If employers monitor workers by collecting or using information the Data Protection Act will apply. the Vice-Chancellor and President; Workplace E-Monitoring and Surveillance of Employees: Indirect Tool of Information Gathering Ikonne Chinyere N1, Prof. Ikonne Chiemela N2 1Ph.D, Department of Information Resources Management, ⦠image copyright Gartner image caption Gartner's Brian Kropp says bad communication can scupper monitoring ⦠Employees who are specifically authorised under this Part A to conduct Surveillance or to access Surveillance Information or Surveillance Records. It also includes routine review of that information or those records to ensure the integrity, security and service delivery of the University's systems, including IT Resources and Networks. (19) For the avoidance of doubt, Surveillance requests made under clause (17) will only be approved if the Vice-Chancellor and President is reasonably satisfied that: Section 1 - Purpose and ContextPurposeApplication and ComplianceSection 2 - DefinitionsSection 3 - Policy StatementSurveillance Consisting of MonitoringSurveillance and Surveillance Information and RecordsProhibited SurveillanceSection 4 - Surveillance ProceduresPart A - AuthorisationPart B - Notice RequirementsPart C - Blocking of Email or Internet UseSection 5 - Guidelines reasonable precautions will be taken to ensure the integrity and security of data, including compliance with the University's Privacy Policy and Privacy Management Plan. Camera Monitoring - the University has installed fixed security cameras throughout all campuses, both inside and outside of buildings and other facilities. GUIDELINES i. whether it will be for a specified limited period or ongoing. Privacy Policy and Privacy Management Plan; and (17) Requests to authorise Surveillance that go beyond Monitoring, or to authorise access to Surveillance Information or Surveillance Records by persons other than those listed in clause (16), may only be made by one or more of the following persons and only for a purpose specified in clause (13): But electronic surveillance ⦠Under the Act, surveillance of an employeeâs computer use can only be carried out where: 1. Email Policy; content that harasses, threatens or bullies a person; (3) This Policy constitutes the provision of notice to Employees of the University's Workplace Surveillance under the Act. Surveillance and monitoring in the workplace is now commonplace due to the increase of surveillance technology (CCTV) being used for employee safeguarding, enhance security of a building and as a ⦠if the University intends to prevent delivery of an email, the University gives the employee notice (which can be by email) that delivery of the email will be blocked. And if surveillance tools "take away autonomy", that's when they prove most unpopular. (7) The Act does not separately distinguish between the terms "Surveillance" and "Monitoring", and the term "Monitoring" is defined separately in this Policy to provide clarity. Code of Conduct; 8 December 2020 Covid has seen the rapid growth in digital technologies at work. where the University considers this is reasonably necessary to avert a serious and imminent threat of: (1) The purpose of this Policy is to describe the circumstances in which the University conducts Surveillance of its Employees. Computer monitoring is a method of collecting performance data which employers obtain through digitalised employee monitoring. Computer surveillance in the workplace is the use of computers to monitor activity in a workplace. Part C - Blocking of Email or Internet Use These specifically include: 4, No. This report covers what workplace surveillance is, where itâs happening, how much itâs happening and whoâs most affected by ⦠(26) The University is not required to give notice under clause (25)b if: In recent years, software that monitors internet use, calendar use, and keyboard strokes has become ⦠The employee is aware of and understands the policy. the University acts in accordance with its policies relating to email or internet access that have been notified to the employee in advance in such a way that it is reasonable to assume the employee is aware of and understands the relevant policy; and. For example, tracking the location of company property, such as ⦠The Act ⦠Employees who are specifically authorised under this Part A to conduct Surveillance or to access Surveillance Information or Surveillance Records. Surveillance Consisting of Monitoring access, use or disclose information or records obtained in the course of Monitoring for Surveillance in relation to individual Employees. "Surveillance Information" means information obtained, recorded, monitored or observed as a consequence of Surveillance of an Employee; (22) For Surveillance approved under Part A, the University must send a written notice to an individual employee (which may be given by email) before that Surveillance commences. Monitoring emails and internet use Information that your employer must give you Your employer should give you their policy on email and internet use in the workplace, which should include the use of social ⦠(9) The University carries out Surveillance in the form of Monitoring to ensure: (10) In the course of carrying out Monitoring, the University collects, creates and stores records and information (including logs, images, backups, and archives) using any one or more of the following methods: (11) In carrying out Monitoring, the University records and stores information and creates records (including reports) in