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HomeMy WebLinkAbout11/21/2006 Blue Sheet Administrative Policies Update TOWN COUNCIL MEETING INFORMATION TOWN OF MARANA MEETING DATE: November 21, 2006 AGENDA ITEM: E. 3. 1 TO: MAYOR AND COUNCIL FROM: Regina Fleming, Human Resources Director AGENDA TITLE: Update: Relating to Personnel; Administrative Policies DISCUSSION This item is being presented to Council for information only at the November 21,2006 meeting. Section 3-3-3 of the Town Code authorizes the Town Councilor Town Manager to adopt rules, regulation and policies for the implementation of generally accepted principles of good personnel administration within the Town. The Administrative Policies are promulgated to supplement broader policy statements of the Town in the administrative area or to adapt general policy directives to particular circumstances. Well-formulated policy statements, implementation procedures, or general guidance documents promote consistent and fair business practices, improve organizational communication, reduce organizational risk and exposure, and contribute generally to satisfying the overall internal control requirements of the Town of Marana. The Administrative Policies will and should evolve over time as new tools emerge, new processes are designed, and the risks associated with a Town process changes in response to internal or external environmental changes. To ensure sustainability over time, the Town Manager may revise as necessary without Council approval. ATTACHMENTS Administrative Policy 2006-01 Media Relations Administrative Policy 2006-02 IT ComputerslNetwork Acceptable Use Policy Administrative Policy 2006-03 Email Acceptable Usage Policy Administrative Policy 2006-04 BlackBerry Usage Policy and Agreement Administrative Policy 2006-05 Cell Phone Usage Policy Administrative Policy 2006-06 Telephone and Voicemail Acceptable Use Policy Administrative Policy 2006-07 Internet Acceptable Usage Policy Administrative Policy 2006-08 PDA Usage Policy and Agreement . . . Administrative Policy/Directive ADMINISTRATIVE POLICY # 2006-001. Media Relations Administrative Policy Policy This policy addresses relations with the media, including buy not limited to news anchors, reporters, correspondents, producers and assignment editors. It is in the Town's best interest to maintain a cooperative relationship with the news media. Positive news coverage assists the Town in development, special event publicity, fund-raising, mission attainment and recruitment. The policy is intended to assist Town personnel to prevent miscommunication with the news media and to protect the health, safety and welfare of the Town constituents and personnel by reducing the chances of inaccurate or misunderstood statements. Procedure Except when expressly directed to do so by town management, a Town employee is not required to speak to the media. Inappropriate or unprofessional statements to the media, like any employee communications with the public, can be cause for employee disciplinary action. Despite any media assurances that may be made to the contrary, Town employees are warned that nothing is "off the record." Any statement a Town employee makes to the media is subject to publication/broadcast. In addition, Town employees should be aware that prefacing a statement with phrases such as, "In my personal opinion..." does not disassociate the Town with the statement. Such disclaimers can easily be edited or phrased in such a way as to infer Town involvement or endorsement. To avoid inconsistencies, inaccuracies and confuSion in Town statements to the media, Town employees are urged to refer all media inquiries and confacts to the Town's PIO (Public Information Officer) in the Town Manager's office. If an employee chooses to speak to the media, the nature and substance of the discussion and the name and phone number of the media contact person should be reported immediately tQ the Town's PIOso that the Town can make any necessary corrections or clarifications and supply any appropriate supp,lemental information. All media public records requests shall be forwarded to the Town Clerk's office for processing and response. Regardless of the situation, all oral and written Town statements to the press should keep in mind the Town's established Mission Statement. . Policy Non-Compliance Failure to comply with the Media Relations Policy and Agreement may result in disciplinary action, up to and including termination. . . . Administrative Policy/Directive ADMINISTRATIVE POLICY # 2006-002 REFERENCE: IT Computer/Network Acceptable Use Policy Purpose A computer is a critical mechanism for business communications at The Town of Marana. Use of the Town's computers is a necessity in doing business and therefore must be used in accordance with the goals of the Town. Scope This policy applies to all computers/networks and other hardware owned by the Town. Computers such as desktops, laptops, tablets, and servers, printers, plotters, monitors,' etc. are included in this policy. All information is subject to Public Record request by the media. Account ActivationlTermination Town Computer/Network access is controlled through individual accounts and passwords. Each user of the Town's network system is required to read and sign a copy of this Computer/Network Acceptable Use Policy prior to receiving an access account and password. It is the responsibility of the employee to protect the confidentiality of their account and password information. Appropriate Use Employees of the Town are encouraged to use e-mail to further the goals and objectives of the Town. The types of activities that are encouraged include: ' · Communicating with fellow employees, business partners of the Town and clients within the context otan individual's assigned responsibilities. · Acquiring or sharing information necessary or related to the performance of an individual's assigned responsibilities. · Participating in educational or professional development activities. Inappropriate Use The Town's computer/network systems are not to be used for purposes that could be reasonably expected to cause excessive strain on systems. Computer use at the Town will comply with all applicable laws, all Town policies, and all Town contracts. The following activities are deemed inappropriate uses of the Town computer/network systems and are prohibited: · Use of computer for illegal or unlawful purposes, including copyright infringement, obscenity, libel, slander, fraud, defamation, plagiarism, harassment, intimidation, ;-1- . . . Administrative Policy/Directive forgery, impersonation, soliciting for illegal pyramid schemes, and computer tampering (e.g. spreading of computer viruses). · Use of computer in any way that violates the Town's policies, rules, or administrative orders. · Viewing, copying, altering, or deletion of files or accounts belonging to another individual wUhout auth.orized permission. · Personal files shall not be stored on Town computers local hard drive, "C", or the personal drive on the serVer, "Z", or shared drives, "X", etc. Personal files include but not limited to: Personal photos, MP3's, videos, personal word, excel, or power point files. Any hardware that is not approved for use by the I.T. department is prohibited. Personal computer hardware that is not allowed include: USB Thumb Drives, backup devices, MP3 players attached for synchronization with computer, personal laptops, etc. · Sharing computer account passwords with another person or attempting to obtain another person's computer account password is prohibited. Computer accounts are only be used by the registered user. · E?