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CMHA utilizes computers (including e-mail and the Internet), fax machines, communication devices (e.g., smart
phone, tablets) and phone mail systems to transmit and receive business-related information. CMHA business shall
be conducted on CMHA-provided computer, fax machine, communication devices, and/or phone mail systems
unless the employee receives prior authorization from the Chief Executive Officer or authorized designee to conduct
CMHA business on his personal computer, communication device, fax machine, and/or phone mail systems. If so
authorized, the employees use of those personal communication tools to conduct CMHA business shall not violate
this policy or any other CMHA workplace policy. An effort must be made to ensure that accuracy, security, and
control of information are maintained. All CMHA documents, whether written or electronic, are subject to a public
records request.

Employees, including those who are provided access to the Internet or other public networks, or access to a CMHAprovided communication device, should not abuse the availability of the systems or equipment. Employees shall use
CMHAs computer and phone systems (including phone mail), communication devices, and the fax machines in an
authorized, professional, legal, and ethical manner. They shall not be used to violate any applicable laws or legal
requirements including, without limitation, the use of CMHAs facilities and/or resources to attempt to gain access
to third party systems. CMHA may terminate any employees access to such systems and devices and take other
appropriate disciplinary action in the event the use of such systems or devices is not in accordance with this policy
or other CMHA policies. Civil and/or criminal liability also may arise from such unauthorized use. Any employee
who witnesses or has information about a possible violation of this policy should immediately report it to the Chief
Operating Officer or authorized designee.
Ownership and Control. The computer, fax machine, CMHA-provided communication devices, and phone
systems are owned by CMHA.

Those communication devices and equipment are provided to employees in

conjunction with CMHAs business and the employees job responsibilities.

All messages and information

communicated through them are CMHA property. CMHA may monitor, inspect, or access its fax machine, phone
mail, communication devices, and/or computer systems at any time with or without notice. This includes, without
limitation, Internet or other public network sites visited by employees, phone mail, phone usage, screen savers,
software, file downloads, news groups, and any and all Instant Messaging and e-mail communications sent and
received by employees. CMHA also may retrieve and/or disclose any information or material stored on its phone
mail, fax machine, communication devices, and computer systems. Whether or not the communication is password

protected, there is no expectation of privacy in any matter, whether business-related or personal, created, received,
accessed, stored, or sent from any CMHA computer, fax machine, communication device, or the phone mail system.

Additionally, CMHA may utilize software that enables it to identify and block access to certain Internet sites and
certain incoming e-mails. CMHA may also utilize software to monitor Internet site(s) visited, Instant Messaging,
and any other use of the Internet or other public network.

SECTION

TITLE

PAGE NOS.

ONE

PASSWORD SECURITY AND INTEGRITY

TWO

HARDWARE

THREE

PORTABLE COMPUTERS

FOUR

SOFTWARE

FIVE

E-MAIL RESTRICTIONS

SIX

INTERNET/COMPUTER ACCESS

SEVEN

CHANGE CONTROL PROCEDURE

10

SECTION ONE: PASSWORD SECURITY AND INTEGRITY

Upon receipt of a user ID to access the network and computer systems on that network, employees are solely
responsible for all actions taken utilizing that user ID.

A.

Employees shall not use another persons password, and any suspected violation of this rule should be
reported to the Information Technology (IT) Manager.

B.

Employees shall not examine, change or use another persons files, output or user name without express
authorization from the user or the IT Manager.

C.

Employees shall protect access to their files, programs, and directories by entering a password (when
prompted) to be used at the time of logging on to the system.

D.

Employees shall not reveal their passwords to anyone other than a CMHA IT staff member or your
supervisor.

SECTION TWO: HARDWARE

A.

All requests for new equipment, including computer terminals, laptops, printers, software, cameras,
telephones, telephone lines, faxes, telephone upgrades/features will be granted under the following
conditions:

1.

An employees supervisor/manager submits a memorandum to their Department Director defining


benefits and why/how access to the requested equipment will enhance the employees job
performance;

2.

