Web Mail | LearnJCU | Contacts | Bulletins | Campus Maps
   Information For > Prospective Students | International Students | Current Students | Visitors | Staff | Jobs at JCU
Information About > The University | Research | Teaching | Courses & Degrees | Faculties & Divisions | Library & Computing

Code of Conduct

STATEMENT ON THE USE OF COMMUNICATION FACILITIES

This Statement should be read in conjunction with the University's Code of Conduct.

General Principles

1. Overview

1.1 As a remote, regional and somewhat isolated tertiary education institution, James Cook University believes its communication facilities are vital to create a working environment that is conducive to effective, efficient and economical operation. The University therefore encourages the appropriate use of its communication facilities in furtherance of its objectives.

1.2 As a publicly-funded institution, the University is required to ensure the appropriate use of its communication facilities, and their protection against misuse, abuse, vandalism, theft and destruction.

1.3 The University acknowledges that its staff members have roles in the wider community, and often have family commitments that have to be reconciled with work commitments. Therefore, in accordance with the Code of Conduct, the University permits occasional and minimal personal use of its communication facilities. For examples of appropriate personal use, please see Appendix A.

2. Application

2.1 This Statement applies to all users of the University's communication facilities, including permanent, casual, contract, visiting, voluntary and adjunct staff, students and Members of Council.

2.2 The facilities covered by this Statement include, but are not be limited to, any equipment or software associated with desk phones, mobile phones, two-way radios, all forms of computers, e-mail, Internet, scanners and video-conferencing equipment owned by the University or connected to networks owned by the University.

2.3 Approval to become a user of the University's communication facilities rests with the Director, Information Technology and Resources.

3. Economy and Efficiency

3.1 Consistent with the Code of Conduct's fundamental ethical principle of economy and efficiency, users of the University's communication facilities are required to:

3.2 Users of the communication facilities who exceed the permitted level of personal use are required to reimburse the University for such excess use. For examples of appropriate personal use, please see Appendix A.

4. Ownership of Information

4.1 James Cook University owns all the information stored on, received or transmitted by its communication facilities, whether the information is University related or personal. Once information is created, legal processes control amendment of and disposal of that information.

4.2 Ownership does not include ownership of copyright of the information except where previously agreed.

5. Custody and Access

5.1 As has been custom and practice since 1970, the Registrar is responsible for the safe custody of the University's records and information.

5.2 All official requests for access to detailed records and information logged by and stored on University communication facilities outside the applicant's authority and delegation will be lodged with the Registrar.

5.3 Some official requests will be referred by the Registrar to the appropriate responsible officer. For example, an FOI request would be referred to the FOI Coordinator. FOI can be accessed at http://www.jcu.edu.au/office/Policy/recfoi.htm

6. Reporting of Alleged Inappropriate Use

6.1 All reports about alleged inappropriate use of communication facilities will be lodged with the Registrar.

6.2 Where appropriate, the Registrar may dismiss a complaint on the grounds that it is of no substance, or a malicious, vexatious or nuisance complaint.

6.3 Some complaints that are found to have substance may be referred to the appropriate responsible officer for action. For example, under the EBA, complaints about members of staff may be referred to their immediate supervisor.

