CHE Proximity IT and Media Policy

We’d be pretty lost without our technology and devices, but in the interests of making sure we’re all working as we should be, please take a moment to read through the Clemenger Group Limited policies for our internet and online activity. If you have any questions relating to any of the following information, contact Clemenger IT on 1800 464 357.

Clemenger IT is a department within the Clemenger Group [CGL]. There are two teams, one in Melbourne, one in Sydney. Brisbane and NZ staff are also supported by these two teams, but on-site support is available if/when needed.

The services provided by Clemenger IT are driven by a need of Network Security and Stability to ensure Business Continuity.

Obviously, business needs change as quickly as technology and it is the task of IT to review the environment; often. However, IT processes and procedures are in place to support the best interest of the entire group.

If our rules get in the way of you or your job, please present your request to Technical Staff. Every effort is made to accommodate requests related to the work environment, but be aware the technical environment and IT processes are audited on a quarterly basis. To that extent, some rules are not negotiable.

If at any time you need assistance, phone the Helpdesk on 1800 464357. If you feel your request is not being actioned in a timely fashion you can escalate to the Operations Manager -Katrina Johnson or to the Head of IT Judy Elliott.

CHE Proximity IT Policy

Corporate Data

Corporate Data

It’s important that corporate data or information is not shared outside the company. As an employee, you must not distribute such information externally. Corporate data and information includes:

  • any data or written document in electronic format relating to Clemenger Group businesses or activities of CGL and/or its clients, and
  • information contained in emails transmitted via the CGL email or internet system or mobile devices.

Network Security and Password Confidentiality


To maintain corporate security, never share your password or login details for any Clemenger Group device with a colleague, friend or family member.

For your own security, do not store or save personal login credentials to any personal accounts such as banking or credit cards on any corporate device.

Password Policy

Passwords are the first line of defence against breach of Network. All employees, whether agency, technical or external must follow the CGL Password Policy.

This Policy reminds employees not to share passwords with any other person nor store them within view of other employees.

Similarly, agency staff are NOT to share their credentials with IT staff. In the first instance, a Technician will ask an employee to login themselves.

If this is not possible, the Technician will login with the employee credentials and reset the password so that the employee is forced to change it again on next login. This process protects both Agency and IT staff.

The Policy Settings are as follows. These are enforced on all databases, although some settings may differ slightly.

  • Password must change every 90 days
  • Password must be at least 8 characters
  • Password Complexity - must contain
  • Uppercase
  • Lowercase
  • Alphanumeric
  • Password History is enforced, 3 passwords remembered
  • Warning message will be given 5 days before date of change
  • Password Lockout is enforced after 5 failed attempts. The employee will need to contact their Finance Manager for assistance.
  • Additionally, passwords must not contain any part of the Account Name [as it appears in Outlook].

FINANCE USERS - BCC

Password Policy for Financial Application [BCC] is managed by BCC Configuration Module – available to BCC Administrators only.

Password Audit

An automated email notification is sent to all Employees 7 days prior to Password Change Day. This reminder will continue until the password has been changed OR the password has expired.


Network Devices and Access


Any network device used within the CGL network must be approved and centrally managed by Clemenger IT. Non-sanctioned or personal installations of equipment, or use of unauthorised equipment, is strictly forbidden. Doing so is considered a serious security breach.

This policy includes devices such as Wireless Routers and Apple Airport.

Incident and Problem Reporting

Please report any incidents, such as a computer or printer malfunction, security breach, lost

or stolen devices or requests for computer or software installations and so on to the IT Helpdesk - [email protected] or telephone 1800 464 357.

Requests for purchases [hardware, software, mobile devices] or file/folder access must be made by a nominated [approved] site employee/manager. The Helpdesk will not action, under any circumstance, any request without the correct approval or authority.

Your computer connects to the CGL Network [WAN]; a blue or grey cable goes from the back of your computer into a wall point [or your phone]. This gives you access to corporate files, the Internet and email.

What you see on the Network depends on your access permissions which are managed by your Login Credentials [login + password]. These have been setup at the request of your Office Manager OR Department Manager. If you require further rights to other data locations please ask your Manager to forward instructions to IT.

You can also access email via Webmail from any Internet connection. The URL is  Office 365. You will need to have a Network login and password. Access to the BCC applications is managed by your Finance Manager. If you require further functions within an application please direct your request to your Finance Manager.

Be aware;

  • All Network access is monitored and audited on a monthly basis
  • You should not share your passwords with anyone; any  work undertaken in your name is assumed to be your work – rightly or wrongly.



Email and Internet Usage Policy

Internet and email communication support business communication, however we must monitor usage to make sure it is appropriate. So with this in mind, before you begin using Clemenger Group email and internet, please be aware that:

  • all internet access is logged,
  • web usage statistics are produced on a regular basis, and
  • all outgoing/incoming email messages are logged.

Of course, under normal circumstances, we primarily monitor internet traffic flow. The content of email and attachments are normally kept private.

However, since Clemenger Group is legally responsible for all email communications, if problems or possible problems arise, we reserve the right to inspect your email and other files. Note that “deleted” emails can be retrieved from backup archives.

The company internet should be used for business purposes only. Misuse of the internet may in some situations lead to immediate dismissal of the employee.

Email Retention Policy

The Email Retention Policy is in place to ensure corporate documents are stored appropriately and emails managed in a timely fashion.

The Policy dictates that:

  • All emails in your Inbox and Sent Items to be retained no longer than 90 days from date received or sent
  • All emails in your Deleted or Draft folder to be deleted 7 days after they are placed in the folder
  • All other emails outside these will be retained no longer than 540 days [or 18 months]

Be aware;

  • The Policy applies to sub-folders under your Inbox and Sent Items
  • When the retention date for an email is met, the email will be deleted permanently
  • The Policy is managed by an automated process that runs EVERY evening. You will NOT receive a warning of email deletions

Data Classification

It is important the distinction between “email” and “document” be made.

All emails and attachments should be classified based on their importance to the business. Consideration also needs to be given to legal or financial rulings.

Ostensibly, the following categories will apply:

1. Significant to the business, document and/or attachment to be kept indefinitely

2. Required for legal or financial purposes, document and/or attachment to be kept indefinitely

3. Not significant, but keep email on hand

4. Not significant, delete email and any attachment


Managing your Emails

All staff have a 540 Days Folder in their Mailbox. The emails in this Folder will remain available to you for 18 months from the date Sent or date Received.

We recommend that you create any sub-folder under your 540 Days Folder and that, on a DAILY basis

  • You SAVE onto your File Server any document / email you want to keep indefinitely. You can do this by dragging email/s from Outlook into the relevant Folder.
  • Client-related documents should be stored in the relevant “Client” Folder on the File Server.
  • Agency-related documents should be stored in relevant “Agency / Administration” folder on File Server.
  • Personal emails should be forwarded to your personal email account OR stored on your H: drive [2 Gb limits have been applied]
  • You MOVE any other email that is important to you out of a 90 Day Folder into your 540 Day folder [or sub-folders]
  • You DELETE any email not required
  • Please note: If you can’t find a suitable location on the File Server to store an important client or agency email, contact the Helpdesk. If need be, they will liaise with your Office Manager or Department Head to create a new folder.

Some further hints:

  • If you have a PC or MAC you can create an Outlook rule that will automatically move incoming emails to your 540 Days Folder.
  • If you have a PC you can create an Outlook rule that will automatically move sent items to your 540 Days Folder.

Finally; The management of emails is driven by personal preferences and process. What might work for one person may not work for another. Please contact the Helpdesk if you would like to know all options available to you for the computer you use.

Business Use

As mentioned, the internet is for business purposes. Keep any personal emails to a minimum. Behaviour that is deemed as inappropriate or that reflects poorly on the Clemenger name will not be tolerated. Equally, you should not send unsolicited junk email or advertising messages.

Please respect the company’s time and refrain from ‘surfing’ the web or social media sites.

Email Recipients

Be careful using the Clemenger Group contact list as it includes every employee from all businesses. So make sure you email the correct contact - some names are very similar.

Copyright Infringement

Do not download, copy or transmit documents or the works of others without their permission as this may infringe copyright or other intellectual property or personal rights.