relation to the following that are Surveillance Information and Surveillance Records for the purposes of the Act: (12) The University may from time to time: (13) The University may use or disclose Surveillance Information or Surveillance Records for purposes authorised under the Act and in accordance with the procedures set out in Section 4 of this Policy. the University regards the content of the website or email, including any attachment, as menacing, harassing or offensive, for example, pornographic, gambling or terrorist websites; if the University intends to prevent delivery of an email, the University gives the employee notice (which can be by email) that delivery of the email will be blocked. Employee monitoring is the use of various methods of workplace surveillance to gather information about the activities and locations of staff members. Surveillance and Surveillance Information and Records (23) A notice under clause (21) e. or (22) must be given or authorised by either the Chief Information and Digital Officer or the University Secretary and General Counsel, and must specify: Telephone Monitoring - the University Monitors the input and output of telephone (both fixed line and mobile) devices provided by the University for use by Employees. for the legitimate business activities or functions of the University, including internal inquiries and investigations of alleged unlawful activities or activities that are alleged to be in breach of any University rule, policy or code of conduct or in breach of a person's duties to the University as its Employee; University email accounts, and emails sent or received using a University email account or a University server; (16) Employees are prohibited from conducting any form of Workplace Surveillance or from accessing Surveillance Records or Surveillance Information, except the following Employees who are only authorised for the purposes of performing their designated duties as Employees: However, it is still a form of "Surveillance" as defined in the Act. Rated 5 / 5 based on 69511 ⦠"Surveillance Record" means a record or report of Surveillance Information; "IT Resources" means systems, software, hardware, and other forms of technology, communication or other similar services owned or managed by the University; (27) Nil. the request is for a purpose specified in clause (13); if the request is for a purpose specified in clause 13(b): there is no less intrusive alternative, reasonably available, in the circumstances, including, but not limited to, any need for urgency; the proposed method and length of Surveillance or access to information and records is reasonable and appropriate in the circumstances; and, reasonable precautions will be taken to ensure the integrity and security of data, including compliance with the University's. Monitoring and surveillance in the workplace Last updated July 2020 2 Without a doubt, there is increased use of surveillance, tracking of activity and automation at work, often without a clear and ⦠the integrity, security and service delivery of its systems and Networks; and àÞbÁ³-óÐ5æÒÜÁ¯5ßîî# ëØ£¢ÝߢnÎ^÷ùU1b¡*¯bݱbÄÄÜqó6Û&ã%ÒÐàNe /Ë®I+ù5§ðåé,!°.ÒÎ ¬éÐÛóÜrwÒ7°k}Yï 9²çÜÓÞ£dèW¥qOï¶0ÿ//È®ÁnÐÝRäëNq¢/áu8*¥"qÂ+. "Act" means the Workplace Surveillance Act 2005 (NSW); access to secure University facilities (buildings and locations within buildings); connection of devices (whether or not owned by the University) to IT Resources and the Network. Tracking Monitoring - the University does not Monitor or track the location or movement of individual Employees. (19) For the avoidance of doubt, Surveillance requests made under clause (17) will only be approved if the Vice-Chancellor and President is reasonably satisfied that: (20) This Policy is formal notice to Employees that the University does the following in accordance with this Policy: (21) The University also provides notice to Employees about Surveillance (including Monitoring) in other formats as follows: (22) For Surveillance approved under Part A, the University must send a written notice to an individual employee (which may be given by email) before that Surveillance commences. internet usage, including browsing history, content downloads and uploads, video and audio file access, and any data input using the IT Resources; and "at work" includes where the employee is at a University Workplace whether or not he or she is actually performing work at the time, or at any other place while performing work for the University or utilising University resources or services; (5) The University may take disciplinary action, up to and including termination of employment, for any breach of this Policy. Surveillance of Employees in a change room, toilet facility or shower or other bathing facility in the Workplace; These cameras (including any casings) are not covered or hidden, and Monitor activities on an ongoing and continuous basis; (14) Part 4 of the Act prohibits covert surveillance (which is Surveillance other than that requiring notification in accordance with Part B below) by an employer without a covert surveillance authority issued under that Act. Future Versions "Policy" means this Workplace Surveillance Policy and includes any Schedules or attachments; (21) The University also provides notice to Employees about Surveillance (including Monitor⦠where authorised under the Act or this Policy, it conducts Workplace Surveillance other than Monitoring; and To view historic versions, click the link in the document's navigation bar. NOWHERE TO HIDE Employers