Guidelines

  1. James Cook University encourages the productive and appropriate use by staff of communication facilities. Appropriate use means use of the facilities for legitimate purposes, that avoids waste of the facilities and that maintains adequate security for the facilities. For guidelines on inappropriate use, please see Appendix B.
  2. The use of the University's network services is subject to the AARNet policy on allowed access http://www.aarnet.edu.au/about/publications.html and is also subject to the University's Code of Conduct, which can be accessed at http://www.jcu.edu.au/div1/registry/3rdcode/thecode.shtml
  3. All staff are to ensure that telephone, e-mail and Internet facilities used in the areas under their control are used appropriately and in accordance with this Statement, the JCU Code of Conduct http://www.jcu.edu.au/div1/registry/3rdcode/thecode.shtml, the Internet Terms of Use http://www.jcu.edu.au/termsofuse.html, the Conditions for Use of University Computing and Communication Facilities http://www.jcu.edu.au/office/itr/policies/condts_use_univ_facilts.shtml and relevant Government legislation.
  4. Staff members may occasionally need to use University communication facilities for limited personal purposes. Staff should endeavour to ensure that such personal use is kept to a minimum. For examples of limited personal use please see Appendix A.
  5. In the case of phones and facsimiles, any personal use involving non-local charges, including any GST cost, is required to be reimbursed to the University.
  6. The University may use firewall, monitoring and any other software that is necessary to:
    • protect the integrity, performance and security of its corporate systems and data;
    • block inappropriate Internet traffic; and
    • undertake monitoring, audit, review and investigation to ensure compliance with, or investigate queries under, Federal and State Government legislation and the prescribed policies of the University.
  8. While the University is required to have facilities to log, audit and monitor electronic communication, it will never use those facilities to monitor telephone conversations, email communications, or stifle or compromise academic freedom, debate on University-related matters, union communication under Clause 70 of the James Cook University Enterprise Bargaining Agreement 2000, or other appropriate communications.
  9. In their use of the University's communication facilities, staff must take particular care to distinguish personal views from those of the University.
  10. Web servers and gateways log information on websites visited by user, date, time and duration of visits. These logs may be used for audit purposes, to ensure compliance with this Statement and in investigating queries under, Federal and State Government legislation and the prescribed policies of the University.

Appendix A. Appropriate Personal Use

  1. Examples of appropriate personal use are:
    • using a computer printer infrequently to print documents for personal use in accordance with the Code of Conduct;
    • making occasional brief personal local phone calls;
    • sending occasional brief personal e-mail;
    • using the Internet to a limited extent for personal reasons.
  3. Limited Personal use should involve minimal expense to the University, and should never compromise performance of the individual's work duties.

Appendix B. Inappropriate Use

  1. It is inappropriate to:
    1. use another staff member's communication facilities without permission, or to allow anyone to make improper use of your communication facilities.
    2. allow personal use of the University's facilities to compromise or interfere with workplace duties or responsibilities.
    3. transmit any information or take any action that could legally be considered to be, for example, discriminatory, libellous, defamatory, racist, abusive or obscene. More information regarding these issues can be found in the JCU Code of Conduct at http://www.jcu.edu.au/div1/registry/3rdcode/thecode.shtml
    4. access, download or distribute information in violation of copyright laws and intellectual property rights.
    5. use the JCU Internet to access their personal browser-based e-mail accounts, such as hotmail, except in emergencies, as such use results in extra download costs and has the potential to expose the JCU network to unnecessary virus and security risks.
    6. be involved in bulletin board discussions or chat sessions other than for clearly identifiable work-related reasons. Should it be necessary to access chat sessions for work-related reasons staff must be aware that they will be identified by their @jcu.edu.au domain name. In such cases staff should be careful to say that the personal views and opinions expressed by them may not necessarily be those of JCU. In some instances, staff may first need to clear a JCU view or position statement with their supervisor.
  3. The University's right of recovery means that action may be taken to recover any costs associated with unauthorised use, or to institute disciplinary procedures in response to improper use.
  4. In all cases, the copyright and intellectual property rights of others must be honoured. This includes proper credits for sourced information and the honouring of all copyright and software licences. More information on copyright can be found on the Internet at http://www.jcu.edu.au/div2/rido/copyright.html and http://www.copyright.org.au/page3.htm. Information on intellectual property can be found at http://www.jcu.edu.au/div2/rido/ip.html
  5. Staff should be aware that whenever they browse the Internet they leave behind a footprint including their JCU IP address and a record of the licence owner of the browser software used, in this case JCU. Electronic 'footprints' make it easy to identify the source of any inappropriate or actionable conduct. This could expose the University to liability and may result in disciplinary and cost recovery procedures.
  6. Inappropriate use of the University's communication facilities will attract the same University investigation and review as if such conduct occurred in any other context or medium.

Appendix C. Relevant Legislation

Any breach of this Statement may amount to conduct contravening: