Briefing note for Members’ Office Managers from the Cybersecurity Team 8/2/23

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Please note that links to the old Parliamentary intranet have been removed as of October 2023. Please use search on ParliNet to find relevant current details, if available.

https://parlinet.parliament.uk/house-of-commons-members-staff/

Please note that you will need to have a Parliamentary Network Account in order to access some of the links on this page.

Last week the Speakers of both houses sent notices to members regarding spear-phishing attempts.

You may have seen in the news today that MP Stewart McDonald has been subject to a cyber attack on his personal emails.

In the media: SNP MP Stewart McDonald’s emails hacked by Russian group – BBC News

The source of the attack is thought to be a Russian based group called SEABORGIUM. We are briefing you to raise your awareness of the tactics used and the measures you should take to protect your personal accounts. It applies to both members and to members’ staff, so I ask that you to share the guidance with your teams. This is a quick briefing for now to update you and further more comprehensive communications issued in due course.

What you need to know:

  • Stewart McDonald’s personal email was compromised
  • The hackers achieved this by compromising the personal email account of one of his staff, who was locked out
  • The group sent Stewart an email from the staff account with a malicious password-protected attachment
  • The topic of the email was relevant to the member’s work and looked like a genuine message from his staff

Our advice:

  • Be sure that you are communicating with the individual you think you are – if possible, use a separate means of contact to validate this
  • Do not click on links or open files unless you are sure of their source
  • Secure your personal accounts – use strong, unique passwords and turn on multi-factor/2-factor authentication on your social media accounts and personal email
  • Use a different password for your Parliamentary account
  • Use Parliamentary devices for Parliamentary business whenever possible
  • Do not set up any automatic email-forwarding between your Parliamentary email and personal accounts
  • Protect and update your personal devices. Security tips for your mobile phone – intranet PDF
  • Book a cyber security briefing with your local engagement team
  • Report suspicious messages or activity to the Parliamentary Digital Support Desk by calling x2001

For more insight on phishing visit the cyber security intranet pages. The ‘Think Before You Link’ app, from the Centre for the Protection of National Infrastructure (CPNI) helps you identify malicious online profiles and reduce the risk of being targeted. For further information, visit Think before you link app – CPNI webpage.

Personal Security

Elizabeth Tower against skyline
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We at w4mp are shocked at the news that Sir David Amess, MP for Southend West has died from his injuries after having been attacked at his advice surgery this afternoon.   We offer our sincere condolences to his family, friends and staff at this awful time.


Members and their staff need to remain alert and be aware of their security. Please do read our guide here: https://w4mp.org/w4mp/w4mp-guides/guides-to-parliament/security-at-westminster-and-in-constituency-offices/ for information about the support which is available to you.

The Members’ Security Support Service (MSSS) provides guidance, advice and support to members of both Houses and their staff, about security away from the Parliamentary Estate. You can call them on 020 7219 2244 if you wish to discuss anything related to security and personal safety.

Security away from Parliament, including at advice surgeries and in constituency offices: https://parlinet.parliament.uk/working-here/lords-staff-handbook/about-house-of-lords/security/

Hollie Gazzard Trust and MSSS talk on personal safety

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This is an event from the Wellness Working Group

Wednesday 14 July 14
10:00 AM – 11:00 AM

Nick Gazzard from the Hollie Gazzard Trust talking to the group about Hollie’s story and the work of the Trust. He will be joined by Neil Cahalin from Member Security Services at the House to speak about available personal security measures available through Parliament.

About the Hollie Gazzard Trust:

Hollie Gazzard was murdered by her former partner following domestic abuse and stalking at the age of 20. Hollie’s dad, Nick is determined to raise awareness and help educate other of these issues and what this can lead to using Hollie’s tragedy as a way of getting the message across. He will explain in detail what happened to Hollie, how he turned this awful tragedy into something positive with the creation of the Hollie Gazzard Trust as Hollie’s legacy. A key aim of the Trust is prevention and he will speak about Hollie Guard a personal safety app that has now been downloaded over 50,000 times, along with the development of Hollie Guard Extra. He will finish with a Q&A session and will answer any question about what happened to Hollie, how this has affected him as a father and the family, along with the topics of domestic abuse and stalking.

RSVP to mpsstaff-wwg@parliament.uk

Important information for people planning on returning to the Parliamentary estate from Monday 11th January 2021

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Important information for people planning on returning to the Parliamentary estate from Monday 11th January 2021.

