IT Acceptable Use Policy - Full Document

IT Acceptable Use Policy - Full Document

Last Updated (Monday, 21 April 2008 14:02) Written by Iain Monday, 21 April 2008 13:50

Computer and Internet Usage Policy

Table of Contents

1. GENERAL
2. INTERNET USAGE
3. PROHIBITED USES
4. EXCEPTIONS TO PROHIBITED USE
5. UNTOWARD INCIDENTS
6. UPLOADING & DOWNLOADING OF FILES
7. INTERNET USE BY YOUNG PEOPLE & OTHER USERS
8. PUBLICATION OF MATERIAL
9. NETWORKING
10. INTERNET
11. YOUNG PEOPLE
12. CONDITIONS OF USE
13. MISUSE
14. GLOSSARY
15. BIBLOGRAPHY

1. GENERAL

1.1. IT Acceptable use policy
1.2. PC’s and laptops are available for use in the Centre, free to all members of the Centre. Although access to the PC’S and the internet is free a charge for consumables such as print outs, discs etc can be made. A list of all such charges will be displayed at the Centre.
1.3. The Centre reserve the right to withdraw this service should it be uneconomical to run or is being abused.
1.4. This document should be read with the knowledge that the “virtual world” is a constantly changing target that matures and develops on a daily basis. Given this, it must be understood that revisions may not be regular enough to cover each and every development, and any concerns with particular pieces of new technology or working practices must be brought to the attention of the committee chairman or IT administrator.
1.5. You should retain a copy of this policy for your future reference.

2. INTERNET USAGE

2.1. Malpas Young Persons Centre (the Centre) recognises the importance of Internet access to all young people, particularly to those who do not have access at home. Through it’s youth work provision the Centre can provide a very valuable and unique role to young people by offering free Internet access.
2.2. The Internet offers information and communication possibilities of immense importance and at a scale never before possible. However, this very powerful tool has to be used with care. These Guidelines attempt to protect staff and young people from both intentional and unintentional misuse.
2.3. This policy will be reviewed on an annual basis to ensure that the guidelines are workable and also to identify any changes to Centre policies which may affect these guidelines.
2.4. The implementation of this policy is the responsibility of the MYPC Management Committee. All volunteers should sign the policy to confirm that they have read it.
2.5. This policy, along with volunteer and user guidelines, is available for all members of the Centre’s Management Committee, volunteers, parents and guardians, young persons and all relevant authorities to view, and if necessary take copies
2.6. Any breaches of this policy could be subject to disciplinary action, which may involve IT Officers and/or the police.

3. PROHIBITED USES

3.1. The Centre’s Internet service may not be used for the transmitting, retrieving or storing of any communications or images which are:

3.1.1. Harassing – harassment is unwanted conduct (including insults and “jokes”) which relates to gender, race sexual orientation, religion, disability or other similar issues.
3.1.2. Defamatory – defamation is the publication of material which adversely affects the reputation of a person or company.
3.1.3. Copyright – copyright means that the owner of such material has the exclusive right to determine how that material might be copied and used. Copyright material may not be transmitted if the owner’s permission has not been obtained.
3.1.4. Violent or Sexual Nature – As there can be no possible legitimate use for accessing or transmitting sexually explicit materials at MYPC, the question of whether or not such material constitutes pornography is not relevant to the use of the Centre’s Internet services and all such material is prohibited.
3.1.5. in the view of the supervising volunteer, or session leader, inappropriate in the context of MYPC

3.2. Use of the Centre’s Internet facility to deliberately propagate computer viruses, Worms, Trojan horses or trap door programmes is prohibited.
3.3. Use of the Centre’s Internet facilities to disable or overload any computer system or network, or to attempt to disable, defeat or circumvent any system intended to protect the privacy or security of another user is prohibited.
3.4. Use of third party websites to attempt to access websites or material blocked by the system administrator
3.5. Use of programming tools such as, but not limited to, scripts and macros to attempt to access websites or material blocked by the system administrator
3.6. Use of the Centre’s Internet facilities to download or distribute pirated software or data is prohibited.
3.7. Use of the Centre’s facilities to provide an “anonymous location” is open for exploitation, it is prohibited to use the facility in that way and all users must be responsible for their actions. Accurate logging of use will ensure culpability.

4. EXCEPTIONS TO PROHIBITED USE

4.1. Committee Members or Volunteers who have to monitor offensive material or accessed sites by centre users as part of their role, may access relevant material with the chairman’s permission.
4.2. It is recognised that whilst undertaking research in subjects such as Sex and Relationship Education, or Drug Awareness (for example), that inappropriate sites may be unavoidably accessed, particularly those that are camouflaged. It is the responsibility of the user to inform the session’s or project’s leader beforehand of such searches. The browsing history must be cleared following such searches, including temporary internet files, history, form data and cookies, should be cleaned of any inadvertent downloading from such sites, and again this should be logged and inform the session’s or project’s leader informed.
4.3. Each site visit made for such purposes must be recorded using IT Log Sheet 01 which identifies the site, the date and time of the visit and the purpose. The log must be retained for a minimum of two years from the date of the visit.

5. UNTOWARD INCIDENTS

5.1. The nature of the Internet is such that it may not always be possible to avoid accessing material, which is prohibited by the terms of this Policy.
5.2. Users who are placed in this position should contact the session or project Leader as soon as is reasonably possible and the incident should be logged.