Department Director approves and submits the request to the Information Technology (IT) Manager;
and

3.

IT Manager evaluates the request, and submits her recommendation to the Chief Operating Officer for
final approval.

CMHA, in its sole discretion, may rescind any such approval at any time.

B.

No person shall access any computer hardware or software under the control of CMHA unless that person
is providing service support pursuant to a contract or is a CMHA staff member who has familiarized him or
herself with these rules and has signed a user agreement.

C.

Computer hardware and software are to be used only for the purpose of conducting official CMHA
business. This prohibition extends to any games or programs that are accessible to the user but was not
authorized and installed by the IT Department.

D.

Any interference with the normal operation of the network, including propagating computer viruses is
forbidden.

E.

Employees shall not connect any computer peripherals such as disk drives, zip drives, USR ports or
modems to any personal computer under the control of CMHA without the prior written consent of the IT
Manager. At no time should an employee connect a modem to an outside line.

F.

An employees ability to connect to other computer systems through the network does not imply a right to
connect to those systems or to make use of those systems unless specifically authorized to do so, in writing,
by the operators of those systems.

G.

No computer cabinet, CPU, monitor, keyboard or accessory may be opened or otherwise accessed by
anyone other than IT Staff. No one shall service, trouble shoot, or alter CMHAs computer system (or

permit someone else to do it) without written authorization from the IT Manager.

H.

All equipment not directly assigned to the end-user shall not be tampered with by any employee.

I.

Employees shall not knowingly cause physical harm to any component of a CMHA assigned personal
computer, phone, cellular phone, camera, communication device, or network.

J.

All hardware including the CPU cabinet, monitor, keyboard and mouse, are placed in specific locations and
are recorded to that location by the IT Department. The information recorded is unique to that equipment.
Equipment, which is entrusted to an employee, may not be transferred to another location or to the custody
of another employee without submitting a PVCS Web Ticket to Change Request.

SECTION THREE: PORTABLE COMPUTERS

A.

CMHA assigned portable or "laptop" computers are to be used solely for the purpose of providing flexible
computer support for staff in the conduct of their duties and shall not be utilized for personal purposes.

B.

Unless required by the circumstances of official CMHA business, and authorized by the Department
Director portable, or "laptop," computers are to be retained on office premises.

C.

To the extent permitted by law, employees shall be responsible for the cost of repairing and/or replacing
portable or laptop computers that are lost, stolen or damaged while in their possession or control.

D.

Portable or "laptop" computers may be used to transfer data as it relates to the office network but only
under those conditions authorized and specified by the IT Manager.

E.

Portable or "laptop" computers may be used to access files, programs or directories which are part of
CMHAs network. Any resulting work product must be saved and stored on CMHAs network. It should
not be saved and stored on an employees personal computer.

CMHA, in its sole discretion, may retrieve a CMHA-assigned portable computer at any time.

SECTION FOUR: SOFTWARE

A.

Employees shall not install any software (e.g., newsletters; shareware; AOL Instant Messenger; games,
music, video clips; any software requiring continuous access to Internet resources) in CMHA computers.
All software installations shall be handled through the IT Department. The IT staff shall, immediately upon

discovery, remove all unlicensed and/or unauthorized software.

B.

Employees shall not make copies of any licensed software procured by CMHA. Only a member of the IT
Staff should copy licensed software, which authorizes the user to make copies.

C.

Employees shall not allow any software licensed to CMHA, or any copy of such software, to be used in
conjunction with any computer that is not under the control of CMHA.

D.

Employees shall not trade or transfer any item of computer hardware or software on any premises
controlled by CMHA.

E.

Employees shall not gain access to any computer resource (drives, servers, modems) that was not made
available at the time the equipment was set up.

SECTION FIVE: E-MAIL RESTRICTIONS


1.

The e-mail system has been installed to facilitate business communications among the participating
licensed users. CMHA, in its sole discretion, may rescind an employees e-mail privileges at any
time.

2.