The House of Commons will be returning from recess on Monday 11th January.  Only colleagues necessary to the continued functioning of the Estate and parliamentary business, or related support services, should be working on-site, with all others working remotely.  If you’re unsure, please discuss this with your line manager.

If you need to visit the Pass Office, please note that since July 2020 the Derby Gate Pass Office has operated an appointment service, to assist with making the environment COVID secure for everyone and only a very limited drop in service is available at the start of every hour.  Without an appointment we cannot guarantee you will be seen.  Please click here to make an appointment to collect your security pass, if required.

If you are returning to Parliament next week, please check your security pass is still valid.  If you need to renew your pass or security clearance the forms are available here.

Opening Times

Derby Gate Pass Issuing Office are open 8:00 – 18:00 Monday to Thursday and 8:00 – 16:00 on Fridays. The first twenty minutes of every hour allow for a drop in service at Derby Gate, if you have forgotten your security pass.

A drop-in service will be available at the Black Rod’s Garden Pass Issuing Office during the hours of 9:00 – 13:00.  This may be subject to change, depending on the level of demand, and opening times can be checked here, if required.

Drop-in appointments are very limited and are for emergencies only, so please ensure that you book an appointment to avoid delays.

Thank you for your co-operation and support.

Is your security clearance up to date?

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Your security clearance lasts for a maximum of three years.  With staff working from home, it’s quite easy to let your security clearance lapse without you realising it.  However, if it does lapse, you will not only lose access to the Parliamentary estate, but you may also lose access to the Parliamentary network – i.e. your emails, the intranet, etc.

Go and have a look at your pass and check if it’s still in date.  If you don’t have a physical pass, but have security clearance for network access, you can check the date on the email you were sent when clearance was first granted (you did keep it, didn’t you?)

If your clearance is due to expire soon, or has already expired, consult the relevant page on ParliNet.

 

UK terrorism threat level raised to ‘severe’

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Please note that links to the old Parliamentary intranet have been removed as of October 2023. Please use search on ParliNet to find relevant current details, if available.

https://parlinet.parliament.uk/house-of-commons-members-staff/

The UK’s terrorism threat level has been raised from “substantial” to “severe.  You can learn more about this on the BBC News website here: https://www.bbc.co.uk/news/uk-54799377

Please make sure that you read the guidance on the Parliamentary intranet

and read the ‘Run, Hide, Tell’ guidance

Security forms – technical issues with electronic PDFs

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Please note that links to the old Parliamentary intranet have been removed as of October 2023. Please use search on ParliNet to find relevant current details, if available.

https://parlinet.parliament.uk/house-of-commons-members-staff/

PSD are aware of some technical issues with the electronic PDF forms, which are being looked at as a matter of urgency.

In the meantime, please see this guidance on the intranet for details and workarounds:

Virtual Regional Roadshows

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The extremely popular regional roadshows were suspended because of COVID-19.  However, worry not, for the Customer Team has taken them online instead.

Rather than full day events, they have been broken down into 90-minute sessions, giving you a chance to learn about the range of services available, to influence future service provision and to share experience and knowledge with other staff working in your Region.

For full details, please go to the intranet page here: https://intranet.parliament.uk/business-news/news-current-issues/events/regional-constituency-events/

The current schedule is:

  • North East – Tuesday 30 June 2020
  • West Midlands – Tuesday 14 July 2020
  • Wales – Tuesday 28 July 2020
  • South West – Tuesday 4 August 2020
  • East – Tuesday 18 August 2020
  • London – Tuesday 25 August 2020
  • East Midlands – Tuesday 1 September 2020

More dates will be added later.

Managing an Internship in Your Office

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For information on short-term work experience placements for school pupils or college students, please see our page on ‘Organising Work Experience in an MP’s Office

The Chartered Institute of Personnel and Development (CIPD) has developed a Charter, which offers a Code of Practice on good management practice in order to make an internship as successful as possible.   W4MP supports this code of practice recommends it to all those involved in offering and taking part in internships.

If you are looking at this page because you are considering submitting an advertisement for an internship on W4MP, you may wish to revise the wording of your proposed advertisement to reflect this advice, before proceeding to submit it.

The CIPD is the UK’s leading professional body involved in the management and development of people.  Even though organisations benefit from internships, their prime purpose is to provide interns with meaningful work experience that enhances their employability and skills.  Ideally, an Intern should be paid a salary reflecting the contribution they make to the organisation, and at least receive the National Minimum Wage (or London Living Wage, where applicable).  However, the quality of the experience for the Intern is the most important factor.