Hints and Tips:

  • The CGL email facility is available to all employees of every CGL business. As such, the audience is extensive. Take Care!
  • There will be a number of people with the same surname. Ensure the employee you select is the correct recipient for your email.
  • Large attachments are best handled by share locations [internal] or FTP solution [external], rather than email. Contact IT for access to either.
  • Out-of-office notifications should be set if you will be away from the office for any extended period for any reason. IT have instructions for setting the notification.
  • Emailing to the all-staff distribution list requires approval. Send a draft of the business-related email to the Office Manager for their approval.
  • Be careful when following a “link” embedded in an email. Always hover your mouse over the link to view the address. If it looks strange, forward the email to IT for their assistance. Do NOT open an email if you are uncertain of its content or sender.
  • If  you receive  an  internal  or  external  email  that  you feel  is inappropriate or if you are harassed or targeted by any person or any group please report the matter immediately to your Manager or directly to the Head of IT. Please be aware such emails will be investigated and can be blocked immediately.



Mark the following statements as true or false.

  • Emails are stored until I delete them.
  • I will have a 540 day folder within my Mailbox and should arrange my subfolders within that for longer email storage.

Mark the following statements as true or false.

  • I should let my password expire before changing it.
  • I should not share my credentials with any members of staff, including IT staff.

Data Locations and Storage

Consider how you store and share corporate data – use internal “share” folders where possible.

Confidential data can be shared with clients or external resources through the corporate FTP site. Encrypted USB devices should be used at all times and lost or stolen devices reported as quickly as possible. Do not upload documents to personal or unsecured locations. Similarly, do not open a corporate account or create an entity using personal credentials. All accounts representing a company name or storing corporate data must be managed by the Agency or Clemenger IT.

Mobile or remote access to Network data is critical for staff working off-site. However, there are issues of security and business continuity that need to be considered for the data and information being stored on mobile devices. Or more precisely, data not stored on servers. In particular you should understand that

  • ONLY the data stored on Network servers is backed-up
  • The data on your Laptop is NOT backed-up
  • The data on your Desktop [Local Hard-drive] is NOT backed-up

If data stored on your Laptop or USB device or mobile device is inadvertently deleted or lost and a copy is not stored on the Server, the data cannot be restored. With that in mind,

  • Store all corporate data on a server, not the local drive [C:]
  • Store any personal data on your Home drive on the server [H:]
  • If you must copy corporate data to your local C: drive, move [Cut/Paste] the data back to the server as soon as possible
  • Do not share your password with anyone
  • If you copy corporate or client data to a USB device
  • ensure the device and data are secure at all times
  • ensure all data is removed from the device before re-use

If you use a Laptop,

  • Keep your laptop safe. Do NOT leave it in a car or other unsecured location
  • If you leave your laptop in the office over-night or for any length of time, lock it away in a secure location
  • If you use your laptop in an open space in the office, secure it with a
  • Kensington Lock
  • Use VPN to access corporate data remotely. VPN access requires the authority of your Manager but negates the need of copying data to your laptop
  • If your laptop is stolen or misplaced, report it to your Manager and Clemenger IT as a matter of urgency

Corporate data is defined as follows:

“Corporate data or information includes (but is not limited to) data or information in electronic format that relates to the business or activities of CGL and/or its clients. This includes (but is not limited to) information contained in emails transmitted via the CGL email or internet system and information stored on or contained in Corporate applications and any device capable of storing or transmitting such data”

To that extent, this Policy applies to any mobile device or data storage device [Laptop, USB or External drive]. Please contact Clemenger IT on 1800 464357 or [email protected] if you would like assistance with storage or backup of your data.

Hints and Tips

All client-related documents should sit on the Server specific to your site/ business. Your Office Manager or Department Manager can assist you with the departmental process. This data is backed-up every night and available to you from backup should it be lost /deleted.

In addition to client-related folders you have access to the following drives. Please note the mapping [T, S, H] may differ in some agencies.

  • T: drive – “T” stands for Templates. This folder stores Standard Documents, Excel worksheets and Presentations
  • S: drive – “S” stands for Shared or Transfer. This folder is used for sharing work with colleagues. Please be aware this location is PUBLIC so do NOT upload Private or Confidential documents here. The content of this folder is cleared every week. Do NOT store the original here. IT WILL BE DELETED
  • H: drive – “H” stands for Home. This folder is for your use alone. No-one else can see the documents or files here. You should NOT use this folder for client-related work

A  word  of  warning.  Copyright  is important  to us. Please  do NOT download or store any file that may be in breach of our Policy. If it’s a file required for a client, store it in the Client Folder. Home Drives are scanned at times and suspect files queried by IT.


