings — be objective and transaction-oriented.
vii. Job duties and authority
All volunteers should fulfil their job duties with integrity and respect toward public, stakeholders and the
community. Cyberdome expects team members to follow team leaders’/supervisors’ instructions and complete
their duties with skill and in a timely manner.
viii. Conflict of interest
All volunteers are expected to avoid situations in which his or her financial or other personal interests or dealings
are, or may be, in conflict with the interests of the Cyberdome. Accordingly, the Cyberdome expects its volunteers
to act in the Cyberdome's interest at all times. Cyberdome expects everyone to avoid any personal, financial or
other interests that might hinder their capability or willingness to perform their job duties. Volunteers must not
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use any Cyberdome's property, information or position, or opportunities arising from these for personal gains or
to compete with or to tarnish the image of the Company. All Volunteers must avoid situations in which their
personal interest could conflict with the interest of the Cyberdome. If, under any circumstance, Volunteers'
personal interests conflict with those of the Cyberdome’s, in all such cases the volunteers must seek advice from
his or her reporting/ reviewing manager/supervisor or from Cyberdome management.
ix. Collaboration
Volunteers should be friendly and collaborative. They should try not to disrupt the workplace or present
obstacles to their colleagues’ work.
x. Communication
All must be open for communication with their peers, supervisors or team members.
xi. Utilization of Benefits
We expect volunteers to not abuse/misuse their benefits offered by Cyberdome. The benefits can be referred to
any facilities, subscriptions, ID Cards, conveyance, internet or any other benefits Cyberdome offers.
xii. Policies
All volunteers should read and follow all Cyberdome policies. If they have any questions, they should ask their
managers or Human Resources (HR) section of the Cyberdome.

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5.Media Policy
i. Policy brief & purpose
Cyberdome Media policy establishes a set of standard expectations regarding volunteers’ behaviour when
using/interacting with all types of media. It sets out how volunteers/other associates must behave when
interacting on media on behalf of Cyberdome. It also explains the rules about using personal social media accounts
and describes what Cyberdome Employees/Volunteers/other associates may say about the organisation on their
personal accounts. This policy should be read alongside other key policies. The organisations internet use policy is
particularly relevant to staff using social media. This policy applies to professional and personal use of social media
by Employees/Volunteers/other associates who undertake paid or voluntary work on behalf of the Cyberdome
ii. Purpose
Media can bring significant benefits to Cyberdome, particularly for reaching out to the general public. However,
it’s important that everyone who interacts with media on behalf of Cyberdome do so in a way that enhances the
organisations prospects. A misjudged statement can generate complaints or damage to the organisation’s
reputation. This policy and its supporting guidance aim to:
 Support appropriate use of social media for personal and professional purposes.
 Clarify the boundaries between Cyberdome-related and private use of social media.
 Safeguard the interests and privacy of stockholders and staff Cyberdome as well as retain their trust.
 Promote security and privacy online.
 Maintain the security of IT systems and infrastructure of Cyberdome.
 Protect intellectual property rights, information assets, financial interests and competitive edge of
Cyberdome.
 Maintain reputation and integrity of Cyberdome as well as to comply with the law of land.

 Confirm what is acceptable and what is unacceptable behaviour in terms of social media usage is.

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iii. Policy scope

iv. This policy applies to all users of Kerala Police Cyberdome resources/assets. All employees, contractors,
consultants, volunteers/commanders/Interns, any individual/partner/partner organization associating with Kerala
Police Cyberdome, temporary and other workers at Kerala Police Cyberdome, including all personnel affiliated
with third parties must adhere to this policy. All Volunteers/other associates of Cyberdome are bound by their
contract to follow our Code of Conduct while performing their duties and while associating with the Cyberdome.
This policy applies to any communications made on behalf of Cyberdome/dealing with any kind information
relating to Cyberdome to any kind of media at any time and from anywhere. This policy applies to all
Volunteers/Commanders/ other associates at Cyberdome on how their interactions must be with all medias;
visual/printed/other media— no matter whether for official or personal reasons. Media and services include (but
are not limited to):
a. All visual or printed Medias.
b. Popular social networks.
c. Messenger applications.
d. Online review websites.
e. Sharing and discussion sites.
f. Photographic social networks.
g. Question and answer social networks.
h. Professional social networks.
v. Interactions with mass media (visual/printed/any other media)
Cyberdome volunteers/Commanders/other associates are not permitted to interact with mass Medias in any
manner on behalf of Cyberdome unless otherwise specifically authorised by the Cyberdome authority. In such
cases of specific authorisation a written permission must be obtained from the Cyberdome authority before
interacting with mass media on behalf of Cyberdome. Cyberdome volunteers/Commanders/other associates must
not mention their honorary ranks they have in Cyberdome while interacting with mass media if they are doing so

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in their personal interests. When interacting with mass media on behalf of Cyberdome,
volunteers/Commanders/other associates must use good judgement about what they say and about the
appropriateness of statements since a misjudged statement can have a heavy toll on the reputation of the
organisation.
vi. Creating social media accounts
New social media accounts in the organisation’s name must not be created unless approved by the Cyberdome
authority. Cyberdome operates its social media presence in line with a strategy that focuses on the most-
appropriate social networks, given available resources. If there is a case to be made for opening a new account, it
should raise with the Operations Officer, Cyberdome.
vii. Inappropriate content and uses
Cyberdome social media accounts must not be used to share or spread inappropriate content, or to take part in
any activities that could bring the organisation into disrepute. When sharing an interesting blog post, article or
piece of content, all should always review the content thoroughly, and should not post a link based solely on a
headline.
viii. Talking about the organisation
a. Volunteers/other associates should ensure it clear that their social media account does not represent
Cyberdome’s views or opinions.
b. Include a disclaimer in social media profiles: ‘the views expressed are my own and do not reflect the views
of Cyberdome.’
c. Use good judgment about what you post and remember that anything you say can reflect on Cyberdome
even if you do include a disclaimer. Always strive to be accurate in your communications about Cyberdome
and remember that your statements have the potential to result in liability for yourself or Cyberdome. Be
respectful to Cyberdome and be professional and honest in your communications.

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d. Volunteers/other associates should use their best judgment in posting material that is either inappropriate
or harmful to Cyberdome, its employees, or individuals. If you are uncertain or concerned about the
appropriateness of any statement or posting, refrain from making the communication.
e. Social media networks, blogs and other types of online content sometimes generate press and media
attention or legal questions. Volunteers/other associates should refer these inquiries to the Cyberdome
authority.
f. If you see content in social media that disparages or reflects poorly on Cyberdome or its stakeholders, you
should contact Cyberdome. Protecting Cyberdome’s goodwill, brands and reputation is every volunteer’s
responsibility.
ix. Respect Intellectual Property and Confidential Information
Cyberdome restricts Volunteers/other associates use and disclosure of the organisations confidential information
and intellectual property. Beyond these mandatory restrictions, you should treat the organisations valuable
secrets and other confidential information and intellectual property accordingly and not do anything to jeopardize
them through your use of social media. If there are questions about what is considered confidential,
Volunteers/other associates should check with Cyberdome authority. In addition, you should avoid:
 Misappropriating or infringing the intellectual property of other organisations and individuals, which can
create liability for you and for Cyberdome.
 Do not use Cyberdome’s logos, brand names, taglines, slogans or other trademarks, or post any confidential
or proprietary information of the organisation, without prior permission from the Cyberdome authority.
x. Safe and Responsible Social Media Use
The rules in this section apply to any Volunteers/other associates using Cyberdome social media accounts. Users
must not:
a. Create or transmit material that might be defamatory or incur liability for the organisation.

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b. Post message, status updates or links to material or content that is inappropriate. Inappropriate content
includes: pornography, racial or religious slurs, gender-specific comments, information encouraging criminal
skills or terrorism, or materials relating to cults, gambling and illegal drugs.
c. This definition of inappropriate content or material also covers any text, images or other media that could
reasonably offend someone on the basis of race, age, sex, religious or political beliefs, national origin,
disability, sexual orientation, or any other characteristic protected by law.
d. However, this doesn’t restrict volunteers from sharing such things as part reporting such incidents to the
Cyberdome. In that case Volunteers are free to report provided the same must be done only through
Personal Messages to the group admins or through Cyberdome official e-mail/website.
e. Use social media for any illegal or criminal activities.
f. Send offensive or harassing material to others via social media.
g. Broadcast unsolicited views on social, political, religious or other non-business related matters.
h. Send or post messages or material that could damage Cyberdome’s image or reputation.
i. Post, upload, forward or link to spam, junk email or chain emails and messages.
j. Mention their honorary title at Cyberdome in their social media accounts without explicitly mentioning as
honorary.
k. Make any statement or respond to any query/comment on behalf of Cyberdome without email approval
from the Cyberdome authority
xi. Copyright
Cyberdome respects and operates within copyright laws. Users may not use social media to:
a. Publish or share any copyrighted software, media or materials owned by third parties, unless permitted by
that third party.
b. Share links to illegal copies of music, films, games or other software.

