The City reserves the right to inspect any and all files stored in private areas of the network in order to assure compliance.

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1 1.0 PURPOSE: Internet access to global electronic information sources on the World Wide Web is provided by the City of Battle Creek to assist in obtaining work-related data and technology. The following guidelines have been established to help ensure responsible and productive Internet usage by all. 2.0 SCOPE: All City of Battle Creek employees, consultants, contractors, temporaries, and other workers using the host(s) and network(s), including those workers affiliated with third parties who access the City s computer networks. The word "user" will be used to collectively refer to all such individuals. 3.0 MONITORING SYSTEMS: In order to maintain the integrity of the City's computer system and to assure the appropriate use of City resources, monitoring systems and software are in place. PLEASE BE AWARE THAT THESE SYSTEMS ARE CAPABLE OF RECORDING ALL ACTIVITIES FOR EACH USER ON THE INTERNET AND SYSTEM. THE CITY HAS THE RIGHT TO MONITOR AT ANY TIME, AND NO USER SHOULD HAVE ANY EXPECTATION OF PRIVACY AS TO HIS/HER USE OF THIS CITY EQUIPMENT. Internet user activity may be publicized and posted to assure that City equipment is devoted to maintaining the highest level of productivity. Managers may also review activity and analyze usage patterns. The City reserves the right to inspect any and all files stored in private areas of the network in order to assure compliance. The City uses independently-supplied software and data to identify inappropriate or sexuallyexplicit Internet sites. The City may block access from within our networks to all such sites that are known. If a user accidentally connects to a site that contains sexually explicit or offensive material, the user must disconnect from that site immediately, regardless of whether that site had been previously deemed acceptable by a screening or rating program. The user must immediately advise the supervisor of the incident. The supervisor is responsible to contact Information Systems of the occurrence, and at that time, Information Systems will have the inappropriate site blocked from further access.

2 4.0 USAGE GUIDELINES: A. CONFIDENTIAL MATERIAL/INFORMATION: Users must not send or post confidential material or proprietary information on the Internet. Users shall keep their assigned passwords confidential. B. DATA CONSIDERED OFFICIAL RECORDS: All Internet or Intranet data that is composed, transmitted, or received via the City's communication systems is considered to be part of the official records of the City of Battle Creek, and as such, it is subject to disclosure to law enforcement or other third parties. Users should ensure that business information contained in Internet or Intranet messages and other transmissions is accurate, appropriate, ethical, and lawful. C. UNLAWFUL MATERIALS/USAGE: Data that is composed, transmitted, accessed, or received via the Internet or Intranet must not contain content considered discriminatory, offensive, obscene, threatening, harassing, intimidating, or disruptive to any employee, vendor, citizen, or other person. Examples of unacceptable content may include, but are not limited to: sexual comments or images, racial slurs, gender-specific comments, or any other comments or images that could reasonably offend someone on the basis of race, age, sex, religious or political beliefs, national origin, disability, sexual orientation, or any other characteristic protected by law. Contact Human Resources if you have questions or need more information about current City policies related to these issues. Further, employees must not use the City's Internet or Intranet facilities and computing resources to violate the laws and regulations of the United States or any other nation, or the laws, regulations, and policies of any state, city, province, or other local jurisdiction in any way. Certain police investigators may be granted a special written exemption to access restricted Internet sites because of the need to investigate a complaint by a citizen regarding child pornography, child abuse, and/or hate crimes. The investigator s supervisor or command officer in charge shall be informed of the investigation PRIOR to the investigator accessing the restricted Internet web sites. The supervisor shall set time limits on the exemption for that particular investigation and investigator. D. UNAUTHORIZED USE OF MATERIALS: The unauthorized use, installation, copying, or distribution of copyrighted, trademarked, or patented material on the Internet or Intranet is prohibited. As a general rule, if the employee did not create the material, does not own the rights

