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SECTION 3.15 Computer facilities, e-mail & the internet POLICIES & PROCEDURES 1. GENERAL • This policy applies to all staff and Fellows of the College. • You may make reasonable personal use of computing facilities provided by the College. This personal use should not interfere with the performance of your duties or cause any damage or difficulty to computers or to networks, or any difficulty or distress to others. • You should use computing facilities in a reasonable manner. You should not install any software without the agreement of the IT Manager, and you should not reconfigure any machine you have access to against the advice of the appropriate authorised officer. • You may not make use of the College’s IT facilities for private financial gain or for commercial purposes outside the scope of official duties or functions, without specific authorisation to do so. 2. INTERNET USAGE (INCLUDING E-MAIL, THE WEB, CHATROOMS) • You may make occasional use of the Web for other than strictly work purposes provided it does not adversely affect your work and the work of others and has a minimal effect on the College’s resources. • You may make occasional use of College facilities for personal e-mails, provided that this does not have more than a minimal impact on resources and does not adversely affect your work or the work of others. • If an e-mail is personal, you may wish to make this clear by using the word ‘personal’ in the subject line. • When you send e-mail, you should remember the following:- Computer facilities, E-mail & internet i. ii. An e-mail message is legally equivalent to a letter. e-mail messages can be defamatory and can form contracts. For these reasons, it is important to take the same care in composing e-mail messages as in composing letters. Private e-mails should not use Downing signature blocks. 104 S TAFF HANDBOOK iii. e-mail messages, like other documents, can be disclosed to the person that they are about, under the Data Protection Act and in the event of legal proceedings.
iv. 3. Computer facilities, e-mail & the internet continued... The College cannot guarantee that communications will not be accessed illicitly. SECURITY AND PROTECTION OF INFORMATION SECTION 3.15 POLICIES & PROCEDURES • You should guard confidential material and personal information by the proper use of passwords and other security measures. • Not all computer systems are suitable for the storage of confidential information. You can get advice on this from the College’s IT Manager. • You can protect highly sensitive material through the use of encryption. The IT Manager can advise you on this. • You must not disclose passwords or other access codes to other persons. • You must comply with the Data Protection Act, which requires that the College keeps personal information secure. • When working with confidential information, you must take care not to leave it inappropriately on screen. You should not leave your computer logged on when unattended, unless it is in a secure location. • You should observe the same standards of confidentiality for electronically held or generated information as for information held on paper. If you have a concern about the inadequate protection of data, you should inform your Head of Department or Supervising College Officer so that any necessary steps can be taken to safeguard the data. All staff and Fellows have an obligation to protect data and systems by following current recommendations to avoid damage from viruses and other malicious programmes. You can get advice from the IT staff about this. Computer facilities, E-mail & internet STAFF HANDBOOK 105
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STAFF HANDBOOK DOWNING COLLEGE CAMB
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WELCOME Welcome from Professor Barr
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Contents 3 SECTION 49 PAGE POLICIES
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SECTION 1 ABOUT OUR COLLEGE 1.1 Dow
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V I I VI V I XI I VI SECTION 1.2 AB
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SECTION 1.3 ABOUT OUR COLLEGE Car p
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SECTION 1.3 ABOUT OUR COLLEGE v. Fa
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SECTION 1.3 ABOUT OUR COLLEGE Facil
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SECTION 1.4 Our staff and Fellows S
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SECTION 1.4 The Governing Body and
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SECTION 2 TERMS AND CONDITIONS 2.1
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SECTION 2.2 Holidays Holidays i. Ou
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SECTION 2.3 Sickness TERMS & CONDIT
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SECTION 2.3 Sickness continued... T
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SECTION 2.4 Termination of employme
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SECTION 2.5 Pensions TERMS & CONDIT
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SECTION 2.7 Business expenses TERMS
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SECTION 2.8 Hours of work & flexiti
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SECTION 2.9 Night workers TERMS & C
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SECTION 2.10 Grievance procedure co
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SECTION 2.11 Disciplinary policy: p
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SECTION 2.11 TERMS & CONDITIONS Dis
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SECTION 2.11 Disciplinary policy: p
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SECTION 2.11 TERMS & CONDITIONS Dis
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SECTION 2.12 TERMS & CONDITIONS Cap
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SECTION 3 POLICIES & PROCEDURES Pol
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SECTION 3.2 Conduct POLICIES & PROC
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Page 62 and 63: SECTION 3.4 Smoking POLICIES & PROC
Page 64 and 65: SECTION 3.5 Well-being at work cont
Page 74 and 75: SECTION 3.6 POLICIES & PROCEDURES T
Page 76 and 77: SECTION 3.7 POLICIES & PROCEDURES M
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Page 82 and 83: SECTION 3.8 Flexible working POLICI
Page 84 and 85: SECTION 3.8 Flexible working contin
Page 86 and 87: SECTION 3.9 POLICIES & PROCEDURES P
Page 88 and 89: SECTION 3.10 POLICIES & PROCEDURES
Page 90 and 91: SECTION 3.12 Performance and promot
Page 92 and 93: SECTION 3.14 Data protection POLICI
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Page 110 and 111: SECTION 3.16 Telephones and mobile
Page 112 and 113: SECTION 3.17 Use of vehicles contin
Page 114 and 115: SECTION 3.19 Retirement procedure P
Page 116 and 117: SECTION 3.20 Redundancy policy POLI
Page 118 and 119: SECTION 3.21 Public interest disclo
Page 122: NOTES 120 S TAFF HANDBOOK
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