1.0 Overview
CMI’s intentions for publishing an Acceptable Use Policy are not to impose restrictions that are contrary to CMI’s established culture of openness, trust and integrity. CMI is committed to protecting CMI’s employees, in-network providers and the company from illegal or damaging actions by individuals, either knowingly or unknowingly.
Internet/Intranet/Extranet-related systems, including but not limited to, computer equipment, software, operating systems, storage media, digital information, client and customer data, network accounts providing electronic mail, WWW browsing, and FTP, are the property of CMI. These systems and data are to be used for business purposes in serving the interests of the company, and of our clients and customers in the course of normal operations. Effective security is a team effort involving the participation and support of every CMI employee and affiliate who deals with digital information and/or information systems. It is the responsibility of every computer user to know these guidelines, and to conduct their activities accordingly.
2.0 Purpose
The purpose of this policy is to outline the acceptable use of computer equipment and digital information at CMI. These rules are in place to protect the employee and CMI. Inappropriate use exposes CMI to risks including virus attacks, compromise of network systems and services, and legal issues.
3.0 Scope
This policy applies to employees, in-network providers, contractors, consultants, temporaries, and other workers at CMI, including all personnel affiliated with third parties. This policy applies to all equipment that is owned or leased by CMI.
4.0 Policy
4.1 General Use and Ownership
1. While CMI’s network administration desires to provide a reasonable level of privacy, users should be aware that the data they create on the corporate systems remains the property of CMI. Because of the need to protect CMI’s network, management cannot guarantee the confidentiality of any employee information stored on any network device belonging to CMI.
2. Employees are responsible for exercising good judgment regarding the reasonableness of personal use. CMI corporate is responsible for creating guidelines concerning personal use of Internet/Intranet/Extranet systems. If there is any uncertainty, employees should consult their supervisor or manager.
3. For security and network maintenance purposes, authorized individuals within CMI may monitor equipment, systems and network traffic at any time.
4. CMI reserves the right to audit networks and systems on a periodic basis to ensure compliance with this policy.
4.2 Security and Proprietary Information
1. The user interface for information contained on Internet/Intranet/Extranet-related systems should be classified as either confidential or not confidential, as defined by corporate confidentiality guidelines, details of which can be found in section 4.3 and 4.4 of this document. Examples of confidential information include but are not limited to: company private, personal customer data, corporate strategies, competitor sensitive, trade secrets, specifications, customer lists, and research data. Employees should take all necessary steps to prevent unauthorized access to this information.
2. Keep passwords secure and do not share accounts. Authorized users are responsible for the security of their passwords and accounts. System level passwords should be changed quarterly, user level passwords should be changed every six months.
3. All computers, laptops and workstations should be secured with a password-protected screensaver with the automatic activation feature (set at 10 minutes or less) or by logging-off when the host will be unattended.
4. Postings by employees from a CMI email address to newsgroups should contain a disclaimer stating that the opinions expressed are strictly their own and not necessarily those of CMI, unless posting is in the course of business duties.
5. All hosts used by the employee that are connected to the CMI Internet/Intranet/Extranet, whether owned by the employee or CMI, shall be continually executing approved virus-scanning software with a current virus database unless overridden by departmental or group policy.
6. Employees must use extreme caution when opening e-mail attachments received from unknown senders, which may contain viruses, e-mail bombs, or Trojan horse code. If there is any uncertainty, employees should consult their systems administrator prior to action.
4.3. Unacceptable Use
The following activities are, in general, prohibited. Employees may be exempted from these restrictions during the course of their legitimate job responsibilities (e.g., systems administration staff may have a need to disable the network access of a host if that host is disrupting production services).
Under no circumstances is an employee of CMI authorized to engage in any activity that is illegal under local, state, federal or international law while utilizing CMI-owned resources.
The lists below are by no means exhaustive, but attempt to provide a framework for activities which fall into the category of unacceptable use.
System and Network Activities
The following activities are strictly prohibited, with no exceptions:
1. Violations of the rights of any person or company protected by copyright, trade secret, patent or other intellectual property, or similar laws or regulations, including, but not limited to, the installation or distribution of “pirated” or other software products that are not appropriately licensed for use by CMI.
2. Unauthorized copying of copyrighted material including, but not limited to, digitization and distribution of photographs from magazines, books or other copyrighted sources, copyrighted music, and the installation of any copyrighted software for which CMI or the end user does not have an active license is strictly prohibited.
3. Exporting software, technical information, encryption software or technology, in violation of international or regional export control laws, is illegal. The appropriate management should be consulted prior to export of any material that is in question.
4. Introduction of malicious programs into the network or server (e.g., viruses, worms, Trojan horses, e-mail bombs, etc.).
5. Revealing your account password to others or allowing use of your account by others. This includes family and other household members when work is being done at home.
6. Using a CMI computing asset to actively engage in procuring or transmitting material that is in violation of sexual harassment or hostile workplace laws in the user’s local jurisdiction.