The CIPD recommends that organisations offering internships should adhere to a voluntary code of practice, which is laid out in the following sections, indicated by the text in bold and italics.


Introduction

Congratulations, you got a job – you are now a Parliamentary Researcher (or some other equally-misleading job title), probably responsible for everything from making tea and opening post to writing speeches and shaping policy.  Brilliant!  I hope you’re feeling suitably pleased with yourself.  And, what’s more, you now appear to be diligently reading the guides on w4mp to make sure you’re as good as you can be at your job.  What a star!  (Either that or you were reading the funny cartoon strips and stumbled across this by accident…)

So, you arrive on your first day, open the post, change the voicemail recording (after a few attempts) to you enthusiastically suggesting people call the constituency office, and your MP has been packed off to the first of a series of meetings.  You’re about to tackle your inbox, starting to feel like you might actually know what you’re doing, when there’s a coughing noise in the corner of the room.  There in the corner, nervously trying to check Facebook with their screen turned so that they think you can’t see it, is an Intern.

Argh! As if managing yourself and your MP isn’t quite enough, there’s someone else.  Someone that relies entirely upon you to tell them what to do, and how to do it.

However, judging by the amount of applications that come in for parliamentary internships, chances are this person is pretty good.  Internships should be, and can easily be, mutually beneficial.  They want to learn about the job, get some experience and enjoy being in Westminster.  You’d like some help around the office, and someone to rant with when your boss is running two hours late or you spill your paper cup of porridge from the Debate caff all over your keyboard.  (Believe me, that stuff is like glue.)

Firstly, take a minute to consider whether you’re actually able to take an Intern on.  Do you have enough desk space?  Do you have a computer available for them to use?  Is there enough interesting work for them to do?   Can you commit to being able to have them in the office for a reasonable length of time?  Do you have the funds to pay them?

If the answer to all of these questions is yes, then you’ll need to talk to your MP about how it’s going to work.  Once they’ve agreed that your idea was brilliant, and you should definitely get an Intern, then it’s time to talk about all the technical stuff like pay.

It is always a good idea to talk to other MPs’ staff too, to hear about their experiences and handy hints.

Important: Do you have a computer which people on work experience or internships can use?

Be aware, that if your office has only computers supplied by PDS (formerly PICT), whether they be loaned or purchased, there is no longer a facility for a ‘guest, ‘local’ or ‘admin’ login, so people who do not have both security clearance and a network account will not be able to access those computers at all.  As most of the work in an MP’s office involves using a computer, this restriction will affect the type of task you are able to give to the student/volunteer/Intern, and may be a deciding factor in whether or not you can offer a work experience placement at all, particularly if it is just for one or two weeks.  For students on a longer work placement, e.g. a few months, you can apply for security clearance and a network account through the normal channels; they do not need to be formally employed to apply for these.

For information about security clearance for people on work experience check ParliNet.

Recruitment

“Interns should be recruited in broadly the same way as regular employees of an organisation, with proper consideration given to how their skills and qualifications fit with the tasks they will be expected to fulfil.  Recruitment should be conducted in an open and rigorous way to enable fair and equal access to available internships.  The job advertisement should give a clear indication of how long the internship will last, and at interview, the Intern should be told honestly whether there is a real chance of obtaining a full-time contract.”

 

Now you need to advertise and, as chance might have it, you’re in the right place.  Take a look at some of the existing adverts on W4MP, and it shouldn’t be too hard to write something along similar lines.  Just make sure you are really clear about the important things like where the internship is based, and what expenses are covered.

It’s important to advertise nationally, and as widely as possible.  As well as W4MP, you might want to look at third sector jobs boards or advertise locally in your constituency.

Assuming you’ve got your morally, ethically and legally sound advert up, the applications should come flooding in and you can enjoy the power-trip of picking over people’s CVs and pretending to be Alan Sugar.

One word of caution though – to save your applicants sweating over the refresh button of their inbox, try to acknowledge receipt of all applications and let them know roughly when they’ll hear back from you.  There’s really no excuse for just never getting back to applicants; if they didn’t get it, they’d rather just know.

Induction

“Interns should receive a proper induction to the organisation they enter to allow them to fully integrate.  Whether joining a large organisation, or an SME, an Intern just entering the job market may find the workplace intimidating.  It is important to introduce an Intern to the staff and the values of the organisation to help them integrate into the team, and allow them to hit the ground running.”