<cessive personal use of the Town computer and hardware resources is strictly prohibited. · Unauthorized tampering with Town computer/network systems including: but not limited to disconnecting, reconfiguring, moving is prohibited. Monitoring and Confidentiality Town computer/network systems are Town owned. TheTown has the right to monitor any and all information passing through its system. If the Town discovers or has reason to suspect activities that do not comply with applicable laws or this policy, information may be retrieved and used to document the activity. Reporting Misuse Any allegations of misuse shall be promptly reported to the Town I.T. Director. Privilege - Access. to and the use of the Town's computers, network, cell phones, PDAs, Blackberrys, email and information technologies shall be considered a privilege, not a right or entitlement. Personal use of information technologies is limited to employee's breaks and lunch time. The use of information technologies. will be monitored by the IT department and excess use will be reported to the supervisor/department head and employees will be subject to the provisions below. Employees who intentionally use the Town's computers, network, cell phones, PDAs, Blackberrys, email and information technology in any manner delineated as inappropriate use may be denied future access and usage and shall be subject to disciplinary action in accordance with the administrative policies/directives, rules and regulations of the Town of Marana Code of Conduct and/or appropriate federal, state, and local statutes, ordinances and regulations. This -2- . Administrative Policy/Directive disciplinary action may include loss of use of the technology, written reprimands or other actions up to and including termination. Policy Non-Compliance Failure to comply with the IT Computer-Network Acceptable Use Policy may result in disciplinary action, up to and including termination. Employee Computer Use Agreement I have read and understand the Computer/Network Acceptable Use Policy. I understand if I violate the rules explained herein, I may face legal or disciplinary action according to applicable laws or company policy up to and including termination. Name: Signature: Date: . . -3- Administrative Policy/Directive ADMINISTRATIVE POLICY # 2006-003 REFERENCE: Email Acceptable Usage Policy Purpose: The objective of this policy is to outline appropriate and inappropriate use of The Town of Marana's email systems and services in order to minimize disruptions to services and activities, as well as comply with applicable policies and laws. Email is a critical Town business communication tool. However, use of the Town's electronic mail systems and services is a privilege, not a right, and therefore must be used with respect and in accordance with the goals of the Town. Scope This policy applies to all Town employees, contractors, volunteers, temporary staff and all elected and appointed officials. This policy applies to all email systems and services owned by the Town, all email account users/holders at the Town (both temporary and permanent), and all Town email records. Information may be subject to public record request. Account ActivationlTermination Email access at the Town is controlled through individual accounts and passwords. Each user of the Town's email system is required to read and sign a copy of this Email Acceptable Usage Policy prior to receiving an email access account and password. It is the responsibility of'the employee to protect the confidentiality of their account and password information. Email access will be terminated when the employee terminates their employment with the Town. The Town is under no obligation to store or forward the contents of an individual's email inboxloutbox after the term of their employment has ceased. General Expectations of End Users Important official communications are often delivered via email. As a result, employees of the Town with email accounts are expected to check their email in a consistent and timely manner, so that they are aware of important Town announcements and updates, as well as for fulfilling business and role-oriented tasks. Email users are responsible for mailbox management, including organization and cleaning. If a user subscribes to a mailing list, he or she must be aware of how to remove him or herself from the, list, and is responsible for doing so in the event that their current em ail addresses changes. Email users also are expected to comply with normal standards of professional and personal courtesy and conduct. - 1 - . Administrative Policy/Directive Quotas All users email account will have a quota applied. The. Town of Marana's email quota per email account is 500mg. When the users reach 450mg the system will generate a warning message that you are reaching your quota. If you do not delete emails and you reach 500mg, you will not be able to send or receive emails until you delete some. As em ails .reach 30 days old they will be automatically. deleted from air folders and subfolders in Outlook. The Towns I.T. department is not responsible for departments record retention policies. Appropriate Use The types of activities that are acceptable include: · Communicating with fellow employees, business partners of the Town, clients, and citizens within the context of an individual's assigned responsibilities. · Acquiring or sharing information necessary or related to the performance of an individual's assigned responsibilities. · Participating in educational or professional development activities. . Inappropriate Use The Town's em ail systems and services are not to be used for purposes that could be reasonably expected to cause excessive strain on systems. Individual em ail use will not interfere with others' use and enjoyment of t.he Town's email system and services. Town email use will comply with all applicable laws, all Town policies, and all Town contracts. The following activities are deemed inappropriate uses of Town systems and services and are prohibited: . · Use of email for illegal or unlawful purposes, including copyright infringement, obscenity, libel, slander, fraud, defamation, plagiarism, harassment, intimidation, forgery, impersonation, soliciting for