Staff Computer Usage Policy

Staff Computer Usage Agreement

Use of email and Internet services is primarily for work related purposes.

The College has the right to monitor any and all aspects of its computer system that are made available to you, and to monitor, intercept and / or record any communications made by employees using computer equipment. To ensure compliance with this policy for any other purpose authorised under the Telecommunications (Lawful Business Practice) (Interception of Communications) Regulations 2000 staff are hereby required to expressly consent to the College doing so. In addition, the College wishes to make you aware that close circuit television (CCTV) is in operation in certain areas for the protection of employees, students and equipment.

Computers and email accounts are the property of the College and are designed to assist in the performance of your work. You should therefore have no expectation of privacy in any email sent or received, whether it is of a business or personal nature.

It is inappropriate use of email and the Internet for employees to access, download or transmit any material that might reasonably be considered to be obscene, abusive, sexist, racist or defamatory. You should be aware that such material might also be contained in jokes sent by email. Such misuse of electronic systems will be viewed as misconduct and will, in certain circumstances, be treated by the College as gross misconduct. The College reserves the right to use the content of any employee email in any disciplinary process.

All Internet and email usage must comply with:

  • the five fundamental British Values of democracy, rule of law, individual liberty, mutual respect and tolerance of different faiths and abilities
  • the Prevent duty, the purpose of which is to reduce the threat to the UK from all forms of terrorism by stopping people being drawn into terrorism. If in the course of your independent study you need to research terrorism and/or counter-terrorism you must discuss this with your teacher in advance who will notify the Safeguarding Team

Staff should be aware that traffic and content may be monitored and appropriate action will be taken if necessary.

Email Usage Policy

Emails should be drafted with care. Due to the informal nature of email, it is easy to forget that it is a permanent form of written communication and that the material can be recovered even once deleted from your computer.

You should not make derogatory remarks in emails about other colleagues, students, competitors or any other person. Any written derogatory remarks may constitute libel.

Do not create email congestion by sending trivial messages or unnecessarily copying emails. You should regularly delete unnecessary emails to prevent over-burdening the system. A limit is set on the size of your mailbox. You will be automatically warned when you are approaching a critical limit. It is advisable to make hard copies of emails that you need to retain for record keeping purposes.

Reasonable private use of email is permitted but should not interfere with your work. The contents of personal emails must comply with the restrictions set out in this policy. Excessive private use of the email service during working hours may lead to disciplinary action and may, in certain circumstances, be treated by the College as gross misconduct.

By sending emails on the College system, you are consenting to the processing of any personal data contained in that email and are explicitly consenting to the processing of any sensitive personal data contained in that email. If you do not wish the College to process such data you should communicate it by other means.

Emails entering the College network are scanned for harmful content and will be automatically rejected should potentially harmful content be idenfitied. Unsolicited emails (spam) are scanned when arriving on the College network and may be rejected.

All emails leaving the College network will be appended to with the following statement:

The views or opinions expressed in this email are those of the author alone and not necessarily those of Alton College. This email (and any attachment) is sent in confidence for the addressee(s) only. It may contain confidential or sensitive information. The contents are not to be disclosed to anyone other than the addressee. Unauthorised recipients are requested to preserve this confidentiality and to advise us of any errors in transmission. Thank you.

Internet Usage Policy

Reasonable private use of the Internet is permitted but should be kept to a minimum and should not interfere with your work. Excessive private access to the Internet during working hours may lead to disciplinary action and may, in certain circumstances, be treated by the College as gross misconduct. The College would like to make you aware that Internet access is recorded on a per-user basis. Access to Internet sites is made through a content filtering system, and access to inappropriate sites may be automatically denied.

The sites accessed by you must comply with the restrictions set out in these guidelines. Accessing inappropriate sites may lead to disciplinary action.

Downloads from the Internet or files saved from email should relate to your work. You are not permitted to download, save or install files from Internet or email sources that do not relate directly to your work. Such files may corrupt your operating system or introduce viruses into the network.

Do not use the College Internet to do your personal banking, as privacy cannot be guaranteed.

Copyright and Downloading

Copyright applies to all text, pictures, video and sound, including those sent by email or downloaded from the Internet. Files containing such copyright protected material may be downloaded, but not forwarded or transmitted to third parties without the permission of the author of the material or an acknowledgement of the original source of the material, as appropriate.

Copyrighted software must never be downloaded. Such copyrighted software will include screensavers.

The maximum file size you are allowed to download is not currently restricted, but the College reserves the right to restrict file downloads if they cause congestion on the network.

Files being introduced into the College network should will be scanned with our current anti virus scanner. This is especially important when the files come from an unusual or rarely used source. Potentially harmful files will be automatically quarantined to protect College computers.

College employees must never engage in political discussions through outside newsgroups using the College computer system.

Software may not be downloaded or installed onto College equipment without prior approval from IT Services. This is a means of damage limitation to software packages have the potential to corrupt the operating system and introduce viruses.

If you have any proprietary CDs or software you wish put onto the network or if you are considering buying new CDs or software then please discuss this with the Network Manager (EE) first for evaluation. Installation onto the system will be prioritised.

General Computer Usage Policy

You are responsible for safeguarding your network passwords. For reasons of security, your individual password should not be printed, stored online or given to others. User password rights given to employees should not give rise to an expectation of privacy.

Your ability to connect to other computer systems through the College network does not imply a right to connect to those systems or to make use of those systems unless authorised to do so. You may not copy or alter a file belonging to another user without first obtaining permission from the creator of the file.