IT Services Acceptable Use Statement

About this policy

This Acceptable Usage Policy covers the security and use of all Stafford District Scouts’ IT systems. This policy applies to all Stafford District Scouts employees, volunteers and partners.

This policy applies to all information, in whatever form, relating to Stafford District Scouts charity activities, and to all information handled by Stafford District Scouts relating to other organisations with whom it deals. It also covers all IT and information communications facilities operated by Stafford District Scouts or on its behalf.

This policy will be issued to all new users of Stafford District Scouts IT systems to agree to. Thereafter, the continued use of IT systems will be considered as acceptance of this policy.

Services provided by Stafford District Scouts

Stafford District Scouts provides members with free access to Microsoft 365. This gives anywhere access to professional email, calendar, word pressing and cloud storage services to volunteers within the District and its Scout Groups.

Microsoft 365 provides members with access to the full suite of Office business apps, including; Word, Excel, PowerPoint, Publisher and Outlook, as well 1TB of free cloud storage via OneDrive.

Services Include:

• A free email address either; firstname.lastname@staffordscouts.org.uk or yourrole@staffordscouts.org.uk.
• Secure personalised business-class email, calendar, and contacts.
• Personal file storage and sharing, including collaboration services to securely store and backup documents.
• Unlimited online meetings, instant messaging, audio, HD video, and web conference.

Access Control

Access to the Stafford District Scouts IT systems and digital services is controlled by the use of user IDs and passwords.

All User IDs and passwords are to be uniquely assigned to named individuals and consequently, individuals are accountable for all actions on Stafford District Scouts IT systems.

The District Media and Communications team are responsible for administering IT services and accounts.

Accounts must be requested via the District Website.

Upon request, the District Media and Communications team may perform a check on the Scout Association’s adult membership system to ensure you are eligible for an account. further checks may be performed to check continued eligibility.

Account Entitlement

If your role is registered on the Scout Association’s adult membership system then we can supply you with an IT account. This does not apply to those with only Group/District Occasional Helper roles.

Accounts can be deactivated for the following reasons.

• Account not logged into for over 130 days.
• You leave Scouting with Stafford District.
• You are suspended from Scouting.
• You have not agreed to the Acceptable Use Policy.

Deactivated accounts will be archived and may be made available to your Scouting line manager, or delegate, for continuity and compliance purposes.

Account Conditions of Use

Use of Stafford District Scouts digital services are intended for charity use. All individuals are accountable for their actions across all the digital services.

What is expected?

• Members are responsible for their behaviour on the District’s digital services.
• You are bound by the Scout Association and Stafford District Scout’s rules for behaviour, communications, and safeguarding (Yellow Card), and the values of the Scout Law and Promise.
• Adult Volunteers will do their induction training which includes GDPR, Safeguarding etc, within 3 months of their role start date.

Do’s

• Be kind online.
• Reset your password as soon as you have been sent your login information.
• Be respectful of others and their opinions, even if they are wrong.
• Keep your password private – no one else should know it.
• Think about your online safety and the safety of others, by thinking about what you share, only send messages and pictures that you would be happy to receive.
• Use your account and applications positively.
• Report any suspicious emails or other things that look suspicious – please email the Media and Communications Team.

Do Not’s

• Allow anyone else to use your account.
• Leave your user accounts logged in and unattended on an unlocked computer.
• Use someone else’s user ID and password.
• Leave your password unprotected.
• Perform any unauthorised changes to Stafford District Scouts’ IT systems or information.
• Attempt to access data you are not authorised to use or access.
• Exceed the limits of their authorisation or specific business need to interrogate the system or data.
• Give or transfer Stafford District Scouts data or software to any person or organisation outside Stafford District Scouts without the authority of Stafford District Scouts.
• Use the internet or email for harassment or abuse.
• Use profanity, obscenities, or derogatory remarks in communications.
• Access, download, send or receive any data (including images), that Stafford District Scouts considers offensive in any way, including sexually explicit, discriminatory, defamatory or libellous material.
• Use the internet or email to make personal gains or conduct personal business.
• Send unprotected sensitive or confidential information externally.
• Make official or contractual commitments through the internet or email on behalf of Stafford District Scouts unless authorised to do so.
• In any way infringe any copyright, database rights, trademarks or other intellectual property.

Review

Last Updated: August 2024 by Alex Windows (District Webmaster)