illegal pyramid schemes, internet stock trading, pornography, and computer tampering (e.g. spreading of computer viruses). · Use of email in any way that violates Town policies, rules, or administrative orders, including, but not limited to, any harassing, offensive, demeaning, insulting, defaming, intimidating, sexually suggestive, or otherwise inappropriate written, recorded, or electronically retrieved or transmitted communications (including Web sites). . · Viewing, copying, altering, or deletion of em ail accounts or files belonging to another individual without authorized permission. · Opening email attachments from unknown or unsigned sources. Attachments are the primary source of computer viruses and should be treated with utmost caution. · Sharing email account passwords with another person, or attempting to obtain another person's email account password. Email accounts are only to be used by the registered user. - 2- . . . Administrative Policy/Directive · Excessive personal use of Town email resources. The Town allows limited personal use for communication with family, independent learning, and public service so long as it does not interfere with staff productivity, pre-empt any business activity, or consume more than a trivial amount of resources. Please use lunch and breaks for" this purpose. · The Town prohibits personal use of its email systems and services for unsolicited mass mailings, non-Town commercial activity, political campaigning, dissemination of chain letters, and use by non-employees. Monitoring and Confidentiality The email systems and services used at the Town are owned by the Town and are therefore Town property. This gives the Town the right to monitor any and all email traffic passing through its email system. All email passes through a filter that prevents inappropriate material to be sent or received. Backup copies of em ail messages may exist despite end-user dele.tion, in compliance with the Town's records retention policy. The goals of these backup and archiving procedures are to ensure system reliability and prevent data loss. If the Town discovers or has good reason to suspect activities that do not comply with applicable laws or this policy, em ail records may be retrieved and used to document the activity in accordance with due process. Use extreme caution when communicating confidential or sensitive information via email. Keep in mind that all email messages sent outside of the Town become the property of the receiver. A good rule is to not communicate anything that you would not feel comfortable being made public. Demonstrate particular care when using the "Reply or Reply to All" command during email correspondence. . Reporting Misuse Any allegations of misuse should be promptly reported to the IT Director at the Town. If you receive an offensive email, do not forward, delete, or reply to the message. Instead, report it directly to the I.T. Director.. Disclaimer The Town assumes no liability for direct and/or indirect damages arising from the user's use of the Town's email system and services. Users are solely responsible for the content they disseminate. The Town is not responsible for any third-party claim, demand, or damage arising out of use of the Town's email systems or services. Privilege - Access to and the use of the Town's computers, network, cell phones, PDAs, Blackberrys, email and information technologies shall be considered a privilege, not a right or entitlement. -3- . . . Administrative Policy/Directive Personal use of Town information technologies is limited to an employee's breaks and lunch time. The use of Town information technologies will be monitored by the IT department and excess use will be reported to the supervisor/department head and employees will be subject to the provisions below. Employees who intentionally use the Town's computers, network, cell phones, PDAs, Blackberrys, email and information technology in any manner, delineated as inappropriate use may be denied future access and usage and shall be subject to disciplinary action in accordance with the administrative policies/directives, rules and regulations of the Town of Marana Code of Conduct and/or appropriate federal, state, and local statutes, ordinances and regulations. This disciplinary action may include loss of use of the technology, written reprimands or other actions. Policy Non-Compmmce Failure to comply with the Internet Acceptance Policy and Agreement may result in disciplinary action, up to and including termination. Employee Email Use Agreement I have read and understand the Email Acceptable Use Policy. I understand if I violate the rules explained herein, I may face legal or disciplinary action according to applicable laws or Town policy. Name: Signature: Date: -4- . . . Administrative Policy/Directive ADMINISTRATIVE POLICY # 2006-004 REFERENCE: BlackBerry Usage Policy and Agreement Purpose: This policy defines standards, procedures, and restrictions for connecting to The Town of Marana's internal network(s) or related technology resources via any means involving mobile devices and resulting ent~rprise hardware and software that collectively provide BlackBerry connectivity. This can include, but is not limited to, access from the following: BlackBerry-branded and/or licensed handhelds and associated software. Any third-party hardware, software, processes, or services used to provide connectivity to the above. The policy applies to any BlackBerry and/or Research In Motion (RIM)-manufactured or licensed hardware and software that could be used to access Town resources. The goal of this policy is to prot~ct the Town's technology-based resources (such as business computer systems, networks, databases, etc.) from unauthorized use and/or malicious attack that could result in loss of information, damage to critical applications, loss of revenue,.and damage to our public image. Therefore, all users employing BlackBerry-branded or licensed technology to access corporate technology resources must adhere to Town-defined processes for doing so. Scope: This policy applies to all Town employees, including full-time staff and part-time staff, elected and appointed officials, contractors, volunteers, and temporary workers who utilize Town-owned BlackBerry-based technology to access the organization's data and networks via wireless means. Wireless access to enterprise network resources is a privilege, not a right. Consequently, employment with the Town d,oes not automatically guarantee the granting of wireless access privileges. The addition of new hardware; software, and/or related components to provide additional BlackBerry-related connectivity within Town facilities will be managed at the sole discretion of the IT. Department. Information may be subject to public record request. Eligible Users: All employees requiring the use of BlackBerry-branded access for business purposes must go through an application process that clearly