Corporate Standard

PUSHWORTH Corporate Standard

Using the Internet and E-mail at Work

Responsible Officer:   Administration Manager – Nichola Burton

Action Officer:             Administration Manager – Nichola Burton

1.0 Purpose

  • To provide a policy for Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student of PUSHWORTH regarding the appropriate access and use of the Internet and e-mail at work.
  • Internet and e-mail is important as they provide a means to gather information, communicate with colleagues and provide effective services to the community.
  • This document will provide Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student with a clear understanding of their obligations and responsibilities when using PUSHWORTH Internet and e-mail resources, including identifying inappropriate use and limited personal use.
  • PUSHWORTH considers it improper for Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student to use work based internet and e-mail in an inappropriate manner and therefore, will monitor internet activities and take disciplinary action if necessary.

2.0 Scope

This Corporate Standard applies to all persons who have access to PUSHWORTH computers, internet and e-mail systems, including all Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student s, Partners, Consultants, Contractors, Interns, Trainees, Volunteers, Work Experience Students and Guests.

3.0 Objective

The aim of this Corporate Standard is to protect PUSHWORTH‘s integrity and reputation, uphold ethical standards, ensure security of official information and ensure resources are used in accordance with the principles of the PUSHWORTH Enterprise Standard.  Guidance is also provided to Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student regarding the circumstances when the internet and e-mail may be used for personal reasons.

Areas that this Corporate Standard will address include:

  • Accessing the internet and e-mail at work
  • Accessing inappropriate internet sites
  • E-mail
  • Limited personal use
  • Confidentiality
  • Monitoring and Compliance
  • Discipline

 4.0 Principles

4.1 Accessing the internet and E-mail at work

Internet and e-mail access is provided by PUSHWORTH for official PUSHWORTH business, work related research and communications.  Some limited personal use is permitted.

Internet and e-mail use must be able to withstand public scrutiny and/or disclosure and comply with PUSHWORTH Enterprise information standards, legislation, PUSHWORTH‘s Code of Conduct and corporate standards.

All Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student are responsible for the appropriate use of PUSHWORTH communication and information devices.

Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student must ensure that system passwords are kept confidential and not disclosed to another person/s.

An Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student may be required to explain their use of the internet and e-mail if it is deemed inappropriate by PUSHWORTH.

Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student will refrain from downloading software from the internet onto PUSHWORTH computers without seeking approval from the ADMINISTRATION MANAGER.

Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student are to ensure that copyright legislation is not breached or unlawfully circumvent technological protection measures designed to deter copyright infringement.

Obscuring the origin of any message or downloading material under an assumed internet address, another Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student ’s log-on or otherwise disguising your user identity will not be tolerated by PUSHWORTH. Such matters will be investigated and appropriate action taken.

Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student must not use PUSHWORTH facilities to knowingly download or distribute pirated software or data.

Access to the internet and use of e-mail will be controlled and monitored by PUSHWORTH. PUSHWORTH’s Information and Communication Technology service provider and Web Master has access to email and internet information. The ADMINISTRATION MANAGER has the authority to monitor all e-mail and internet traffic and investigate and/or act on any violation of this Corporate Standard, PUSHWORTH Enterprise Standard, PUSHWORTH’s Code of Conduct or legislation.

The ADMINISTRATION MANAGER has the authority to monitor on a continuous basis through, exception reporting of e-mail and internet usage across PUSHWORTH’s systems and networks.

Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student must not use PUSHWORTH facilities to deliberately spread any form of virus or other malicious code or to knowingly overload or disable any computer system or network.

Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student must not distribute or forward non-work related e-mails in high volumes (e.g. SPAM), particularly e-mails which include large files or graphics.

Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student must not knowingly obtain unauthorized access to information and must not damage, delete, insert or otherwise alter such information with malicious intent.

PUSHWORTH encourages Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student to use the internet as an information resource and to become familiar with how to use the facilities it offers to the extent required to effectively and efficiently carry out official duties.

Excessive or prolonged use of the internet which does not yield or add value to PUSHWORTH outcomes may contravene this Corporate Standard and PUSHWORTH’s Code of Conduct and could lead to disciplinary action.

Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student must not defame, harass, abuse or otherwise offend other internet or email, users, individuals, members of the public, government agencies or other organizations.

The induction program for new Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student commencing in PUSHWORTH will include information regarding the obligations and responsibilities of Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student in using the internet and e-mail. PUSHWORTH’s intranet site will also include key information for all staff on the use of internet and e-mail at work.

4.2 Accessing inappropriate Internet sites

Unauthorized accessing, transmitting or storing of material that might bring PUSHWORTH into disrepute is not permitted.

Should an Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student accidentally enter an internet site deemed inappropriate, the Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student must immediately leave the site and inform the ADMINISTRATION MANAGER.

