Acceptable Use of ICT Policy

LSME INFORMATION COMMUNICATION & TECHNOLOGY (ICT) ACCEPTABLE USE POLICY GUIDELINES AND PROCEDURES

Context

The ability to use telephones, external email and access the Internet facilitates the gathering of information and communication with fellow employees, potential students and other stakeholders and can enhance learning and achievement but may also open the College to risks and legal responsibilities. This policy guides the acceptable use of all ICT facilities provided by the London School of Management Education (LSME) and applies to all members of staff, students and other authorised users of the College ICT resources.

This policy is part of the IT requirement of our statutory duty, under the Counter-Terrorism and Security Act 2015, which places a duty on the College to have due regard to statutory guidance relating to the need to prevent individuals from being drawn into violent and non-violent terrorism and create a conducive environment for the discussion of extremist ideas that are part of the terrorist ideology (Prevent Guidance). This includes the use or threat designed to influence the government or to intimidate the public and is made to advance a political, religious or ideological cause. Under this Act, the institution has learnt how to challenge these ideas and forbid political indoctrination and secure a balanced presentation of political issues using any means possible.

This policy aims to give staff and students a framework within which to carry out their ICT related duties in a way that might prevent possible liabilities or disciplinary action. The policy also makes it essential for staff and students to read and sign a declaration to the policy associated with ICT use and make themselves aware of the potential liabilities involved in using computers and networks, e-mail, the Internet and other technologies. This policy should be read in conjunction with other College policies and procedures pertaining to acceptable standards of conduct and behaviour, Safeguarding, Student Welfare and Pastoral care policies, Social Media policies,

General Points

  1. Computers and College email accounts are the property of the College and are designed to assist in the performance of duties. Employees and students should, therefore, have no expectation of privacy in any emails sent or received, whether it is of a business or personal nature. Users should be aware that their use of facilities for telephone, email and other forms of internet communications will be monitored and, in some cases, recorded or intercepted in line with the Human Rights Act 1998, Section 26 of the Counter-Terrorism and Security Act 2015, Data Protection Act 1998, Regulations of Inventory Powers Act 2000, and the Telecommunications (Lawful Business Practice) Interception of Communications Regulations October 2000 and The Computer Misuse Act 1990.
  2. Personal devices on the College Wi-Fi system would contain filters to block access to certain extremist websites and irrelevant websites. This does not apply to learners who access their private mobile network on their devices. Web filtering is done on a user and category basis. If a user accesses a website, it will go through the web filtering system by categories and depending on the category; the access will be denied or allowed. The blocked categories include Violence, Weapon, Porn, Personal social media, Alcohol, Drugs, Hacking and Warez.
  3. Data is held on the web filtering system and can be accessed where necessary by the IT technician to monitor websites that students have attempted to access.
  4. IT technicians also receive alerts on attempts to access extremist websites, whether blocked or successful, allowing us to monitor websites that should be blocked
  5. For academic reasons, some blocked websites should be made available to students. For this reason, blocked filters shall be reviewed monthly by the IT technician and unblocked where necessary upon request and approval by academic staff.
  6. If you mistakenly access unlawful material, you should notify the LSME Prevent Lead via prevent@lsme.ac.uk.  You should be aware that you will be held responsible for any claims brought against the College.
  7. In the event of any use that could be regarded as giving rise to criminal proceedings, the College may inform the police or other law enforcement agency.
  8. Other uses may be unacceptable in certain circumstances. If in doubt, it is expected that users will take the conservative view and deem that is unacceptable usage of the College ICT system.
  9. The use of telephones, email and the Internet is primarily for work-related purposes. It is inappropriate to use email and the Internet for employees to access, download or transmit any material that might intentionally or unintentionally damage the reputation of the College, its students or employees. Obscene, abusive, sexist, racist or defamatory material and material that might incite terrorism are included within this category. Employees should be aware that such material may also be contained in jokes sent via email. Such misuse of systems will be treated as misconduct and may, in certain circumstances, be treated by the College as gross misconduct. The College reserves the right to use the content of any employee email in any disciplinary process
  10. The College has the right to monitor and will monitor, any aspects of its telephone and computer system that are made available to you and to monitor, intercept and/or record any communications made by Students, including telephones, e-mail or Internet communications. All emails sent or received in the college will be monitored for the possibility of extremist-related communication, excessive private use particularly on matters of no academic importance or sharing of obscene, racist or degrading information. All web activities will be monitored monthly.
  11. To ensure effective web monitoring, all staff and students will be issued with their login details for the use of the internet in the college for academic purposes.
  12. These login details should under no circumstance be given to unauthorised persons.
  13. All breaches would be reported immediately to the Prevent Duty Lead who will be responsible for judging reasonable bounds within the standards of acceptable use.
  14. In circumstances where there is a breach of the standards of acceptable use, the College will withdraw any unacceptable material and as a matter, of course, a full investigation into the breach will take place. The Prevent Lead will decide which of the deliberative committees will investigate and deal with breaches.
  15. Users should be aware that if found to be in breach of the acceptable standards, that the Misconduct Policy be instigated by the Disciplinary Committee
  16. Students who may be influenced negatively by the nature of the emails they are receiving will be referred to the College Safeguarding and Welfare provision for further assistance either internally or via external sources arranged by the Prevent Lead.
  17. The College may arrange for an appropriate disclaimer to be appended to all email messages that are sent to external addresses from the College, to provide the necessary legal protection.
  18.  Concerning the personal use of the College IT facilities for email, users should refer to the IT procedures. If users are in any doubt about what constitutes acceptable and appropriate use, they should seek advice and guidance either from the principal or personal tutors.
  19. The College wishes to make you aware that Closed Circuit Television (CCTV) is in operation for the protection of employees, students and the general public.
  20.  All staff and students must take our e-safety training during staff and student induction within the first two weeks of enrolment.
  21. These regulations govern all use of College IT and network facilities, whether accessed directly from School property or otherwise.