outlines necessity and level of service required. Application forms must be approved and signed by the employee's unit manager, supervisor, or department head and Town Manager before submission to the IT department. The use of this equipment is a privilege, not an entitlement. - 1 . . Administrative Policy/Directive Appropriate Use: It is the responsibility of any employee of the Town who is connecting to the Town network via a BlackBerry-branded device or service to ensure that all components of his/her wireless connection remains as secure as his or her network access within the office. It is imperative that any wireless connection, including, but not limited to BlackBerry-class devices and service, used to conduct Town business be utilized appropriately, responsibly, and ethically. Failure to do so will result in immediate suspension of that user's device. Based on this, the following rules must be observed: . General access to the network through Internet by BlackBerry-based devices and services through the Town network is permitted. Employees agree to never disclose their passwords to anyone, particularly to family members if Town work is conducted from home. Users are expected to secure all handhelds and related devices used. for this activity whether or not they are actually in use and/or being carried. Any non-Town computers used to facilitate BlackBerry-branded access will have installed whatever antivirus software deemed necessary by the Town's IT department. Antivirus signature files must be updated in accordance with existing Town policy. . Any BlackBerry-branded or licensed hardware, software or service, or any related remote connection (i.e. hotspot, ISDN, frame relay, etc.) that is configured to access Town resources must adhere to the authentication requirements. of the IT department. In addition, all hardware security configurations (personal or Town-owned) must be approved by the IT department. Employees, contractors, volunteers, and temporary staff will make no modifications of any kind to Town-owned and installed wireless hardware or software without the express approval of the IT department. This includes, but is not limited to, split tunneling, dual homing, non-standard hardware or security configurations. The BlackBerry-based wireless access user agrees to immediately report to his/her manager and the IT department any incident or suspected incident of unauthorized access and/or disclosure of company resources, databases, networks, etc. The BlackBerry-based wireless access user also agrees to and accepts that his or her access and/or connection to the Town's networks may be monitored to record dates, times, duration of access, etc., in order to identify unusual usage patterns or other suspicious activity. As with in-house computers, this is done in order to identify accounts/computers that may have been compromised by external parties. The IT department reserves the right to turn off without notice any access port to the network that puts the Town's systems, data, users, and clients at risk. . -2- . . . Administrative Policy/Directive Inappropriate Use Employee BlackBerry use shall- not interfere with others' use and enjoyment of the Internet. Users shall not violate the network policies of any network accessed through their account. Internet use at _ the Town will comply with all Federal and State laws, all Town policies, and all Town contracts. This includes, but is not limited to, the following: 1. The BlackBerry may not be used for illegal or unlawful purposes, including, but not limited to, copyright infringement, obscenity, libel, slander, fraud, defamation, plagiarism, harassment, intimidation, forgery, impersonation, any gambling, soliciting for pyramid schemes, solicitation, pornography, internet stock trading, or computer tampering (e.g. spreading computer viruses). 2. Use of the BlackBerry in a manner that is not consistent with the mission of the Town, misrepresents the Town, or violates anyTown policy is prohibited. 3. Employees should limit their personal use of the BlackBerry. The Town allows limited personal use for communication with family, independent learning, and public service. The Town prohibits use for mass unsolicited mailings, access for non-employees to the Town resources or network facilities, competitive commercial activity unless pre- approved by the Town, and the dissemination of chain letters. 4. Employees may not view, copy, alter, or destroy data, software, documentation, or data communications belonging to another individual without authorized permission. 5. In the interest of maintaining network performance, users should not send unreasonably large electronic mail attachments. . Privilege - Access to and the use of the Town's computers, network, cell phones, PDAs, Blackberrys, em ail and information technologies shall be considered a privilege, not a right or entitlement. Personal use of Town information technologies is limited to employee's breaks and lunch time. The use of information technologies will be monitored by the IT department and excess use will be reported to the supervisor/department head and employees will be subject to the provisions below. Employees who . intentionally use the Town's computers, network, cell phones, PDAs, Blackberrys, email and information technology in any manner delineated as inappropriate use may be denied future access and usage and shall be subject to disciplinary action in accordance with the administrative policies/directives, rules and regulations of the Town of Marana Code of Conduct and/or appropriate federal, state, and local statutes, ordinances and regulations. This disciplinary action may include loss of use of the technology, written reprimands or other actions. Policy Non-Compliance: Failure to comply with the BlackBerry Usage Policy and Agreement may result in disciplinary action, up to and including termination. -3- . Administrative Policy/Directive Employee Blackberry Use Agreement: I, , have read and understand the above BlackBerry Usage Policy and Agreement, and consent to adhere to the rules outlined therein. Signature Date . . -4- . ~....n..... ~/I:X Administrative Policy/Directive ADMINISTRATIVE POLICY # 2006-005 REFERENCE: Cell Phone Usage Policy Purpose: This policy establishes cell phone options supported by The Town of Marana, guidelines for appropriate use, and other administrative issues relating to cell phone acquisition. The policy was created to enhance employee safety, limit corporate liability, and help manage telecommunications costs. The policy allows Town employees to make uS.e ofce" phones for. business purposes to do their jobs effectively. Scope Information may be subject to public record request. Eligible Users: . All employees requiring the use of a Town owned cell phone for business purposes must go through an application process that clearly outlines why the phone is required and what level of service the employee needs shoulp his or her application be accepted. Application forms must be approved and signed by the employee's Department Head, Town Manager and/or Deputy Town Manager or Assistant Town Manager, before submission to the I.T. department. Supported Cell Phones, Services, and Related Equipment: To take advantage of volume pricing discounts and to reduce support costs to the IT department, ,the Town utilizes one cellular provider. All phones have the builtin capability of using a Direct Connect feature similar to a two way radio. Appropriate Use: It is imperative that cell phones owned by the Town or any cell phone used to conduct Town business be used appropriately, responsibly, and ethically. The following rules must be observed: 1. Limited personal use is permitted on a cell phone owned by the Town. In the event that you make or receive a personal call on a Town cell phone, you will be asked in writing to reimburse the Town for all costs incurred and are expected to pay this reimbursement within 30 days of notification. 