Remote Working Policy for Juniper Users

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Final Draft, Aug 01, 2008

Remote Working Policy for Juniper Users

1 Introduction

The Local Authority supports Remote Access to facilitate managers and employees to maximise their time and resources, and to provide anytime, anywhere access to St Helens schools.

To achieve this the Local Authority has introduced a secured Remote Access solution to the Central System. This Remote Access solution can provide a secure method for remote users to access school’s internal resources, for example, Drive Mapping to Home and Shared Directories, access to SIMS, access to critical services, etc.

2 Defining ‘Remote Access’

Remote Access can be defined as a broad term referring to accessing of data away from the normal workplace. It allows employees to carry out duties or access information as they would in the school or college. This may include directed time. In such circumstances permission would need to be sought from the employee’s line manager and/or the Headteacher. Working days/hours would be agreed prior to the period of remote working.

Remote Access from Home - where staff remote access from home or other location on an ad-hoc basis outside of

directed time e.g. evenings, weekends, and holidays.

Other circumstances - remote access may include modifications to an individual working arrangement as a result of a

temporary or permanent disability or injury. Remote Access may offer temporary alternative working practices which may enable a person to continue working or offer a more practical working environment. Again this would require permission to be sought from the employee’s line manager and/or the Headteacher.

3 Implementing ‘Remote Access’ Arrangements

Remote Access is available for both teaching and non-teaching staff. Essentially, the Juniper remote access system can allow any teaching and non-teaching staff to access the school’s internal resources using the Active Directory username and password.

Each school will be provided an application form for users to apply for the Remote Access facilities. This form must be completed, signed by the applicant and the headteacher before returning it to the IT Network Manager for approval. Once the Local Authority has approved the application, the application will be forwarded the Mouchel Business Services, and a call will be logged to grant Remote Access for the applicant.

4 Managing ‘Remote Access’ Employees

Managers who are responsible for workers should maintain normal working relationships including determining any cost implications, monitoring performance and setting work objectives.

5 Contractual Issues and Other Practical Arrangements

Working hours should be agreed between the manager and employee so that both parties are clear about when contact can be made. It is important to remember that the recording of time spent working at home is essential for legal liability purposes and that ‘homeworkers’ are still subject to the terms of the Working Time Regulations 1998. The procedure for reporting sickness absence will apply in the normal way and any sickness absences will be dealt with in accordance with the appropriate sickness procedures.

All staff who work from home should ensure that they have a suitable environment in which they can focus on work. Staff should ensure that they can work free from disruption, e.g. by having adequate care arrangements in place for dependants who may be at home during working hours.

Any staff member who works at home on an ad hoc basis will not be automatically eligible to have costs reimbursed. In order for these staff members to be reimbursed, either fully or in part, the school/college would expect a case to be made by the individual’s line manager to demonstrate:

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b) how it will add value to the organisation.

The school/college, at its discretion, will provide those working at home on an ad hoc basis with a PC or laptop computer. The PC or laptop will remain the property of the school/college.

6 Confidentiality/Data Protection

Arrangements need to be in place to ensure that the safety, security and confidentiality of information whilst remote access from home is in accordance with the Data Protection Act and Council Computer Security Policy. Employees have the same responsibilities for security of information and equipment when using the Juniper remote access solution.

It is the employee’s responsibility to ensure that information accessed from home remains confidential, including to ensure that any wireless networks used to access school/college information are secure.

Passwords used to logon to the systems will be remotely forced to be ‘strong’. Administration of such will be the responsibility of the LEA. Users will be prompted to change their password every three months.

USB memory sticks or removable hard drives should not be used to store any sensitive data. If there a requirement to do so, a Business Case must be produced and signed off by the IT Network & Resources Manager, CYPS and IT Strategy and Regulation.

Laptops containing personal / pupil information should not be unattended in cars or public areas even if those cars are locked.

Any unwanted documents printed from home containing personal / pupil information should be disposed securely.

