3.08 3.8
Labor and Policy IssuesTraployee Handbook-Amend 1006—Computer and Internet Usage—7-3-17
RESOLUTION AUTHORIZING AMENDMENT OF
TOWN OF QUEENSBURY EMPLOYEE HANDBOOK §1006
"COMPUTER AND INTERNET USAGE POLICY"
RESOLUTION NO.: ,2017
INTRODUCED BY:
WHO MOVED ITS ADOPTION
SECONDED BY:
WHEREAS, the Queensbury Town Board previously adopted a Town of Queensbury
Employee Handbook(Handbook) delineating Town employee policies and procedures, and
WHEREAS, the Town Board wishes to amend its Handbook at §1006 entitled, "Computer
and Internet Usage Policy" in part to change references from "Technology Department" to "IT
Services Provider," "IT Advisory Committee" and/or"Town Board,"and
WHEREAS, such proposed amendments have been presented at this meeting,
NOW, THEREFORE, BE IT
RESOLVED, that the Queensbury Town Board hereby adopts the amendments to its
Employee Handbook as delineated in the preambles of this Resolution and in substantially the form
presented at this meeting, and
BE IT FURTHER,
RESOLVED, that the Town Board further authorizes and directs the Town Supervisor's
Office to distribute copies of the amendments to all Town employees and elected officials and
amend the Employee Handbook accordingly.
Duly adopted this 3rd day of July, 2017 by the following vote:
AYES
NOES
ABSENT:
PROPOSED NEW
?et_ i
1006 Computer and Internet Usage Policy
A. Scope
This Policy applies to all Town Employees including officers and elected officials
and applies to all Town computers, computer components and devices that interface
with Town computers such as "smart phones" and tablets.
B. General
• Town computers are provided for official use.
• Employees shall not use Town computers, or Town owned telephones or"smart
phones"for any unlawful purpose, this includes, but is not limited to: sending
harassing communications or threats, viewing or sending sexually explicit images,
soliciting or furthering criminal activities,purchasing or selling illegal items.
• Employees shall not use Town computers or Town owned telephones or"smart
phones"to further any business or financial venture.
• No Employee may upload to the Internet any software, files or any other media
owned by the Town of Queensbury without Department Manager approval.
• Employees may download only software authorized by the IT(Information
Technology) provider and Town Board and must arrange to have such software
properly licensed and registered. Any software or files downloaded to the Town
of Queensbury network must be used consistently with applicable licenses or
copyrights. Any file that is downloaded must be scanned for malware before it is
run or accessed. No employee shall use the Town of Queensbury facilities to
download or distribute pirated software or data.
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• No one may browse, view or store any offensive materials on any Town
computer. This includes, but is not limited to, any illegal pornographic material,
or any material that would violate any sexual discrimination, harassment or unfair
treatment policy adopted by the Town.
• No employee shall knowingly use Town Computers to propagate or reproduce
any virus or other malware.
• No employee shall use Town computers to disable or overload any computer
system or network, or to circumvent any system intended to protect the privacy or
security of another user.
• The Town of Queensbury reserves the right to block Internet sites as it deems
necessary to enforce compliance with this policy.
• The Town of Queensbury reserves the right to monitor all computer, Internet, or
telephone usage and to inspect any or all files stored in any computer, component,
or"smart phone". Town Employees shall have no expectation of privacy as to
any material, stored, viewed, accessed, created or sent from any Town Computer
or device.
• Any employee given a User ID or password for a Computer or Internet resource
from the Town of Queensbury must keep that User ID or password confidential.
Employees may not change any assigned ID or Password.
• Individual ID's or passwords must not be shared or revealed to anyone except the
Town's IT provider and the Department Manager.
• Files containing sensitive or confidential data that are transferred in any way
across the Internet must be encrypted.
• Employees may not disable any anti-virus software, encryption software or
monitoring software installed by the Town.
• Employees may only use Town computers for purposes directly related to their
employment. They may not download entertainment software or games,
screensavers or materials for personal use or play games over the Internet.
• Employees may be disciplined for inappropriate, illegal or offensive material
posted on any social networking site or other publically accessible site regardless
of whether a Town computer was used to create or post such material.
• If an employee identifies any threat to the Town's computer system, or suspects
they may have inadvertently downloaded or accessed malware, or inappropriate
material, he or she must immediately notify their Department Manager or the
Town's IT provider.
• If an employee uses a Town provided electronic device, such as a smart phone,
PDA or cell phone for personal uses and incurs charges for such use, the Town of
Queensbury shall be reimbursed by the employee for all such charges. This
includes, but is not limited to, roaming charges if a device is taken out of the
service area, or data charges for transmitting text or pictures.
C. Violations
The Town may monitor all Internet usage. Information on internet activity and usage
patterns will be analyzed and used in any way that the Town deems desirable.
Violations of policies governing the use of computers may result in restriction of
access to the Town's computer resources or may result in forfeit of Town provided
equipment. In addition, the Town may institute disciplinary or legal action as it
deems appropriate.
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D. Responsibility for Policy
1. Each Department Manager is responsible for determining reasonable use of
computers, or computer-related devices(smart phones, PDA's) in their
department. Department Managers, within their sole discretion, may allow use of
Town computers or computer-related devices for incidental personal use that does
not interfere with Town purposes provided however,that under no circumstances
would such reasonable use allow any use of Town computers or equipment for
any illegal or offensive purpose.
2. The Town Board, at the recommendation of its IT advisory committee and the
Town's IT services provider is responsible for creating and updating protocols for
computer usage, monitoring and security.
C
1006 Computer and Internet Usage Policy
A. Scope TO Li C y
This Policy applies to all Town Employees including officers and elected officials
and applies to all Town computers, computer components and devices that interface
with Town computers such as "smart phones"and tablets.
B. General
• Town computers are provided for official use.
• Employees shall not use Town computers, or Town owned telephones or"smart
phones" for any unlawful purpose,this includes, but is not limited to: sending
harassing communications or threats, viewing or sending sexually explicit images,
soliciting or furthering criminal activities,purchasing or selling illegal items.
• Employees shall not use Town computers or Town owned telephones or"smart
phones"to further any business or financial venture.
• No Employee may upload to the Internet any software, files or any other media
owned by the Town of Queensbury without Department Manager approval.
• Employees may download only software authorized by the Technology
Department and must arrange to have such software properly licensed and
registered. Any software or files downloaded to the Town of Queensbury network
must be used consistently with applicable licenses or copyrights. Any file that is
downloaded must be scanned for malware before it is run or accessed. No
employee shall use the Town of Queensbury facilities to download or distribute
pirated software or data.
• No one may browse, view or store any offensive materials on any Town computer.
This includes, but is not limited to, any illegal pornographic material, or any
material that would violate any sexual discrimination, harassment or unfair
treatment policy adopted by the Town.
• No employee shall knowingly use Town Computers to propagate or reproduce any
virus or other malware.
• No employee shall use Town computers to disable or overload any computer
system or network, or to circumvent any system intended to protect the privacy or
security of another user.
• The Town of Queensbury reserves the right to block Internet sites as it deems
necessary to enforce compliance with this policy.
• The Town of Queensbury reserves the right to monitor all computer, Intemet, or
telephone usage and to inspect any or all files stored in any computer, component,
or"smart phone". Town Employees shall have no expectation of privacy as to
any material, stored, viewed, accessed, created or sent from any Town Computer
or device.
• Any employee given a User ID or password for a Computer or Internet resource
from the Town of Queensbury must keep that User ID or password confidential.
Employees may not change any assigned ID or Password.
• Individual ID's or passwords must not be shared or revealed to anyone except the
Director of Information Technology and the Department Manager.
• Files containing sensitive or confidential data that are transferred in any way
across the Intemet must be encrypted.
• Employees may not disable any anti-virus software, encryption software or
monitoring software installed by the Town.
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• Employees may only use Town computers for purposes directly related to their
employment. They may not download entertainment software or games,
screensavers or materials for personal use or play games over the Internet.
• Employees may be disciplined for inappropriate, illegal or offensive material
posted on any social networking site or other publically accessible site regardless
of whether a Town computer was used to create or post such material.
• If an employee identifies any threat to the Town's computer system, or suspects
they may have inadvertently downloaded or accessed malware, or inappropriate
material, he or she must immediately notify their Department Manager or the
Department of Information Technology.
• If an employee uses a Town provided electronic device, such as a smart phone,
PDA or cell phone for personal uses and incurs charges for such use, the Town of
Queensbury shall be reimbursed by the employee for all such charges. This
includes, but is not limited to, roaming charges if a device is taken out of the
service area, or data charges for transmitting text or pictures.
C. Violations
The Town may monitor all Internet usage. Information on intemet activity and usage
patterns will be analyzed and used in any way that the Town deems desirable.
Violations of policies governing the use of computers may result in restriction of
access to the Town's computer resources or may result in forfeit of Town provided
equipment. In addition, the Town may institute disciplinary or legal action as it
deems appropriate.
D. Responsibility for Policy
1. Each Department Manager is responsible for determining reasonable use of
computers, or computer-related devices (smart phones, PDA's) in their
department. Department Managers, within their sole discretion, may allow use of
Town computers or computer-related devices for incidental personal use that does
not interfere with Town purposes provided however,that under no circumstances
would such reasonable use allow any use of Town computers or equipment for
any illegal or offensive purpose.
2. The Town Department of Information Technology is responsible for creating and
updating protocols for computer usage, monitoring and security and shall advise
the Town Board of all such protocols.
1007 Unauthorized Work
Employees are expected to perform work only for the Town during their work shift. Any
employee who performs unauthorized work, claims that Town work has been done when
such is not the case, or performs any act of fraud or deceit, will be subject to disciplinary
action, up to and including dismissal, in accordance with the applicable collective
bargaining agreement or Civil Service Law(Section 75).
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