2. No employee is to use a Town owned cell phone for the purpose of illegal transactions, harassment, or obscene behavior, in accordance with other existing employee policies. 3. In order to demonstrate appropriate respect for co-workers, it is strongly recommended that employees turn off cell phones during department and/or Town meetings and gatherings. . - 1 - . Ad m in istrative Pol icy/Di rective 4. Employees are encouraged not to make or receive business calls on a cell phone while operating a Town vehicle. All vehicles should pull off to the side of the road and park prior to making or accepting a call on your cell phone. 5. If a Town owned cell phone is damaged, lost, or stolen, it must be reported immediately to the I.T. department. The department of the employee to whom the phone is assigned will be responsible for both the cost, and the cost of the replacement phone. 6. An authorized cell-phone user who does not return a Town owned cell phone when requested, shall reimburse the Town for the purchase price of the cell phone. 7. The Direct Connect feature should be used when communicating with internal employees. 8. The Finance department will forward copies of cellular phone invoices for Town employees to the Department head, or their designees. Each department head, or their designee, is responsible for distributing the monthly itemized phone bills to the assigned users to review for accuracy and proper use. Department Head Responsibility . The Town Manager shall require department heads to be responsible for the following: 1. Conducting monthly reviews to monitor the volume of calls to ensure that personal calls originating from Town cell phones are being reimbursed to the Town and to determine if there is a continued need for cellular telephone service in each position. 2. Coordinating activation, deactivation and reassignment of cellular phones or service with the I.T. Department and reviewing appropriate usage. 3. Department Heads and individuals using Town owned cell phones must approve all cellular phone invoices for their department. Privilege - Access to and the use of the Town's computers, network, cell phones, PDAs, Blackberrys, email and information technologies shall be considered a privilege, nota right or entitlement. . Employees who intentionally use the Town's computers, network, cell phones, PDAs, Blackberrys, email and information technology in any manner delineated as inappropriate use may be denied future access and usage and shall be subject to disciplinary action in accordance with the administrative policies/directives, rules and regulations of the Town of Marana Code of Conduct and/or appropriate federal, state, and local statutes, ordinances and regulations. This disciplinary action may include loss of use of the technology, written reprimands or other actions. Policy Non-Compliance: Failure to comply with the Cell Phone Policy may result in disciplinary action, up to and including termination. -2- . Limited Personal Acceptable Use Administrative Policy/Directive · In general, personal use of telephone and voicemail services is allowable, but must be limited in number and duration and must not interfere with performance of official Town business. Employee Declaration: 1,_, have read and understand the above Cell Phone Policy, and agree to adhere to the rules outlined therein. ,Employee Signature . . Date -3- . ~/l,- Administrative Policy/Directive ADMINISTRATIVE POLICY # 2006-006 REFERENCE: Telephone and Voicemail Acceptable Use policy Purpose Telephone communication is an essential part of the day-to-day operations of The Town of Marana. Telephone and voicemail.services are proved to Town employees in order to facilitate their performance of Town business. The goal of this policy is to balance the business need for telephone and voicemail use by employees with the costs involved. Scope This policy applies to all Town employees, contractors, volunteers, temporary staff, elected and appointed officials and all usage of Town telephone and voicemail services. Information may be subject to public record request. Policy . As with all Town resources, the use of telephones and voicemail should be as cost effective as possible and in keeping with the best interests of the Town. All employees must operate within the following guidelines. Further information on appropriate and inappropriate use follows this section. .. . All telephones, telephony equipment, voicemail boxes, and messages contained within voicemail boxes are the property ofthe Town. . The IT department is responsible for installation and repair of all Town name telephone equipment and adminIstration of telephone and voicemail accounts. . Town department heads are responsible for overseeing telephone and voicemail use and ensuring policy compliance, as well as ensuring the IT department is notified of any adds, moves, or chang.es required to telephone or voicemail services. . Employees located in any Town facility that requires use of a dedicated phone in their designated work space must request a telephone. . Employees who have a telephOne in their designated work sPace will also have a voicemail box. For certain users such as police patrol officers, the IT department will allocate a "phantom" voicemail box for officers to access messages. . The number of telephone calls made should be limited in number and duration to that necessary for effective conduct of business. . All voicemail boxes will be protected with a PIN (personal identification number). . - 1 - . . Administrative Policy/Directive · A voicemail box can hold 20 m.inutes of message storage time. If a voicemail box is full, no further messages can be recorded. · Voicemail is to be used as a backup in the event the employee is not available to answer a call and should not be used to "screen" calls. Each user is expected to respond to voicemail messages within the same day or within 24 hours. · When an employee