Trinity Hearth & Home, Inc.
Laptop Acceptable Use Policy
Laptops and any accessories that have been issued to employees are the property of Trinity
Hearth & Home, Inc. The laptop must be surrendered to your manager, or any other senior
manager with Trinity Hearth & Home, immediately upon request. In the event of termination
of employment, the laptop must be returned to Trinity Hearth & Home prior to receiving your
final compensation check. If the laptop is damaged or otherwise deemed in need of
repair/replacement, the costs associated will be deducted from the employees final
compensation check.
The laptop is on loan to the employee and must be used in accordance with the following
policies & procedures:
* All work-related activities that require a computer are to be performed on the company
issued laptop, or company-owned desktop computer (if provided with both). Work on
Trinity Hearth & Home related projects, including email, bids, proposals, plan review, etc.,
using a non-company owned computer are strictly prohibited.
* Employees should have no expectation of privacy for any use of the laptop computers.
* Trinity Hearth & Home, Inc. has the right to randomly inspect any laptop, application, or
peripheral device on any or all laptops on a regular basis. This includes but is not limited to
browser history, email, media that has been accessed, downloaded or created, documents,
pictures, and all files. Trinity Hearth & Home, Inc. has the right to review these items for
appropriateness and to limit or revoke an employee’s access to them.
* Any peripheral devices (screens, drives, printers, etc), with the exception of portable thumb
drives, are prohibited.
* Each laptop is assigned to an individual employee and names should be visible on each
laptop. Employees should never “swap” or “share” their laptop with another person. The
laptops are never to be used by friends, family members, or other persons.
* Keep your login and password private; use by anyone other than yourself creates a security
risk to your files and the network. If you forget your password or wish to change it, see the IT
Manager.
* Employees must have their laptops and chargers with them during normal business hours,
or during the course of conducting business tasks. Employees should bring the laptop to the
Trinity Hearth & Home main office at least once a week for maintenance, security updates,
and synchronization of files to a server share for periodic backup.
* Use of the computer for anything other than Employer directed or approved activity
is prohibited. This includes but is not limited to internet or computer games and other
entertainment activities, personal email, instant messaging, chat, online banking, accessing of
accounts or websites of a personal nature, and use of the internet for anything other than
work-related research. Trinity Hearth & Home, Inc provides no guarantees of security when
accessing websites, email, or information of a personal nature.
* Pornographic, obscene, or vulgar images, sounds, music, language or materials,
including screen savers, backgrounds, and or pictures are prohibited.
* Installation of file sharing programs (i.e. Limewire) is forbidden. Using iTunes or
similar programs to share music is also forbidden. Copyright laws must be followed at
all times.
* Employees are not allowed to download or install any software or other applications. Only
work related files (email, spreadsheets, documents) are to be loaded onto the provided
laptops. The IT Manager will perform all approved software installations.
* Computers are not to be used to make sound recordings without the consent of all persons
being recorded.
* Computers are not to be used to take pictures without the consent of all persons being
photographed.
* Employees will not use the laptop for illegal purposes. Employees will not deliberately use
the laptop to personally attack, annoy, harass, or bully others. Any such activities will be
reported to the appropriate local, state, or federal authorities.
* Employee files will automatically “sync” with the server at login and logoff when
connected directly to the Trinity Hearth & Home network. However, it is the employee’s
ultimate responsibility to make sure files are “synced” with the server in order to back up
files. Music and picture files will not be backed up to the server. These files should be backed
up to other sources such as a jump drive or CD. Trinity Hearth & Home, Inc. will limit the
amount of storage space available to each employee on the server, so only work-related files
should be on the laptop and server and all files should be deleted when they are no longer
needed.
* Appropriate and responsible use is expected of all users. Violation of any policies or
procedures outlined in the Laptop Acceptable Use Policy will be subject to the appropriate
disciplinary action as outlined in the AUP.
GENERAL USE AND CARE OF THE LAPTOP
* During the work day, employees must have the laptop with them at all times. Laptops must
never be left unattended. During off days or non-working hours, the laptop must be secured
either in the employee’s home, at the Trinity office, or within an appropriately secured room
that does not have access to the general public. While on business trips or vacations that
involve stays in hotel rooms, the laptop must be secured in the room safe while not in use.
* It is the responsibility of the employee to charge their laptop for the next day.
* Never walk with the laptop lid open. This puts stress on the laptop and the screen.
* Never carry the laptop in hand by squeezing the laptop anywhere along its cover/screen as
screen damage is likely to occur. Always carry the laptop by supporting the weight along the
hinge side in the cup of your hand.
* Employees will be issued a carrying case/bag for use with the laptop. Employees will have
the option to use another case/bag of their choosing, at their expense, provided the case/bag is
approved by the IT Manager.
* Laptops should be protected from extreme heat or cold. Laptops should never be left in a
vehicle even if it is locked. During summer months, heat inside an enclosed vehicle or trunk
can quickly reach temperatures high enough to permanently damage the screen.
* Laptops should be protected from the weather, water, liquids, and pets.
* During use, the laptop should be provided with adequate ventilation, and the user should
not block the ventilation openings on the bottom or sides of the laptop.
* The LCD screen is the most sensitive part of the laptop. Heavy objects should never be
placed on or stacked on top of the laptop.
* Each employee’s laptop has his/her name displayed. This name should remain in place and
clearly visible.
* Employees may not deface the laptop or carrying case in any way with stickers, tape,
whiteout, markers, pens, engravings or any other items or marks
* The laptop should only be cleaned with a soft dry cloth. Never use sprays of any kind.
* Violations will be dealt with on a case by case basis.
In addition, all other appropriate consequences as outlined in the Employee Handbook may
be applied.
* Any laptop that is stolen or damaged while in possession of the employee will result in the
employee being responsible for replacing or repairing the laptop at 100% of the cost.
* Any attempt to repair the laptop or intentional damage or malicious mischief to the laptop
will result in the employee being responsible for replacing or repairing the laptop at 100% of
the cost.
I understand that I have read and agree to the Laptop Acceptable Use Policy as outlined
above.
Name (print)
____________________________________________________
Name (signature)
____________________________________________________
Date
____________________________________________________