Good password practice: -

• Don't make a password so complicated that you have to write it down - Never write down a password.

• Don't make you password so simple that it can be easily guessed, this includes partners/children's names, football teams, January1, password01, etc.

• Never disclose your password in any way. Your Password is your "fingerprint" on the Councils / Schools Data - treat is as you would your PIN for your bank cards, and never tell anyone what it is - this includes IT staff - service desk, technicians, managers, external suppliers etc. (Your manager and IT staff should have access to all the data that they need). This is important to protect you, your manager, and IT staff.

• If anyone asks you for your password, please inform Schools IT Strategy.

• Never ask anyone for their password - if you need access to data, go via Schools IT Strategy, you should be able to access all data in line with Data Protection, and to fulfill your role.

• Always log off or lock the screen before leaving a computer unattended.

• Always change your password whenever you suspect that someone else knows what it is (Including IT, colleagues, Manager etc.)

7 Computer Equipment to Access Juniper

Remote users are allowed to use both their personal equipment (unmanaged device) and school’s equipment to access the Juniper solution. If personal equipment is used, please make sure Sophos Anti-Virus is installed on your personal computer. You can obtain Sophos Anti Virus from www.sthelens.org.uk/sophos. You may also use the following Anti Virus: - McAfee, Norton, AVG, and Kaspersky.

You are responsible for keeping your anti virus up to date. Juniper SSL VPN will not allow any devices to logon to the system without anti virus or with Out of Date anti virus.

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Final Draft, Aug 01, 2008 8 Insurance and Security of Equipment

It is the individual’s responsibility to ensure that their personal buildings and contents insurance is not invalidated by the use of the home as a place of work or by the storage/use of school/college equipment.

9 Health and Safety

Under the Health and Safety at Work Act (HASWA) 1974 and the Management of Health and Safety at Work Regulations 1999, the school/college is required to undertake a risk assessment of the home-worker’s activities and working environment. This is to be undertaken via a self-assessment form, completed by the home-worker. Any risk assessment of a home-worker’s situation will take into account the legislation as it relates to new and expectant mothers, where appropriate. Legislation concerning the use of display screen equipment also applies to home-workers.

Equipment used by home-workers (whether owned by the school/college or that provided by the home-worker) must be safe to use and not give rise to any risks to health and safety. It should be maintained in efficient working order and in good repair, and should only be used in accordance with the school/college’s policies, procedures and practices applicable to information technology and communication systems, i.e. the LEA Email and Internet Policy.

The school/college will maintain its own equipment, but will not be responsible for maintaining staff members’ own computers and equipment e.g. electrical sockets and other parts of the home worker’s domestic electrical system are their own responsibility. Should a problem arise with personal or school/college loaned equipment, staff will be supplied with a replacement PC or laptop, either temporarily or on loan, as required.

10 Equal Opportunities Statement

The LA promotes equality of opportunity for employees and users of its services. The aim of the policy is to ensure that no one receive less favorable treatment on the grounds of gender, race, disability, colour, nationality, marital status, sexuality, age, trade union activity, political or religious beliefs. When considering ‘remote access’, managers should ensure that they adhere to the above commitment and that the opportunity for remote access is made available equally to all staff on the basis of Organisational and/or personal needs.

11 Discipline

The Local Authority and the Headteacher reserves the right to withdraw the arrangement at any time. Abuse of the arrangements may be regarded as gross misconduct, which if proven could result in dismissal.

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Final Draft, Aug 01, 2008 SELF ASSESSMENT CHECKLIST FOR DISPLAY SCREEN EQUIPMENT USERS

Self-assessment

Once you have completed this questionnaire, pass it your Line Manager. They will arrange for more detailed risk assessment to be undertaken of your workstation if any problems have been identified.

User name: Job Title:

1. Do you suffer from any aches, pains or discomfort in fingers, wrists, arms, neck, shoulders or back when using your computer?

