shaping the world of education

1. Purpose - It is the policy of the Company to respect all computer software copyrights and adhere to the Terms and Conditions of any licence to which the Company is a party. The Company will not condone the use of any software that does not have a licence and any employee found to be using, or in possession of unlicensed software will be the subject of disciplinary procedures.
2. Software and Hardware Acquisition - All computer software and hardware acquired by the Company must be purchased through the IT Department. No user may purchase software or hardware (other than peripherals, keyboards and mice ordered through office stationery) by any other means, such as credit cards, expense accounts or petty cash. This is expressly forbidden. Requests for new software or hardware must be authorised electronically (by email) by the Departmental Manager / Director. The request will then be submitted to the IT Department to raise a formal Purchase Order in line with Company procedures. In the event of the cost exceeding agreed limits the Purchase Order will be counter signed by the relevant Director. If the software is not currently in the library a new licence will be purchased. Once delivered to the IT Department the media will be checked for viruses and the licence will be checked and added to the library. The software will be added to the Asset Database against the specific user.
3. Software Delivery - All newly purchased software will be delivered to the IT department so that licences can be checked and Asset Registers updated. No other staff may take delivery of computer software.
4. Software Installation - Computer software can only be installed by a qualified member of the IT department. Under no circumstances is computer software to be installed by any other staff. Altering the configuration settings of any company computer equipment is in breech of the Companys I.T. Policies and will be dealt with in accordance with the Disciplinary Procedures.
5. Software Compliance and Documentation - The Company has a cupboard located in the IT department that contains licences and original media for all of the software in use on its premises.
6. Software Movements - The IT department must be informed about all staff or departmental moves so that the appropriate software can be added or removed and the asset registers updated. In the event of staff relocations the IT & Property Coordinator will meet with the relevant departmental Managers to ascertain whether new software will be required, old software can be re-distributed and the new locations of staff, hardware, network points and software.
7. Software and Hardware Disposal - The disposal of software and hardware can only be carried out by the Head of IT department following authorisation by the I.T. Manager. Once a computer is deemed ready for disposal all software will be removed and the serial number recorded. Where the licence permits, the software will be re-used or stored for future use (OEM software will be disposed of with the computer as these licences are non-transferable). All electronic equipment such as computers and screens must be disposed of in accordance with the Waste Electrical and Electronic Equipment (WEEE) Directive. All Company data will be removed and the hard disk will be low-level formatted. The asset register and the asset disposal register updated.
8. Shareware, Freeware, Open Source Software, Fonts and Public Domain - Shareware, Freeware, Fonts and Public Domain software is bound by the same policies and procedures as all software. No user may install any free or evaluation software or Fonts onto the Companys systems or computers. Where a user has a valid business requirement for a piece of Shareware, Freeware or a Font the procedures in Section 2 apply. Following the appropriate management agreements, the software will be obtained, tested and loaded. If the software is Shareware, and requires deletion or licensing after a trial period, the user will be contacted one week prior to the end of the trial date to ascertain whether he or she wishes to retain use of the software. If it is to be retained the acquisition procedure must be followed (see Section 2). If it is not required the software will be completely uninstalled.
9. Games and Screensavers - The Company will not tolerate the use of any games or screensavers other than the Companys standard screensavers or the games that form part of the Companys operating system. Before being delivered to a user the IT department will ensure that the computer is loaded with the appropriate screensaver and that this is set to enable after a static period of 10 minutes.
10. Viruses - The Company uses Anti-Virus software to safeguard its systems from malicious code. All, cd-roms, discs or other transportable media must not be loaded without the prior consent of the IT Manager. The Companys Anti-Virus software runs permanently on all servers and computers and is updated with the latest virus information on a weekly basis. Any users who wish to load any file from any transportable media or external source other than an email attachment, must contact the IT Department who will provide assistance where this is required.
11. Personal Equipment - The use of personal equipment such as, but not limited to, i-Pods, MP3 Players, PDAs and Memory Sticks is strictly forbidden without the prior approval of the I.T. Manager or E-Business Director.
12. Auditing - All users must be aware that Randstad Education electronically audits all computers on a monthly basis. The IT Department will also conduct random audits to check for both valid software and hardware. This will highlight where software has been installed or hardware modified within our network and will be reconciled with our Software Asset Management system. Any discrepancies will be individually investigated and could result in the software being removed, purchased or the breech being dealt with in accordance with the Disciplinary Procedures.

© Randstad Education randstad.com   terms and conditions  privacy policy  sitemap