Government Of Newfoundland & Labrador - Human Resources Policy Manual

Table of Contents

  • Alphabetical Listing
  • Introduction
  • Attendance
  • Benefits
  • Classification
  • Definitions
  • Employee and     Labour Relations
  • General Employee     Information
  • Human Resources     Contact Numbers
  • Leave
  • Occupational Health     and Safety
  • Pay
  • Staffing
  • Travel
  • Workforce     Development

Equipment and Resources Usage Policy
Policy Statement

Employees will be given access to computers and other equipment and resources required to conduct the duties associated with their jobs. Access to and usage of Employer-provided equipment and resources is provided to conduct government business. Employees should have no reasonable expectation of privacy as equipment and resources may be monitored, where necessary, by the employer.

Application

This policy applies to all employees.

Definitions

equipment	computers (desk top and lap top); telephones (cell and land); photocopiers, printers; scanners; faxes etc.
resources	software, Internet access, e-mail, etcetera
usage	employee use of Employer - provided equipment and resources within the following parameters:
	*core*	activities required to conduct government business and fulfill the mandate of the department
	*incidental*	activities which do not form part of employees work responsibilities, done on employees personal time, for which employee covers any costs incurred
	*unacceptable*	activities not required by the Employer to conduct government business and which waste employee time and/or disrupt networks or systems and/or violate federal or provincial law

Responsibility

Department

It is the responsibility of individual departments to:

ensure that all employees are aware of all policies related to the use of any government equipment or resource; and
monitor usage of equipment and resources, where necessary.

Employee

It is the responsibility of employees to:

use equipment and resources for work related purposes;
not to participate in any activities which are in violation of Newfoundland or Canadian laws or this policy.

Internet Usage

Access to the Internet is a privilege, not a right, and is provided to employees for the purpose of conducting government business.

It is recognized that some personal use of the Internet will occur. Incidental use is acceptable, only during approved breaks and lunch times.

Employees should be aware that the following activities are criminal in nature. Use of the Employer’s equipment and resources to engage in these activities (or similar activities not listed here) will result in discipline by the Employer up to and including dismissal:

possessing, downloading or distributing child pornography;

gaining unauthorized access to a computer system ;

trying to defeat the security features of the electronic networks;

spreading viruses with intent to cause harm;

destroying, altering or encrypting data without authorization and with the intent of making it inaccessible to others with a lawful need to access it;

interfering with others’ lawful use of data and computers;

sending electronic messages, without lawful authority, that cause people to fear for their safety or the safety of anyone known to them;

disseminating messages that promote hatred or incite violence against identifiable groups;

intercepting other people’s private communications or electronic mail (in transit);

distributing, publishing or possessing for the purpose of distributing or publicly displaying any obscene material;

violating another person’s copyright;

• spreading false allegations or rumours that would harm a person’s reputation; and

unlawfully destroying, altering or falsifying electronic records.

Employees should also be aware that the following activities, while not criminal in nature, are considered unacceptable usage of the Employer’s equipment and resources and will result in discipline up to and including dismissal:

downloading, viewing, accessing or distributing pornographic and/or obscene material;

using the Employer’s equipment and resources in any way that may be perceived as harassment under the Harassment and Discrimination Free Workplace Policy /harass.html

using the Employer’s equipment and resources for personal financial gain.

E-mail

Employees should be aware that they have no reasonable expectation of privacy in e-mail transmitted, received and stored on and/or through the governments’ network. E-mail, whether created or received, is the property of the Employer and is not a private employee communication.

Telephones

Telephones issued to employees by departments are to be used primarily to conduct government business. It is recognized that some personal use of the of office telephones will occur. Incidental use is acceptable, but not beyond the point where it:

interferes with employees ability to complete work assignments; or
becomes a burden on the Employers systems and/or resources.

Any long distance charges related to personal use of telephones must be reimbursed by the employee.

Other Equipment and Resources

Employees should use other equipment and resources only for core purposes.

Other Policies

Employees should also be aware of Treasury Board’s Information Technology Policies http://www.gov.nl.ca/exec/treasury/itpolicy/

Last Updated: October 21, 2004
Reference: TBM 2004-430

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