42765VC_employee_handbook_update_2018_r2
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PORTABLE IT<br />
EQUIPMENT<br />
KNOW BEFORE<br />
YOU GO<br />
This policy applies to all users who have<br />
access to and/or use of the company’s<br />
Portable ICT Equipment (e.g. laptops,<br />
a small compact portable computer,<br />
notebooks, netbooks, digital cameras<br />
or similar equipment, including data<br />
connectivity cards/modems, projectors and<br />
external hard drives owned by, licensed to<br />
or rented by the company).<br />
The purpose of this Policy is to:<br />
• Inform users about the use of<br />
ADvTECH’s Portable ICT Equipment.<br />
• Create rules for the use of ADvTECH’s<br />
Portable ICT Equipment.<br />
• Clarify responsibility and provide the<br />
appropriate action in the instance<br />
of loss or damage to Portable ICT<br />
Equipment that has occurred.<br />
• Provide clarity on how to deal with<br />
transgressions of this Policy.<br />
This Policy states that<br />
users may not:<br />
• Use Portable ICT Equipment to access<br />
or view pornographic material or<br />
obscene materials without the prior<br />
consent of the research committee and/<br />
or the Director or Registrar of The IIE<br />
who will consider if there is an<br />
academic, instructional, or research<br />
reason for such access to be permitted.<br />
• Use Portable ICT Equipment to download<br />
or distribute malicious code or<br />
illegal software.<br />
• Use Portable ICT Equipment to harass<br />
another person. Users should not<br />
transmit to others or display images,<br />
sounds or messages that might be<br />
perceived by a reasonable person<br />
as being, or have been identified<br />
as, harassing.<br />
• Intentionally damage Portable<br />
ICT equipment.<br />
• Install additional software onto Portable<br />
ICT Equipment without prior<br />
authorisation from your ICT Manager<br />
and without an ADvTECH owned license.<br />
• Leave the Portable ICT Equipment at<br />
work overnight unless locked in a<br />
safe place or secured with an<br />
authorised personnel.<br />
• Leave the Portable ICT Equipment in<br />
plain sight in a vehicle.<br />
Loss or damage to Portable IT<br />
Equipment:<br />
• ADvTECH’s insurance policy does<br />
not cover the costs of recovering stolen<br />
Portable ICT Equipment.<br />
• The user will be held responsible for<br />
the replacement cost of the Portable ICT<br />
Equipment in the event of<br />
loss or damage as a result of negligence<br />
on the part of the user.<br />
• In the event that the loss or damage<br />
to Portable ICT Equipment is not as<br />
a result of negligence on the part of<br />
the user, the head of the Division can<br />
determine the appropriate action and<br />
allotment of costs.<br />
• Users are required to follow the Loss<br />
Control Policy in the event that Portable<br />
ICT Equipment is lost.<br />
• Users are required to report any<br />
Portable ICT Equipment damage to their<br />
ICT Department.<br />
• Users are allowed to add the Portable<br />
ICT Equipment to their personal<br />
insurance should they wish to protect<br />
themselves against possible loss.<br />
Portable IT equipment<br />
usage guidelines:<br />
Included in this Policy are some guidelines<br />
to be followed when using Portable ICT<br />
Equipment. These include:<br />
• Shut down laptops when not in use to<br />
avoid overheating especially before<br />
placing it in a laptop bag.<br />
• Hard drive and display should be set<br />
to turn off after a period of time when<br />
laptops are not in use.<br />
• Use a hard surface under your laptop<br />
as often as possible; as a soft surface<br />
can block the airflow vents and<br />
cause overheating.<br />
• Before packing your laptop in a bag,<br />
unplug all accessories.<br />
• Do not leave your laptop on the floor.<br />
It can easily get damaged.<br />
• Use a good quality bag that is designed<br />
to carry Portable ICT Equipment.<br />
• Never check your laptop in as luggage<br />
when travelling on an airplane.<br />
Any breach of this Policy will result in<br />
disciplinary action been taken against the<br />
offender in accordance with ADvTECH’s<br />
Disciplinary Policy.