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Computer Use, Email, Internet and Spam Policy

POLICY

  1. To ensure effective and Godly use of the Information Communications Technology provided in the College.
  2. To clarify Internet access and usage for all users.
  3. To ensure access to Internet services providing the College with the opportunity to:
    1. Improve electronic communications with external parties;
    2. Improve communication and access to resources for staff;
    3. Provide student access to online information and educational resources provided by organisations to assist with the delivery of the College Education Program; and
    4. Provide a cost effective mechanism to promote our College on the World Wide Web.

SCOPE
This policy sets out the College’s approach to providing sufficient and appropriate Internet access together with guidelines for the user.

The policy focuses on five significant Internet service areas, namely:

  1. Internet E-mail services – Enabling staff to send and receive email messages with external parties and Internet users world wide.
  2. Access to World Wide Web Interactive Services – Enabling staff to access the home pages of client organisations for information purposes to assist with College operations; and
  3. Home Page publishing on the Internet – Enabling the marketing of the College when approved.
  4. Filtering for students – enabling a level of secure access to appropriate sites.
  5. Back up of files – enabling efficient usage of computer files without unnecessarily slowing down the running of computer hardware." as backup is not in the scope of an internet policy.

PROCEDURE

  1. General Conditions of Use
    1. All staff usage of the Internet must be consistent with College Values, Purposes and Policies.
    2. The use of either Internet E-mail or WWW in the College in a manner contrary to to the above, for inappropriate purposes, or in support of such activities, is strictly forbidden and may result in disciplinary action, legal action and/or dismissal for a staff member, and suspension or expulsion for a student.
  2. Non-Work Related Practices
    1. All staff using the Internet must refrain from non-work related practices, (see also paragraph 9 of this section). Doing otherwise is considered just cause for disciplinary action, dismissal or action under the Criminal Justice Act 1989.
    2. These practices include but are not limited to the following:
      1. Misrepresenting the College.
      2. Using an account to send anonymous messages, defined either as messages which do not contain details of an employee’s name and affiliation, or messages sent through an anonymous emailing service.
      3. Accessing, browsing, viewing, acquiring, downloading or publishing any information of an abusive, sexual or profane nature or material likely to be offensive on the basis of gender, race or religion. These types of work practices are strictly prohibited. These practices may also constitute a criminal offence or a breach of the Anti-Discrimination Act 1991.
      4. Transmitting or causing to be transmitted communications that may be construed as harassment or disparagement of others based on the criteria of the Anti-Discrimination Act 1991 and College policy.
      5. Wasting finite resources or obstructing another’s work by consuming large amounts of system resources (download capacity, disk space, central processing unit time).
      6. The sending of broadcast messages to lists or individuals and any other types of use, which would cause congestion of the networks or otherwise interfere with the work of others, is expressly forbidden.
      7. Violating institutional or third party copyright, licence agreements or other contracts.
      8. Interfering with the intended use of information systems by vandalising data. Vandalism is defined as any malicious attempt to harm or destroy data of another user, the Internet, or any agencies or other networks linked to the Internet. This includes the uploading or creation of a computer virus.
      9. Seeking to gain or gaining unauthorised access to information resources or entities i.e. Computer hacking.
      10. Using or knowingly allowing another to use any computer, computer network, computer system, program or software to devise or execute any artifice or scheme to defraud or to obtain money, property, services, or things of value by false pretences, promises, or representations.
      11. Using the facilities and capabilities of the Internet to conduct any business or activity for commercial purposes or financial gain, including publishing material which contains advertising or solicitation of other network users to use goods or services.
      12. Without authorisation destroying, altering, dismantling, disfiguring, preventing rightful access to, or otherwise interfering with, the integrity of computer-based information and/or information resources.
      13. Without authorisation invading the privacy of individuals or entities that are creators, authors, users, or subjects of the information resources. This includes publishing on, or over the network, any information which violates or infringes upon the rights of any person.
      14. Violating any laws pertaining to the unauthorised use of computing resources or networks. This includes using their account for criminal purposes or for any illegal purposes or activity.
  3. Privacy
    1. The system administrator or others who in the course of their work have access to records, files, or data belonging to others will take reasonable precautions to avoid invading the privacy of individuals without their knowledge and will not divulge or disclose such information to others unless required by College policy or State or Commonwealth law.
    2. If a staff member takes a laptop with College data off site, they should ensure it is secured with password access. If they need to allow another person to use the laptop, they should be restricted to the guest account so that private data is not compromised.
  4. File Down Loads to College Computers and Networks
    1. Downloading files from the WWW or any other external source, poses a potential virus and security threat and risks the systems functionality and compatibility. All software, including downloaded files must be used in accordance with the software licence. All software must be registered on the Software Register.
    2. All files or executables that are downloaded from the Internet must be screened for viruses before they are loaded onto the College system.
    3. The Principal or designate will ensure each machine has access to an approved virus check.
  5. Maintenance of Disk Space
    1. It is the responsibility of staff and students accessing the Internet to maintain the amount of space they are using on the PC hard drives. Space is used up by the E-mail messages and files down-loaded from the WWW.
    2. To maximise hard disk space, users should:
    3. Check their E-mail accounts regularly, ensuring they delete any unwanted messages.
    4. Ensure downloaded or extracted files are used and then disposed of or saved to disk for future reference.
  6. Internet E-mail Services Access
    1. Internet E-mail capability is available for all staff and students who require it for their work.
    2. Staff members may send E-mail to any E-mail account or receive E-mail from any E-mail account provided it falls within the other organisational policies previously expressed.
    3. No student or staff member of CQCC, whilst using a computer at College, may use an unauthorised E-mail account to send or receive E-mail.
    4. No private E-mail address through another ISP or a private web-based E-mail address may be set up as an account on a College computer to send or receive E-mail unless authorised.
    5. If a private E-mail address or private web-based E-mail is authorised to be set up on a College laptop computer, it may not be accessed whilst on College grounds, but should be used at home or other internet facility.
  7. Internet E-mail Usage
    1. The College owns the E-mail system and therefore owns the messages sent using it. This means that E-mail, like telephone calls, should be limited as much as possible to business related correspondence. Officers are reminded when creating, transmitting and storing E-mail messages that they are treated as any other College document or record for the purposes of the Freedom of Information Act 1992.
    2. Immediacy of transmission does not always translate into immediacy of receipt. Where a response is required immediately, it may be advisable to consider using other means of communication. Users should assess the priority of delivery and the content of the message before deciding to use E-mail or other methods.
    3. Since E-mails sent via the Internet is uncontrolled by the College once it leaves the College computer, security is an issue. Hence users should assess the sensitivity of information before sending it across the Internet.
    4. All E-mail should have the following minimum information in the signature block of the message:
      • Name
      • Position
      • Office
      • Company
      • E-mail address
      • Work phone and facsimile number.
      • Disclaimer
  8. Publication of E-mail Addresses
    The College E-mail address should be included on stationery including compliments slips, fax sheet, business cards and letterhead, where appropriate.

  9. World Wide Web Access
    1. It is expected that all staff will need access to the Internet for their work, and do not need to obtain prior permission.
    2. The College's Education Program requires every student to have access to the Internet. However, it remains a privilege, not a right. Any student who uses computer or Internet resources inappropriately will have this privilege removed and may be suspended or expelled.
    3. Each teacher will specify the procedure that students will need to follow in order to obtain access to a computer and the Internet for a given time during class.
    4. Staff and students are allowed to use their private laptops at the College for school purposes.
    5. A student is allowed to access the Internet on their private laptop if they comply with all College anti-virus, firewall and filtering requirements.
  10. Appropriate Personal Use of Computers and the World Wide Web
    1. The College recognises that staff and students accessing Internet WWW services for the purpose of personal development may enhance their knowledge of electronic information resources and gain Internet information retrieval and information technology skills.
    2. Accessing Internet WWW services for the purpose of personal development is acceptable provided this usage does not affect the conduct of the person or others, is not done during class time, and the time spent is appropriately restricted.
    3. If a student or staff member has any doubts as to the suitability of accessing WWW services for personal development purposes, prior approval of the Principal should be obtained.
    4. Computer games should not be played unless it is for a student's educational purpose or preparation to facilitate such.
    5. Students may not play computer or internet games at any time on College grounds, either in class or during recess, unless it is an educational game provided by the College.
  11. World Wide Web System Security
    1. System security is essential for the effective and efficient operation of the system and for the provision of services. Internet access has the potential of opening up the College and information resource to the outside world. Hence sufficient barriers (firewalls) must be set up to only allow authorised access.
    2. Similarly, students are at risk of exposure to inappropriate websites. Internet filtering is required as a duty of care to protect students as far as possible.
    3. Each Internet WWW station will be set up and configured to ensure that there is appropriate anti-virus, firewall and filtering so that there is no adverse impact on the user, or the security and performance of the College.
    4. Each Internet user must take every precaution to ensure no security risks occur. If a user feels they can identify a security problem on the Internet they must notify the Principal.
    5. Each Internet user must take every precaution to ensure no security risks occur. If a user feels they can identify a security problem on the Internet they must notify the Principal.
    6. Users should try to guard against outside intrusions. All suspected violations should be treated seriously. Clues to unauthorised access include:
      • Strange files appearing in a directory.
      • Files or programs changing size or no longer functioning properly.
      • Files ending with the extension *.exe, *.com or *.bat should not be downloaded or double clicked with a mouse.
    7. In similar fashion, students who notice inappropriate websites, advertisements, popups or spam appearing should notify the teacher or Principal.
  12. Publishing Home Pages on the World Wide Web
    1. As a guide, prior to the publishing of College information via the WWW, requires a business case for any proposed publishing project and must be endorsed by the Principal.
    2. Approved projects must then conform with the College WWW framework and government wide requirements concerning WWW publishing.
  13. Internet Access Indicative Costs and Monitoring
    To ensure that College resources are used appropriately, monitoring of ongoing costs and excess usage will be undertaken and reported to the Principal. Our Service Provider can give details of the WWW sites accessed from College PCs, on request.

