Acceptable Use of Information Technology Resources

Objective:

This document establishes policy for the acceptable use of information technology resources at the Amateur Beekeeper Guild. The Guild community is based on principles of honesty, integrity, respect for others, and respect for others’ privacy and property; thus, The Guild seeks to:

1. Protect the confidentiality and integrity of electronic information and privacy of its users, to the extent required or allowed under federal and state law.

2. Ensure that the use of electronic communications complies with the provisions of Guild policy and state and federal law; and

3. Allow for the free exchange of ideas and support of academic freedom.

Scope:

This policy applies to all users of and information technology (IT) resources owned, operated, or provided by the Amateur Beekeepers Guild.

“Users” includes but is not limited to financial members, staff, contractors, agents, representatives, and visitors accessing, using, or handling the Guild’s information technology resources.

Information transmitted or stored on Guild IT resources is the property of the Guild unless it is specifically identified as the property of other parties.

Principles:

The President must designate an individual or functional position responsible for information security. The individual or position should be at a high enough organizational level to allow him/her to speak with authority on and for the Guild.

Each User of Guild resources is required to be familiar and comply with Guild policies. Acceptance of this policy is assumed if a User accesses, uses, or handles Guild resources.

Policy:

1. User Privacy

a. There should be no expectation of privacy on the part of the User.

b. The Guild hereby notifies users that email may be a public record and open to public inspection, unless the email is covered by an exception, such as personally identifiable information, proprietary information, or trade secrets.

c. Users should be aware that any activity on systems and networks may be monitored, logged, and reviewed by Guild approved personnel or may be discovered in legal proceedings. All documents created, stored, transmitted, or received on Guild computers and networks may be subject to monitoring by systems administrators.

2. Users WILL

a. Comply with all Guild policies to ensure confidentiality, integrity, and availability of Guild resources under their control;

b. Only use Guild resources for which the User has authorization;

c. Be responsible for using Guild-approved resources for electronic data and understanding the back up and retention policies associated with those resources.

d. Control and secure physical and network access to Guild resources, including data;

e. Properly log out of sessions;

f. Monitor access to their accounts. If a User suspects unauthorized activity or that their account has been compromised, they must report the compromise to the Authority responsible for information security or their designee, and change passwords immediately;

g. Install, use, and regularly update virus protection software;

h. Use only supported and patched applications and operating systems on Guild-owned devices. Exceptions must be documented and approved by the Guild Authority or their designee.

i. Where technically possible, abide by the password protection best practices specified for each Guild resource;

j. Use only the passwords and privileges associated with their computer account(s) and use those account(s) only for their authorised purpose;

k. Respect and honor the rights of other individuals with regard to intellectual property, privacy, freedom from harassment, academic freedom, copyright, and use of Guild resources;

l. Use Guild provided software in a manner that strictly adheres to all licensing provisions, including installation, use, copying, number of simultaneous users, and other terms of the license.

3. Users WILL NOT

a. Share access codes or passwords;

b. Use accounts, access codes, privileges or IT resources for which they are not authorized;

c. Tamper, modify, or alter any restrictions or protections placed on their accounts, the Guild’s system, or network facilities.

d. Physically damage or vandalise Guild resources;.

e. Commit copyright infringement, including file sharing of video, audio, or data without permission from the copyright owner;

f. Use Guild resources to introduce, create, or propagate SPAM, PHISHING email, computer viruses, worms, Trojan horses, or other malicious code;

g. Obtain extra Guild resources or gain access to accounts for which they are not authorized;

h. Eavesdrop on or intercept other Users’ transmissions;

i. Attempt to degrade the performance or availability of any system or to deprive authorised Users access to any Guild resources.

j. Misrepresent their identity with actions such as IP address “spoofing,” email address falsification, or social engineering;

k. Send email chain letters or mass mailings for purposes other than official Guild business;

l. Use Guild resources as an email relay between non-guild email systems;

m. Engage in activities that violate state or federal law, a Guild contractual obligation, or another Guild policy or rule;

n. Comment or act on behalf of the Guild over the Internet without authorisation.

o. Connect devices (such as switches, routers, hubs, computer systems, and wireless access points) to the network without prior approval.

p. Use without authorization any device or application that consumes a disproportionate amount of network bandwidth.

q. Include or request Sensitive Information be included in unprotected electronic communication (email, instant message, text message, etc.).

4. Guild Rights

a. The Guild reserves the right to access, monitor, review, and release the contents and activity of an individual User’s account(s) as well as that of personal Internet account(s) used for Guild business. The Guild reserves the right to access any Guild owned resources and any non-guild owned resources on Guild property, connected to Guild networks, or containing Guild data. This action may be taken to maintain the network’s integrity and the rights of other authorised Users. Additionally, this action may be taken if the security of a computer or network system is threatened, misuse of Guild resources is suspected, or The Guild has a legitimate business need to review activity or data. This action will be taken only after obtaining approval from the President, or in response to a subpoena or court order.

5. Copyrights and Licenses

a. Violation of copyright law or infringement is prohibited by Guild policy and state and federal law. Any unauthorized use of copyrighted material, may subject the User to discipline;

b. Software may not be copied, installed, or used on Guild resources except as permitted by the owner of the software and by law;

c. Users will properly license software and strictly adhere to all licensing provisions, including installation, use, copying, number of simultaneous users, and terms of the license;

d. All copyrighted information, such as text and images, retrieved from Guild resources or stored, transmitted, accessed, or maintained with Guild resources must be used in compliance with applicable copyright and other laws;

e. Copied material must be properly credited using applicable legal and professional standards;

6. Personal Use

a. Guild Resources are provided for use in conducting authorised Guild business. All users are prohibited from using these resources for personal gain, illegal activities, or obscene activities.

b. The prohibition against using the Guild’s IT resources for personal gain does not apply to:

i. Scholarly activities, including the writing of textbooks or preparation of other teaching materials by members;

ii. Consulting and other activities that relate to a member’s professional development or as permitted under Guild policy;

c. Incidental or casual personal use of these resources is permitted by this policy, except when such use:

i. Is excessive or interferes with the performance of the User’s Guild responsibilities.

ii. Results in additional incremental cost or burden to the Guild’s resources;

iii. Violates any state or federal law or is otherwise in violation of this or any other Guild policy;

iv. Results in additional risk to the confidentiality, integrity, and availability to the Guild’s resources.

d. Guild IT resources may not be used for commercial purposes, except as specifically permitted under other written Guild policies or with the written approval of the President.

e. Any commercial use of Guild IT resources must be properly related to Guild activities and provide for appropriate reimbursement of taxes and other costs the Guild may incur by reason of such use.

f. Activities not appropriate for the “.com.au” domain but otherwise permissible using Guild resources must use other domain designations.

7. Misuse of IT Resources

a. Users must report all suspected or observed illegal activities to the President. Examples include theft, fraud, copyright infringement, illegal electronic file sharing, sound or video recording piracy, hacking, and viewing or distribution of child pornography.

b. Abuse of networks or computers at other sites through the use of Guild resources will be treated as an abuse of resource privileges.

 

References: n/a

Definitions:

1. Unit – An operational entity.

2. Sensitive Information – Information that is protected against unwarranted disclosure. Protection of sensitive information may be required for legal, ethical, privacy, or proprietary considerations. Sensitive information includes all data which contains: Personally Identifiable Information, Protected Health Information, member records, card holder data, or any other information that is protected by applicable laws, regulations, or policies.

Last Reviewed: November 28 2021