3 to it, or has not gotten authorization for its use, it should not be downloaded or uploaded from the Internet or Intranet. Employees are also responsible for reasonably ensuring that the person sending any material over the Internet has appropriate distribution rights. Software or files downloaded via the Internet into the City's network become the property of the City. Any such files or software may be used only in ways that are consistent with their licenses or copyrights. E. PERSONAL USE: Consistent with the overall intent of this policy, Internet access is provided to users and is intended for use in connection with job-related activities such as information gathering and work-related research. However, personal use of the Internet is permitted if use is occasional, kept to a minimum, limited to appropriate activities, and does not interfere with the employee carrying out his/her job duties or assignments. Appropriate Activities: Users may periodically send or receive messages from professional associates and colleagues in other organizations or jurisdictions, or brief correspondence with family members. Other activities may include performing personal research for school assignments, making personal purchases, and checking investment accounts. These activities are permitted if they occur outside of work hours and are authorized by the department director for each event. If authorization is given, these activities shall not result in additional expenses for the City and shall not interfere with City business. Inappropriate Activities: Users may not listen to live radio broadcasts or download live audio and video streams during business hours. Employees are strictly prohibited from sending anonymous messages; engaging in any activity for personal gain; sending or posting chain letters, solicitations or advertisements for political causes or activities, religious activities, or any kind of gambling. These activities represent inappropriate activities and may not be conducted either during business hours or on a user s own time. Supervisors are responsible to monitor user conduct in this area to ensure that use is appropriate and consistent with these guidelines. F. DESIGNATED CITY SPOKESPERSON(S): Only those City employees or officials who are duly authorized to speak to the media, to analysts, or in public gatherings on behalf of the City may speak or write in the name of the City to any newsgroup or chat room. Users may participate in newsgroups or chats in the course of business when relevant to their duties, but they do so as individuals speaking only for themselves. Where an individual participant is identified as an employee or agent of the City, the user must refrain from any unauthorized endorsements by the City of any commercial product or service not sold or serviced by the City.

4 G. PURCHASES ON THE INTERNET: All business purchases for the City of Battle Creek are subject to current Purchasing policy. Please contact Purchasing for assistance. All non-business or personal purchases must occur outside normal work hours and be authorized by the department director or designee for each event. 5.0 SECURITY: H. PASSWORDS/USER IDs: User IDs and passwords help maintain individual accountability for Internet resource usage. Users who obtain a password or ID for an Internet resource must keep that password confidential. City policy prohibits the sharing of user IDs or passwords. Passwords should be changed periodically, but not less frequently than every 90 days. Passwords and IDs are the property of the City of Battle Creek. I. ANTI-VIRUS PRECAUTIONS: All City computers are required to have anti-virus software installed on them because of substantial damage that viruses can cause. Each user is responsible for taking reasonable precautions to ensure that he/she does not introduce viruses into the City s network. Prior to installation on the City s computer network, users must scan downloaded or copied files from the Internet. Prior to installation on the City s computer network, all materials received on floppy disk or other magnetic or optical medium and all preauthorized material downloaded from the Internet or from other computers and networks that do not belong to the City must be scanned for viruses and other destructive programs. All compressed files must be checked before and after decompression. Users shall not disable anti-virus software. Users may not use the City's Internet knowingly to disable or overload any computer system or network, or to circumvent any system intended to protect the privacy or security of another user. Users may not use the City's Internet facilities knowingly to deliberately propagate any virus, worm, Trojan horse, or trap-door program code. 6.0 DISCIPLINARY ACTION: Abuse of the Internet or Intranet access provided by the City of Battle Creek in violation of law or City policy may result in disciplinary action, up to and including termination of employment. Further, employees may be held personally, financially, and criminally liable for any violations of this policy. J. FILING A COMPLAINT: Employees may file a complaint with the Human Resources office

5 regarding noncompliance with any section of this policy. The complaint will be promptly reviewed and investigated. The complaining party will be advised of the recommended disposition of the claim within a reasonable time period. Should an employee feel uncomfortable reporting the complaint to Human Resources, the complaint should be reported to their immediate supervisor. The immediate supervisor will report the complaint to the Human Resources Office or to the Employee Relations Office. All complaints will be held in confidence. Only those persons necessary for the investigation and resolution of the complaint will be given information about the complaint. The City will attempt to protect the identity of employees who wish to remain anonymous. However, due to the nature of investigations, it is impossible to guarantee anonymity. Retaliating or discriminating against an employee for filing a complaint regarding this policy is prohibited. This type of behavior will also subject an individual to disciplinary action up to and including discharge. Merrill Stanley Effective Date City Manager City of Battle Creek Created: 11/00

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