St. Charles City-County Library District Staff Electronic Acceptable Use Policy

1.0 Overview

This Acceptable Use Policy is not established to impose restrictions that are contrary to St. Charles City-County Library District (SCCCLD)’s established culture of openness, trust and integrity. SCCCLD is committed to protecting employees, partners and the organization from illegal or damaging actions by individuals, either knowingly or unknowingly.

Internet/Intranet/Extranet-related systems, including, but not limited to, computer equipment, software, operating systems, storage media, network accounts providing electronic mail, Internet browsing, District related social media, and FTP, are the property of SCCCLD. These systems are to be used for business purposes in serving the interests of the District, and of our customers in the course of normal operations.

Effective security is a team effort involving the participation and support of every SCCCLD staff member and affiliate who deals with information and/or information systems. It is the responsibility of every computer user to know these guidelines, and to conduct their activities accordingly.

2.0 Purpose

The purpose of this policy is to outline the acceptable use of staff computer equipment at the St. Charles City-County Library District. These rules are in place to protect the employee and the District. Inappropriate use exposes SCCCLD to risks including virus attacks, compromise of network systems and services, and legal issues.

3.0 Scope

This policy applies to employees, contractors, consultants, volunteers, interns, and other workers at SCCCLD, including all personnel affiliated with third parties. This policy applies to all equipment that is owned or leased by SCCCLD.

4.0 Policy

4.1 General Use and Ownership

  1. While the District’s network administration desires to provide a reasonable level of privacy, users should be aware that the data they create on the District’s systems remains the property of SCCCLD.
  2. Employees are responsible for exercising good judgment regarding the reasonableness of personal use. Employees should be guided by departmental policies on personal use, and if there is any uncertainty, employees should consult their supervisor or manager.
  3. For security and network maintenance purposes, authorized individuals within the Information Technology department may monitor equipment, systems and network traffic at any time.
  4. St. Charles City-County Library District reserves the right to audit networks and systems on a periodic basis to ensure compliance with this policy.

4.2 Security and Proprietary Information

  1. Individual customer information may not be released per the conditions contained in St. Charles City-County Library District Policy C280, Privacy of Library Circulation Records.
  2. Keep passwords secure where applicable. Authorized users are responsible for the security of their passwords and accounts.
  3. Because information contained on portable computers is especially vulnerable, special care should be exercised. Protect laptops in accordance with the “Laptop Security Tips”.
  4. Postings by employees from a SCCCLD email address to blogs and other online forums  should contain a disclaimer stating that the opinions expressed are strictly their own and not necessarily those of the St. Charles City-County Library District, unless posting is in the course of business duties.
  5. All equipment used by the employee that are connected to the SCCCLD Internet/Intranet/Extranet, whether owned by the employee or SCCCLD, shall be continually executing approved virus-scanning software with a current virus database.
  6. Employees must use extreme caution when opening e-mail attachments received from unknown senders, which may contain various types of malware.

4.3. Unacceptable Use

The following activities are, in general, prohibited. Staff may be exempted from these restrictions during the course of their legitimate job responsibilities (e.g., systems administration staff may have a need to disable the network access of a host if that host is disrupting production services).

Under no circumstances is an employee of SCCCLD authorized to engage in any activity that is illegal under local, state, federal or international law while utilizing District-owned resources.

The lists below are by no means exhaustive, but attempt to provide a framework for activities which fall into the category of unacceptable use.

System and Network Activities

The following activities are strictly prohibited, with no exceptions:

  1. Installing any software or hardware on District systems without consent of the IT Network Administrator or IT Manager.
  2. Violations of the rights of any person or organization protected by copyright, trade secret, patent or other intellectual property, or similar laws or regulations, including, but not limited to, the installation or distribution of "pirated" or other software products that are not appropriately licensed for use by SCCCLD.
  3. Unauthorized copying of copyrighted material including, but not limited to, digitization and distribution of photographs from magazines, books or other copyrighted sources, copyrighted music, and the installation of any copyrighted software for which the St. Charles City-County Library District or the end user does not have an active license is strictly prohibited.
  4. Exporting software, technical information, encryption software or technology, in violation of international or regional export control laws, is illegal. The appropriate management should be consulted prior to export of any material that is in question.
  5. Introduction of malicious programs or malware into the network or server.
  6. Revealing your account password to others or allowing use of your account by others. This includes family and other household members when work is being done at home.
  7. Using a SCCCLD computing asset to actively engage in procuring or transmitting material that is in violation of sexual harassment or hostile workplace laws in the user's local jurisdiction.
  8. Making fraudulent offers of products, items, or services originating from any St. Charles City-County Library District account.
  9. Effecting security breaches or disruptions of network communication. Security breaches include, but are not limited to, accessing data of which the employee is not an intended recipient or logging into a server or account that the employee is not expressly authorized to access, unless these duties are within the scope of regular duties. For purposes of this section, "disruption" includes, but is not limited to, network sniffing, pinged floods, packet spoofing, denial of service, and forged routing information for malicious purposes.
  10. Executing any form of network monitoring which will intercept data not intended for the employee's host, unless this activity is a part of the employee's normal job/duty.
  11. Circumventing user authentication or security of any host, network or account.
  12. Using any program/script/command, or sending messages of any kind, with the intent to interfere with, or disable, a staff member’s terminal session, via any means, locally or via the Internet/Intranet/Extranet.
  13. Providing information about, or lists of, SCCCLD employees to parties outside the District.

Email and Communications Activities (In Addition to the District E-Mail Policies)

  1. Sending unsolicited email messages, including the sending of "junk mail" or other advertising material to individuals who did not specifically request such material (email spam).
  2. Any form of harassment via email, telephone or paging, whether through language, frequency, or size of messages.
  3. Unauthorized use, or forging, of email header information.
  4. Solicitation of email for any other email address, other than that of the poster's account, with the intent to harass or to collect replies.
  5. Creating or forwarding "chain letters", "Ponzi" or other "pyramid" schemes of any type.

4.4. Blogging and Social Networking

  1. Blogging and posting to District Social Networking pages by employees, whether using SCCCLD’s property and systems or personal computer systems, is also subject to the terms and restrictions set forth in this Policy. Use of SCCCLD’s systems to engage in blogging social networking sites is acceptable, provided that it is done in a professional and responsible manner, does not otherwise violate any District policy, is not detrimental to the District’s best interests, and is part of an employee's regular work duties.
  2. SCCCLD’s Confidential Information policy also applies to blogging. As such, Employees are prohibited from revealing any confidential or unauthorized personnel information when engaged in social networking activities.
  3. Employees shall not engage in any social networking activities that may harm or tarnish the image, reputation and/or goodwill of St. Charles City County Library District and/or any of its staff. Employees are also prohibited from making any discriminatory, disparaging, defamatory or harassing comments when blogging or otherwise engaging in any conduct prohibited by SCCCLD’s Non-Discrimination and Anti-Harassment policy.
  4. Employees may also not attribute personal statements, opinions or beliefs to SCCCLD when engaged in social networking activities. If an employee is expressing his or her beliefs and/or opinions in blogs or postings, the employee may not, expressly or implicitly, represent themselves as an employee or representative of SCCCLD. However, when updating SCCCLD social networking pages, staff may, if authorized, post information and views that adhere to St. Charles City-County Library District Policies. 

5.0 Enforcement

Any employee found to have violated this policy may be subject to disciplinary action, up to and including termination of employment.

6.0 Definitions

Term          Definition

Blogging Writing a blog. A blog (short for weblog) is a personal online journal that is frequently updated and intended for general public consumption.

Malware Malware, or malicious software, is software (or script or code) designed to disrupt computer operation, gather sensitive information, or gain unauthorized access to computer systems. It is a general term used to describe any kind of software or code specifically designed to exploit a computer, or the data it contains, without consent.[

Social Networking Activities Includes blogs and postings to social networking sites including, but not limited to Twitter, Facebook, MySpace, and LinkedIn.

Spam Unauthorized and/or unsolicited electronic mass mailings.

7.0 Revision History