Make sure your shiny new Intern is clear about the kinds of things they might be doing, the hours you’d like them to work (although, again, this must be flexible if you aren’t paying) and the expenses/pay they’ll get.

It might be useful to have a short guide to post out to them before they start explaining a bit about how the office runs, what they might be doing, and a quick introduction to life in Parliament and your constituency.  It sounds like a lot of work, but it will save you time in the long run when you realise on week three that they’ve been telling everyone on the phone that your constituency is Barnsley, not Burnley, or when they run out of the building screaming the first time the division bell rings.

If you have a current Intern, this can be an interesting task for them to do; to write a guide of everything they wished they knew before starting!

Most importantly, get their pass application in ASAP! The sooner it’s in the better, and usually the applications are processed in 5 working days.  You are not allowed to bring them in as visitors and escort them around if they are coming to work, and it is a serious breach of security to do so.  No matter what you’ve read in their CV or whether you know them personally, without the full background and Counter Terrorism Check you could be unwittingly letting someone with nefarious intentions into Parliament.

Supervision

“Organisations should ensure there is a dedicated person(s) who has ring-fenced time in their work schedule to supervise the Intern and conduct regular performance reviews.  This person should provide ongoing feedback to the Intern, be their advocate and mentor during the period of internship, and conduct a formal performance review to evaluate the success of their time with the organisation.”

If you can arrange their first day to be one when your MP isn’t in, that makes things a lot easier.  Then you can show them around when your workload is a little lighter, and they can feel a little bit more like they know what they’re doing before the big boss is watching.

Things to do on the first day:

Tour.  Try to book them on an official tour.  Your ‘fact’ about Michael Jackson trying to buy the throne in the House of Lords might be funny, but probably not that much use when they suddenly have to show your MP’s nephew around the palace and all the tours are fully booked.  See our guide on Tours here: https://w4mp.org/w4mp/w4mp-guides/guides-to-parliament/tours-of-the-houses-of-parliament/

Show them around the building.  It sounds silly, but if you don’t tell them where the loo is, you might find you have a very shy Intern in inexplicable agony.  Make sure they know where they can get food, where the kitchen is, the Post Office, Vote Office, cash points, Travel Office, Whips’ Office, Members’ Centre, and anywhere else you go on a regular basis, including the Sports and Social Club.

Introduce them to people.  Make sure your Intern gets to meet lots of other new Interns.  Perhaps you can arrange to go for lunch with a few other researchers and their interns, or go to the Sports and Social Club for their first taste of parliamentary gin.

It’s also a good idea to introduce them to someone outside of the office that your Intern can talk to if they have a problem.  There should always be someone other than you and your MP that they can talk to should they be unhappy with any aspect of their internship.

This would also seem a logical point to let your Intern know about their right to union representation.  Unite has an active Parliamentary Staff Branch which represents staff both in Westminster and in the constituencies.

Give them some work to do.  The best way to learn is generally by doing, so there’s no reason why they can’t get to work fairly quickly.  Just make sure that you’re always there to answer lots of questions for them, and be patient.

Members Staff Register.  All Interns who are issued with a pass valid for more than three months are obliged to sign the Register Of Interests Of Members’ Secretaries And Research Assistants.  Remind them that if they receive a bursary or any other financial or material benefit, they may need to record it in the Members’ Staff Register, subject to the relevant thresholds.  The Member would also need to record any bursary in the Register of Members’ Financial Interests.  The staff of the Parliamentary Commissioner for Standards are very approachable and helpful, so don’t hesitate to give them a call if you’re not sure of anything.

So you made it through the first day without them thinking that you’re entirely incompetent and trying to perform a coup in the office.  Congratulations.

From herein it’s really not that hard.  Just talk to your Intern a LOT.  Make sure you always know what work they’re doing, how it’s going and if it’s too hard or too easy.  The worst thing would be to get to the end of the first week and find that they misunderstood something right at the start and all their work needs re-doing.

Treatment

“During their time with an organisation interns should be treated with exactly the same degree of professionalism and duty of care as regular employees.  They should not be seen as ‘visitors’ to the organisation, or automatically assigned routine tasks that do not make use of their skills.  Organisations should make some allowance for interns to, on occasion, attend job interviews or complete study requirements.”