CMHA may review the contents of employees e-mail messages on any CMHA-provided computer
or communication device at any time and for any reason, without prior notification. E-mail
messages received or sent on the CMHA network are considered public record, and thus subject to
disclosure to the general public.

As set forth above, whether or not the communication is

password-protected, there is no expectation of privacy in any matter, whether business-related or


personal, created, received, accessed, stored, or sent from any CMHA computer or communication
device.

B.

LIMITED PERSONAL USE OF E-MAIL / COMMUNICATION DEVICES/INTERNET

1.

During your CMHA employment, an infrequent, trivial, and minimal amount of personal use of
the computer system or provided communication device including e-mails (as determined in
CMHAs sole discretion) is permitted so long as it does not:

(1) interfere with your job

performance; (2) violate this policy or any other CMHA security or workplace policy; (3)
consume significant resources; (4) give rise to more than nominal additional costs; (5) interfere
with CMHA operations; or (6) interfere with other employees work time. Under no

circumstances, however, shall an employee utilize CMHAs computer system or communication


devices to play games or to surf or browse inappropriate or offensive site(s). Even though CMHA
permits some limited personal use of its computer system or communication devices, and whether
or not the communications are password-protected, there is no expectation of privacy in any
matter, whether business-related or personal, created, received, accessed, stored, or sent from
CMHAs computer system or communication devices.
2.

Employees shall choose a screen saver from the choices offered by their workstation operating
system. Employees shall not load or download a screen saver on their workstation from the
Internet or other public network, CD, diskette, or other medium.

3.

Employees shall not use CMHA telephone system to make personal long distance calls. If an
employee violates this rule, and in addition to any disciplinary action, the employee shall be
responsible for all costs associated with his/her personal long distance telephone calls.

C.

UNACCEPTABLE USE OF EMAIL/COMMUNICATION DEVICES/INTERNET

The creating, viewing, sending, forwarding, or posting of defamatory, profane, sexually-explicit,


suggestive, discriminatory, or harassing statements or images (including those that violate CMHAs
policies regarding equal employment opportunity, discrimination, or harassment) in or from CMHAs
computer, fax machine, phone systems, or communication devices is prohibited. This expressly includes
all personal political and religious quotes, statements, beliefs, or commentary.

Inappropriate e-mail

messages also include, without limitation: chain letters; blast e-mails; jokes; cartoons; stories; electronic
art; lottery, winner pools or other forms of gambling; fund raising; solicitations; or any message or image
having an illegal or immoral purpose. CMHAs phone, fax machine, computer systems, or provided
communication devices shall not be used for personal financial gain or to solicit others for activities
unrelated to CMHAs operations, or in connection with political campaigns, lobbying, or religious
purposes. Loading and downloading software for game playing is prohibited. The phone (including smart
phones), communication devices, fax machine, and computer systems are part of CMHAs workplace, and
CMHAs policies on workplace conduct are fully applicable. Additionally, employees are forbidden from
accessing personal social media site accounts from a CMHA computer or provided communication device
during their work time.

D.

ATTACHMENTS AND LINKS.


1.

Employees must exercise extreme caution when attachments and links are part of an e-mail
message. Only attachments or links from known and trusted sources may be opened. If any doubt
exists, employees must not open attachments or links as they may contain a virus.

E.

CONTENT OF E-MAIL MESSAGES


1.

Remember that e-mail is a form of business communication and the language used should reflect
that business tone. Avoid typographical errors as well as misspelled words and poor grammar.
Because they are difficult to read and comprehend, using all capital letters, incorrect or
nonexistent punctuation, shorthand, idioms, emoticons, unfamiliar acronyms, and slang should be
avoided.

2.

Everyone or blast e-mails to all CMHA employees are prohibited unless prior written approval
from your department Director has been received.

F.

PHONE GREETINGS

The message recorded on your phone is many times the first impression for those who are doing business
with CMHA. At no time should the greeting include personal/non-business related information. Greetings
should be kept short and include CMHAs name, department name and the employees name.

For

example:
You have reached the office of (employees name) in the (departments name) at CMHA. Please
leave a message and I will return your call as quickly as possible.