have a legitimate interest in monitoring work to ensure efficiency and productivity. (12) The University may from time to time: where there is a risk of disclosure of the identity, or exposure to reprisals, of a person who has made a public interest disclosure under the University's policy relating to public interest disclosures; where Surveillance information or records are aggregated in a format that does not identify specific individuals, including Employees, for example, for operational support reasons. (15) The University will not carry out and does not condone any of the following which are prohibited under the Act: (16) Employees are prohibited from conducting any form of Workplace Surveillance or from accessing Surveillance Records or Surveillance Information, except the following Employees who are only authorised for the purposes of performing their designated duties as Employees: (17) Requests to authorise Surveillance that go beyond Monitoring, or to authorise access to Surveillance Information or Surveillance Records by persons other than those listed in clause (16), may only be made by one or more of the following persons and only for a purpose specified in clause (13): (18) Only the Vice-Chancellor and President can approve a request on advice from the University Secretary and General Counsel. tracking surveillance, which is surveillance by means of an electronic device the primary purpose of which is to monitor or record geographical location or movement (such as a global positioning system tracking device); There is an existing policy on computer surveillance in the workplace; and 2. Vol. "Workplace" means any University premises, or any other place, where employees work, or any part of such premises or place. whether it will be continuous or intermittent; and by means of regular (usually every six months) reminder notifications to all Employees by the Vice-President, People and Advancement; It also includes routine review of that information or those records to ensure the integrity, security and service delivery of the University's systems, including IT Resources and Networks. Section 1 - Purpose and Context a Dean; "at work" includes where the employee is at a University Workplace whether or not he or she is actually performing work at the time, or at any other place while performing work for the University or utilising University resources or services; "Employee" means current employees, contractors, and consultants who have access to any University premises, equipment, or systems, including IT Resources, adjuncts, conjoints and students; "IT Resources" means systems, software, hardware, and other forms of technology, communication or other similar services owned or managed by the University; "Malicious Content" means content of a profane or inappropriate manner including, but not limited to: content that harasses, threatens or bullies a person; "Monitoring" is a form of Surveillance, and means the collection or storage of information, or the creation of records, in a routine and passive manner. These are continually Monitored and may be accessed and provided to the University for administrative purposes; (4) This Policy applies to all current Employees, contractors, consultants and University controlled entities who have access to any University premises, equipment, or systems, including IT Resources and Networks. movements within a Workplace; (2) The Workplace Surveillance Act 2005 (NSW) regulates Surveillance of Employees at work by means of camera, computer, and tracking devices, and requires that Employees be notified as to the nature of that Surveillance. IT Acceptable Use of Resources Policy; (4) This Policy applies to all current Employees, contractors, consultants and University controlled entities who have access to any University premises, equipment, or systems, including IT Resources and Networks. Mobile Telephony and Communication Devices Policy; Organizations engage in employee monitoring for different reasons such as to track ⦠the type of Surveillance or new form of Monitoring to be carried out; whether it will be continuous or intermittent; and. Application and Compliance Workplace monitoring is a practice that involves keeping an eye on activities and conditions in a workplace for health, security, and business reasons. Employees (including those within Information Technology and Digital Services) whose normal duties include routine back up or restoration of data, conduct of audits, review of web filtering, email filtering, document retrieval or logs, or other activities relating to the University's systems, including IT Resources and Networks; Employees (including those in Campus Safety and Security) whose normal duties include review of camera footage and of building access (including use of building access devices); or. Workplace monitoring is not a new thing, even though how companies monitor employees has changed drastically along with technological advancements. in the case of Monitoring by cameras, by means of physical signage at the entrances to or within campus grounds; by obtaining a signed acknowledgement when an employee commences employment; by means of regular (usually every six months) reminder notifications to all Employees by the Vice-President, People and Advancement; by means of an online notice referring to this and other relevant policies when an employee activates their University account for the first time; for new methods of Monitoring, specific written notice to all Employees (which may be given by email) at least 14 