will be away from the office for more than one business day, he or she is expected to change their voicemail greeting to reflect this fact and direct callers to alternate contacts if applicable. Minimally a user needs to at least give the caller an option to "0" out to an operator or forward phone. · Use of directory assistance (i.e., 411) should be avoided since a fee is incurred with each use. If a user is unsure of a number, consult print or online telephone directories first. · All employees who require making long-distance calls will be issued a Long-Distan~ code for his or her use. It is the responsibility of the employee to not share their code with another user since he or she will be responsible for charges incurred in its use. Unacceptable Use . · Transmitting obscene, profane, or offensive messages. · Transmitting messages or jokes that violate the Town's harassment policy or creates an intimidating or" hostile work environment. · USing the telephone system or breaking into a voicemail boxvia unauthorized use of a PIN or other password. · Broadcasting unsolicited personal views on social,political, or other non-business related matters. · Soliciting to buy or sell goods or services unrelated to Town business. · Calling 1-900 phone numbers. Privilege - Access to and the use of 1he Town's computers, network, cell phones, PDAs, Blackberrys, email and information technologies shall be 'considered a privilege, not a right or entitlement. Personal use of Town information technologies is limited to employee's breaks and lunch time. The cost of making personal long-distance phone calls will be reimbursed to the Town of Marana. . -2- . ~/1' Administrative Policy/Directive The use of Town information technologies will be monitored by the IT department and excess use will be reported to the supervisor/department head and employees will be subject to the provisions below. . Employees who intentionally use the Town's computers, network, cell phones, PDAs, Blackberrys, email and Town information technology in any manner delineated as inappropriate use may be denied future access and usage and shall be subject to disciplinary action in accordance with the administrative policies/directives, rules and. regulations of the Town of Marana Code of Conduct and/or appropriate federal, state, and local statutes, ordinances and regulations. This disciplinary action may include loss of use of the technology, written reprimands . or other actions. Limited Personal Acceptable Use In general, personal use of telephone and voicemail services is allowable, but must be limited in number and duration and must not interfere with performance of official Town business . Any personal long-distance calls that must be made (excepting toll-free 1-800 calls) should be charged to the employee's home telephone number, personal credit card, personal calling card, or be charged to the called party. If a personal long-distance call must be made that will be billed to the Town, the employee must receive approval from a supervisor before making the call. Regardless, employees are expected to reimburse the Town for the cost of any long-distance calls within 20 days of receipt of the relevant bill. Monitoring The Town reserves the right to monitor telephone and voicemail use, including telephone conversations and the contents of voicemail boxes. Monitoring of telephone and voicemail use will only be done for legitimate reasons, such as to assess customer service quality assurance, retrieve lo~t messages, recover from system failure, or comply with investigations.ofwrongful acts.. Service and Repair The IT department requires 7-14 days notice to set up a standard telephone service and voicemail box. If there is a problem with an existing telephone and voicemail box, the employee should contact the IT department immediately. Repairs are typically made within 24 - 48 hours. Policy Non-Compliance Failure to comply with the Telephone and Voicemail Acceptable Use Policy may result in disciplinary action, up to and including termination. . -3- . Administrative Policy/Directive Employee TelephoneNoicemail Use Agreement I, . have read and understand the above Telephone and Voicemail Acceptable Use Policy and agree to adhere to the rules outline therein. Signature Date . . -4- . Administrative Policy/Directive ADMINISTRATIVE POLICY # 2006-007 REFERENCE: Internet Acceptable Usage Policy Purpose The goal of this policy is to outline appropriate and inappropriate use of The Town of Marana's Internet resources, including the World Wide Web, the Intranet, FTP (file transfer protocol). Each user of the Town internet is required to read this Internet policy and sign an Internet Use Agreement prior to receiving Internet access. This policy will be updated periodically. It is necessary to review this document on occasion to keep up-to-date on the Town's Internet Acceptable Usage Policy. Scope . This policy applies to all Town employees, including full-time and part-time staff, contractors, volunteers, temporary workers, elected and appointed officials who utilize Town owned computers to access the organization's internet, data, and networks. Employment with the Town does not automatically guarantee the granting of internet access privileges. Information may be subject to public record request. Internet Accounts Internet access at the Town is controlled through individual login accounts and passwords via a computer. Department managers are responsible. for encouraging users not to share their passwords with each other as a means of enforcing this policy. Appropriate Use Employees of the Town are encouraged to use the Internet to further the goals and objectives of the Town. The types of activities that are encouraged include: 1. Communicating with fellow employees, business partners of the Town, clients and citizens within the context of an employee's assigned responsibilities; 2. Acquiring or sharing information necessary or related to the performance of an employee's assigned responsibilities. 3. Participating in educational or professional development activities. Inappropriate Use Users will not violate the network policies of any network. accessed through their account. Internet use at the Town will comply with all Federal and State laws, all Town policies, and all Town contrac;ts. Prohibited includes, but is not limited to, the following: . - 1- " . ~/l' Administrative Policy/Directive The Internet may not be used for illegal or unlawful purposes, including, but not limited to, copyright infringement, obscenity, libel, slander, fraud, defamation, plagiarism, harassment, intimidation, forgery, impersonation, gambling, soliciting for illegal pyramid schemes, internet stock trading, pornography, -and computer tampering (e.g. spreading computer viruses). 1. Use of the Internet in a manner that is not consistent with the mission of the Town, misrepresents the Town, or violates any Town policy. 