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Sample Technology Policy |
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(organization) is committed to providing an environment that
encourages the use of computers and electronic communications as
essential tools to support [organization]'s ministry. In using [organization]’s
computers and electronic communications systems including, but not
limited to, electronic mail and access to the Internet, it is
important for all employees/users to be aware of (organization)’s
policy regarding responsible use. It is the responsibility of each
User to ensure that this technology is used for proper business
purposes and in a manner that is 1) is responsible, professional,
and legal; 2) does not compromise the confidentiality of
proprietary or other sensitive information; 3) does not compromise
the security of [organization]'s computer resources; and 4) is
consistent with good stewardship and the mission and ministry of
[organization]. |
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The use of computers, the Internet, and other emerging
technology is prevalent in our churches and has made sexually
aggressive media widely available. The following is a sample
policy that may be used in local United Methodist organizations in
regards to misconduct of a sexual nature through the use of the
internet. |
| If you have experienced clergy
misconduct of a sexual nature through technology, you may want to
review this policy and ask your annual conference about the
policies in regards to technology. If you want a policy written
for your UM organization, please note that this SAMPLE policy is
only an example for your organization. Please review the policy
and adapt it to your particular situation in your organization (i.e:
church, annual conference, etc.) in consultation with qualified
legal counsel. The particulars of the SAMPLE policy may or may not
apply to your environment. Your policy needs to be applicable to
your situation. If not, the policy will not have validity. |
| The purpose of this policy is to
ensure the appropriate use of computer resources, to monitor and
maintain productivity of employees, to assist in preventing harm
to the interests of [organization] and its employees, and to
prevent the violation of various state and federal laws. |
| No Privacy. Employees/users
do not have a personal privacy right in any matter created,
received, sent, or stored on [organization] computer resources,
whether or not the matter is designated as private or
confidential. (organization) reserves the right to access all
computer resources for the purpose of supporting its mission and
ministry, assuring compliance with statutory requirements, as well
as internal policies supporting the performance of internal
investigations, and assisting with the management of [organization]'s
information systems. |
| All aspects of [organization]'s
computer, technology and communications systems, including but not
limited to hardware, software, and all files and message contents,
are the property of [organization]. The computer, technology and
communications systems, including e-mail and Internet access, are
business tools provided by [organization] which should be used for
business purposes only. |
| (organization) reserves the right
to monitor and review email messages and Internet access, without
prior notice. This includes the right to monitor Internet sites
visited, duration of employee(s) Internet use and files which have
been viewed, accessed, or downloaded. E-mail messages and Internet
access are not private, and employees should not consider their
email messages and Internet access to be private. An employee's
access code or password does not give him or her any right to
privacy with respect to using the [organization]'s email and
Internet systems. |
| Any violation of this policy may
result in disciplinary action up to and including termination of
employment. An employee who discovers a violation of this policy
is expected to report it to the appropriate [organization]
representative(s). |
1. Internet Access
General [organization] provides the ability to access the Internet
through an Internet browser. [organization] employees designated
to have access to the Internet are required to use their access to
the Internet in a legal, responsible and informed way, conforming
to network etiquette, customs and courtesies. Internet email
access/usage is subject to [organization]'s policies and
guidelines related to email. |
[organization] management will
determine:
- the extent to which an employee may use the Internet to
accomplish job responsibilities. Any questions about the
appropriateness of a particular use of the Internet should be
discussed with the employee's supervisor;
- the appropriateness of using the Internet for professional
contacts and career development activities during office hours;
- training required of staff using the Internet and work time
that may be used to practice/acquire skills needed to
effectively access and use the Internet.
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| The Internet is not a secure
communication channel and should not be used for sending or
receiving confidential or sensitive information. |
2. Electronic Mail
Electronic mail (email) has been established for [organization]
purposes related to the mission of [organization]. [organization]
offers the use of E-mail by its employees as an opportunity to
enhance their ability to carry out their job responsibilities.