6. UPLOADING & DOWNLOADING OF FILES

6.1. A significant benefit of the Internet is the ability to access and distribute files quickly and easily and the Centre is keen to ensure that this facility is available to users.
6.2. Virus scanning software, which is designed to intercept any viruses in files (including e.mail attachments), must be installed on all computers that have access to the Internet, or access to files originating from the Internet.
6.3. The virus definitions must be kept up to date, by regular and frequent downloading, as per the anti virus software instructions.
6.4. Any incidents regarding the detection of viruses in files uploaded and downloaded using the Internet services should be logged and the session or project leader informed.

7. INTERNET USE BY YOUNG PEOPLE & OTHER USERS

7.1. Enabling free access to the Internet is seen as an important role of the Centre. The Internet is also seen as an important educational resource.
7.2. Volunteers and session leaders in the first instance, and ultimately the MYPC Management Committee, are responsible for the Internet Provision and the responsible monitoring of access by young people.
7.3. Whilst “child safety” programmes are available they are not fool proof as they are easily circumvented by use of third party websites or simple programming techniques. It is therefore, the responsibility of all volunteers to be vigilant when supervising young people and/or members of the community when they are using IT equipment at MYPC. Monitoring of young people (or other users) by volunteers whilst using the Internet is the only safe method. This through “over the shoulder” monitoring together with installed software to accurately log all computer usage, however, it may from time to time not be possible to give constant supervision and in these circumstances it is important that the logging software be scrutinised for inappropriate usage as soon as possible after the session.
7.4. The Youth Work programme should include the training of young people in the dangers of, and safe usage of the Internet
7.5. Before using the Internet at the Centre, users should be fully aware of the contents of this document. The user has a responsibility to follow this policy.
7.6. Any breaches of this policy by users of the Centre should be logged on the session appraisal sheet, with details of times, names, the incident and recommended action. This information should be copied to the IT manager.

8. PUBLICATION OF MATERIAL

8.1. The Centre has a web site providing information about all of its services.
8.2. Because of the risks associated with the Internet and the need for the Centre to maintain the clarity, consistency and integrity of its image, no user of the Centre may establish or maintain a separate Internet or FTP (File Transfer Protocol) site under the pretence of an authorised Centre Site.
8.3. Sites developed by young people at the Centre should acknowledge the support of the Centre, but must contain a disclaimer, which states that the information and views on the web site do not necessarily reflect those of the Centre and that the Centre cannot accept any responsibility for the contents of the site as it is developed by young people.
8.4. The IT administrator must monitor such sites.

9. NETWORKING

9.1. The Centre accepts no responsibility for the accuracy, quality or authority of any information you may access through the Internet. It is widely recognised that some information available through the Internet is inaccurate, misleading or purely a matter of personal opinion.
9.2. The Internet is not a secure medium and the Centre accepts no liability if you send personal or financial information.
9.3. Some information available on the Internet may be offensive, defamatory or illegal.

9.3.1. The Centre does monitor Internet usage to ensure that material which is offensive, indecent or menacing is not accessed or transmitted. However it is your sole responsibility to comply with any legislation which prohibits the transmission or receiving of material on the grounds of it being indecent, obscene or menacing in character.
9.3.2. You may copy or download information from the Internet but it is your responsibility to ensure you have the necessary permission to do so. It is illegal to copy copyright material without such permission. If in doubt you must check with the information source.

9.4. You should be aware that the Centre will monitor your use of the Internet in order to ensure this Policy is followed. Anyone who, individually or as a group, breaks the conditions may be stopped from using our equipment and excluded from the Centre in future. In the case of Criminal Offence being committed we will refer the matter to the Police and this may lead to a prosecution.

10. INTERNET

10.1. Young people under the age of 16 are able to use the computing. Parents or guardians must agree to sign the Acceptable Use Policy on their behalf and assume responsibility for deciding what Internet sites are appropriate for them to use and if unsure should supervise the young person’s usage at the centre.
10.2. The Centre supervises and monitors the young persons usage for the purposes of compliance with this policy. Although all Internet access for young people is filtered the MYPC cannot be held responsible for any information or sites accessed on the Internet.

11. YOUNG PEOPLE

11.1. When using the equipment you must at all times show consideration to other people and not interfere with their legitimate use of facilities. Behaviour which is unacceptable is that which, in the judgement of the volunteer or session leader, is loud, offensive, obstructive or harassing.
11.2. You should use the equipment and facilities provided with due care. The centre reserves the right to recover the cost to any damage to the Internet system or equipment deriving from use without due care or attention whether through negligence, recklessness or intention.

12. CONDITIONS OF USE

12.1. Contravention of this Policy, misuse of the facilities or damage of equipment may lead to withdrawal of access to computer or other services.
12.2. The Centre reserves the right to suspend the individual access to the Internet if found accessing or distributing material which is deemed by a volunteer to be illegal or unacceptable or has the potential to offend or disturb others, particularly with reference to violent or pornographic material, and materials which could incite hatred or discrimination on the basis of race, religion, gender or sexual preference.

13. MISUSE

13.1. The Data Controller for the purposes of the Data Protection Act 1998 is the Malpas Young Persons Centre. The centre may hold personal information when monitoring the usage of the Internet service. The Centre will not release information unless permitted by law.

14. GLOSSARY

14.1. A glossary of common computing and internet terms is available as a separate document.

15. BIBLOGRAPHY

15.1. Isle of White Internet Use and Networking
15.2. Bournemouth Internet Use Policy
15.3. Private meetings between Eric Beak (MPYC), Iain Jones (MYPC), Steve Farmer (i7 Technologies / i7 Computer Services, Unit 1-4, Hampton Heath Industrial Estate, Hampton, Malpas, Cheshire, SY14 8LU)