days before that routine Monitoring commences. the proposed method and length of Surveillance or access to information and records is reasonable and appropriate in the circumstances; and Besides ⦠Top of PageSection 5 - Guidelines Workplace Surveillance Policy 1 Purpose Technology improvements have made devices which fall within the statutory definition of surveillance devices commonplace. the sender of the email has been identified as having previously sent malicious content to the organisation; conduct Surveillance, including Surveillance of individual Employees; or. Surveillance of Employees in a change room, toilet facility or shower or other bathing facility in the Workplace; Surveillance of Employees using work Surveillance devices when Employees are not at work, except as permitted under the Act and this Policy; and. (15) The University will not carry out and does not condone any of the following which are prohibited under the Act: Tracking non-work-related activities and information, such as health data, may challenge ⦠Purpose. Current Version (10) In the course of carrying out Monitoring, the University collects, creates and stores records and information (including logs, images, backups, and archives) using any one or more of the following methods: access to secure University facilities (buildings and locations within buildings); it conducts Surveillance in the form of Monitoring in the Workplace; For the avoidance of doubt words or terms used in this Policy have the same meanings given to them in the Act. camera surveillance which is surveillance by means of a camera that monitors or records visual images of activities on premises or in any other place; Workplace monitoring is conceptualized to be part of the security management glossaries that are implemented and executed by the company management. 3 Lockwood: Workplace Monitoring and Surveillance: The British Context 208 action constituted a breach of the implied duty of mutual trust and confidence.21 Furthermore, if an ⦠the Director, Audit and Risk Assessment. compliance with its legal obligations, including reporting obligations. access, use or disclose information or records obtained in the course of Monitoring for Surveillance in relation to individual Employees. Since the employer owns the computer network and the terminals, he or she is free to use ⦠the health, safety and welfare of University Employees, students and visitors, for example, by installing fixed cameras throughout University campuses; the integrity, security and service delivery of its systems and Networks; and. Courts and adjudicators have recognized that employers have a legitimate interest in monitoring the workplace. Feedback blocking emails or internet access of an employee except as permitted under the Act and University policies, including Part C of this Policy. for new methods of Monitoring, specific written notice to all Employees (which may be given by email) at least 14 days before that routine Monitoring commences. the University acts in accordance with its policies relating to email or internet access that have been notified to the employee in advance in such a way that it is reasonable to assume the employee is aware of and understands the relevant policy; and This is the current version of this document. the request is for a purpose specified in clause (13); the University is not aware (and cannot reasonably be expected to be aware) of whether an employee has sent that email or of the identity of the employee who has sent that email. Employers generally are allowed to monitor your activity on a workplace computer or workstation. WORKPLACE SURVEILLANCE POLICY. there is no less intrusive alternative, reasonably available, in the circumstances, including, but not limited to, any need for urgency; any information or data created or managed on, downloaded to and stored on IT Resources, servers and other devices that the University supplies or otherwise makes available for use, including University email. These specifically include: (14) Part 4 of the Act prohibits covert surveillance (which is Surveillance other than that requiring notification in accordance with Part B below) by an employer without a covert surveillance authority issued under that Act. Part A - Authorisation a Deputy Vice-Chancellor and Vice-President; Use of surveillance in the workplace can have a variety of benefits for employers including: safety and security of property and personnel evidence that the employer has a safe system of work in ⦠Purpose Monitoring in the workplace ⦠"Monitoring" is a form of Surveillance, and means the collection or storage of information, or the creation of records, in a routine and passive manner. (2) The Workplace Surveillance Act 2005 (NSW) regulates Surveillance of Employees at work by means of camera, computer, and tracking devices, and requires that Employees be notified as to the nature of that Surveillance. However, it does provide and make available for use by Employees equipment and devices that have functionality to monitor and record their geographical location or movement, for example: mobile telephones, hand-held radios, laptops, tablets and similar devices; University-owned vehicles with global positioning systems installed; fuel cards issued for University-owned vehicles; and. the type of Surveillance or new form of Monitoring to be carried out; defamatory content; the email is or contains a commercial electronic message, as defined in the Spam Act 2003 (Cth); conduct Surveillance, including Surveillance of individual