Misuse

Hacking

Anyone found using the internet facilities to compromise the security of another company, individual or legal entity’s computer systems, files, email, or internet domain name in any way will be subject to immediate dismissal.

Hate Mail/Online Harassment

This kind of behaviour will not be tolerated. Employees must be respectful of others and must not send harassing, obscene, abusive, sexist, racist or threatening emails – whether intended as a joke, or otherwise. This applies to colleagues or people externally. Consider how your email could be misinterpreted.

Online Pornography

Accessing online pornography is not acceptable under any circumstance and could result in immediate termination of employment.

Lending out your Account

Employees are expressly forbidden from allowing non-employees to access the internet through Clemenger Group facilities.

Private Business Usage

Employees and contractors may not run private businesses from their email account nor use any of the facilities provided for their own private gain.

File Downloads/Email and Viruses

Never open links embedded in files, run any executable attachment (e.g. .EXE files), open Word documents or Excel spreadsheets (which may contain macro viruses) unless you can authenticate the sender of the mail message. Look at the address of the link before proceeding. The link should very clearly show the site to which you are being directed.

Employees are also requested not to spread unconfirmed warnings about viruses. If you receive an unconfirmed warning, don’t pass it to all your friends, pass it to your computer security manager to validate first.

Spamming”/Inappropriate Solicitation

Spamming is the automated sending of messages to large numbers of newsgroups or people simultaneously. It is indiscriminate and unasked for. Be cautious about posting ads to newsgroups. Ads should only be posted to newsgroups where you have seen similar ads appearing.


Your Computer -Hints and Tips

  • All Computers are setup with Office [2013 or 2016]. 
  • All computers are setup with TeamViewer. This allows Technical staff to ‘take over’ your desktop. This is a great Support Tool however be aware Technical staff will only view your desktop when you are at your machine.
  • All computers have a screen-saver set by default.
  • All computers have anti-virus software installed [Symantec End Point Protection].
  • Laptops are encrypted to secure stored data. Data is NOT backed-up on Laptops or Desktops.
  • You should turn off your computer each night, saving work before-hand. Be aware this is enforced by auto shut-down each night. Any work NOT saved will be lost.
  • Laptops should be stored in a locked cupboard or locked drawer if left at the office. 


Wireless Connectivity


If you are in a CGL site, you will be able to connect to the Wireless Network. There are two available for staff, one for guests.

  • GUEST is for clients or work-related visitors to the agency. Login details are available at Reception, access will be granted for a limited time
  • BYOD is available for all staff. It is specifically for iPad, iPhone or other smart devices. This access requires you to login with your Network credentials
  • EMPLOYEE is available for all staff wishing to move around the office. It is fully-secured and access is applied as per the ‘wired’ network.  PCs  will  connect  automatically  if  removed  from  the physical network. 


Mark the following statements as true or false.

  • The S Folder is for sharing work with colleagues and is public.
  • You can use Dropbox to share your work with clients.
  • Staff cannot access WIFI at work.

Mark the following statements as true or false.

  • All computers are set up with Office 2013 or 2016.
  • Technical staff need access to all passwords, both work and personal.

Mobile Device Policy


Mobile devices that access or store corporate information must be secured.

This applies to corporate devices, provided by the Company or personal devices [BYOD].

It is not the intent of CGL to discourage use of mobile devices for email or to monitor the devices and their use. The intent is simply to manage device access to the network and protect the corporate data that may be contained on them.

This policy applies to all people using a mobile device (iPhone, iPad etc.) to access the CGL Network and data.

Corporate Data

In an effort to protect corporate data, such as corporate emails and/or corporate applications, CGL has implemented a Mobile Device Management Solution [MDM]. This solution enforces a Security Policy on any mobile device accessing corporate data.

If an employee has a personal device [BYOD] and does not want to the Policy applied, direct access to CGL email via the personal device will be revoked. They will however continue to have Webmail access to their corporate email from that device.

The Policy is managed through Active Directory. In particular the Policy;

  • Identifies all users with mobile access to the network
  • Enforces a pass code on the device [to open]
  • Allows the wipe of the device should it be lost or stolen

Updates to Policy

The Policy applied to devices is reviewed at regular intervals. Should an update be required, all employees will be notified by email. For any change that required an update to hardware or configurations, a reasonable grace period would be given before strict enforcement of the changed Policy.

