SOG-24

		Upper Leacock Fire Company SOG's

Upper Leacock Fire Company

SOG's

Section 24 E-mail, Internet, & computer Usage Guideline

1. PURPOSE - In order to ensure the integrity of the Upper Leacock Fire Company operations and the avoidance of inappropriate use of the Fire Company property, this policy is intended to outline the authorized uses of the electronic office communications equipment and/or tools which are provided by the Upper Leacock Fire Company to its members with regard to, review of, and disclosure of messages sent or received by employees or other authorized users of the Upper Leacock Fire Company computer equipment, e-mail, internet, and intranet.

2. DEFINITIONS:

ELECTRONIC MAIL (e-mail): Electronic correspondence composed and/or sent using electronic mail applications to recipients internal to the Upper Leacock Fire Company or outside recipients, using the Upper Leacock Fire Company's gateways for delivery via the internet. For purposes of this policy, "transmitting" an e-mail message includes sending, replying to, or forwarding any portion of an e-mail message created or received, to another party.
INCIDENTAL USE: occasional, casual, minor, or insignificant use that does not impact upon a Members duties or responsibilities, or impede business use operations.
INTERNET: A collection of computer networks that span the globe including educational and military installations, as well as private citizens, to a wide range of computer services, resources, and information.
INTRANET: A contained collection of computers and/or networks within the Upper Leacock Fire Company, which interconnect the Members.
SYSTEM ADMINISTRATOR: The individual designated by the Upper Leacock Fire Company Board of Trustees whose responsibility it is to perform the functions of the system Administrator for the Upper Leacock Fire Company under the direction of Board of Trustees

3. E-MAIL USE POLICIES: This pertains to any e-mail stored on Upper Leacock Fire Company computer equipment. The Upper Leacock Fire Company Board of Trustees and/or Fire Chief, and/or Fire Company President reserve the right to access, review, copy, or delete all e-mail messages for purposes, and to disclose them to any party, as the Board of Trustees and/or Fire Chief deems appropriate. The Board of Trustees and/or Fire Chief assumes no responsibility for maintaining the privacy of users and users have no expectation that such privacy will be maintained.

4. Should a Member make incidental use of the e-mail system for purposes of transmitting or receiving personal messages, such messages will be treated no differently than other messages, relative to access, review, copy or disclosure. Accordingly, users should not use the e-mail system to send, receive, or store any messages that they wish to keep private.

5. Sending messages that are threatening, intimidating, hostile, or discriminatory on the basis of race, color, religion, sex, nation origin, sexual orientation, disability, or any other basis prohibited by law. In addition, showing such messages to other Members or the intentional receipt of such messages is strictly prohibited.

6. No e-mail or other electronic communication may be sent, which hides the identity of the sender or represents the sender as someone else. All messages sent on the Upper Leacock Fire Company computers SHALL contain the sending Members name. The Upper Leacock Fire Company bears no responsibility for any consequences resulting from any Member who uses the e-mail system for any fraudulent or other illicit purposes, or contrary to the provision of this policy or law.

7. Any Member who becomes aware of misuse of the Upper Leacock Fire Company e-mail system/computer system is responsible to contact the Board of Trustees should be notified immediately.

8. PRIVLEGED COMMUNICATION: Some of the messages sent, received or files stored in the Upper Leacock Fire Company computer system may be privileged files or communications between elected officials, Township Officials, attorney's, or other entities. Upon receipt or awareness of the incorrect receipt of any such message, DO NOT forward the message or contents to any outsiders or other Members, but immediately notify the Board of Trustees.

9. VIEWING AND PROTECTING E-MAIL MESSAGES: Members should exercise caution when using the Fire Company computers and/or e-mail messages in the presence of others. E-mail windows or personal files should not be left open on the screen when the computer is unattended. Users should not allow any other person to use their name and password to gain access to personal files or to the e-mail system. Passwords are required to access certain files and should be changed regularly. Members should promptly delete any e-mail messages they send or receive that are no longer necessary. The Board of Trustees reserves the right to impose formal guidelines requiring mandating password changes as well as data base management guidelines on memory storage limits for users, which can provide for the automatic purge of previously read messages.