Constantly Occasionally Never

Y / N

If yes, please give details

2. Do you suffer from any visual problems e.g. visual fatigue, trouble focusing when using your computer?

Constantly Occasionally Never

Y / N

3. Do you suffer from headaches when using your computer? Constantly

Occasionally Never

Y / N

4. Can you adjust your seat height, and back rest? Y / N 5. Does the chair provide adequate lumbar (lower back) support? Y / N 6. Is the seat depth an adequate size, so that there is no pressure on the backs of thighs or knees when seated?

Y / N 7. If your chair has arms does it prevent you from getting close to the desk? Y / N 8. Can your feet rest comfortably on the floor when your chair is adjusted at the correct height?

Y / N 9. Is there adequate space on your desk for all the items \ equipment you use most frequently?

Y / N 10. Is there adequate space in front of the keyboard to rest your hands in between keying?

Y / N 11. Is there adequate space beneath the desk to enable you to stretch your legs and regular change position?

Y / N 12. Can you adjust the position of your monitor? Y / N 13. Is you screen positioned directly in front of you? Y / N 14. Is your screen positioned at a comfortable viewing distance? (It should be approximately an arm’s length away from you)

Y / N 15. Is the screen subject to reflections and glare? Y / N 16. Are the screen images stable and clear? Y / N 17. Do you find the lighting at your workstation adequate? Y / N 18. Is your keyboard comfortable to use and suitable for the tasks you have to do? Y / N 19. Is your mouse suitable for the size of your hand and comfortable to use? Y / N 20. Can you use your mouse with your wrists flat and your fingers in a neutral position, without excessive gripping action?

Y / N 21. Is your work area free from trailing leads, cables and other obstructions? Y / N 22. Do you find the software \ hardware suitable for the work you have to do? Y / N

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23. Do you take frequent micro-breaks from keying to stretch, change position, and to re-focus your eyes away from the screen?

Y / N 24. Will you use a wireless network to access resources from home? Y / N

If Yes then please answer question 25

25. Do you access your wireless network via a WPA /’ WPA2 Encryption Key Y / N

If unsure please clarify with your IT Manager

Are they any other comments or factors you would like to raise concerning your workstation or working environment?

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Final Draft, Aug 01, 2008 Basic requirements for workstations

These are some basic requirements for setting up a workstation so that it promotes good posture and safe working practices:

The Chair should be capable of adjustment of the seat height, backrest and backrest tilt. The backrest should offer adequate lumbar support, which should be able to be adjusted to suit the individual user. The seat height should be adjusted so that the user can sit with their shoulders in a relaxed position and their elbows at a 90-degree angle, with the upper arms vertical and forearms horizontal whilst keying and using the mouse. Hands should just rest on keyboard, in a neutral position avoiding excessive flexion, extension or deviation of the wrists. The mouse should be positioned so that the user can operate it whilst maintaining their elbow at 90-degree angle. There should be space in front of the keyboard for the user to rest their hands in between keying.

The Screen should be positioned directly in front of the user and be at a height so that the user’s line of vision is approximately 5 cm from the top of the screen.

The chair seat should have sufficient depth to accommodate the user without pressure on the backs of the thighs or knees. The angle of the seat should enable the user to sit with their hips raised slightly above their knees, so that their pelvis is rotated forward thereby helping the spine to maintain its natural ‘S’ shaped curve. The user’s feet should be able to rest flat on the floor or be provided with a footrest.

There should be sufficient space on the work surface to accommodate any equipment or items the user may need to perform their job. There should be sufficient space under the desk or workstation for the user’s legs to enable them to change position as required.

It is vital that Computer users take regular breaks from screen based work, stretch and reposition in order to avoid excessive static loading of their muscles and tendons, which leads to fatigue and upper limb disorders. It is important

to take breaks before fatigue sets in, otherwise there will be insufficient time to recover. User should also take

frequent mini breaks from viewing the screen by focusing on something different from the screen in order to avoid visual fatigue.