2. Employees should limit their personal use of the Internet to breaks and lunch periods. The Town allows limited personal use for communication with family, independent , learning, and public service. The Town prohibits use for access for non-employees to Town resources or n.etwork facilities and competitive commercial activity unless pre- approved by the Town.. 3. Employees may not view, copy, alter, or destroy data, software, documentation, or data communications belonging to another individual without authorized permission. 4. In the interest of maintaining network performance, users should not send unreasonably large electronic mail attachments. . 5. Streaming of music or video from websites to include the following examples: XM, Sirius, radio stations, news websites, and any other streaming music or video websites are strictly prohibited. 6. No family member use of Town equipment and Internet. . Security For security purposes, users may not share' account or, password information with another person, including family members. Internet accounts shall be used only by the assigned user of the account for authorized purposes. Attempting to obtain another user's account password is strictly prohibited. Users are required to obtain a new password if they have reason to believe that any unauthorized person has learned their password. Users are required to take all necessary precautions to prevent unauthorized access to Internet services. Monitoring and Filtering The Town monitors Internet activity occurring on the Town equipment or accounts. The Town currently employs filtering software to limit access to sites on'the Internet. If the Town discovers activities which do not comply with applicable law or departmental policy, records retrieved may be used to document the wrongful content in accordance with due process. Disclaimer . The Town assumes no liability for any direct or indirect damages arising from the user's connection to the Internet. The Town is not responsible for the accuracy of information found on . the Internet and only facilitates the accessing and dissemination of information through its systems. Users are solely responsible for any material that they aCcess and disseminate through the Internet. -2- . ~7" Administrative Policy/Directive Employees are expected to use Internet access responsibly. Questions regarding the Internet Acceptable Usage Policy should be directed to the Town's I.T. Director. Privilege - Access to and the use of the Town's computers, network, cell phones, PDAs,- Blackberrys, email and information technologies shall be considered a privilege, not a right or entitlement. Personal use of Town information technologies is limited to employee's breaks and lunch time. The use of Town information technologies will be. monitored by the IT department and excess use will be reported to the supervisor/department head .and employees will be subject to the provisions below. Employees who intentionally use the Town's computers, network, cell phones, PDAs, Blackberrys, email. and information technology in any manner delineated as inappropriate use may be denied future access and usage and shall be subject to disciplinary action in accordance with the administrative policies/directives, rules and regulations of the Town of Marana Code of Conduct and/or appropriate federal, state, and local statutes, ordinances and regulations. This disciplinary action may include loss of use of the technology, written reprimands or other actions. Policy Non-Compliance . Failure to comp1y with the Internet Acceptance Policy and Agreement may result in disciplinary action, up to and including termination. Employee Internet Agreement I hereby acknowledge that I have read and understand the Internet Acceptable Use Policy of the Town of Marana. I agree to abide by these policies. I understand that if I violate such rules, I may face legal or disciplinary action, up to and including termination, according to applicable law or departmental policy. I hereby agree to indemnify and hold the Town and its officers, trustees, employees, and agents harmless for any loss, damage, expense or liability resulting from any claim, action or demand arising out of or related to the user's use of the Town owned computer resources and the network, including reasonable attorney fees. Such claims shall include, without limitation, those based on trademark or service mark infringement, trade name infringement,copyright infringement, unfair competition, defamation, unlawful discrimination or harassment, and invasion of privacy. Name Signature Date '. -3- . Administrative Policy/Directive ADMINISTRATIVE POLICY # 2006-008 REFERENCE: PDA Usage Policy and Agreement Purpose The purpose of this policy is to define standards, procedures, and restrictions for connecting to The Town of Marana's internal network{s) or related technology resources via any means involving mobile devices that are categorized as PDA's (Personal Digital Assistants). This policy applies to, but is not limited to, all devices that fit the following device classifications: .. Handhelds running the PalmOS, Microsoft Windows CE, PocketPC or Windows Mobile, operating systems. . Mobile devices that are stand-alone (i.e. connectible using wired sync cables and/or cradles.) . . Devices that have integrated wireless capability. This capability may include, but is not limited to, Wi-Fi, Bluetooth, and IR. . Any related components of the Town's technology infrastructure used to provide connectivity to the above. . Any third-party hardware, software, processes, or services used to provide connectivity to the above. The policy applies to any PDA hardware and related software that could be used to access Town resources, even if said equipment is not Town sanctioned, owned, or supplied. The. overriding goal of this policy is to protect Town technology-based resources (such as Town data, computer systems, networks, databases, etc.) from unauthorized use and/or malicious attack that could result in loss of information, damage to critical applications, loss of revenue, and damage to our public image. Therefore, all users employing PDA-based technology to access Town technology resources must adhere to Town defined processes for doing so. Scope This policy applies to all Town employees, including full- and part-time staff, contractors, volunteers, and temporary workers, elected and appointed officials who utilize Town owned PDA- based technology to access.the organization's data and networks via wired and wireless means. Such access to enterprise network resources is a privilege, not a right. Consequently, employment with the Town does not automatically guarantee the granting of these privileges. . -1- . Administrative Policy/Directive The addition of new hardware, software, and/or related components to provide additional PDA- related connectivity within Town facilities will be managed at the sole discretion of the IT department. Non-sanctioned installations