SECTION SIX: INTERNET/COMPUTER ACCESS

A.

PURPOSE

The Internet facilitates communication, information access and information sharing among its millions of
worldwide participants. The Internet has the potential to enhance employees access and use of relevant
job related information and knowledge.

B.

ACCESS

Access to the Internet will be granted under the following conditions:

1.

An employees supervisor/manager submits a memorandum to their Department Director defining


benefits and why/how access to the Internet will enhance the employees job performance;

2.

The Department Director approves and submits the request to the IT Manager; and

3.

The IT Manager evaluates the request, and submits her recommendation to the Chief Operating Officer

and Information Technology for final approval.

CMHA, in its sole discretion, may rescind any such approval at any time.

C.

GUIDELINES

1.

Access to and use of the Internet by employees is permitted where such use is for official CMHA
business and supports the goals and objectives of CMHA as described in the CMHA mission
statement.

See Section 5, Subsection B, Limited Personal Use of E-Mail/Communication

Devices/Internet for additional information. The Internet is to be used in a manner that is


consistent with CMHAs standards of conduct and as part of the normal execution of an
employees job. As more fully set forth above, occasional and incidental personal use may be
permitted during an employees non-work time, subject to the limitations of this policy and subject
to the operational needs of the department, as determined by the Department Director. Even
during non-work time Internet usage, the sites employees visit reflect on the reputation of CMHA
and an employees non-work activity does not lessen the employees obligation to abide by all
CMHA workplace policies and legal obligations. CMHA may terminate any non-work time
access.

See Section Five, Subsection C, Unacceptable Use of Email/Communication

Devices/Internet for additional information.

2.

All websites accessed from CMHA computers or communication devices may be monitored by
CMHA.

3.

Employees shall not infringe any partys copyright or other intellectual property rights, and
employees should not use CMHAs systems to download or distribute copyrighted software or
data or programs designed to circumvent the security of other computer systems. Distributing an
article electronically may be the same as copying it on a copy machine. Employees shall not copy
protected material inadvertently and should pay particular attention to forwarding copyrighted
materials to others or printing them for later distribution. Do not ignore copyright notices that
appear on documents and bear in mind that even if there is no copyright notice, the materials may
still be protected by copyright.

4.
D.

Employees shall not access or download materials which are considered adult or sexually oriented,
or in any way obscene, salacious or pornographic.
COMPUTER USAGE

1.

Employees shall not access or disclose a tenant/client/program participants (even if that individual is a
family, friend, or co-employee) personal information from any CMHA source (e.g., documents,

computer system), unless previously authorized, in writing, by the Department Director to do so for a
specific work-related purpose.

E.

SOCIAL MEDIA

1.

Business Use of Social Media Sites. CMHA understands that social media tools such as contentsharing websites, blogs, micro-blogs, online forums, and other digital channels established for
online interaction and connection are rapidly becoming popular channels of communication.
Examples include Facebook, MySpace, Twitter, LinkedIn, Flickr, Live Journal, YouTube, and
Wikipedia.

This Policy establishes required procedures for CMHA employees who have a

business-related need to use social media sites, including any CMHA-hosted social media site.
This policy is not intended to interfere with an employees legally protected rights or to prohibit
communications protected by law.

Follow CMHAs Policies. Do not publish any material that would be contrary to CMHAs
policies and procedures, including without limitation, its policies against workplace
harassment and discrimination.

Follow the Law. Do not publish material that violates applicable state and federal laws. For
example, you must abide by applicable copyright, trademark, trade secrets, patents, and fair
use laws and shall not use or reproduce any copyrighted text, photos, graphics, video, or other
material owned by others without the necessary documented authorizations from the rights
holder(s). Any and all images, likenesses, video, or audio posted on a CMHA social media
site must be:

in the public domain; owned by CMHA with proper media release

documentation; or must have the necessary credit/approval.


Never claim authorship of someone elses work product. If you use another persons content,
make sure he/she is credited for it in your post and that he/she authorized (in writing) your use
of his/her content. Otherwise, if you submit material, you agree it is your own original work.
Plagiarism is forbidden.

