INSERT ORGANISATIONACCEPTABLE INFORMATION TECHNOLOGY USE POLICY

Introduction

This document sets out the policy of INSERT ORGANISATION NAME in relation to the use ofthe computer and Internet facilities within its units/projects.

The policy applies toall users who have been given permission to use the Information Technology (IT) resources to access Internet or e-mail facilities.

Information Technology has become a commonplace feature of everyone’slives. There are many educational benefits and advantages to be derived whenused appropriately and responsibly. INSERT ORGANISATION NAME will endeavour toutilise these opportunities for the Personal and Social Development of everyone by making available access to computers, the Internet and othertechnology in the delivery of its programmes and Action.

This policy is intended to protect the interests of both the INSERT ORGANISATION NAMEstaff and users. INSERT ORGANISATION NAME is also aware of the potential risks involvedwith such technology and it is our aim to protect anyone from danger byproviding as safe an environment as possible.

Anyone who uses, or intends to use the computer facilities for any purpose willbe required to acknowledge that they have read, understood and will adhere tothis policy. Users who do not adhere to the Acceptable Use Policy will besubject to sanctions. These will depend on the nature of the incident may includean interview by staff, informing of parents and / or denial of access to ITresources in the unit.

Policy Statement

It is the policy of INSERT ORGANISATION NAME to provide anyone with access toappropriate information technology including the Internet for the promotion oftheir personal and social development. In doing so we accept that we have a duty to take reasonable steps to safeguard and promote the welfare of membersavailing of resources. We will endeavour to attain this by:

  • Providing clear guidelines for what is acceptable and unacceptable use.
  • Providing filtering software on each computer.
  • Supervising access and usage.
  • Raising awareness among staff and members of the potential risks associated with Internet use.
  • A member of staff will be responsible for overseeing Internet security anddealing with issues related to acceptable use and behaviour.

Disclaimer

In common with other media such as magazines, books, video etc. somematerial available via the internet is unsuitable for young people. INSERT ORGANISATION NAMEstaff will supervise members and take all reasonable precautions toensure users only access appropriate sites. However due to the internationalscale and linked nature of information available, it is not possible to guaranteethat suitable material will never appear on a computer. Neither the individualunit/project nor can accept liability for the material accessed orconsequences thereof. The use of the computer systems without permission orfor purposes not agreed by the individual unit/project could constitute a criminaloffence under the Computer Misuse Act 1990.

Guidance on the Use of INSERT ORGANISATION NAMEInternet and Email Facilities

Access to Facilities

  • All users will be required to complete a declaration form stating they haveread and understood the INSERT ORGANISATION NAMEPolicy on AcceptableComputer use and agree to abide by its terms and conditions.
  • Written parental consent will be required for all members under the age of 18,before they will be allowed to access the computers/Internet.
  • Individual access to the computers/internet must be booked in advance andused only with the consent and approval INSERT ORGANISATION NAMEstaff.
  • The computer/Internet may only be accessed under the supervision of INSERT ORGANISATION NAME. It is a condition of use that staff can observe the materialmembers are viewing at any time.
  • Pictures or Images that may identify individuals should not be uploaded toany website.
  • INSERT ORGANISATION NAMEreserves the right to monitor and log access toInternet sites and all type of network activity by members. Access to Internetand e-mail facilities may be withdrawn at any time as a result of, or pendingthe outcome of, investigations into suspected misuse.

General Responsibilities of Users

  • All of the usual unit/project rules relating to conduct and normal standards ofbehaviour apply just as much when using Internet or e-mail facilities as atother times. Users must at all times conduct themselves responsibly andhonestly when accessing the Internet or e-mail facilities.
  • They must ensurethat their actions do not:-
  • waste time or resources
  • cause offence to other members
  • breach any law or statute or
  • otherwise bring the unit/project into disrepute
  • Unacceptable behaviour – such as harassment, bullying, offensive remarks orcomments of a racial or sectarian nature, or regarding sexual orientation or relating to any of the other protected characteristics under the 2010 Equality Act – isjust as serious an offence if made in the course of using ICT facilities as atany other time, and will not be tolerated.
  • Inappropriate material may include,but is not limited to, any material of a pornographic, sexist, racist, sectarian, ageist, disabled,violent or offensive nature, whether in pictures, cartoons, words or sounds ormoving images, and whether or not purporting to be of a humorous nature.

Social Media

  • Social media poses a specific risk for staff, whilst INSERT ORGANISATION NAME cannot force staff to restrict their privacy setting on mediums such as Facebook and twitter, INSERT ORGANISATION NAME reminds staff that statements about work, or offensive images of staff that can be viewed by wider community members is a offence and can bring INSERT ORGANISATION NAME into disrepute.
  • INSERT ORGANISATION NAME will check staff social media accounts as a spot check to ensure accounts are not bringing INSERT ORGANISATION NAME into disrepute.
  • If staff social media accounts bring INSERT ORGANISATION NAME into disrepute through:
  • Inappropriate images (poor behaviour, naked images, inappropriate sexual images, use of uniform, staff doing or implying use of drugs)
  • Inappropriate statements i.e. about work, about work colleagues or community organisation
  • Other activities

This behaviour will result in disciplinary action.

