Acceptable Internet Use Policy

1. Purpose
The purpose of the Acceptable Use of Electronic Devices and Network Policy is to outline the appropriate rules of using the devices belonging to the Fund for the City of New York, Inc. and the National Center for Civic Innovation, Inc. (the “Fund”) such as computers, mobile devices, and printers as well as the Fund’s network infrastructure and networking devices.

2. Scope
The Acceptable Use of Electronic Devices and Network Policy applies to the following:

Personnel

·       All Employees of the Fund

·       All Contractors of the Fund

·       All vendors, visitors, or third parties with temporary access to Fund equipment.

Equipment

·       All computers or laptops issued by the Fund

·       All mobile devices owned or leased by the Fund

·       All telephone equipment owned, leased, or operated by the Fund

·       Internet & Intranet Usage

·       Software procured or operated by the Fund

3. Background
This Policy outlines the rules for using electronics and computer equipment for business use. The rules in this policy are written to reduce the risk of intentional or accidental exposure of confidential and business information to third parties by improper use of company equipment and network. These rules prevent illegal, harmful, discriminatory or abusive behavior using company network or property.

Users of the Fund’s network and devices should have no expectation of privacy while using company-owned or company-leased equipment. Information passing through or stored on company equipment can and will be monitored. Users should also understand that [this organization] maintains the right to monitor and review Internet use and e-mail communications sent or received by users as necessary.

4. Policy
This policy requires that under no circumstances is an employee authorized to engage in any activity that is illegal under local, state, federal or international law while utilizing company owned resources. The use of all resources must be strictly for business purposes of the company.

4.1 Computer equipment usage such as laptops, desktops, and mobile devices (smart phones, tablets, etc.)

-       Only authorized personnel are permitted to use company provided equipment

-       Access to company equipment is restricted as per the access control policies, password policies, and multi-factor authentication procedures of the Fund.

-       All loss or thefts must be immediately reported to information technology or operations teams.

-       Sharing of devices with users who are not intended users of the system is prohibited.

-       Using a device issued by the Fund to actively engage in procuring or transmitting material that is in violation of sexual harassment or hostile workplace laws is prohibited.

4.2 Software Usage

-       Installation of pirated, unauthorized, or illegal software is strictly prohibited.

-       All software should only be used for business purposes and installation of any software other than for business is strictly prohibited.

-       Exporting software, technical information, encryption software or technology, in violation of international or regional export control laws, is illegal. The appropriate management should be consulted prior to export of any material that is in question. 

4.3 Network Usage

-       When working remotely, FCNY staff are required to connect to FCNY’s VPN before conducting any business-related tasks.

-       Watching, streaming, sharing or downloading of hostile, harmful, sexual or abusive content is prohibited as per this policy 

-       Malicious activities to exploit any known vulnerability of the network system are prohibited

-       Performing malicious activities by making use of access provided as part of your job duties is prohibited 

-       Internet and intranet provided by the Fund should not be used for illegal or harmful activities such as hacking or introduction of malicious programs into the network or server (e.g., viruses, worms, Trojan horses, e-mail bombs, etc.). 

4.4 Email Usage

-       All company provided email addresses will be reasonably used for business purposes

-       Sending unsolicited email messages, including the sending of "junk mail" or other advertising material to individuals using FCNY.ORG provided email address is prohibited. 

-       All forms of harassment via email whether through content, language, frequency, or size of messages is prohibited. 

-       Using the official email address for personal gains or schemes or to do business not related to the Fund is strictly prohibited

4.5 General User Responsibility
The Fund’s users are responsible for:

-       Honoring acceptable use policies of networks accessed through [this organization’s] Internet and e-mail services.

-       Honoring acceptable use policies of networks accessed through [this organization’s] Internet and e-mail services.

-       Following copyright laws regarding protected commercial software or intellectual property.

5. Policy Enforcement
This policy is enforced by the Fund’s information technology and operations teams. All exceptions to the policy should be brought to the attention of the information technology and operations teams along with the executive management of the company.

Violations will be reviewed on a case-by-case basis. If it is determined that a user has violated one or more of the above use regulations, that user will receive a reprimand from their supervisor and their future use will be closely monitored. If a gross violation has occurred, management will take immediate action. Such action may result in termination of employment at The Fund for the City of New York.

6. Review & Update Frequency
This policy will be reviewed annually

Issued June 2025