Education and Workforce Development Cabinet
Office of Career and Technical Education
SECTION 3 - Human Resources
Information Technology Equipment Usage
Table of Contents
· COT (Commonwealth Office of Technology)
· Computer – Unlawful Access to Computer in the First Degree
· Employee Confidentiality/Security Agreement
· Internet and Electronic Mail Acceptable Use Policy
· Other - Cabinet Policy & Procedure for related Technology Policies
http://www.my.edcabinet.ky.gov/policies.htm#Education%20Cabinet%20Policy%20Memos
ALL EMPLOYEES SHALL BE FAMILIAR WITH
AND COMPLY WITH THESE POLICIES
Applicability: Internet and Electronic Mail Acceptable Use
This policy applies to all resources and information technology equipment (Blackberries, cell phones, computers, and any device having networking capabilities) owned or leased by the Commonwealth regardless of the time of day, location, or method of access.
Equal Education and Employment Opportunities M/F/D
COT (Commonwealth Office of Technology)
Enterprise Policies articulate the rules and regulations of state government regarding information technology. These policies determine the type of activities that are approved for both agencies and employees.
COT (Commonwealth Office of Technology) administers the Enterprise Policy development, review and approval process. Enterprise IT policies are presented to the Commonwealth Technology Council for compliance by all appropriate agencies.
Reference:
o Enterprise Standards & Approved Products - 2000 Software Domain
o Enterprise Standards Approved Products - 4000 Data Domain
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OFFICE OF CAREER AND TECHNICAL EDUCATION
Employee Confidentiality/Security Agreement
Existing employees have been asked to review and sign a form regarding Unlawful Access to a Computer, Reports and Records – Confidential Treatment and Penalties. Newly hired employees shall be required to sign this form as part of their orientation packet. By signing this form, the employee indicates that he/she is aware that certain information obtained through the State computer system is confidential and must be treated in such a manner.
Hiring Paperwork – Employee Confidentiality/Security Agreement
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EDUCATION AND WORKFORCE DEVELOPMENT CABINET TECHNOLOGY POLICIES:
The Education and Workforce Development Cabinet provides Internet and Electronic Mail (E-mail) services to employees for use in the performance of their duties.
Internet and Electronic Mail Acceptable Use Policy
Cabinet Policy Number: EDU-01
Ref: http://www.my.edcabinet.ky.gov/Policy/EDU_01InternetEmailAcceptableUsagePolicy070109.pdf
A combination of State agencies, including the Personnel Cabinet, and The Commonwealth’s Office of Technology, are responsible for developing maintenance and policy relating to the Information Systems and developing guidelines on acceptable and appropriate use of these tools.
This will serve to remind all employees that there is no expectation of privacy associated with the information published/stored on the Internet and E-mail. Your employer retains the right to access transmitted and store communications to review messages. If you receive an unsolicited e-mail of the chain letter variety or which is otherwise objectionable or violative of the attached COT policy, you will promptly delete it rather than forwarding it on or further disseminating it. Further, you should be aware that sending information by E-mail is a very public form of communication. Your messages can be easily and inadvertently forwarded to others.
The Office of Career and Technical Education, Kentucky TECH System shall follow the Education and Workforce Development Cabinet policy and procedure guidelines, Cabinet Policy Number: EDU-01(Revised 07-01-09)
Ref: http://www.my.edcabinet.ky.gov/Policy/EDU_01InternetEmailAcceptableUsagePolicy070109.pdf
This is based on the Commonwealth Office of Technology policy CIO-060,
https://gotsource.ky.gov/docushare/dsweb/Get/Document-5282/
Policy Maintenance Responsibility: The Division of Support Services, Technical Publications Section and Security and Recovery Services Branch, and the Division of Network Services, Customer Support Branch shares the responsibility for the maintenance of this policy.
Policy:
The Commonwealth’s Office of Technology (COT) furnishes the communications backbone for users of the Commonwealth Integrated Network (CINS). This Acceptable use Policy represents a set of guidelines to be followed when using CINS or any other networks which are used as a result of their CINS connection, such as Internet and E-mail.
In compliance with the laws of the Commonwealth and the guidelines provided herein, employees of the Commonwealth of Kentucky are encouraged to use the Internet and E-mail to their fullest potential to further the State’s mission, to provide service of the highest quality to its citizens, to discover new ways to use resources to enhance service, and to promote staff development.
Supervisors should work with employees to determine the appropriateness of using the Internet and E-mail for professional activities and career development during working hours, while insuring that employees do not violate the general provisions, which prohibit using the Internet and E-mail for personal gain.
In accordance with the federal Electronic Communications Privacy Act of 1986, employers can monitor electronic messages upon notification. Employees should not have expectation of privacy associated with the information they publish/store on the Internet and E-mail.
Supervisors are encouraged to identify Internet and E-mail training needs and resources, to encourage use of the Internet and E-mail to improve job performance, to support staff attendance at training session, and to permit use of official time for maintaining skills, as appropriate.
In summary, state employees should use the Internet and E-mail when appropriate, to accomplish job responsibilities more effectively and to enrich their performance skills. The Internet and E-mail afford unprecedented opportunities for conducting research and disseminating (publishing) job-related information.
Responsibilities:
· State employees have an obligation to use their access to the Internet and E-mail in a responsible and informed way, conforming to network etiquette, customers, and courtesies.
· Agencies are responsible for the content of the published information and for the actions of their employees. The Kentucky Information Resources Management Commission’s policy on Electronic mail as Public Record should be observed.
· As with other forms of publications, copyright restrictions/regulations should be observed.
· Commercial uses by agencies should be cleared with COT to make sure they do not violate the terms of COT’s agreement with our Internet provider. No reselling of access allowed.
· Employees should be aware that their conduct/information they publish can reflect on the reputation of the Commonwealth. Therefore, professionalism in all communications is of the utmost importance.
· Employees should represent themselves, their agency or any other state agency accurately and honestly through electronic information or service content.
Unacceptable Uses:
Since the Internet and E-mail constitute an uncensored worldwide network of networks, which provides for peer-to peer communications between participants, they also have great potential for misuse.
Use of Commonwealth of Kentucky Internet and E-mail resources is a privilege, which may be revoked at any time for inappropriate conduct. Repeated abuse of acceptable use policies will result in revocation of access and notification of agency management. Examples of inappropriate conduct include, but are not limited to:
· Use of the Internet and E-mail for personal gain or personal business activities as defined in a commercial sense such as buying or selling of commodities or services with a profit motive.
· Use of the Internet and E-mail for unlawful activities.
· Use of abusive or objectionable language in either public or private messages.
· Knowingly and repeatedly visiting pornographic or illegal sites or disseminating or soliciting sexually oriented messages or images.
· Misrepresentation of oneself or the Commonwealth.
· Sending chain letters.
· Soliciting money for religious or political causes, or advocating religious or political opinions.
· Using official dissemination tools to distribute personal information.
· Disseminating or printing copyrighted materials (including articles and software) in violation of copyright laws.
· Other activities that could cause congestion and disruption of networks and systems; i.e., unnecessary List serve subscriptions and mail attachments exceeding 1.5 mb in size are examples of activities, which cause network congestion.
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The Office of Career and Technical Education follows the Policy/Procedure Maintenance Responsibility, Scope and Responsibility outlined for the Education and Workforce Development Cabinet.
The Cabinet Policy & Procedure for related Technology Policies are listed below and can be accessed through the following link: http://www.my.edcabinet.ky.gov/policies.htm#Education%20Cabinet%20Policy%20Memos
Cabinet Policy Number / SubjectEDU-02 / Computer User ID and Password
EDU-03 / Naming Standards for Workstations and Servers
EDU-04 / Equipment Compliance for Non-State Entities
EDU-05 / Personal information Policy
EDU-06 / Backup Procedures – Tower and Server Farms
EDU-07 / Securing Unattended Workstations (Includes Screen Saver Policy)
EDU-08 / Laptop Policy
EDU-09 / Logon Security Notice
EDU-10 / Sanitization if IT Equipment
EDU-11 / Anti-Virus Policy
EDU-12 / Computerized Data Storage
EDU-13 / Digital Data Storage-Transport
EDU-14 / Intellectual Property Rights
EDU-15 / Wireless Voice, Data Services Policy
EDU-16 / Bluetooth Technology Policy
EDU-17 / Remote Access Policy
EDU-18 / Wireless Local Area Network (WLAM) Policy
EDU-19 / Student Information Network Acceptable Use Policy
EDU-20 / Agency Local printing Policy
EDU22 / Inter/Intra Agency Digital Data Sharing
Internet Related Forms
Computer – Unlawful Access to a Computer in the First Degree
KRS 434.840: Definitions: http://www.lrc.ky.gov/krs/434-00/840.PDF
(1) A person is guilty of unlawful access to a computer in the first degree when he knowingly and willfully, directly or indirectly accesses, causes to be accessed, or attempts to access any computer software, computer program, data, computer, computer system, computer network, or any other thereof, for the purpose of:
(a) Devising or executing any scheme or artifice to defraud; or
(b) Obtaining money, property, or services for themselves or another by means of false or fraudulent pretense, representations, or promises; or
(c) Altering, damaging, destroying, or attempting to alter, damage, or destroy, any computer, computer system, or computer network, or any computer software, program, or data.
(2) Accessing, attempting to access, or causing to be accessed any computer software, computer program, data, computer, computer system, computer network, or any part thereof, even though fraud, false or fraudulent pretenses, representations, or promises may have been involved in the access or attempt to access shall not constitute a violation of this section if the sole purpose of the access was to obtain information and not to commit any other act proscribed by the section.
(3) Unlawful access to a computer in the first degree is a Class C felony.
KRS 434.845 / Unlawful access to a computer in the first degree / http://www.lrc.ky.gov/krs/434-00/845.PDFKRS 434.850 / Unlawful Access to a computer in the second degree / http://www.lrc.ky.gov/krs/434-00/850.PDF
KRS 434.851 / Unlawful access in the third degree / http://www.lrc.ky.gov/krs/434-00/851.PDF
KRS 434.853 / Unlawful access in the fourth degree / http://www.lrc.ky.gov/krs/434-00/853.PDF
KRS 434.855 / Misuse of computer information / http://www.lrc.ky.gov/krs/434-00/855.PDF
KRS 434.860 / Venue / http://www.lrc.ky.gov/krs/434-00/860.PDF
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OCTE 3.6 PPM
Rev: 08-14-06; 07-09-08; Human Resources – Computer Usage
01-25-10; 07-14-10