10. COPYRIGHT INFORMATION: It is prohibited to use the e-mail system to copy and/or transmit any documents, software, or other information protected by the copyright laws, without proper authorization by the copyright owner. Copyright protection applies to any document, photo, software, or information unless it is specifically marked as public, not copyrighted, or freeware. In the absence of any specific copyright markings, any material or information should be considered copyright protected.

11. E-MAIL ETIQUETTE: Your e-mail messages may be read by someone other than the addressee and may even have been disclosed to outside parties, including courts in connection with litigation. Accordingly, your e-mail message should be courteous, professional, businesslike, tasteful, brief, and to the point

12. INTERNET AND INTRANET USE POLICIES: The following activities on the internet and/or intranet are specifically prohibited and may result in disciplinary action up to dismissal;

Sending privileged information or Upper Leacock Fire Company restricted information.
Sending material that is threatening, intimidating, hostile, offensive, or discriminatory on the basis of race, color, religion, sex, national origin, sexual orientation, disability, or any other basis prohibited by law. In addition, showing such material to fellow Members or Non-Members or intentional receipt of such material is strictly prohibited.
Making any unauthorized attempt to break into another organization/s computer system.
Copying or otherwise converting protected electronic information or violating copyright or trademark laws.
Using the Internet or intranet for personal gain or commercial activity unrelated to the Upper Leacock Fire Company.
Using the Internet or intranet for any activities not specified here that are in violation of federal, state, or local law.

13. NO ONE other then Fire Company Members are permitted to use any Fire Company owned computers. Exemption- Non-Members such as community service personnel are permitted to use the computers provided they are under the direct supervision of the Fire Chief or Officer in Charge of the community service program for our Fire Company.

14. NO ONE is permitted to relocate, upgrade, or alter/change any computer equipment and/or programs contained within the computer equipment without the approval of the Board of Trustees

15. NO nude or pornographic material is permitted to be viewed, search fore, transmitted, or received on any computers located on the Fire Company property. In the event that someone sends you nude or pornographic material you SHALL notify the Board of Trustees immediately.

16. UNDER NO CIRCUMSTANCE shall you affiliate yourself with the Upper Leacock Fire Company when using Fire Company owned computer equipment to express YOUR OWN opinions, criticisms, suggestions, etc. to outside parties. And/or entities. YOU resume ALL responsibilities for YOUR actions while using Fire Company owned computer equipment.

17. Fire Company owned computer equipment MAY NOT be used during Fire Company events such as but not limited to training sessions, fundraising events, business meetings, etc. UNLESS the Fire Chief, Fire Company President, or Board of Trustees give you permission

18. Upper Leacock Fire Company does not wish to discourage the use of Fire Company owned equipment for any reason to its Members or infringe upon their freedom of speech right in anyway. However, keep in mind that this is FIRE COMPANY OWNED property NOT YOU PERSONALLY OWNED equipment. The Upper Leacock Fire Company has the RESPONSIBILITY to oversee that the Fire Company owned computer equipment is used by its Members in the BEST interest of the Fire Company and the community we serve.

19. ANY violations of this policy CAN RESULT in loss of computer privileges, and/or suspensions and/or membership dismissal. Serious violations or repeated violation of this policy will be result in the most SEVERE disciplinary action being implemented.

20. Its YOUR responsibility to know what you are permitted to do on the Fire Company owned computers. If you have any questions, it is YOUR responsibility to ask the Fire Chief, Fire Company President, or Board of Trustees.

21. All complaints for violations of this policy must be written and filed with the Board of Trustees on an approved Fire Company complaint form within 30 days of the violation. The Board of Trustees will investigate all complaints and a conclusion to the investigation should be reached with in 30 days from the date that the complaint was filed. The complainant and the accused SHALL be notified immediately at the conclusion of the investigation.

22. The Board of Trustees have the right to acquire the assistance of an outside agency to assist hem in their investigation such as Computer Technician, Law Enforcement, Etc.

23. All complaints filed against a Board of Trustee Member for violations of this policy SHALL be filed with the Fire Company President and Fire Chief and those complaints will be investigated by those elected officials also.

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Page last edited: 03/12/06