  14. Staff Training and Awareness
    1. Training materials and information which will focus on basic WWW usage skills will be available for staff.
    2. The Principal should ensure that adequate training is provided to the staff members who use Internet on a regular basis.
    3. Staff will be expected to ensure that adequate supervision is given to students seeking permission to access the WWW.
  15. Filing Requirements
    1. Internet users will also be expected to integrate retrieved information with records management in compliance with:
      • Freedom of Information Act;
      • College Governance Policies;
      • College Privacy Policy.
    2. Staff should ensure that a printed copy of appropriate documentation is placed on an appropriate College file. This is information that is used as the basis of a decision or is related to a legal or workplace health and safety issue.
  16. Responsibilities
    1. Internet users have the responsibility to ensure their use of Internet facilities is consistent with College purposes and to abide by the guidelines set out in this procedure.
    2. The College ISP will maintain the operational links to the Internet, establish access to E-mail and WWW facilities for new users, undertake appropriate monitoring of Internet usage and assist with the provision of staff training.

DEFINITIONS

  • E-mail: comes from the term “electronic mail” and simply means a way of sending messages across a computer network.
  • Executable File: a program that a machine can understand and launch. An executable file extension is .exe
  • Hypertext: text in a document is that lets you jump from place to place in the document using links of some kind (normally highlighted words).
  • ICT: an acronym for Information Communication Technology (previously referred to as IT).
  • Internet: the Internet is a worldwide network of computers that offer access to people and information.
  • Intranet: the application of Internet-type technologies internally within an organisation.
  • ISP: Internet Service Provider.
  • PC: Personal Computer.
  • SPAM: unsolicited emails.
  • User: Any staff member, student or volunteer who has College approval to access the Internet.
  • WWW: World Wide Web.

RELATED DOCUMENTS

  • Code of Conduct
  • Software Register

REFERENCES

REVIEW

  • This policy is to be reviewed every 12 months or as required.
  • Staff should forward any suggested amendments/additions to this policy to the Principal.
  • This is issue #3 - Draft Revision for 2009.
    Changes:

    1. change references to "external clients" to "external parties".
    2. change "Provide access to the home pages of client organisations and world-wide organisations for information purposes to assist with College operations" to "Provide student access to online information and educational resources provided by organisations to assist with the delivery of the College Education Program"
    3. minor grammatical modifications throughout for more ease of reading
    4. created a separate point for the paragraph on privacy
    5. moved definitions to the end
    6. delete "The address format for College staff to receive Internet E-mail is: administrator@cqchristiancollege.qld.edu.au"
    7. increased references to student access
    8. allowance for private email on laptops to be used at home
    9. major revision of "World Wide Web Access". We now expect everyone to be using the Internet.
    10. Increased scope to computer use as well.
    11. specify requirement for filtering
    12. loosen restrictions for web publication
    13. Privacy: If a staff member takes a laptop with College data off site, they should ensure it is secured with password access. If they need to allow another person to use the laptop, they should be restricted to the guest account so that private data is not compromised.
  • The previous board approved issue is attached below.
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Email Internet and Spam - v2006.doc81.5 KB