Underwood Carpenter Employee Handbook - Latest 02 11 16

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Office Equipment Employees are required to take due care of Company equipment. The Company reserves the right to deduct monies from salary payments to cover the cost of lost, damaged or misused equipment if they were lost, damaged or misused due to an employee’s negligence. The Company reserves the right to require you to immediately return any Company property (including documents) that are in your possession or control at any time, on demand, and with immediate effect. Company Goods and Services The following will be considered to be misuse or misappropriation of Company goods or services: Keys • Taking Company goods home or removing them from business premises without permission; • Use of Company goods and/or services for personal use. This includes use both during and outside normal working hours without permission; • Offering Company goods or services free of charge or at reduced rates to other individuals and/or businesses/organisations without prior permission from a Director. This would include for the purposes of relationship building with potential clients, giving someone a ‘favour’, offering discounts outside the boundaries of standard procedure and practice. Entry fobs / keys for Company premises, cupboards and drawers, etc remain at all times the property of the Company. The Company can therefore at any time request the return of entry fobs / keys without having to provide either an explanation or justify its actions. A failure to keep entry fobs / keys secure will be seen to be a breach of this security procedure. Computer Equipment All computer systems and their peripherals are the property of the Company and may not be defaced or modified by users. Similarly, all electronic communications systems (i.e. telephones, voicemail, electronic mail, and internet access systems) and all messages, files or other data created uploaded, downloaded, sent, received or stored are the Company’s property. Information Technology Assets Email is a wonderful means of transmitting viruses and the internet is an easy place to access them. All staff should be aware of the potential dangers and should remain vigilant to possible attacks and methods of infection. The ethos which should be employed at all times is to assume that any unusual email, download or site may be fraudulent and always approach with caution. Please ensure that you abide by the good practise rules to help us protect our assets and make sure that if you have any concerns at all you contact a member of the IT department. • Ensure your junk email/deleted mailboxes are regularly emptied and that your main mailbox holds only relevant emails and is not allowed to become cluttered in order to optimise mail storage. • Users may not install or remove any programs from the systems. • Users should never affix any details of their user name or password to the system. • Except in an emergency, users may not unplug anything from the system. • Users may not plug any devices into the system unless authorised to do so. Employee Handbook Issue Date: November 2016 40
• Users should not leave their laptop/PC logged in if they leave the office or if they are away from their desk for an extended period. It is permissible to lock the system for short durations. All users should log off at the end of the day. • Users may not disassemble any part of the system at any time. • Users must inform the IT department immediately if they suspect a virus infection on their machine If the virus appears virulent, the user is advised to shut down the machine immediately and await assistance before switching back on. • All machines must be shut down properly before switching off. It is not appropriate to switch off the machine by removing power. • File sharing tools and Internet chat programs are expressly forbidden except where specifically sanctioned for company business. • No attempt may be made to use external proxy services for Internet connectivity. • Each user is responsible for ensuring that their laptop/PC is secure. In the event that illicit activity is detected on a laptop/PC(or from a login account), the registered user will be deemed responsible for that activity. 3 Security and Information Technology Governance • Internet, Email and other IT Systems • Social Media • Acceptable Personal Usage • Monitoring • Rules for Usage of Internet and Email Systems • Prohibited Activities • Telephones Internet, Email and other IT Systems This policy has been drafted to ensure that the Company’s staff are clear about their responsibilities in respect of their use of the Company’s IT and email systems and internet, including social media. This policy sets out the Company’s expected standards in relation to business use of the internet and emails, as well as personal (use at work out of working hours) and private use (use in your own time which may impact on the Company). This policy is applicable to all individuals working in or for the Company, including employees, consultants, contractors, partners, trainees, homeworkers, casual and agency staff and volunteers. Social Media For the purposes of this policy, social media includes websites and web applications which allow social networking, blogging (and micro-blogging), content communities, wikis and forums e.g. LinkedIn, Twitter, YouTube, Facebook etc. The terminology used to refer to this type of activity is constantly changing and evolving, and therefore a common sense approach will be used and the terminology used in this policy should in no way be seen as final or exhaustive. We accept that the use of social media can be a valuable tool to keep in touch and as such we encourage this activity, providing that a responsible, common sense approach is taken. Inappropriate use which has a direct impact on the Company, its reputation, brand or an individual’s work will be treated seriously and formally investigated. Employee Handbook Issue Date: November 2016 41
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Page 9 and 10: Eye Sight Tests for Display Screen
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Underwood Carpenter Employee Handbook - Latest 02 11 16

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