System Access Request

This policy outlines the acceptable use of the systems and technology provided by 1st Carp Scouting. These rules are in place to protect volunteers and 1st Carp Scouting. Inappropriate use exposes 1st Carp Scouting to risks including virus attacks, compromise of network systems and services, and legal issues. 

This policy is intended to ensure:  

• That 1st Carp volunteers will be responsible users and stay safe while using the internet and other communications technologies for educational, personal, and recreational use.  
• That 1st Carp systems and users are protected from accidental or deliberate misuse that could put the security of the systems and users at risk. 
• That users are protected from potential risk in their use of technology in their everyday work. 

This policy does not supersede any Scouts Canada policies, it augments them with specific 1st Carp Scouting additions. Where a conflict exists, Scouts Canada policies take precedence. It covers all systems and technology provided by 1st Carp Scouting, including Microsoft systems (email, files, Office 365, etc.), our website, and communication tools. 

Throughout this document the terms systems, email, technology, and resources refer to all systems, tools, and technologies available to 1st Carp Scouting.  1st Carp Scouting and 1st Carp are used interchangeably to refer to our group. 

1. The systems are intended for official 1st Carp usage only. All systems and communications are for Scouting-related activities; personal communication between volunteers is permitted, but non-Scouting personal uses (I.e., for non-Scouting social media, personal correspondence, for-profit business usage, etc.) are prohibited.  
2. 1st Carp will provide internal and external controls as appropriate and feasible. Such controls shall include the right to determine who will have access to 1st Carp Scouting systems and, specifically, to exclude those who do not abide by 1st Carp's acceptable use policy or other policies governing the use of Scouting systems and equipment. 
3. Upon departure from 1st Carp access will be removed, and all files and information stored by the volunteer outside of our systems will be deleted. 
4. Network accounts are to be used only by the authorized owner of the account for the authorized purpose. 
5. Users will keep their password confidential, and unique to 1st Carp systems, abiding by password policies. 

1. Users will know and abide by all applicable Scouts Canada policies dealing with security and confidentiality of information.
2. Users must not use the Internet for purposes that are illegal, unethical, harmful to the organization, or nonproductive.
3. Users will abide by the Scouts Canada 2-Scouter policy when applicable to all communications.
4. Users will take full responsibility for, and respectfully use, all IT resources and equipment available to them.
5. Users will take responsibility for their actions when viewing and posting information and images online.
6. Users will use IT equipment, bandwidth, and file space responsibly.
7. Users must be aware that they represent 1st Carp when communicating with others, and their conduct shall reflect positively on the group.
8. Limit communications to the members that require access to it, to avoid overwhelming volunteers to whom it is not applicable.

1. Proper codes of conduct in electronic communication must be used. When using e-mail, extreme caution must always be taken in revealing any information of a personal nature.
2. Our systems shall not be used for the creation or distribution of offensive messages or content, including offensive comments about race, gender, hair color, disabilities, age, sexual orientation, pornography, religious beliefs and practice, political beliefs, or national origin.
3. Downloading, copying, otherwise duplicating, and/or distributing copyrighted materials without the specific written permission of the copyright owner is prohibited.
4. Forwarding messages to people outside of 1st Carp Scouting, without the permission of all parties involved.
5. Sharing files or information to external parties who are not part of 1st Carp Scouting, or who do not have a need to access it. Exceptions are sharing files or information with families who have registered members in 1st Carp.
6. Understand that not all information on the Internet is true and accurate, therefore users will learn to assess the information that they find.
7. From time to time, the Group Commissioner will make determinations on whether specific uses of the network are consistent with the acceptable use practice.

1. If granted access to shared systems (shared mailboxes, files, financial) the user will ensure that they do not alter or remove messages, files, or information owned or managed by other users. 
2. Acknowledging that accidents and mistakes happen, should usage impact any shared assets the user will notify the network administrator immediately. 
3. Deleting an email message does not guarantee that it has been erased from the system. We retain back-up copies of all documents, including email correspondence, produced on the computer system. 

1. Communications created, sent, or retrieved over the internet are the property of and may be regarded as public information. 1st Carp reserves the right to access the contents of any messages sent over its facilities if the company believes, in its sole judgment, that it has a business need to do so. All communications, including texts and images, can be disclosed to law enforcement or other third parties without prior consent of the sender or the receiver.  
2. Users understand volunteers and technicians do their best to ensure the availability and reliability of 1st Carp resources; however, users also understand IT resources may be unavailable at times due to extenuating circumstances. 
3. Users understand Network Administrators may review files and communications to maintain integrity of the system and to ensure responsible use. 
4. Users shall avoid transmission of nonpublic information. If it is necessary, volunteers must take steps intended to ensure that information is delivered to the proper person authorized to receive such information for legitimate use.