Having an Intern can be brilliant.  To make sure that you get the most out of it, talk to them before they arrive about what they’re particularly good at and what they enjoy.  Maybe they love web design and would be great at starting up your website.  Or perhaps they love working with kids and would be brilliant at giving some school tours.  Whatever it is, find that talent, and make the most of it.  That way you’ll get something valuable, and they will enjoy their experience a whole lot more.

As well as the obvious pleasure your Intern will have in working with you, Parliament itself is a pretty great place to work, and you should make sure your Intern has time to enjoy it.  Here’s my quick checklist for things they should be able to do while they’re here:

  • Go on a parliamentary tour.
  • Sit in PMQs.
  • Sit in the Gallery for other interesting debates.
  • Sit in the House of Lords Gallery.
  • Write and table an EDM.
  • Write and table a Parliamentary Question.
  • Sit in a Select Committee meeting.
  • Accompany your MP over to Millbank studios.
  • Sit on the terrace and feel a bit smug as the tour boats go past.
  • Go along to a few receptions with free wine/canapés.

These are only a few suggestions.  Some might not be possible in your office, but you get the picture.  It helps to have a physical checklist of things your Intern wants to do before they leave, to make sure that you don’t reach the last week and have to try to cram everything in all at once.

Payment and Duration

“As a bare minimum the organisation should cover any necessary work-related expenses incurred by the Intern.  This includes travel to and from work, and any travel costs incurred whilst attending external meetings/events.  If an internship is unpaid and provides only expenses, then the internship should be no longer than four months.”

It is essential at this point to do the serious bit, and consult National Minimum Wage legislation.  This legislation exists to protect people from working for insufficient wages or for free.  It’s really important, not only from a moral point of view, but also because if you break it you, or your MP, could end up in court.  However, don’t worry; it’s pretty easy to understand.  If the opportunity you’re advertising fits the criteria, you must pay at least minimum wage.  If not, you don’t.  Simple.  Have a look at these:

You also need to make sure you remember what you’re advertising for!  An Intern is not a member of staff, not a skivvy, not a diary manager or professional tea-maker.  An unpaid internship must, by law, not have set hours or roles.  So if you’re not going to pay them, your Intern needs to know that they can come and go at different hours to you should they need to, and you can’t rely on them to run the office.  You may reimburse reasonable basic travel and subsistence expenditure for your registered volunteers.  You should ask your Intern to keep all of the receipts for lunch and travel, so that you can submit them to IPSA.  This expenditure will come out of your Staffing Allowance.

The Independent Parliamentary Standards Authority (IPSA) is responsible for payment of business costs to MPs and their staff.  Look at its website to learn more about what it does.

If you’re paying your Intern, you’ll need to provide them with a proper contract of employment.  If you’re not able to pay your Intern, it’s still important to make sure they know what to expect from the internship, and what you can get in return.  See the info below about IPSA and their IPSA Model Volunteer Agreement.

It is important that you read their guidance .  There is a distinction between ‘Employed Interns’ and ‘Volunteers’ and, if you are paying your Intern less than National Minimum Wage, you should read their Model Volunteer Agreement.  You might also find it helpful to put ‘Intern’ into the search facility on the IPSA website; there are a number of other useful references.

Certification/Reference and Feedback

On completion of their internship organisations should provide interns with a certificate/reference letter detailing the work they have undertaken, the skills and experience acquired, and the content of the formal performance review conducted at the end of the internship.  Interns should also be offered the opportunity to give feedback on their experience in an ‘exit interview’, giving organisations the opportunity to reflect on its own performance in delivering internships.

So, your Intern is leaving.  By now, you’re probably inseparable, and you’re sure you saw the shine of a tear in your MP’s eye as they set off for the constituency after saying that last goodbye.  Or perhaps it’s all been a bit more professional and stiff-upper-lip than that.  But however it went, it’s important to end an internship with as much thought as it began.  Your Intern needs a proper evaluation of how the internship went, either through a meeting with you or with your MP, so that they can come away with some positive feedback and areas for development.  You might also be able to help them if they’re job-hunting in Parliament, or by providing references.

So by now you are an expert manager, your CV is gold-plated, and you just made an Intern pretty happy.  You probably have just enough time to give yourself a quick pat on the back before starting to sift through that next pile of CVs…

From the Chartered Institute of Personnel and Development (CIPD) ‘Internships that work – a guide for employers‘: http://www.cipd.co.uk/hr-resources/guides/internships-employers-guide.aspxFor information on short-term work experience placements for school pupils or college students, please see our page on ‘Organising Work Experience in an MP’s Office