Except as may be provided within this or other valid policies, no employee shall use, consume or employ City supplies, equipment, property or personnel for any personal gain or benefit. Employees of the City shall use supplies, equipment, property and personnel to transact or perform the business of the City exclusively and for no other purpose. All employees are expected to exercise reasonable care to protect and safeguard City supplies, equipment or property from abuse, damage or loss.
Any employee who uses or allows others to use City supplies, equipment, property or personnel in ways that are not permitted may be subject to disciplinary action, up to and including dismissal. If the employee violates any Federal, State or local law, the City may also initiate judicial proceedings against the employee.
City: Layton City Corporation and all related entities including the Municipal Building Authority and various boards or commissions.
Personnel: Any employee, elected official, appointed official, volunteer, intern, contractor, consultant or other person working in behalf of the City.
Employee Use of Office Equipment
This policy is intended to allow employees the occasional, infrequent benefit of using office equipment without causing expense to the City in lost time or cost of supplies and maintenance. It is not intended for ongoing personal projects, large projects or any income producing projects.
Office equipment may be used for limited personal matters as described below as long as it is not for any income producing activity and the employee pays for any supplies and/or direct user costs associated with the use of the equipment. Permitted personal use shall be on an occasional and infrequent basis and not for any large or lengthy projects.
Office equipment includes any tool or machine used for office work such as, copy machines, typewriters, calculators, fax machines, printers, computers (including Internet access and email), telephones, etc.
Permitted personal use shall be by an employee of the City only, or by a child or spouse of the employee only if accompanied by and supervised by the employee. Friends, other relatives or other persons shall not be allowed to use or operate the office equipment. No equipment will be removed from the City premises for a use inconsistent with this policy. Laptop computers should not be removed from City premises unless authorized by the department director for City business. A laptop computer may be used for limited personal matters consistent with this policy only in locations where the computer is taken for official City use. For example, if an employee is required to take a laptop computer home or while traveling for City purposes, that employee may use that laptop for personal use consistent with this policy at home or while traveling. There is no permitted personal use for City owned projectors and cameras.
Permitted personal use shall be during non-working time unless specifically approved by the employee's Department Director.
Permitted personal use shall be approved by the employees immediate supervisor or, if the employee does not work in the office area, then approval shall be by the department director responsible for the office equipment. No permission shall be required for making photocopies or sending facsimiles if payment is made at the time of use.
Photocopies and Facsimiles
Personal use as permitted herein shall be paid by the employee at a rate of 5 cents per page for black and white copies and 25 cents per page for colored copies or such rate as may be set by the City Manager from time to time. Long distance telephone charges for facsimile transmissions shall be paid for by the employee, if applicable. The employee shall identify their personal fax use on the telephone activity report and shall pay the phone charges when it is issued.
Personal Long Distance Calls
Employees should not make personal long distance calls using the City's long distance services. If it becomes necessary to make an incidental personal long distance call from the workplace, such call should only be made using the employee's private long distance account or the employee’s private cell phone. However, in an emergency, if an employee determines that a personal long distance call must be made using the City's account, the employee shall notify his/her department director after making the call.
Telephone Systems, Voicemail, Email, and Computer Systems
All workplace technology, including but not limited to, telephone systems, computers, email and voice mail systems, fax machines, and so forth, are business equipment owned by Layton City and all communications over and activity conducted on City owned systems are the property of Layton City.
Communications and activities on all City owned systems may be monitored, at any time and without notice, to ensure that the technology is being used appropriately and in accordance with City policy. When using workplace technology, the employee knowingly and voluntarily consents to being monitored and acknowledges the City’s right to conduct such monitoring.
It is the policy of the Layton City Police Department to record in-coming and out-going telephone conversations that occur on department telephones. In addition, other city telephone lines may also be recorded.
Be aware that there is no expectation of personal privacy when using any City owned systems. Passwords used by employees are to prevent unauthorized access by other employees, but are not to be construed as creating an expectation of privacy for the employee who uses the password. The City may override passwords, or require employees to disclose individual passwords, codes and encryption keys.
Employees should use caution in creating and communicating confidential or sensitive information via City owned systems. Such documents or communications may be considered business records and, as such, may be subject to review by third parties. For example, employees should be aware of the potential for discovery of stored email and voice mail communications, including the use of such messages for litigation against the City and/or the employee. Remember that some electronic communications, such as email and computer files, may exist on back-up tapes long after they have been deleted from an employee’s computer.
It is the policy of Layton City that its workplace technology be used for City purposes, except as described under "Permitted Uses" above. Employees should recognize that computing resources are limited and user activities may have an impact on the entire network. Employees shall NOT use the City’s workplace technology for any City or personal use that might be viewed as being unprofessional, discriminatory, offensive, suggestive, harassing, vulgar, obscene, or threatening, including disparagement of others based on race, national origin, marital status, sex, age, disability, pregnancy, religious or political beliefs, or any other characteristic protected under federal, state, or local law.