If an Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student has been found to have been accessing inappropriate internet sites, the ADMINISTRATION MANAGER will consider the following when determining whether and what disciplinary action to take:

  • the nature of the inappropriate site
  • time spent at inappropriate sites or searching for inappropriate sites
  • the frequency of inappropriate site access
  • the site’s usefulness and relevance to PUSHWORTH’s core business
  • pattern of behaviour in accessing inappropriate sites and/or excessive non-work related sites
  • The purpose for which site access was engaged (e.g. work related, personal or commercial).

4.3 E-mail

Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student will not access, create, store, copy, retrieve or distribute any inappropriate material via their PUSHWORTH e-mail.

If an Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student receives inappropriate material via e-mail, it must be deleted immediately and reported to the ADMINISTRATION MANAGER.

Use of e-mail to distribute inappropriate material may lead to severe legal consequences. PUSHWORTH and the individual may be held liable. This includes but is not limited to downloading, storing or distributing child pornography, disseminating messages without authority that may cause people to fear for their safety or the safety of others, disseminating jokes about religious practices or social customs that are offensive, use of email to participate in whole or part in illegal gambling, fraud and matters involving defamation.

Chain letters and non work related e-mails distributed to a large number of recipients in any form are strictly prohibited.

Information stored or created on the e-mail facility becomes the property of PUSHWORTH and is subject to scrutiny and audit at any time.

All e-mails are subject to record keeping as per the Public Records Act 2002 (Qld).

All e-mails are documents (records) and may be subject to the Freedom of Information Act 1992 (Qld).

Personal broadcast e-mails, such as advertising items for sale, are not to be distributed.

E-mails to all staff (i.e. all staff e-mails) are to be approved by the ADMINISTRATION MANAGER before being distributed.  Once approval has been obtained, the following phrase, in capitals, must be included at the top of the email –

“THIS EMAIL HAS BEEN AUTHORISED BY PUSHWORTH ADMINISTRATION MANAGER.”

4.4 Limited personal use of the Internet and E-mail

Use of the internet and e-mail for private purposes is subject to compliance with this Corporate Standard.

Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student must ensure that private use of the internet and e-mail does not interfere with official duties and PUSHWORTH work priorities.

Excessive use of the internet and e-mail may constitute a breach of PUSHWORTH’s Code of Conduct, government legislation, information Statements and/or this Corporate Standard.

Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student who use PUSHWORTH’s internet and e-mail facilities for personal reasons will ensure use is infrequent and brief, does not compromise security and does not cause PUSHWORTH additional expense. Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student should avoid storing (saving) or distributing non-work related emails that include large files or graphics that take up a large amount of memory.

Limited personal use of the internet and e-mail is permitted where it:

  • generally, takes place during the Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student non-work time;
  • incurs no additional expense to PUSHWORTH;
  • is infrequent and brief;
  • is not used to support a personal private business;
  • does not interfere with the business of PUSHWORTH;
  • does not compromise the security of PUSHWORTH’s systems; and
  • Does not violate any state/federal legislation and regulation.

An Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student should check with their manager if uncertain about personal use and adherence with this Corporate Standard. An Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student may be required to account for personal time on the internet and e-mail.

The ADMINISTRATION MANAGER may at any time revoke or suspend an Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student ’s internet and e-mail access if it is believed the systems have been used inappropriately.

4.5 Confidentiality

PUSHWORTH’s Confidentiality Corporate Standard should be referred to for all matters relating to the confidentiality of official information.

In all matters regarding confidentiality, Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student must ensure that communications across the internet do not reveal confidential information about PUSHWORTH.

Breaches of confidentiality may result in prosecution under PUSHWORTH for Children and Young People and Child Guardian Act 2000 (Qld).

4.6 Monitoring and Compliance

PUSHWORTH’s Information and Communication Technology service provider has access to e-mail and internet information on PUSHWORTH’s systems and network.

To ensure compliance with this Corporate Standard, the PUSHWORTH Directors have the authority and right to monitor all traffic to or from the internet and e-mail at any time and to act on any violation of this Corporate Standard, PUSHWORTH Enterprise Standard, PUSHWORTH’s Code of Conduct or legislation.

The ADMINISTRATION MANAGER has the authority to monitor on a continuous basis, through exception reporting of e-mail and internet usage across PUSHWORTH’s systems and networks.

All internet access will be logged. For each site accessed an audit log of username, site address, date and time will be recorded and archived. A separate log of attempted access to prohibited sites will also be recorded and archived.

Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student use of e-mail will be monitored and audited at any time. Both internal and internet e-mail is subject to monitoring. All e-mail is subject to monitoring, including personal e-mail and deleted items.

Access to some internet sites by Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student will be prohibited due to filtering mechanisms that are in place. This aims to protect Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student and PUSHWORTH from accidental or casual access. Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student are personally responsible for ensuring that internet site addresses being accessed are appropriate. Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student should not rely on internet systems or filters to preclude access to inappropriate sites.

PUSHWORTH’s Information and Communication Technology service provider and both Directors have the right to view the contents of all files stored on the corporate network in order to ensure compliance with this Corporate Standard.  This may include files stored in personal areas.

