Policies and Guidelines

Policies and Guidelines

Guidelines for Using the Internet

Similar guidelines apply to using an Internet browser, Telnet or FTP to access the Internet as to those for using Email. In principle the Internet should only be used for obtaining or publishing official information regarding ILRI business. Since ILRI realizes that the Internet can play an important role in maintaining personal and professional knowledge, limited usage for personal purposes is allowed. The base line is that ILRI trusts its employees to use the Internet facilities in a responsible way. There are however, some forms of usage that cannot be tolerated:

Users should not use Internet facilities to issue statements or opinions on any subject on behalf of ILRI or on behalf of other individuals unless all parties involved have endorsed these statements.

Requesting, accessing, posting, or downloading obscene material in any format is not allowed.

Requesting, accessing, posting, downloading of any material that incites crime (as defined in either the receiving hosting country, or any country through which the information is routed) is not permitted.

Using the Internet facilities for personal commercial purposes is not permitted.



IT Services has the ability to monitor which users are accessing which Web sites (this information can be logged), abuse of Internet facilities by ILRI staff will be established if:

  • a complaint is received from another user or institution about illegal usage
  • the network administrator, during their normal operations, encounters material that can be considered as any of the above forms of usage
  • the proxy server logs show continual access to sites

Should this occur, the following steps will immediately be taken:

  • The Head of IT Services shall write to the Director for Partnerships and Communications, with a hard copy to the involved end user and their supervisor, containing the specifics of the alleged abuse
  • The users network and proxy accounts will be immediately suspended
  • If the Director for Partnerships and Communications requests access to any information stored by the allegedly involved user on the network it will be made available to assist in the investigation of the matter at hand.

EMAIL POLICY
Similar guidelines apply to using email as to those for using the Internet. In principle email should only be used for sending and receiving official information regarding ILRI business however reasonable personal use is permitted. By following the guidelines in this policy, the email user can minimize the legal risks involved in the use of email. If any user disregards the rules set out in this Email Policy, the user will be fully liable and ILRI will disassociate itself from the user as far as legally possible. The base line is that ILRI trusts its employees to use the Email facilities in a responsible way. There are however, some forms of usage that cannot be tolerated.

LEGAL REQUIREMENTS
  • It is strictly prohibited to send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks. If you receive an e-mail of this nature, you must promptly notify your supervisor.
  • Receiving or sending any material that incites crime (as defined in either the sending or receiving country, or any country through which the information is routed) is not permitted.
  • Do not send unsolicited email messages.
  • Do not forward or copy a message or attachment belonging to another user without permission of the originator.
  • Do not issue statements or opinions on any subject on behalf of ILRI or on behalf of other individuals unless all parties involved have endorsed these statements.
  • Do not send email messages using another person’s email account.
  • Do not forge or attempt to forge email messages.
  • Do not disguise or attempt to disguise your identity when sending mail.

PERSONAL USE

Although ILRI’s email system is meant for business use, ILRI realises that email can play an important role in maintaining personal and professional contacts, reasonable use for personal purposes is allowed if certain guidelines are adhered to:

  • Personal use of email should not interfere with work.
  • Personal emails must also adhere to the guidelines in this policy.
  • Personal emails are kept in a separate folder. The emails in this folder must be deleted weekly so as not to clog up the system.
  • Use of email for personal commercial purposes is not permitted.
  • The forwarding of chain letters, junk mail, jokes and executables is strictly forbidden.
  • Do not send mass mailings.
  • All messages distributed via the ILRI’s email system, even personal emails, are ILRI’s property.

BEST PRACTICE

The accompanying document “Email rules and etiquette as they relate to ILRI/ICRAF” provides more detailed information of the best practice use of email within the organizations.

CONFIDENTIAL INFORMATION

Avoid sending confidential information by e-mail. If you do, you must secure the information by including it in a Microsoft Word or Excel file and protecting it with a password. Then provide the recipient with the password by means of other communication, for instance by telephone.

SIGNATURE

Always include a brief plain text signature on all emails going outside of ILRI. Below is the recommended signature for ILRI staff located on the Nairobi campus. Personal details for name, position title and email address should be replaced as appropriate and the campus address, telephone and fax details should be changed according to your location.



Name

Position Title

International Livestock Research Institute

Better lives and lands through better livestock livelihoods.



P.O. Box 30709, Nairobi, Kenya

Email

name@cgiar.org

Web http://www.ilri.org

Phone +(254-2) 630-743 Fax +(254-2) 631-499

Where phone calls to the USA are cheaper than to Kenya use:

Phone +1-650-833-6660 Fax +1-650-833-6661



ILRI is a Future Harvest Centre supported by the

Consultative Group on International Agricultural Research

DISCLAIMER

Include the following disclaimer on all emails leaving ILRI. The IP office recommends that ILRI staff use the following disclaimer.

IMPORTANT NOTICE - this e-mail / facsimile and the information that it contains may be confidential, legally privileged and protected by law. Access by the intended recipient only is authorized. Any liability (in negligence or otherwise) arising from any third party acting, or refraining from acting, on any information contained in this e-mail / facsimile is hereby excluded. If you are not the intended recipient, please notify the sender immediately and do not disclose the contents to any other person, use it for any purpose, or store or copy the information in any medium. Copyright in this e-mail / facsimile and attachments created by us belongs to The International Livestock Research Institute. ILRI also asserts the right to be identified as such and object to any misuse.

MONITORING

You must have no expectation of privacy in anything you create, store, send or receive on ILRI’s computer system. Your emails can be monitored without prior notification if ILRI deems this necessary. If there is evidence that you are not adhering to the guidelines set out in this policy, ILRI reserves the right to take appropriate disciplinary action.

 

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