IT Procedures/ Acceptable Use Guidance

Use of LSME Email

  1. When you are provided with an email address it should be used for all internal and external communications for College-related matters.
  2. Emails are permanent forms of written communication and should be drafted with care as the material can be retrieved even when it is deleted from computers.
  3. Users should not make derogatory remarks in emails about employees, students, competitors or any other person.
  4. Users should make hard copies of emails that need to be retained for record-keeping purposes.
  5. Reasonable private use of email is permitted but should not interfere with your work and should be kept to a minimum. Excessive private use of the email system during working hours may lead to disciplinary action and may, in certain circumstances, be treated by the College as gross misconduct.
  6. Ensure that any work-related emails sent inside or outside the College are accompanied by the College’s standard notice. Please seek clarification from the administration department if in doubt.

Prohibited Usage of LSME Email

  • Using obscene, racist or degrading language
  • Sending or receiving confidential information
  • Sending or receiving information that is extremist and may incite religious violence.
  • Sending or receiving an email or attachments text images, video or sound which are pornographic, offensive or degrading to others based on race, origin, sex, sexual orientation, age, disability, religious or political beliefs.
  • Sending chain letters
  • Using email for personal gain

Use of the Internet

  1. Use of the internet in the College is for academic purposes only.
  2. Reasonable private use of the Internet is permitted e.g. lunchtime or breaks, but should be kept to a minimum and should not interfere with work. Excessive private access to the Internet during working hours may lead to disciplinary action and may, in certain circumstances, be treated by the College as gross misconduct.
  3. The sites accessed by employees and students must comply with the restrictions set out in these guidelines. Accessing inappropriate sites may lead to disciplinary action and may, in certain circumstances, be treated by the College as gross misconduct.

Use of Mobile Devices

Some mobile phones (Smart Phones), laptops and tablet computers have access to the internet and the Colleges email systems; therefore, the framework set out within the ICT Policy applies to these devices.

  1. Personal mobile phones are not permitted in the lecture rooms and offices during lectures and meetings, respectively.
  2. The use of mobile phones during lunch breaks must be kept to a minimum.
  3. Ringer tones must be kept on silent to avoid the potential distractions they may cause.
  4. Personal laptops and tablet computers are permitted for study or work purposes only
  5. Students must take reasonable care to protect their appliances from theft or damage occurring within the college premises.
  6. The College will not be liable for damaged or stolen personal appliances.

 Use of Telephones

  1. Reasonable private use of College telephones is permitted e.g. for urgent personal use, but should always be with prior agreement from the employees’ line manager. Excessive private use during working hours may lead to disciplinary action and may, in certain circumstances, be treated by the College as gross misconduct.

General Computer Usage

  1. Staff will be given a Login and password to the College Networks, an email account and access to the Internet when they join the school. The login will be decided by the IT administrator and it will include a password, which will be given to the staff during induction.
  2. The College will authorise staff to log in to the network. This authorisation is subject to compliance with the College’s statutes and regulations, including these regulations, and may be terminated by any breach or attempted breach of these regulations.
  3. Login details and passwords must be kept securely and not disclosed to or used by anyone else. For reasons of security, your password should not be printed or stored on your School network drives.
  4. No member of staff should leave their workstation unattended while logged in for security reasons. In certain circumstances, the workstation may be locked to prevent unauthorised access.
  5. User password rights given to employees should not give rise to an expectation of privacy.
  6. Users who have partial access to a system must not attempt to gain access to functions for which they have no authority.
  7. Staff who observes practices contrary to any parts of this policy must report them to the administration department at the earliest opportunity. All incidents must be reported to the ICT administrator, to initiate an investigation.
  8. All software and hardware must be purchased through and installed by the ICT administrator. It is a criminal offence, and contrary to the College policy, to install software for which the College does not have a genuine licence.
  9. Making copies of copyrighted software is illegal and is prohibited by the College.

Permitted Use of School IT or Network Facilities

  1. Staff must take reasonable steps to ensure that the usage of the College network or
    services do not cause an excessive amount of traffic on the School’s internal
    network. The College may, pending investigation, disable computers or user accounts that appear to cause unreasonable consumption of network resources. This includes streaming of audio and video files.
  2. Software made available on the College network may be used subject to the relevant licensing conditions.

Prohibited Use the College IT or Network Facilities

  1. You must not create, download, store or transmit unlawful material, or material that is indecent, offensive, defamatory, threatening, discriminatory or extremist. The College reserves the right to block or monitor access to such material under its Prevent duty obligation. Offences under this policy may include;
    – Collecting information likely to be useful in the commission or preparation of an act of terrorism.
    – Publishing statements that encourage or glorify terrorism.
    – Disseminating terrorist publications.
  2. Participate in distributed file-sharing networks, except in the case where the use of these facilities is for properly authorised College purposes.
  3. Provide commercial services offered through Web pages supported on the College network.
  4. Store unlicensed or otherwise unacceptable software files on College PC’s or network drives.
  5. Do any unlawful activity including copying and removing data files or copyright restricted programs from the College computers or networks on any removable storage media.
  6. Create or transmit defamatory material about any individual or organisation.
  7. Send any communication that does not correctly identify the sender or attempts to disguise the identity of the computer from which it was sent.
  8. Create, transmit or access material in such a way as to infringe a copyright, moral right, trademark, or intellectual property right.
  9. Use the College Internet and email facilities for private profit.
  10. Gain or attempt to gain unauthorised access to any facility or service within or outside the College, or making any attempt to disrupt or impair such a service.
  11. The deliberate or reckless undertakings or activities such as may result in any of the following:
    – The waste of staff effort or network resources, including time on any system accessible via the College network;
    – the corruption or disruption of other user’s data;
    – the violation of the privacy of other users;
    – the disruption of the work of other users;
    – the deliberate or careless introduction or transmission of a virus into or
    through the network.
  12. Activities not directly connected with employment, study, or research in the College (excluding reasonable and limited use for social and recreational purposes were not in breach of these regulations or otherwise forbidden) without proper authorisation.

Copyrighting and Downloading

  1. Copyright applies to all text, pictures, video and sound, including those sent by email or available on the Internet. Files containing such copyright-protected material may be downloaded, but not forwarded or transmitted to third parties without the permission of the author of the material or an acknowledgement of the source of the material, as appropriate.
  2. Copyrighted software must never be downloaded.
  3. College employees should not import files or unknown messages onto the College’s system without having them scanned for viruses

Confidential Information

You must treat as confidential any information which may become available to you through the use of computing facilities and which is not intended for unrestricted dissemination; such information shall not be copied, modified, disseminated, or used either in whole or in part without the permission of the person or body entitled to give it.

Data Protection

  1. No user may use IT facilities to hold or process data relating to a living individual save in accordance with the provisions of current data protection legislation (which in most cases will require the prior consent of the individual or individuals whose data are to be processed).
  2. Any person wishing to use IT facilities for such processing is required to inform the IT Administrator in advance and to comply with any guidance given concerning how the processing may be carried out.
  3. Anyone who is given privileged access to information has obligations under the Data Protection Act, the Human Rights Act and other statutes and must respect the privacy and security of any information not intended for unrestricted dissemination if that information becomes known to them by any means, deliberate or accidental.

The Right to Access/Inspect Users Files

ICT Administrator (i.e. those responsible for the management, operation, or maintenance of computer systems) may need to access users’ files and examine network traffic in pursuit of their role as System Administrator or as part of an ongoing web monitoring of a user’s activity. The contents of users’ files may also be inspected or made available for inspection as the result of a specific instruction by a member of the senior management team or by the Prevent lead. Such information will only be kept for the intended period of an ongoing investigation or 5 years. Web monitoring activities that do not arouse any suspicion will be deleted.

Breach of Procedures or Regulations

If a member of staff is thought to be in breach of any of the College’s procedures or regulations, including these regulations, they will be reported to the Director or Prevent Lead who will take the appropriate action. Access to facilities may be withdrawn pending an investigation into the actual circumstances.

ICT Service

The ICT Services is provided by the ICT administrator as a subsidiary of the Administration Department of the College. If you require any information or help about the use or set up of your computer, you should contact the ICT administrator. Staff requiring further clarification of the above policy should contact the Administrator.

 

Next Review Date: October 2022

 
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