Providing Clear Guidelines for What is Acceptable or Unacceptable Use and How to Minimise Risk for Users

  • The unit/project will print and display a list of what use it will consideracceptable and not acceptable. All users must accept as a condition ofaccess to limit their use to within these guidelines. (Appendix 2)
  • The unit/project will develop rules for responsible Internet use. All users mustaccept as a condition of access to limit their use to within these guidelines.(Appendix 3)

Providing within our Resources Appropriate Filtering Systems

  • Filtering software will be used in an attempt to screen outoffensive and potentially illegal Internet material. Details of disallowed sitesare in Appendix 2.
  • Filtering software may on occasions eliminate material that is acceptable.The unit/project is willing to consider releasing such sites on request, but onlyafter carefully checking its content.
  • Conversely filtering software might on occasions fail to eliminateunacceptable material. Neither the unit/project norINSERT ORGANISATION NAMEwill accept liability for any distress caused in this way.
  • Users may download information to floppy or USB pen (within copyrightrestrictions). However computer antivirus software will be set to checkremovable media on access to prevent the spread of computer viruses.
  • Where unsuitable sites are discovered the web address must be reported to amember of the staff so that the filtering software can be manually updated.
  • File sharing of copyright music is illegal and members will not be permitted touse the system for such activity.

Identify a Suitable Member of Staff to be Responsible for Overseeing Internet Security, Maintaining Good Practice and Dealing with Issues Relating to Acceptable Use And Behaviour

  • The unit/project will appoint a leader with specific responsibility to:
  • Ensure security systems are as effective as possible.
  • Receive any complaints from parents/members regarding the use of thesystem.
  • Ensure regular scanning of the system for viruses and threats.
  • Ensure the policy of the INSERT ORGANISATION NAMEis adhered to.
  • Raise awareness among staff and members of potential risks associated with Internet use.

Having Procedures for Reporting Inappropriate Use, Sites and Behaviour within the Organisation to Other Agencies where Appropriate

  • Members and or staff who encounter unsuitable sites materials which arepornographic, offensive, illegal or contain threatening behaviour must reportthis immediately to the supervising youth worker.
  • There may be occasions when the nature of the inappropriate use wouldnecessitate referral to other agencies. The member of staff in charge willreport as appropriate in such situations, following relevant policies, on aconfidential, need to know basis in the best interest of the child.

Raising Awareness among Staff and Members of the Potential Dangers Associated with Internet Access

  • Supervising staff will be informed of potential dangers of the Internet.(Appendix 4)
  • Users will be advised of potential dangers of the Internet.
  • Staff and volunteers responsible for Internet will be offered opportunities fortraining.

Regularly Reviewing Methods to Identify, Assess and Minimise Risk

  • The Policy will be reviewed annually.

Procedure for Dealing with Breaches of this Policy

  • Any breach of this policy, intended or accidental, is not acceptable. Infringements of this policy will be dealt with seriously as disciplinary matter under INSERT ORGANISATION NAME normal disciplinary procedures and may involve either informal or formal action depending on the seriousness of the case.

Appendices

1. Acceptable/ Not acceptable use

2.User Agreement for Responsible Use.

3. Consent Form

4. Potential Dangers.

Equality and Diversity

We aim to be an organisation that values, recognises and responds to the diverse needs of members and those we serve. We adhere to the Equality Act 2010 and will not discriminate against any person or other organisation with particular reference to the protected characteristics.
Monitoring and Review
The Senior Management Team, with adequate consultation of the Board of Trustees, will regularly review the operation of this policy.

Compiled with assistance from Morlan Gil Human Resources

Review Date / ......
Author / ......

Appendix 1

Information Technology Use Policy

ACCEPTABLE / NOT ACCEPTABLE USE:

The following use of the computer system is deemed acceptable by INSERT ORGANISATION NAMEResearch for homework / projects etc.

  • Gaming.
  • Social Networking.
  • Youth group projects.
  • Homework.
  • Emailing.

The following use of the computer system is deemed unacceptable by INSERT ORGANISATION NAME

  • Accessing pornographic, racist, extreme sites.
  • Downloading/file sharing of music and material subject to copyright.
  • Commercial use.
  • Threatening or abusive behaviour.
  • Loading programmes.
  • Twitter and other social media sites where INSERT ORGANISATION NAME is referenced in a non work related capacity

Disallowed Websites

Sites are categorised under various headings. The policy is to use filtering software to prohibit/allow access as detailed below. Access will be reviewed at least annually.

Category / Prohibited/Allowed
Adult, Sexually explicit / Prohibited
Chat / Prohibited
Criminal / Prohibited
Drugs, alcohol, tobacco / Prohibited
Gambling / Prohibited
Hacking / Prohibited
Hate Speech / Prohibited
Remote Proxies / Prohibited
Violence / Prohibited
Weapons / Prohibited

However filtering mechanisms may, on occasions, eliminate material that is acceptable. INSERT ORGANISATION NAMEis willing to consider releasing any such site on request after careful checking. Conversely, filtering software might on occasions fail to eliminate unacceptable material.INSERT ORGANISATION NAMEwill accept liability for any distress caused in this way.Please note that INSERT ORGANISATION NAME retains the right to monitor all internet, email use and data files stored on its computer network, particularly here there is a cause for concern.