Every social media site in which you communicate online has its own rules often called
Terms and Conditions. You must respect those sites rules. They may be more restrictive
than you might assume. Therefore, you must be knowledgeable about the scope of your
online activities within the context of each sites rules.

Confidential Information. Do not disclose CMHAs confidential business information and

trade secrets (Confidential Information) to persons outside of CMHA without prior written
authorization from the Chief Operating Officer

Confidential Information also includes non-public information about our suppliers, vendors,
customers, and business partners that has been disclosed to CMHA under obligations of
confidentiality. Do not cite or obviously reference CMHAs suppliers, vendors, customers, or
business partners without their prior approval (confirmed with a signed authorization/release
form) from them and the Chief Operating Officer (or authorized designee). Confidential
Information does not include information concerning the terms and conditions of your
employment.

Identify Yourself Accurately. If you have a business-related need to use social media sites
during your work day, you must secure prior approval from the Department Director(or
authorized designee). If you identify yourself as a CMHA employee on a social media site,
and your post has not been approved by the Department Director, then you must make it
clear that your posts (or views) are your own and do not represent the views of CMHA. You
should do so by using the following disclaimer: The postings on this site are my own and do
not represent CMHAs positions or views. Only certain designated CMHA employees have
authority to speak on CMHAs behalf.

Respect work time. Social media activities are personal and should be done on non-work
time (e.g., your authorized rest and meal breaks) unless you have specifically been authorized
to perform online activity related to your CMHA responsibilities as an employee during your
work time.

Accountability. Be mindful that what you write will be public for an indefinite period of
time even if you attempt to modify or delete. Take time to make sure your posts are
complete and accurate. Never knowingly communicate untrue or deceptive information. Be
careful and considerate. Please understand you may be subject to liability if your material is
found to violate any applicable local, state, or federal law. You also may be liable if your
postings include copyrights, trademark, trade secrets, patents, or Confidential Information
(e.g., text, videos, music, etc.) belonging to third parties and/or CMHA.

Please fully

understand the legal consequences of your actions.

Forward Business-Related Inquiries. If the news media or a blogger contacts you about
your business-related posting, and to avoid any unnecessary confusion over who officially
speaks on CMHAs behalf, please refer that person to the Chief Operating Officer so the
inquiry can be directed to the appropriate and authorized CMHA representative.

Friendingof Employees. Supervisors and Managers should be mindful of the content of your
oral, written, and electronic communications with fellow employees.

Without devoting the

necessary thought and focus to them, online communications can be hurried, incomplete,
unprofessional, and/or far too casual. As a result, those postings may lead to misperceptions,
misunderstandings, and potential conflicts of interest. If, for some reason, you choose to friend
a CMHA employee, understand that CMHAs various workplace policies may apply. There may
be consequences for your actions.
2.

Personal Use of Social Media Sites. Whether a CMHA employee opts to create or participate in social
media sites for personal reasons is his/her own decision. Personal use of social media is any participation
that is not authorized by CMHA. Without prior approval from the Chief Operating Officer (or authorized
designee), your personal postings cannot include CMHAs logos or trademark and must not link to any
CMHA Web site. Your use of social media sites through CMHA equipment must be job-related for an
approved social media application/project. Accessing personal social media site accounts from a CMHA
computer during your work time is strictly forbidden.

While generally what you do on your own time is not CMHAs concern, anything you post will ultimately
be your responsibility. Your personal online communications are individual interactions, not CMHA
communications. If you choose to participate in a social media site, please exercise sound judgment and
common sense. You should not post anything that would be contrary to CMHAs workplace policies,
including without limitation, its policy against workplace harassment and discrimination.

SECTION SEVEN: CHANGE CONTROL PROCEDURE

A.

Requests to have computer equipment moved or changed will be granted under the following conditions:

1.

Employee completes a PVCS web ticket, stating the move location with the approval of the
Supervisor/Manager/Directors.
IT Manager evaluates the request for final approval.