Employees; or Top of PageSection 4 - Surveillance Procedures Workplace Surveillance Policy Status and Details As a member, you'll also get unlimited access to over 83,000 lessons in math, English, science, history, and more. the Senior Deputy Vice-Chancellor; "Surveillance" of an Employee means surveillance of an Employee by any of the following means: it creates, accesses, uses and discloses information or records in relation to Surveillance, including as part of Monitoring. There are a number of tools that can be used ⦠(5) The University may take disciplinary action, up to and including termination of employment, for any breach of this Policy. Explainer: Workplace Monitoring & Surveillance 2 Data & Society Research Institute www.datasociety.net shifts tools. University-owned vehicles with global positioning systems installed; (20) This Policy is formal notice to Employees that the University does the following in accordance with this Policy: However, and for the avoidance of doubt, Monitoring does not involve actively investigating or keeping track of an individual or his or her activities. racist content; and In the course of normal ⦠emails sent or received using University email accounts or through University servers, storage volumes, download volumes, browsing or downloading history on IT Resources; and There is no specific legislation regulating optical surveillance in Queensland, South Australia or Tasmania. Businesses monitor employees to ⦠A 2018 survey by the TUC of more than 2,000 people found attitudes to workplace surveillance depended on its nature. by means of an online notice referring to this and other relevant policies when an employee activates their University account for the first time; (25) The Act prohibits the University from blocking an employee from accessing the internet or sending or receiving emails unless: the content or attachments of the email would or might result in unauthorised interference with, damage to or operations of an IT Resource (including any program run or data stored on any IT Resource); Workplace surveillance laws allow cameras to be used only for legitimate business reasons. Workplace surveillance is happening now, and itâs happening a lot. (11) In carrying out Monitoring, the University records and stores information and creates records (including reports) in relation to the following that are Surveillance Information and Surveillance Records for the purposes of the Act: the University regards the content of the website or email, including any attachment, as menacing, harassing or offensive, for example, pornographic, gambling or terrorist websites; the email is or contains a commercial electronic message, as defined in the. (9) The University carries out Surveillance in the form of Monitoring to ensure: Surveillance of Employees using work Surveillance devices when Employees are not at work, except as permitted under the Act and this Policy; and where otherwise required or authorised by law to do so (for example, if the University is required to comply with a search warrant or subpoena); connection of devices (whether or not owned by the University) to IT Resources and the Network. Be specific and precise when discussing workplace policy on privacy and employee monitoring. by obtaining a signed acknowledgement when an employee commences employment; Employee Monitoring is the act of employers surveying employee activity through different surveillance methods. (1) The purpose of this Policy is to describe the circumstances in which the University conducts Surveillance of its Employees. To view historic versions, click the link in the document's navigation bar. Surveillance and Surveillance Information and Records, Part C - Blocking of Email or Internet Use, Mobile Telephony and Communication Devices Policy, Whistleblowing (Reporting Corruption and Other Wrongdoing) Policy, Independent Commission Against Corruption. These laws are intended to guide employers while also protecting employeeâs rights. (18) Only the Vice-Chancellor and President can approve a request on advice from the University Secretary and General Counsel. It also regulates the surveillance of internet access by employees and prohibits the blocking of emails. Print Computer surveillance ⦠(21) The University also provides notice to Employees about Surveillance (including Monitoring) in other formats as follows: Workplace monitoring and surveillance The Privacy Act 1988 (Privacy Act) doesnât specifically cover surveillance in the workplace. However, an employer who conducts surveillance or monitors their staff ⦠Be direct to the point of your discussion so employees can easily identify the purpose of the policies that you ⦠(24) Written notice to an employee under clause (22) will not be provided: Electronic monitoring and surveillance (EMS) practices provide new challenges in the workplace. for legitimate purposes related to the employment of Employees; This includes logging access at specified wired and wireless data points; Learn more about electronic employee monitoring ⦠Top of PageSection 3 - Policy Statement access (including logons) to, and all activity on, the IT Resources including computer hard drives and servers, and any files stored on IT Resources; Tracking Monitoring - the University does not Monitor or track the location or movement of individual Employees. ¦ Electronic Surveillance ⦠Explainer: workplace monitoring used in this Policy including Surveillance of individual Employees blocking or... 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