Page 1 of 1

Document 2

National Disability Insurance Agency

Calendar People CHEEVER, Ben

Search for content, documents and people

Home > Human Resources > Employment conditions > Use of social media

Social media are emerging media which allow people to discuss and share information online. Tools which aid this interaction can include:

Blogs – opinion articles and information that are regularly updated and commented on by others
Wikis – web pages allowing users to collaborate and extend information by adding, removing and editing content collectively
Podcasting – created by posting an audio file to a website which can then be downloaded via subscription
RSS (Really Simple Syndication) – allows users to receive updated information from websites, blogs or podcasts without having to regularly visit the original site
Tagging – keyword classification of content carried out by users which yields more relevant and useful search results
Social networking sites such as Facebook, LinkedIn, Twitter, YouTube - provide a combination of tools designed to help people connect and share information with each other.

The NDIA recognises that you may use these and other social media in your personal time (outside of working hours) and does not intend to discourage nor unduly limit your personal communications or online activities. However, you should recognise the potential for damage to be caused (either directly or indirectly) to the Agency and, possibly other client groups, in certain circumstances through personal use of social media, particularly, if you can be identified as an Agency employee.

Employees are responsible for the content published from their social media platform and should be aware of the risks to ensure that any risk of damage or detriment is minimised.

You should not:

Use Agency ICT resources for inappropriate purposes such as to harass, defame, abuse, disclose personal information, access or transmit pornographic material, nor for excessive personal use
Imply that you are authorised to speak on behalf of the Agency or the government, or give the impression that any views you express are those of the Agency or the government
Use or disclose any confidential information or personal information obtained in your capacity as an employee of the Agency
Staff must not use ICT systems for unauthorised purposes including private commercial activities, illegally accessing a computing service, downloading or distributing inappropriate, undesirable or offensive material. Such activities may result in disciplinary action including court prosecution.

The NDIA does accept some limited use for private purposes (e.g. email and internet), however, such use must be consistent with APS values and this ICT Security Policy (in particular, the ICT Acceptance Use and Security Breaches section of that document).

Social Media Policy.docx

Maintained by: Human Resources Created: 29/06/2015 12:38 PM Modified: 20/04/2016 10:19 AM

Links: Accessibility help | Acknowledgement of country

NDIS Social Media: Twitter

4 of 10 https://intranet.ndiastaff.ndia.gov.au/hr/employment-conditions/Pages/Use-of-social-… 20/04/2016

Communication at the NDIA

This is from Working at the NDIA presentation – it is delivered Day 1 of Induction as part of the NDIA Orientation.

Intranet – Announcements & Spotlight articles
Yammer
All staff emails
All staff forums

5 of 10

Communication

at-the-NDIAT

There are many ways to keep updated and communicate with other NDIA staff including; the Notices on the intranet home page, and Yammer.

1.-Notices: (Found on the front page of the NDIA intranet) The Notices page list all of the current news and updates for the Agency, subjects may include; changes to policy, regional site news and good news stories. It is good practice to just check this page every morning or so to ensure you are up to date as possible.

2.-Yammer: (Can be found at NDIA intranet home page) You will need to set up your Yammer profile as this does not happen automatically - it’s everyone’s familiar with Facebook? Yammer is Facebook for the workplace – with the APS code of conduct and NDIA values being upheld with all usage! Only people with an ndis.gov.au email address will be able to access the Agency’s yammer page.

yammer can be used in a variety of ways. For example:

Step 1: Post a question to your network.

Step 2: Contribute to a conversation in your network. ¶ Step 3: Thank or acknowledge those who have contributed to your post at the end of the day.

3.-All-staff emails: Periodically senior executive staff will send out emails to all staff to provide information on any changes, updates etc within the Agency.

4.-All-staff forums: these are scheduled each quarter and aim to provide staff with information updates particularly in relation to the rollout of full scheme.

Human Resources (HR) Corporate Requirements – INDUCTION day one (MANDATORY)

National disability Agency

ICT Security

Email and Internet usage:

Limit personal use of email and internet and close down sessions when not in use
Your activities on the network are logged (and may be used as evidence in security or Code of Conduct investigations)
Do not send official information to or from webmail accounts
Don’t make inappropriate comments on social networking internet sites.
If something seems suspicious, it probably is - don’t click and do report immediately

7 of 10

Security Awareness eLearning - MANDATORY

Module 6 | IT Security

P11 OF 23 (Click above buttons for more info)

IT SECURITY IN PRACTICE

Working together to protect agency information:

Limit your personal use of the internet.
Do not share passwords on devices or computer including personal phones.
Your work email address is only for work purposes and do not use social media sites or web site subscriptions
Do not forward including auto-forward your work email to a personal outside account.

When working, you should remember:

Additional software is not permitted on work devices. If you need it, apply to have approved.
Always be cautious of links or attachments in emails and instant messages.
If you receive an email that appears suspicious, report it immediately (Report form 888-INFO).
Be aware of phishing scams and social engineering techniques. Don’t click on links from unknown sources.
Keep your device’s security software up to date.
Secure removable media, such as USB drives, portable hard drives, and memory cards.

What is considered unacceptable use of internet at work?

Multiple Choice - Select all possible answers

A) Breaking the law
B) Research for work purposes
C) Viewing sites or participating in chat rooms that are sexually, racially, politically or otherwise offensive
D) Conflict with the APS Code of Conduct
E) Violating copyright, trademark protection or other forms of intellectual property protection
F) Using your work email address for social media sites or subscribing to website
G) Limited personal use
H) Purchasing, downloading and/or installing any software that has not been approved

9 of 10

APS Values and Employment Principles, and Code of Conduct eLearning - MANDATORY

10 of 10

The department supports staff who choose to use social media in their capacity as private citizens; however, they should be aware that content published on social media sites is publicly available – even if privacy settings are applied.

The Code of Conduct requires APS employees to behave at all times in ways that upholds the APS values and the integrity and good reputation of their agency and the APS. When acting as a public representative or spokesperson, it is not appropriate for them to make comment that could compromise the department’s position or its operations, including in our capacity to work professionally, efficiently or impartially. This includes making comments that are offensive or disparaging about the department’s clients and other stakeholders.

Employees need to ensure that they fully understand the APS Values and Code of Conduct and how they apply to official and unofficial communications. If unsure whether to comment and what to say, consult the Social Media policy, or seek advice from your manager.