Information Technology Guidelines

Each intern will be granted a legislative email account by the Director. Access to legislative computer systems personal computers (PCs) shall be restricted to those with a legitimate need for legislative data and shall be at the discretion of assigned legislators and/or office staff. Questions concerning access shall be directed to the intern’s Supervisor, or the Director.

Prohibitions on Use
Interns may not use State PCs, portable computers, software, and supplies:

(a) for any business other than official legislative business;

(b) to access general bulletin boards or subscribe to non-business related list services;

(c) to play games, unless they are related to job training;

(d) to download unauthorized software or files, particularly interactive graphic files and executable (.exe) files; or

(e) to download, view, disseminate, or produce pornographic, sexually explicit, racially offensive, or other offensive material.

Interns shall not use State equipment for any purpose that is not authorized by policy of the Joint Committee on Legislative Management or in a way that could compromise the security of the legislative computer systems or the integrity of legislative data. Violators are subject to disciplinary action up to and including dismissal from the internship program.

Protection of Passwords, User IDs and Data
Access to systems requires an ID and a password. Passwords shall be kept confidential and interns are responsible for anything done that is attributable to their ID. If an intern's ID or password has been compromised, the Office of Information Technology Services shall be notified immediately. Interns shall not share access codes, passwords, access procedures, or system telephone numbers with anyone.

Interns who use a PC, or portable computer, are responsible for the equipment, the software loaded on the equipment, and the data stored in their accounts. Data stored in the intern's account shall be for legislative business only. Random checks of storage may be performed. Any theft or unlawful activity shall be reported to the intern's Supervisor, the Director, and the State Capitol Police immediately.

Interns are responsible for protecting the data on their PCs. Access to data should be limited to persons with a legitimate business need for the information. Data on a PC should be backed up on the users M:\ drive, not on the local drive (C:\) of the device.

Restrictions on Copying of Software
It is a violation of copyright laws, license agreements, and this policy to:
(a) make or use unauthorized copies of any licensed software,
(b) duplicate or use unauthorized copies of licensed software,
(c) have more than one copy of a licensed software package running, or
(d) load software on a PC, remove the disk and then use it to load another machine without proper license agreements.
Any questions about software licensing shall be directed to the Office of Information Technology Services.

PC Virus Protection
Each user is responsible for:
(a) using only approved software purchased by the Office of Legislative Management;
(b) scanning for PC viruses on a regular basis;
(c) scanning for viruses all files from any outside source prior to use
Interns shall report any suspected viruses to the Office of Information Technology Services immediately.

Internet Access and Use
The Internet is used both to access Internet sites and to exchange E-mail with persons outside the General Assembly. Internet access and services shall be used only for work-related activities. Communications sent or received through the Internet may be read or intercepted by anyone who is connected to the Internet. Consequently, confidential information shall not be sent via the Internet.

Internet activities on all computers may be monitored for misuse, visits to inappropriate web sites, and work unrelated to the requirements of the General Assembly.

Interns shall not use the Internet for the following purposes:

(a) transmission of, intentional receipt of, or viewing obscene, scandalous,
illegal, offensive, or otherwise inappropriate information or other matter;
(b) transmission of confidential information;
(c) subscribing to contests or other sales-related “events”;
(d) subscribing to any commercial service without the authorization of the office director, unless the site is owned by a legitimate commercial enterprise and there is specific notice that the site does not make the E-mail addresses of its subscribers known to other commercial entities;
(e) downloading or receiving any executable (.exe) file; or
(f) any other use prohibited in this Handbook.

If an intern receives prohibited information, the intern shall notify their Supervisor and/or the Director immediately.

Electronic Mail (E-mail)
E-mail is provided to interns for work-related uses. Interns shall not send personal messages using the General Assembly’s E-mail system.

The General Assembly reserves the right to monitor intern E-mail use and messages. Monitoring can be accomplished despite the assignment to individual interns of passwords for system security. The computer system’s security procedures, message delete function, and an intern’s personal password can be bypassed for monitoring purposes. Therefore, interns do not have any expectation of personal privacy in their use of the E-mail system.

An intern shall not send E-mail to all employees without approval of the intern’s office director. An intern shall use good judgment when sending E-mail to a large number of recipients, being aware that E-mail is not without costs to operate and to store messages. Information that concerns employee activities shall be sent to the Office of Legislative Management for inclusion in The Assembly Line on-Line.

The following uses of the General Assembly’s E-mail system are specifically prohibited:

(a) Sending any form of slanderous, harassing, threatening, or intimidating message, at any time, to any person. (Such communication may also be a crime, pursuant to sections 53a-182b and 53a-183 of the general statutes, and other laws.)
(b) Sending any message that discloses confidential information.
(c) Sending any copyrighted material, or other legally protected material. (This may also constitute a violation of law or contract.)
(d) Sending messages that constitute an impropriety or the appearance of an impropriety, or that are unprofessional or would embarrass the Legislative Department.
(e) Sending any other message that is prohibited by law.

If a particular behavior or activity is prohibited by the policies in this Handbook generally, it is also prohibited using the E-mail system. For example, interns may not use E-mail for solicitation purposes.

SPAM and MALWARE
Email scams and phishing attempts evolve constantly, hoping to take advantage of the latest trends and current events. Although the e-mails change, the people behind them inadvertently send up the same warning signs again and again. Please review the following tips to protect you and your computer:

1. No legitimate organization will ask for your social security, bank account or PIN number via e-mail.

2. Watch for typos or spelling mistakes.

3. Don't trust links to Web sites in e-mails from an email address you do not know.
Never fill out a survey or enter a contest – requiring you to give personal information or "log on" to your account.

4. Got a "hot stock tip" via e-mail? SCAM, delete it.

5. Don't open an attachment from someone you don't know – even if it appears to be your bank or credit card company.

6. Some legitimate looking "e-mails" are actually just images, by clicking on the image you may install spyware.

7. Some scammers like to pose as technical- or customer support from a company you associate with – but fail to keep up with current events.

8. If you see the phrases "verify your account," "you have won the lottery" or "if you don't respond within XX hours, your account will be closed," it's a scam – every time. Hit the delete button and don't look back.

9. While you can't trust every e-mail that knows your name, you can definitely ignore the ones that start "Dear member" or "Hello friend." If your bank or credit card company is writing you, it knows who you are. So do your friends.

If you receive an email you believe is SPAM delete it. If you need assistance, please contact the Help Desk.