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xii. Security and Data Protection

Employees/Volunteers/other associates should be aware of the security and data protection issues that can arise
from using social networks.
xiii. Maintain Confidentiality
Employees/Volunteers/other associates must not:
a. Share or link to any content or information owned by Cyberdome that could be considered confidential or
sensitive.
b. Share or link to data in any way that could breach Cyberdome’s data protection policy.
xiv. Policy enforcement
a. Monitoring social media use - Company IT and internet resources — including computers, smart phones and
internet connections — are provided for legitimate use.
b. The organisation therefore reserves the right to monitor how social networks are used and accessed through
these resources.
c. Any such examinations or monitoring will only be carried out by authorised staff.
d. Additionally, all data relating to social networks written, sent or received through the organisations
computer systems is part of official records.
e. Cyberdome can be legally compelled to show that information to law enforcement agencies or other parties.
xv. Potential sanctions
Knowingly breaching this Media Policy is a serious matter. Users who do so will be subject to disciplinary action,
up to and including legal action. Volunteers, Commanders and other users may also be held personally liable for
violating this policy. Activities that violate Cyberdome's Information Security Policies or any other Organizational
policy may subject Employees/Volunteers/other associates to disciplinary action or termination. Where
appropriate, the organisation will involve the law enforcement agencies in relation to breaches of this policy.

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6.Disciplinary Actions
i. Policy brief & purpose
Cyberdome may have to take disciplinary action against volunteers who repeatedly or intentionally fail to follow
Cyberdome’s volunteer code of conduct or any Cyberdome policy. Disciplinary actions will vary depending on the
violation. This Disciplinary action policy explains how Cyberdome addresses its volunteers’ misconduct or
inappropriate performance.
ii. Purpose
Purpose of this document is to make Cyberdome volunteers to make aware of the consequences of their
inappropriate actions while working with Cyberdome. This policy outlines Cyberdome’s disciplinary procedures
against volunteers on their misconduct to the Organization.
iii. Scope
This policy applies to all users of Kerala Police Cyberdome resources/assets. All employees, contractors,
consultants, volunteers/commanders/Interns, any individual/partner/partner organization associating with Kerala
Police Cyberdome, temporary and other workers at Kerala Police Cyberdome, including all personnel affiliated
with third parties must adhere to this policy. All Volunteers/other associates of Cyberdome are bound by their
contract to follow our Code of Conduct while performing their duties and while associating with the Cyberdome.
This policy applies to any communications made on behalf of Cyberdome/dealing with any kind information
relating to Cyberdome to any kind of media at any time and from anywhere. This policy applies to all
Volunteers/Commanders/ other associates at Cyberdome on how their interactions must be with all medias;
visual/printed/other media— no matter whether for official or personal reasons

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iv. Policy Elements

The stages that may be followed when discipline is deemed necessary include the following:
1. Verbal warning
2. Corrective Actions
3. Official reprimand
4. Disciplinary meeting with appropriate supervisory authority
5. Final written warning
6. Detraction of benefits
7. Indefinite suspension or demotion
8. Termination
9. Legal action in cases of corruption, theft, embezzlement or other unlawful behaviour
The nature of the offense must be explained to the volunteer from the beginning of the procedure. The verbal
warning may take the form of a simple oral reprimand but also a full discussion if that is necessary. The volunteer
must read and sign the written reprimand and final written warning. These documents include the time limit in
which a volunteer must correct their conduct before we take further disciplinary action.

The following scenarios indicate where the disciplinary procedure starts depending on the violation:
 Misdemeanours/One-time minor offense: Disciplinary procedure starts at stage 1. It includes but is
not limited to:
1. Rude behaviour to the organisation members or partners.
2. On-the-duty minor mistakes.
3. Inappropriate use of Cyberdome proprietary materials.

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4. Violation of Cyberdome Policies

 Misconduct/Frequent offender. Disciplinary procedure starts at stage 5. It includes but is not limited
to:
1. Lack of response to corrective actions.
2. Frequent Inappropriate use of Cyberdome Proprietary materials.
 Severe offensive behaviour/Felony: Disciplinary procedure starts at stage 6. It includes but is not
limited to:
1. Corruption/ Bribery.
2. Breach of Cyberdome policies/agreements.
3. Harassment/ Voluntary discrimination.
4. Workplace Violence.
5. Embezzlement/Fraud.

Cyberdome Operation Officer / Nodal Officer / Management / HR team may choose to repeat stages of our
disciplinary procedure as appropriate. This decision depends on volunteers’ reaction to our disciplinary procedure,
whether they repent their behaviour and the nature of their offense. Our disciplinary procedure begins when there
is sufficient evidence to justify it. When there is suspicion or hints of misconduct, managers or HR must investigate
the matter first. We are obliged to refrain from disciplinary actions that may constitute retaliatory behaviour. We
have the right to modify this policy or act in any other legal or reasonable way as each case demands. But, we will
always enforce discipline in a fair and lawful manner.

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