Grant Access

Setup of corporate email on any device, whether corporate or BYOD is managed through the Helpdesk [Clemenger IT]. Before access is granted, the employee must sign a Mobile Device Policy Acceptance Form. The employee then becomes a member of the appropriate AD Security group.

Revoke Access

The Employee Termination process manages the removal of access. The employee is removed from the relevant AD Security group which forces removal of the Policy.

Corporate Sims

Corporate SIMs are made available for either Corporate or Personal devices with the approval of Agency Finance Manager. Enterprise plans are applied depending on the Employee’s expected voice and data usage. These plans are determined by the Finance Manager.

An Enterprise Plan for a Smart Phone comprises two elements:

  • Voice for phone calls, SMS, Voicemail
  • Data for Internet access and applications

An Enterprise Plan is also available for Data devices such as iPad.

Whether for a Smart Phone or data-only device, it is the responsibility of the employee to use their data allowance in a responsible manner. Wherever possible, an employee should use Wireless facilities, provided in their office or other external locations.

A reconciliation of Telephone charges is undertaken each month and overspends reviewed.

International Travel

The following guidelines apply for use of mobile devices when travelling overseas. In summary “The Agency will NOT reimburse any costs nor compensate any Employee for data-centric expenses incurred while overseas”.

To ensure compliance:

  • Do NOT take an active Australian SIMs overseas
  • For iPads and the like, it is best to remove the SIM from the device prior to travel and use Wireless facilities only
  • For SIMs in Smart Phones, you must ensure that International Roaming is turned ON if you want to receive and make calls
  • For SIMS in Smart Phones, Data Roaming MUST be turned OFF on the device and preferably at the service
  • For corporate SIMs, the service will be turned off by Clemenger IT when notified of travel dates
  • For personal SIMs, it is the responsibility of the Employee to either manually change the setting on the device or, preferably, liaise with their Telco provider to turn off the Service

CGL TRAVEL POLICY- SECTION 7

This extract more precisely describes the options and guidelines of using technology while overseas.

International Roaming – controls VOICE calls and SMS messaging. This must be ON if you want to make or receive calls while overseas.

Data Roaming – controls DATA availability. This should be OFF when travelling overseas so that the SIM doesn’t try to find an ‘alternative network’.

Wireless – refers to non-SIM connectivity for DATA usage. This is typically provided at no cost in restaurants, airports, Starbucks and similar businesses. Hotels also offer wireless but may charge a daily or hourly rate.

Overseas Data Plans [OSDP] – can be applied to an Australian service.

FYI a local data plan with Telstra is approximately 3 Gb. Typical usage is 1 – 2 GB per user per month. The highest OSDP offered by Telstra is for 480Mb which is approximately one half of 1 Gigabyte. So any data use MUST involve Wireless where-ever possible.

SIM Type, Corporate versus Personal – Clemenger IT can ONLY act on behalf of corporate services, regardless of the device. If you have your own service, you will need to action any and all changes to the service.

Clemenger IT does not have the authority to act on your behalf.

Action to Take In ALL instances

  • Check that your device is ‘unlocked’ [can accept another SIM]
  • Turn OFF Data Roaming on your device
  • For iPads or other Data-only devices, remove SIM from device and leave SIM at home


If data access or Internet connectivity is not critical

  • Turn OFF Data Roaming at the Service level [Telco]
  • For iPads or other Data-only device, remove SIM from device and leave SIM at home [just to be sure]
  • Check emails using Wireless facilities in destination
  • Mobile calls and SMS will incur International rates. Check rates on-line.


If data access or Internet connectivity is required

  • To receive email and connect to Internet, use Wireless facilities [preferable]
  • Apply Overseas Data Plan [OSDP] to your device or purchase a wireless hotspot [hub] that is local to your destination
  • Check emails using local Wireless facilities where-ever possible
  • Mobile calls and SMS will incur International rates. Check rates on-line
  • Be aware: you will need to track your own data usage if OSDP applied.

Data usage depends on size of downloads and uploads. Email headers are small, email content [body] can be larger and email attachments should not be opened or sent unless you are happy the file size fits within your plan.