Appendix 2

For your Reference theseResponsible Internet

Use Rulesare displayed as a poster next to the Computers

User Agreement forResponsible Internet Use

INSERT ORGANISATION NAMEhas installed computers and Internet Access to help your learning. The following rules and guidelines will help keep everyone safe and help us to be fair to others. You may only use the INSERT ORGANISATION NAME computers on condition that you accept and abide by the rules for use. Parental Consent must be obtained for use by under 18s.

I will:

  • Only use the computers with permission from the INSERT ORGANISATION NAME staff.
  • Use the computer only for activities outlined in the guidelines.
  • Only e-mail people I know or INSERT ORGANISATION NAME staff has approved.
  • Tell the supervising youth worker if I see anything I am unhappy with or I receive messages I do not like.
  • Accept that the INSERT ORGANISATION NAMEstaff may check my computer files and monitor the Internet sites that I visit.
  • Report to the supervising member of staff any offensive or inappropriate behaviour/sites encountered.
  • Only send messages that are polite and sensible.

I will not:

  • Access other members’ files.
  • Give my Login or Password details to anyone else.
  • Use personal floppy disks / CD-ROMs / Memory Sticks or other hardware without permission and before them being checked by the supervising youth worker.
  • Download material subject to copyright (e.g. music).
  • Share copyright material (e.g. music files).
  • Visit sites that are pornographic, sectarian, racist, sexist, violent, abusive, related to criminal activity or otherwise.
  • Post anonymous messages or forward chain letters.
  • Post any information or images about others.
  • Upload any images or photographs or that may identify individuals.
  • Loading any software or other programmes.
  • Use social media sites to bring INSERT ORGANISATION NAME into disrepute or talk about INSERT ORGANISATION NAME in a derogative nature.

I will protect my personal safety by:

  • Not giving personal information (name, home address, mobile phone, personal pictures) to strangers.
  • Not arranging to meet anyone through the Internet.
  • Not engaging in “one to one” conversation through chat rooms.
  • Using a nickname only for logging on/use.
  • Use personal social media sites whist in work time

I accept that by breaking these rules I can be stopped from using the computers or Internet.

Appendix 3

Acceptable Internet Use

Declaration and Consent Form

User:______D.O.B ______

Members Agreement:

I have read and understood the INSERT ORGANISATION NAME IT Acceptable Use Policy andthe rules for responsible Internet use. I will use the computer system and Internetin a responsible way and obey these rules at all times.

Signed______Date______

Parents Consent (required for all members under the age of 18)

I have read and understood the INSERT ORGANISATION NAME IT Acceptable Use Policy andthe rules for responsible Internet use and give my permission for myson/daughter

______(name) to access the Internet

I understand that INSERT ORGANISATION NAME will take reasonable precautions to ensuremembers cannot access inappropriate materials. I understand that INSERT ORGANISATIONNAMEcannot be held responsible for the nature or content of materialaccessed by my son/daughter and agree that INSERT ORGANISATION NAMEis not liable for anydamages arising from the use of the Internet facilities.

Signed ______Date______

Print Name______

Relationship to Child______

Appendix 4

INSERT ORGANISATION NAME

Some Points on the Potential Dangers

There are many positive benefits from new technology but it also poses some dangers and risksto young people. It is important to be aware of the potential dangers and plan to minimise therisk of exposure to these dangers.

Potential dangers are varied and changing rapidly but can include:-

Content Issues:-

  • Accessing sites that contain pornography, racist material, hate sites etc.
  • Accessing sites that contain inaccurate information that young people may accept asfactual.

Communication Issues:-

  • Bullying by e-mail / text.
  • Posting of hurtful messages, videos, and images about others.
  • “Grooming” by paedophiles through chat rooms, social network sites (e.g. Messenger/Bebo / MySpace etc).Facebook, MNS
  • Abusers often initiate a relationship through chat rooms but continue through e-mail/instantmessages/mobile phone.

Commercial Issues:-

  • Invasion of privacy.
  • Identity theft.
  • Unwanted e-mails / spam.
  • Plagiarism.

File Sharing:-

  • Downloading Copyright material (e.g. CD’s) - this is illegal and can lead to prosecution.
  • Accessing extreme content.
  • Inadvertently downloading pornography (which could lead to prosecution).
  • File sharing sites may not have the same protection and monitoring system as our ISP.
  • No need to prove age.
  • Content often mislabelled – what appears to be acceptable may be totally different.

(Source: Child Protection & New Technology ConferenceMay 2006, Belfast – Mary LouiseMorris - )

INSERT ORGANISATION NAME Acceptable IT Use Policy 1 MONTH/YEAR UPDATED