7. Making fraudulent offers of products, items, or services originating from any CMI account.
8. Making statements about warranty, expressly or implied, unless it is a part of normal job duties.
9. Effecting security breaches or disruptions of network communication. Security breaches include, but are not limited to, accessing data of which the employee is not an intended recipient or logging into a server or account that the employee is not expressly authorized to access, unless these duties are within the scope of regular duties. For purposes of this section, “disruption” includes, but is not limited to, network sniffing, pinged floods, packet spoofing, denial of service, and forged routing information for malicious purposes.
10. Port scanning or security scanning is expressly prohibited unless prior notification to CMI is made.
11. Executing any form of network monitoring which will intercept data not intended for the employee’s host, unless this activity is a part of the employee’s normal job/duty.
12. Circumventing user authentication or security of any host, network or account.
13. Interfering with or denying service to any user other than the employee’s host (for example, denial of service attack).
14. Using any program/script/command, or sending messages of any kind, with the intent to interfere with, or disable, a user’s terminal session, via any means, locally or via the Internet/Intranet/Extranet.
15. Providing information about, or lists of, CMI employees, clients, or customers to parties outside CMI.
Personal Customer Data Access, Storage and Transmission
The following activities are strictly prohibited, with no exceptions:
1. Collection, storage or transmission of any of the following personally identifiable or financial information about any CMI client, including, but not limited to:
1. Social Security/National ID Number
2. Financial Data/Numbers
3. Date/Location of Birth
4. Country of Citizenship/Ethnicity
5. Disability/Benefit Information
6. Military Status
7. Criminal Record
8. Discipline/Grievance Information
2. Collection, storage or transmission of any federally protected data about any CMI client, including, but not limited to any and all HIPAA-protected information (e.g., health, medical, or psychological information).
3. Collection, storage or transmission of any state protected data about any CMI client.
4. Collection, storage or transmission of any of unnecessary, extraneous or inappropriate data about any CMI client. This includes, but is not limited to, any information which is not associated with the services CMI has been contracted to provide to that client. If there is any uncertainty about appropriateness or applicability of information, employees should consult their supervisor prior to action.
Email and Communications Activities
The following activities are strictly prohibited, with no exceptions:
1. Sending unsolicited email messages, including the sending of “junk mail” or other advertising material to individuals who did not specifically request such material (email spam).
2. Any form of harassment via email, telephone or paging, whether through language, frequency, or size of messages.
3. Unauthorized use, or forging, of email header information.
4. Solicitation of email for any other email address, other than that of the poster’s account, with the intent to harass or to collect replies.
5. Creating or forwarding “chain letters”, “Ponzi” or other “pyramid” schemes of any type.
6. Use of unsolicited email originating from within CMI’s networks of other Internet/Intranet/Extranet service providers on behalf of, or to advertise, any service hosted by CMI or connected via CMI’s network.
7. Posting the same or similar non-business-related messages to large numbers of Usenet newsgroups (newsgroup spam).
4.4 Acceptable Use of Shared Digital Information
The following activities are, in general, acceptable. CMI employees may be required to complete the following activities during the course of their legitimate job responsibilities (e.g., a career counselor may have a need to collect a personal email address for efficient communication with a client). Best practices and reasonable measures will be applied to ensure data security at all times. If there is any uncertainty about best practices or reasonable measures, employees should consult their supervisor prior to action.
1. CMI’s employees may collect, store and transmit the following information in a reasonably secure manner:
1. Gender
2. Marital Status
3. Home Address
4. Telephone Number
5. Email Address
6. Client Identified Personal Information (only in regard to career transition program/services)
2. CMI employees may exchange emails with clients over a public network. CMI domain email addresses and email addresses approved or volunteered by clients are acceptable.
3. Clients should be made aware of the information that CMI will collect, and clients may have access to their own personal information, upon request.
5.0 Enforcement
Any employee found to have violated this policy may be subject to disciplinary action, up to and including termination of employment.
6.0 Definitions
Term Definition
Spam: Unauthorized and/or unsolicited electronic mass mailings.
Reasonable Measures: Security measures taken by the company to protect the confidentiality and integrity of any collected, stored and transmitted data
Your Personal Commitment to the CAREER MANAGEMENT INTERNATIONAL, INC. Acceptable Use Policy, Shared Data and Information Technologies
I acknowledge that I received a copy of the CAREER MANAGEMENT INTERNATIONAL, INC. Acceptable Use Policy, Shared Data and Information Technologies dated ____________ (“the Policy”), that I have read the Policy and that I understand it. I will comply with the Policy. If I learn that there has been a violation of the Policy, I will contact my general manager or the Corporate Vice President – Administration. I acknowledge that the Policy is not a contract, and that nothing in the Policy is intended to change the traditional relationship of employment-at-will.
Dated: ______________
Signature: ________________________
Employee’s Name (Please Print): _____________________
Questions or Suggestions:
If you have any questions or suggestions regarding this policy, please contact CMI at privacy@careermanagement.com.