Some further hints and considerations:

If you can, purchase a pre-paid SIM local to your OS destination. These are readily available and relatively cheap. These can be used for data and voice provided your device is unlocked. You will need to SMS home so that family and friends have your new [temporary] number. Alternatively, you can contact your Telco when overseas and ask them to divert your Australian number to the new SIM. That can be a bit tricky if the Telco gets it wrong OR has long turn-around times.

In America you may have difficulty procuring just the SIM because they lock SIMs to Devices. This is not the case in Europe although you will need a new SIM for each country you visit.

Regardless of the option you take, CHECK cost of Plan, CHECK data allowance of Plan, UNDERSTAND your usage.

If using your own Australian SIM, Telstra will SMS warnings to you regarding data usage and Message Bank Retrieval. Read these messages, the information they provide is very useful.

Please speak to IT if you have any concerns. Alternatively speak to your Finance Manager.


Personal Devices and Software


Please be aware that the CGL Network is managed and monitored for any unauthorized access.

NO personal computer or hardware of any description is to be attached to the Network.

Computers are ‘locked down’ to prevent the installation of unauthorized software or applications. Administrator rights will NOT be given out to Agency staff under any circumstance.


Social Media Policy

Social media is engrained in the way we do things, and as communicators, no one knows this more than people at Clemenger Group. When it comes to social media sites, which may include, but are not limited to, Facebook, LinkedIn, Instagram, Twitter and so on, we would like our employees to feel empowered to dive in. 

It is pertinent however, being a policy document that we point out a few of your responsibilities as employees (in addition to those already set out in the terms of your employment contract.)

More and more we see that social media is blurring the lines between our work and personal lives.

If you’re commenting publically, either within an official or professional or private capacity, be aware that you have some responsibilities in terms of your employment with Clemenger Group.

Here are some things to consider:

  • you should never offer specific advice on payments and services to customers or members of the public online,
  • your anonymity online is far from guaranteed, content you share can be credited back to you, even if you choose an anonymous username or have a profile set to ‘private’,
  • material posted online effectively lasts forever and may be replicated endlessly, through sharing and re-posting, it may also be sent to recipients who were never expected to see it, or who may view it out of context, and
  • the speed and reach of content posted on social media means that comments posted online are available immediately to a wide audience.

As such:

  • you must not make comments or behave in a way that is deemed to be obscene, defamatory, threatening, harassing, discriminatory or hateful to or about your work or about another person or entity.

Your comments are not, or could not be perceived to be:

  • made on behalf of Clemenger Group or a Clemenger Group client, rather than an expression of a personal view,
  • so harsh or extreme in your criticism of the Group, a Company or client that they raise questions about your capacity to work professionally, efficiently or impartially as an Clemenger Group staff member, such comments would not have to relate to your area of work,
  • compromising your capacity to fulfil your duties as an Clemenger Group staff member in an unbiased manner, this applies, particularly where comment is made about policies and programmes of the department, and
  • so strong in your criticism of Clemenger Group or a client that it could seriously disrupt the workplace.

Clemenger Group staff members are encouraged instead to resolve concerns by informal discussion with a manager or by using internal dispute resolution mechanisms, including by making an internal public interest disclosure under the Public Interest Disclosure Act 2013.

Whether or not you can be identified on social media, you must:

  • act with integrity,
  • never reveal confidential information, and
  • be respectful.

When accessing social media via the company’s IT systems, online platforms or work mobile devices, you must do so in accordance with the company’s Acceptable Usage Policy, which requires you to reasonably use these resources in a manner that does not interfere with your work and is not inappropriate or excessive.

 Examples of Reasonable Use include:

  • retweeting content from the company’s social media accounts on your social media accounts,
  • actively contributing to work-related discussions being conducted via social media throughout the day,
  • updating your Facebook status and posting fun or personal-interest messages on Yammer during breaks, and
  • posting updates or photos from a work conference you’re attending.

Examples of unreasonable use include:

  • accessing or posting any material that is fraudulent, harassing, threatening, bullying, embarrassing, sexually explicit, profane, obscene, racist, sexist, intimidating, defamatory or otherwise inappropriate or unlawful,
  • using the department’s internet, intranet, mobile devices or other computer resources to provide comments to journalists, politicians and lobby groups other than in the course of official duties, and
  • spending an inappropriate amount of time during work hours using social media for purposes not related to your employment.