of PDA-related hardware, software, and/or related components, or use of same within the Town, or to gain access to Town computing resources, are strictly forbidden. This policy is complementary to any previously implemented policies dealing specifically with network access, wireless access, and remote access to the Town's network. Information may be subject to public record request. Eligible Users All employees requiring the use of PDAs for business purposes must go through an application process that clearly outlines necessity and level of service and required needs should his/her application be accepted. Application forms must be approved and signed by the employee's unit supervisor, manager, or department head before submission to the IT department. Policy and Appropriate Use . It is the responsibility of any employee of the Town Who is connecting to the Town network via a PDA to ensure that all components of his/her connection remain as secure as his/her network access within the office. It is imperative that any wired (via sync cord, for example) or wireless connection, including, but not limited to PDA devices and service, used to conduct Town business be utilized appropriately, responsibly, and ethically. Failure to do so will result in immediate suspension of the device. Based on this, the following rules must be observed: 1. Employees using PDAs and related software to connect to the Town's technology infrastructure shall, without exception, use secure remote access procedures. This will be enforced through public/private key encrypted strong passwords in accordance with the Town's password policy. Employees agree to never disclose their passwords to anyone, particularly to family members if Town work is conducted from home. 2. All PDAs that are used for Town interests must display reasonable physical security measures. Users are expected to secure ail handhelds and related. devices used for this activity whether or not the device is in use and/or being carried. This includes, but is not limited to, power-on passwords. 3. Passwords and other sensitive material shall not be stored on PDAs or their associated storage devices (such as SD and CF cards, as well as Memory Sticks and related f1ash- based supplemental storag.e media.) 4. Employees, contractors, volunteers, and temporary staff shall make no modifications of any kind to Town. owned and installed hardware or software without the express approval of the IT department. This includes, but is not limited to, installation of PDA software on Town owned desktop or laptop computers, connection of sync cables and cradles to Town owned equipment, and use of Town owned wireless network bandwidth via these devices. . -2- . Administrative Policy/Directive 5. The PDA-based user agrees to immediately report to his or her manager and the IT department any actual or suspected incidents of unauthorized access and/or disclosure of company resources, databases, networks, etc. ' 6. The PDA-based wireless access user agrees to and accepts that his or her access and/or connection to the Town's networks may be monitored to record dates, times,duration of access, etc., in order to identify unusual usage patterns or other suspicious activity. As with in-house computers, this is done in order to identify accounts/computers that may have been compromised'byexternal parties. 7. No personal use PDA will be allowed to connect to the Town network or computer. 8. The IT department reserves the right to turn off without notice any access port to the . network that puts the company's systems, data, users, and clients at risk. Privilege - Access to and the use of the Town's computers, network, cell phones, PDAs, Blackberrys, email and information technologies shall be considered a privilege, not a right or entitlement. . Personal use of Town information technologies is limited to employee's breaks and lunch time. The use of Town information technologies will be monitored by the IT department and excess use will be reported to the supervisor/department head and employees' will be subject to the provisions below. Employees who intentionally use the Town's computers, network, cell phones, PDAs, Blackberrys, email and information technology in any manner delineated as inappropriate use may be denied future access and usage and shall be subject to disciplinary action in accordance with the administrative policies/directives, rules and regulations of the Town of Marana Code of Conduct and/or appropriate federal, state, and local statutes, ordinances and regulations. This disciplinary action may include loss of use of the technology, written reprimands-or other actions. Policy Non-Compliance Failure to comply with the PDA Usage Policy and Agreement may result in disciplinary action, up to and including termination. Employee PDA Use Agreement I, , have read and understand the above PDA Usage policy and Agreement, and consent to adhere to the rules outlined therein. Employee Signature Date . -3- . . . Human Resources Department EMPLOYEE IT REQUEST FORM Requesting Department: Employee Name: Department Contact: Employment Status: 0 Full Time 0 Part-time 0 Temporary/ContractOOther: o Seasonal Date anticipated start: Required Resources Date anticipated end (if applicable) Required Equipment (check all that apply) o DesktopPC 0 Laptop PC . 0 Telephone o BlackBerry (see Cellular Request Form) 0 PDA o Email Address: Office W orkspace/cubic1e location: Applications: o Word o Excel o PowerPomt o Outlook o Access o Adobe Acrobat o Other (specify) o Internet access o Network Access o Network share access (specify path, L..) o CRW o Fund Balance Time frame for Temporary/Contract/Seasonal From: To: Special Instructions/Request: Approved by Department Head: IT Use Onl~ Completed by: Request Terminated on: o Cell phone (see Cellular Request Form) o Other . NEW EMPLOYEE IT REQUEST FORM X:\Policies\Administrative Policies\associated forms\Employee IT Request Form.doc 7/26106 o ABRA -'- Knowledge Point o Laserfiche o Arc View Date: Date: Date: . . . ~ BLACKBERRY/CELLULAR PHONE REQUESTIRETURNIREASSIGNMENT FORM Department: Employee Name: Employee Position: Required Equipment (check all that apply) o Request for new phone o Accessories_ . 0 Return of phone. Reason for return: o Reassignment of phone to whom:_ Date: Employee ill: _ Work Phone # Town business reasons for cellular phone need: Form must be completed - additional pages may be used for any of the following explanation: Type of Service: o CellularlDirect Connect [] Direct Connect Only Estimated usage: Indicate ONE: o Under 15 minutes per month o 15 to 100 minutes per month o 100 to 300 minutes per month DOver 300 minutes per month - Justifica~on: Employee Signature: Department Head approval: Town Manager approval: Town Manager diSapproval and reason: Date: Date: Date: Cellular Phone ReQuestlReturnlReassignment Form X:\Policies\Administrative Policies\associated forms\CELLULAR PHONE REQUEST.doc