4.7 Discipline/Dismissal

An Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student may be subject to disciplinary action if this Corporate Standard is not complied with.

Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student found to be intentionally accessing, downloading, storing or distributing pornography using a PUSHWORTH owned Information and Communication Technology facility or device will be dismissed. Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student may also be disciplined or dismissed for the misuse of the internet or e-mail in respect of material which is offensive or unlawful, although not pornographic.

An Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student subject to disciplinary action will be provided with procedural fairness and natural justice. An officer found to be in breach of this Corporate Standard could be subject to one or more of, and not limited to the following penalties:

  • terminate the officer’s employment or contract or work agreement;
  • reduce the officer’s classification level and change the officer’s duties accordingly;
  • forfeit or defer a remuneration increment or increase of the officer;
  • reduce the level of the officer’s remuneration;
  • impose a penalty on the officer of not more than the total of two of the officers’ periodic remuneration payment;
  • direct that a penalty imposed on the officer be deducted from the officer’s periodic remuneration payment; and
  • Reprimand the officer.

Inappropriate use of the internet or e-mail systems may result in revocation or suspension of the use of these facilities.

Breaches that are unlawful may be referred to the relevant law enforcement agency.

5.0 Definition of Terms

Appropriate internet and e-mail use

  • must be lawful and consistent with policy, state and federal legislation, Directives and be able to survive PUSHWORTH scrutiny;
  • is relevant to the official duties of the Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student;
  • is in accordance with directions and priorities of the Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student ’s manager;
  • does not defame, harass, abuse, discriminate against or otherwise offend other internet users, individuals or organizations;
  • limited personal use in accordance with legislation, Code of Conduct and government policy; and
  • Will not otherwise damage the reputation or integrity of PUSHWORTH if the use was made public.

Inappropriate Internet use

Internet access is not permitted to sites that include, but are not limited to, those that contain the following material:

  • Discriminatory material as outlined in the Anti-Discrimination Act 1991 (Qld)
  • Defamatory, abusive or harmful material under the Defamation Act 1991 (Qld)
  • Pornographic, erotic or otherwise sexual in nature
  • Obscene or otherwise offensive to community standards
  • Portrays gratuitous violence
  • Exploitation of children.

In addition, Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student are not permitted to access internet sites or use their e-mail to:

  • access and partake in chat rooms or dating sites;
  • conduct any form of on-line gambling;
  • support and carry out a personal or private business;
  • conduct fraudulent activities;
  • provide access to non-Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student s, Partners, Consultants, Contractors, Interns, Trainees and Work Experience Students; and
  • excessive downloads that incur additional expense to PUSHWORTH.

Limited personal use

Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student are permitted to use the internet and e-mail during their own time (non-work time) for personal purposes.  Examples include:

  • PUSHWORTH approved study requirements;
  • Internet banking for personal purposes;
  • Career-orientated personal development;
  • White and yellow pages telephone directories;
  • Any other appropriate sites such as Hotmail, Yahoo (unless blocked due to viruses).

Copyright

The exclusive right granted by law to make and dispose of copies of, and otherwise control, a literary, musical, dramatic, or artistic work.

6.0 Supporting Information

For communications links, PUSHWORTH images, publishing and web page design contact the ADMINISTRATION MANAGER.

6.1 Copyright

Any information found on the internet may be subject to copyright, therefore, Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student must take care when downloading, printing, saving, copying and using information.

PUSHWORTH retains the copyright to any material posted to any internet facility by Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student of PUSHWORTH.

Files or software transferred from the internet must be used only in ways that are consistent with the licenses or copyrights of the file material or software.

The Copyright Act 1968 determines what is protected by the legislation, including, literary work, sound recording, computer programs, artistic works and cinema and television recordings.

A copyright owner is entitled to take legal action against a person who infringes copyright.

7.0 Responsibilities

 ADMINISTRATION MANAGER – Custodian and Implementation, Delegated authority and decision maker in relation to the administration and implementation of this corporate standard, Principal referral point where an Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student  accidentally accesses an internet site or receives an e-mail deemed to be inappropriate, referral of breaches that constitute misconduct to the Crime and Misconduct Commission and monitoring on a continuous basis through exception reporting of internet and e-mail usage across PUSHWORTH’s systems and network.

Team and Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student – Awareness, understanding and commitment to the principles and intent of this corporate standard.

Director of Sales – Implementation, Promotion and commitment to the principles, procedures and intent of this corporate standard. Referral point where an Employee, Partner, Consultant, Contractor, Intern, Trainee, Volunteer and Work Experience Student accidentally accesses an internet site or receives an e-mail deemed to be inappropriate. Advising the ADMINISTRATION MANAGER as the principal referral point.

8.0 Links

 Anti-Discrimination Act 1991 (Qld)

 Copyright Act 1968

Criminal Code Act 1899 (Qld)

 Defamation Act 2005 (Qld)

Freedom of Information Act 1992 (Qld).

Public Records Act 2002 (Qld)

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