Other inappropriate uses include but are not limited to, the following:
- Solicitation for fundraisers not approved by the City;
- To further personal business interests;
- Verbal abuse, slander or defamation;
- Creating, distributing, or soliciting sexually oriented messages or images;
- Electronic dissemination or printing of copyrighted materials, including articles and software, in violating of copyright laws.
- Spreading email widely (chain letters) and without good purpose (spamming) or flooding an individual, group, or email system with numerous or large email messages (bombing). Personal use of streaming audio or video,
- Use of real time applications such as: stock ticker, weather monitoring or Internet radio and Internet based chat programs unless approved by the department director as work related;
- Email that complies with section 13-34-103 of the Utah Code, regarding sexually explicit email.
The use of programs, other than approved City applications, must be evaluated by the Information Technology Division and authorized by the Department Director as to business use.
Employees shall not access or attempt to access the email or voicemail system of another user unless so directed and authorized by their department director. Any viruses, tampering or system problems should be immediately reported to City computer support staff. Abuse of the City’s workplace technology systems could subject the employee to disciplinary action, up to and including termination.
Laptop Computer and Portable Electronics
Employees and authorized volunteers in possession of City owned portable electronic devices are responsible for the protection of that equipment from theft or damage. The high value and portability of laptop computers, projectors, digital cameras, cell phones, radios, etc. make them particularly susceptible to theft and require the highest degree of care. Theft of or damage to City equipment shall be reported immediately to the employee's supervisor and the risk management office. In cases of burglary, the supervisor should also notify the police in the jurisdiction where the burglary occurred.
Laptop computers and portable electronics, like all City equipment, shall be used only to transact or perform the business of the City and for no other purpose, except as identified for laptop computers in "permitted use" above. Internet use on any City computer shall be accessed through the City's network, or if being used remotely, by use of a VPN connection providing web filtering and tracking.
Users should not attempt to intall software or hardware, or change the system configuration, including network settings on laptop or desktop computers without prior consultation with IT. Laptop computers and related equipment and/or accessories will be inspected and updated by IT on a periodic basis. Users will provide access to any laptop computer, equipment, and/or accessories they have been assigned upon request by IT.
Protected health and personal identification information of City employees shall not be stored on laptop computers. Important data stored on laptop computers should be backed up in your network folder as a safety precaution against hard drive failure.
Use of City Vehicles
Certain Layton City employees are permitted and/or required to drive City-owned vehicles to and from their homes due to the nature of the work they perform. This allows them to respond more readily and to be better prepared with necessary tools and equipment to address emergency situations during non-working hours.
These City-owned vehicles are to be used only for commuting to and from work or when performing official City duty when the employee has reported in or out on his radio, has shown up for work, or has been assigned a work activity. City-owned vehicles are not to be used for personal purposes. They are not to transport anyone other than City employees or people working with or for the City in an official capacity. No family members or other non-employee personnel are allowed in City-owned vehicles, whether the employee operating the vehicle is on duty or not.
Effective March 3, 2003, all employees who reside more than 15 miles driving distance one-way from the Layton City boundary will not be permitted to drive a City-owned vehicle to and from home. The City Manager may, at his/her discretion, make an adjustment for employees who exceed the mileage limitation prior to this date.
Only employees specifically authorized by their department director are allowed to take City-owned vehicles home. A list of such authorized employees should be turned in to the Administration Department on a yearly basis. These authorized employees are not authorized to loan their City-owned vehicle to anyone else, except for business related purposes as determined by the Department Director and preferably beforehand.
Any exceptions to this policy must be covered by departmental vehicle use policy and be cleared through the City Manager, except as noted below:
- City Manager's vehicle as outlined by contract,
- Layton City police and fire personnel who are assigned public safety vehicles, are required to use the vehicles for commuting and are considered to always be on call for emergencies. They may use the City-owned police and fire vehicles for limited personal use in order to allow them to be in a position to respond to emergency situations at all times. Personal use shall be limited to within the City and up to 15-miles driving distance beyond the Layton City boundary. If police and fire personnel are responding to an emergency situation, they must immediately let any family members out of their vehicle, and the family members shall make other arrangements to be taken home. Police and fire personnel are not allowed to transport anyone other than family memeber in City-owned vehicles unless the transportation is within the course and scope of their job duties. Department policies may be more restrictive. When a public safety vehicle is assigned to a police or fire employee, they shall sign a statement acknowledging their understanding of this policy. Annually each employee assigned a public safety vehicle will sign a statement reaffirming their understanding and agreement with the policy.
- Any changes in departmental vehicle use policies must first be approved by the City Manager.
Employee Use of the Public Works and Parks Shop
Effective July 9, 1996, employees will no longer be allowed use of the Public Works Shop, Parks Shops, or small hand tools for work on personal vehicles.