COMPUTER USE POLICY

A. General. District computers and information systems are District property. They may be used only for explicitly authorized purposes. The District reserves the right to examine all data stored in or transmitted by their computers and systems consistent with law. Employees have no right to privacy with regard to the Internet and email on District systems. Authorized designees (as referenced above) may access any files stored on, accessed via, or deleted from computers and information systems consistent with law. When necessary, Internet, email, social media and Instant Messenger (IM) usage patterns may be examined for work-related purposes, including situations where there is a need to investigate possible misconduct and to assure that these resources are devoted to maintaining the highest levels of productivity. All software installed on any District computer must be licensed to the District. No District employee may install, uninstall, or reconfigure any software or hardware owned by the county without prior authorization from the District. The use of privately-owned or contractor-owned devices (i.e., PDAs, smart phones, and laptops) for official county business must be authorized in advance by the District. Employees may be required to maintain passwords for their computers. Employees are responsible for safely securing their passwords. Absent supervisor approval, employees shall not share passwords. Employees may be required to periodically change passwords. Employees shall follow all IT Guidelines regarding passwords.

B. Allowable Uses of Computer and Information Systems for Business Purposes. 1. Facilitating job function performance. 2. Facilitating and communicating business information within the District network. 3. Coordinating meeting locations and resources for the District. 4. Communicating with outside organizations as required in the performance of employee job functions.

C. Prohibited Uses of Computers and Information Systems, Including but Not Limited to E-mail, Instant Messaging, and the Internet. 1. Violating local, state, and/or federal law. 2. Harassing or disparaging others based on age, race, color, national origin, sex, sexual orientation, disability, religion, military status or political beliefs. Harassment and disparagement include but are not limited to slurs, obscene messages, or sexually explicit images, cartoons, or messages. 3. Threatening others. 4. Soliciting or recruiting others for commercial ventures, religious or political causes, outside organizations, or other matters which are not job related. 5. Using computers or information systems in association with the operation of any for-profit business activities or for personal gain. 6. Sabotage, e.g. intentionally disrupting network traffic or crashing the network and connecting systems or intentionally introducing a computer virus. 7. Vandalizing the data of another user. 8. Forging electronic mail and instant messenger messages. 9. Sending rude or obscene messages (anything that would embarrass or discredit the District). 10. Disseminating unauthorized confidential or proprietary District documents or information or data restricted by government laws or regulations. 11. Browsing or inquiring upon confidential records maintained by the District without substantial business purpose. 12. Disseminating (including printing) copyrighted materials, articles, or software in violation of copyright laws. 13. Accessing the Internet in any manner that may be disruptive, offensive to others, or harmful to morale. 14. Transmitting materials (visual, textual, or auditory) containing ethnic slurs, racial epithets, sexually-oriented messages/images or anything that may be construed as harassment or disparagement of others based on age, race, color, national origin, gender, sexual orientation, disability, religious or political beliefs. 15. Sending or soliciting sexually-oriented messages or images. 16. Using the Internet to sell goods or services not job-related or specifically authorized in writing by an approving authority. 17. Downloading and viewing non-work-related streaming audio or video (i.e. listening to radio stations, etc.) due to the limited bandwidth of the system. 18. Intentionally using Internet facilities to disable, impair, or overload performance of any computer system or network or to circumvent any system intended to protect the privacy or security of another user. 19. Speaking to the media or to the public within any news group or chat room on behalf of the District if not expressly authorized to represent the District. 20. Uploading or downloading games, viruses, copyrighted material, inappropriate graphics or picture files, illegal software, and unauthorized access attempts into any system. NOTE: Whether on working time or not, these prohibitions apply at all times to county-owned computers and information systems. Personnel cannot expect that the information they convey, create, file, or store in District computers and information systems will be confidential or private regardless of the employee’s intent. Please remember that there is no expectation of privacy for anything sent by District email or IM, and that others can view this information at any time.

D. Guidelines for Incidental/Occasional Personal Internet Usage. Generally, the Internet is to be used for work-related purposes. The District will permit personal use of the Internet with reasonable restrictions as to the amount of time devoted to personal usage and sites visited provided such use does not adversely affect business or productivity. Incidental/occasional use is comparable to time authorized for meals and reasonable breaks during the workday and those times only should be used to attend to personal matters. Personnel are not permitted to utilize the Internet for personal use equal to meal and break times and also take their scheduled meal and breaks. Agency Internet resources must be devoted to maintaining the highest degree of productivity. Personal Internet usage is a privilege, not a right. As such, the privilege may be revoked at any time and for any reason or for no reason. Employees are prohibited from engaging in personal use, including social media, while in active pay or otherwise on County time.

E. Securing Computer Equipment and Electronic Data. District employees who are responsible for or are assigned portable computer equipment, cell phones, and electronic media (i.e., laptops, flash memory devices, external hard drives, DVDs, CDs, etc.) shall secure those items when not in the office as these items may contain confidential and/or HIPAA information, which could be compromised if lost or stolen. If an employee loses a piece of equipment or it is stolen, they are required to immediately notify their supervisor. Failure to properly secure portable computer equipment, cell phone, and electronic data is subject to disciplinary action. Employees accidentally sharing District information, or accessing an improper website, or opening an email with a virus are to immediately notify their supervisors. Employees who receive ransomware, or other malware/virus, are to immediately notify a supervisor. Employees shall not open emails, or click links, about which they have a concern.