HUMAN SERVICES QUALITY FRAMEWORK STANDARDS DOCUMENT REFERENCE: Q:/6 WORKPLACE SURVEILLANCE POLICY DATE REVIEWED: August 2014 NEXT REVIEW DATE: August 2015 AUTHORISATION: Management Committee STANDARD REFERENCE: HSQF:6 Human Resources KPI 6.1 6.5 Management Committee Meeting: Fourth Wednesday Monthly HUMAN SERVICES QUALITY FRAMEWORK STANDARD 6 Human Resources Effective human resource management systems, including recruitment, induction and supervisory processes, result in quality service provision. Community Lifestyle Support Inc. (the Employer ) monitors and surveys the workplace. The purpose of this policy is to notify employees of how and when this surveillance will occur. In this policy words denoting the singular shall include the plural and vice versa, words denoting any gender shall include all genders, words denoting individuals shall include corporations, associations, trustees, instrumentalities and partnerships and vice versa. NOTE: This policy represents a formal notification to all employees of Workplace Surveillance. The execution of a POLICY ACKNOWLEDGEMENT FORM will operate as evidence that the employee has received, read and understood this document. This policy should be read in conjunction with the Employer s Policies concerning: Workplace Harassment; Sexual Harassment; and Anti-Discrimination/Victimisation. What is Workplace Surveillance Workplace Surveillance may take a number of forms and include. 1. Camera Surveillance This means surveillance by use of camera that monitors or records visual images or activities in the - 1
workplace. Any cameras or camera used by the Employer for surveillance will be clearly visible and signs notifying persons that they are under surveillance will be clearly visible at the entrance to the workplace. Further, from time to time the Employer may also carry out surveillance for purposes of other than the surveillance of employees (e.g. security cameras that are placed in lobbies, corridors, courtyards or lifts for the safety for occupants/residents). The Employer currently does not undertake any camera surveillance in the workplace. 2. Computer Surveillance This involves the use of software or other equipment that monitors or records the information on a computer (e.g. including emails and internet websites). From time to time the Employer may investigate allegations of misconduct, including an alleged contravention of the law or breaches of the Employer s policies and this can involve accessing the computer/s used by the employee and electronic records. The Employer does conduct computer surveillance in accordance with this policy. 3. Tracking Surveillance Tracking Surveillance involves the use of an electronic device for the primary purpose of monitoring or recording the location or movements of an employee. This may include a GPS tracking device in a motor vehicle, swipe cards or security codes which record and logs an employee s particulars of access and departure at the workplace. The Employer currently does conduct tracking surveillance in accordance with this policy. Notification Computer Surveillance The Employer monitors each employee s use of the Employer s computers and IT systems as follows:- The Employer monitors email servers performance and retains logs, backups and archives of emails sent and received through its server. Even where the user has deleted an email or even when the employee has deleted an email from their computer, the Employer may still retain archived and/or backup copies of the emails; The Employer retains logs, backups and archives of all internet access and internet usage; and The Employer may from time to time utilize software for the purposes of tracking an - 2
employee s email or internet use. The Employer and its duly authorized staff and agents may examine such records and information. These records may be audited, are subject to State and Federal Laws and may be used as evidence for the purposes of: Producing the information in response to a legal requirement or other lawful investigation; Determining, as a part of an investigation by the Employer, whether there has been unacceptable use of email or internet facilities; Determining as a part of an investigation by the Employer, whether there has been a breach of the Employer s policies; Determining as a part of an investigation by the Employer, whether there has been a breach of contract; Determining whether there has been any criminal conduct and to provide materials to external investigative authorities lawfully investigating such conduct; or Investigating allegations of misconduct. The foregoing is not intended to operate as an exhaustive list. Further, the Employer and its authorized representative (including external IT consultants) may from time to time access computer/s used by the employee, computer logs and other system records, databases and backups to ensure the security, confidentiality, availability and integrity of the Employer s IT systems. (E.g. to install system upgrades). Access may occur remotely. Email and internet surveillance is intermitted but ongoing and is in place from the date of approval and promulgation of this policy. Tracking Surveillance The Employer monitors and tracks employees by the use of security codes to access the workplace and GPS devices to track the movements of vehicles. The Employer retains a record of the times and dates that security codes are used by employees to obtain entry to and upon departure to the workplace. The records and information are gathered by an external security firm. The Employer and its duly authorized staff and agents may examine such records and information. The Employer retains a record of the movements and the particulars of movements of its vehicles (i.e. speed, position, date and time, locations etc.) via Global Positioning Satellites and other software. The Employee must not interfere with or deactivate such devices. The Employer and its duly authorized staff and agents may examine such records and information. The Employer may utilize the information and records as evidence in any lawful investigation. - 3
What is Not Covered by Workplace Surveillance Under no circumstances will the Employer conduct any form of surveillance in respect of a change room, toilet facility, shower or other bathing facility at the workplace. The Employer will not conduct any surveillance when the employee is not at work except, in cases of computer surveillance where the employee is using equipment and/or resources supplied by the Employer. (E.g. If an employee connects to the Employer s computer network via a private computer, such surveillance shall be restricted to the Employer s equipment only). However, computer Surveillance may be conducted in accordance with this policy, of equipment (including personal equipment) used to obtain remote access (VPN) of the Employer s network. Further this policy does not prohibit in any way the Employer s right (and including the rights of its representative i.e. Work Cover Queensland, to conduct tracking surveillance (including covert tracking) in circumstances warranting a lawful investigation. The Employer will not intentionally block the delivery of email unless notice (a prevented delivery notice) has been given to the employee unless the Employer is reasonably of the opinion that any incoming communication is perceived to be spam or a threat to the security of the Employer s computer system or contains potentially menacing, harassing or offensive material. The Employer will not prevent the delivery of an email or access to a website merely because it has been sent by or on behalf of an industrial organization of employees or contains information about industrial matters. Consequence of Breach of Policy Disciplinary action will be taken against a person who breaches this policy. Depending upon the circumstances of each case, disciplinary action may involve a warning, counseling, demotion, dismissal, or other form of disciplinary action. Review of policy This policy and the actions outlined above will be reviewed regularly by the Employer. The Employer will update this policy as and when the Employer alters the method by which it conducts Workplace Surveillance. Conclusion The Employer is committed to this policy and its implementation. This policy operates so as to provide noticed to the employees of the Employer of the types and method by which the Employer conducts Workplace Surveillance. 5. RELATED DOCUMENTS - 4
Policies Procedures Forms Q:/6. Human Resources Policy Q:/6 Sexual Harassment Policy Q;/6 Workplace Harassment Policy Q:/6 Uniform and Appearance Policy Q:/6 Workplace Surveillance Policy Q;/6 Drug and Alcohol Policy Q:/6 Social Media Policy Anti-discrimination /Vilification / Victimisation Procedures G:/Forms Register Legislation / Statutory Requirements See G:/CLS Policies and Procedures/ Legislation and Statutory Requirements List - 5