Breaches of our Social Media Policy

As a member of the Clemenger Group, your behaviour, both in and out of the workplace, must be in line with the Clemenger Group code of conduct.

It’s important to understand that if you fail to adhere to the Clemenger Group Code of Conduct, this can result in a range of sanctions including reprimands, reduction in classification and termination of employment. Some examples of failure to adhere to the Code of Conduct in a social media setting include:

  • making derogatory and obscene posts about a manager and workplace in your social media,
  • making derogatory comments about colleagues, suppliers or clients from your personal social media account,
  • sending private messages to colleagues on your social media accounts to share racist or sexist jokes,
  • disclosing non-publicly available information about delays in processing payments on a public forum,
  • using social media to post inappropriate photos from a work Christmas party or other social function, and
  • creating and promoting a social media account to protest the implementation of a company policy that impacts you in a private capacity, for example, a new Parental Leave policy because of the impact on your family.

Social media websites are public forums, and irrespective of the forum, anyone who posts material online should assume that at some point their identity and the nature of their employment will be revealed.

Where necessary, our IT department or company management will contact staff to discuss their behaviour online. Where appropriate, they may also contact the staff member’s manager.

In situations where a staff member’s online behaviour potentially breaches the Clemenger Group Values or Code of Conduct, the issue will be investigated by an appropriate person or persons and actions may be determined and taken.

Ask your manager if:

  • you find information online that you think Clemenger Group should respond to,
  • you find information posted online that mentions a staff member or office, or
  • you are worried about your privacy or reputation as a result of social media posts.

The most important thing to remember is if you’re not sure about posting a particular comment, or you are undecided about whether to participate in a discussion online, check with your manager or IT as they will be able to provide guidance and clarification.


Public and Media Policy

Following on from CHE Proximity's Social Media Policy, it is worth noting that from time to time, employees may be approached by external media for a statement or comment about the Company’s or a client’s business. It is therefore appropriate to have a company policy on this matter and ensure all employees understand their responsibilities and comply with the policy.

Employees must not, without the express prior approval of the company, make or allow to be made, any statement, announcement or comment (verbal or written), or provide or allow to be provided any image or information, including but not limited to information which is in writing, documents in electronic format or any information that is a recording in any way or form, to any person, firm or corporation external to the company or group, including but not limited to any journalist, critic, correspondent, newspaper or magazine publisher, radio or television broadcaster, or any other person, firm or corporation engaged in the provision of information to the public, concerning any company in the Clemenger Group.

A breach of this policy may constitute serious misconduct, for which the employee will be liable to dismissal by the company without notice and without any payment in lieu of notice.


 


Mark the following statements as true or false.

  • I cannot use Data Roaming on a mobile device whilst abroad and be reimbursed for costs incurred.
  • I can spend unlimited amount of time during work hours using social media for all purposes.

Mark the following statements as true or false.

  • I should endeavour to use Wireless connectivity whilst abroad or apply an Overseas Data Plans [OSDP].
  • I am able to voice my opinion and discuss clients' with the media and public, without prior approval, as long as I am respectful in what I am saying.

Conclusion


Clemenger IT can assist with any matter related to the use of computers or the storage of information. The contact details for the Helpdesk are [email protected] or 1800 464357.

Please do NOT direct requests to individual members of IT – these tasks can get lost or overlooked, delaying the fix or solution unnecessarily. Certainly speak to a Technician about a problem before-hand but always follow-up with a call to the Helpdesk, or email them, copying the technician in question.

Clemenger IT does not offer 24 x 7 support.

IT staff are available on-site between 8am and 6pm weekdays. We also offer after-hour support from 6pm to 10pm and are available from 7am each work day.

After-hour support should be used for urgent requests only. That is, you have an issue that, if not remedied, will interfere with a critical deadline.

You should also note that IT often run maintenance over weekends or late at night. This may interfere with Agency work. We will send notifications to all staff before we schedule this work, but if you need to work after hours, it’s prudent to notify the Helpdesk to ensure you can work without interruption.

Remember, IT are here to help you navigate  your way around the Technical environment. If we can’t help, we can direct you to someone who can.

We hope you enjoy working within the Clemenger Group.