Electronic communications, including internal and Internet E-mail,
other forms of electronic media and all of their component parts,
such as hardware, software, messages and other data ("email"), are
the property of [organization]. It may be used for personal
purposes only in accordance with [organization] guidelines and may
never be used in any way that may be disruptive or offensive to
others. Email may not be used to solicit participation in any
activity not directly related to or sponsored by [organization]
(i.e., personal, commercial, religious, political or charitable
causes). |
| Email is to be used as an agency
tool. Email should be drafted with the same thought and concern
devoted to written or verbal communications, such as letters and
memoranda. The email system should not be used to create any
offensive or disruptive messages. Users must identify themselves
with their full email address or legal name. [organization]
neither assumes nor shares responsibility for incidents of
harassment, slander, malice, defamation of character, copyright
violations, or any civil or criminal actions that occur or are
alleged to have occurred through any personal or inappropriate use
of email. The responsibility for and defense against such actions
or claims is solely that of the individual. |
| Use of the Internet is a privilege,
not a right, which may be revoked at any time for inappropriate
conduct. The willful misuse of Internet access by any employee may
result in other disciplinary action, including but not limited to,
termination of employment. Examples of inappropriate conduct
include, but are not limited to: use of inappropriate or offensive
or abusive language in either public or private messages; unlawful
activities; gambling, defamation; infringement of copyrights;
misrepresentation of oneself or [organization]; logging on or
accessing obscene, pornographic, sexually explicit, racist or
violent sites; pirating software or transmitting software programs
or other copyrighted or trademarked material; engaging in
transactions or activity for personal financial gain: jeopardizing
[organization]'s tax-exempt status; creating unauthorized
contractual liability for [organization]; violating any
[organization] policy or procedure: engaging in any activity or
communication that is inconsistent with norms of professional and
business conduct; and sending messages that might result in
congestion or disruption of networks and systems. |
Employees must abide by security
policies, procedures and guidelines in their use of the Internet,
and are to refrain from practices which might jeopardize [organization]'s
computers, data, network, systems security or work in general.
Employees must guard against computer viruses and security
breaches of any kind. Employees who use the Internet:
- may not transfer or install any software or files from the
Internet to any [organization] computers or information systems
except as authorized by appropriate technical staff (i.e. no
downloading of software, programs, games, etc.)
- may not use the Internet to connect to secure accounts
(accounts requiring proprietary password log-in) on computer
systems outside the [organization] network without prior
approval from your supervisor.
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| Email is not a private,
confidential communication. The confidentiality of any message
should not be assumed. Messages should be treated as confidential
by other employees and accessed only by the intended recipient.
Employees are not authorized to retrieve nor read any email
messages that are not sent to them. Any exception to this policy
must receive prior approval from the employee's supervisor. |
| In the use of email, employees
should not use passcodes, access a file, nor retrieve any stored
information unless authorized to do so. All computer pass codes
must be provided to supervisors. No passcode may be used that is
unknown to [organization]. |
Personal Use
The Internet is not "free." Valuable and scarce resources are used
to establish, operate and maintain [organization]'s access to the
Internet including the valuable use of staff time needed to make
inquiries, send and receive email, and participate in discussion
groups on the Internet. All employees are expected to be good
stewards in the use of these valuable resources. Personal use may
be allowed in consultation with a supervisor. Personal use should
not occur during working hours. |
Electronic Discussion Groups,
Telnet and FTP
Staff members who participate in electronic discussion groups (listservs,
Usenet news groups, etc.) must abide by the rules and etiquette of
those groups. When using Telnet or FTP (File Transfer Protocol) to
access remote computer systems, users must remember they are
guests on another organization's machine. All policies (i.e., use,
security, conduct and disciplinary action) outlined for users of
email and Internet also apply to Electronic Discussion Groups,
etc. |
| [organization] reserves the right
to access and disclose all messages, for any purpose, at any time
for legitimate [agency] reasons without the permission of the
employee. |
| This SAMPLE policy is only an
example for your organization. Please review the policy and adapt
it to your particular situation in your organization (ie: church,
annual conference, etc.) The particulars of the SAMPLE policy may
or may not apply to your environment. Your policy needs to be
applicable to your situation. If not, the policy will not have
validity. |
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This SAMPLE policy is only an
example for your organization. Please review the policy and adapt
it to your particular situation in your organization (ie: church,
annual conference, etc.) The particulars of the SAMPLE policy may
or may not apply to your environment. Your policy needs to be
applicable to your situation. If not, the policy will not have
validity.
For more
information, visit the United Methodist Sexual Ethics Website at:
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