Computer Usage Policy 2025

This policy establishes guidelines for the appropriate use of church-owned computers, devices, and network resources by all staff members and volunteers where applicable. This includes desktop computers located in church buildings, church-purchased laptops, tablets, and any other technology equipment owned by the church. This policy applies to all full-time, part-time, and volunteer staff who have access to church technology resources, whether used on church premises or taken off-site for approved ministry purposes.

Important Note: This policy covers church computer usage only. Minors (individuals under 18) are generally prohibited from using church computers and laptops except under specific, supervised circumstances as outlined in the Minor Usage section below.

Church computer equipment and network access are provided to support ministry activities and administrative functions. This includes desktop computers in offices, meeting rooms, and ministry spaces, as well as church-purchased laptops that may be assigned to staff for ministry use. All usage should align with our Christian values and the mission of the church. Staff members are expected to use technology resources responsibly, ethically, and in accordance with applicable laws, whether using equipment on church premises or off-site for approved ministry activities.

Minor Usage Restrictions

General prohibition 

Minors (individuals under 18 years of age) are prohibited from using church-owned computers, laptops, and network resources except under the limited circumstances outlined below.

permitted minor usage  

Minor usage of church technology is restricted to:

• Supervised educational activities during formal church programs (youth group, Sunday school, etc.) with direct adult supervision

• Presentation purposes where a minor is participating in a church service or program under staff supervision

• Emergency situations with explicit staff authorization and direct supervision

required guardrails for minor usage

When minor usage is permitted:

• Adult staff member must be present and actively supervising at all times

• Internet access must be filtered and monitored

• Usage must be limited to specific, pre-approved activities

• Parents/guardians must provide written consent for any regular computer usage

• All minor usage must be documented with supervising adult, date, time, and purpose

• Minor usage sessions should be kept to minimum necessary duration

• No private or unsupervised access to church computers or laptops

prohibited minor activities

       Minors are strictly prohibited from:

• Using church computers without direct adult supervision

• Accessing church-owned desktop/laptops independently

• Having login credentials or passwords for church systems

• Using church technology for personal activities or entertainment

• Taking church-owned portable devices off church premises

Staff Acceptable Use

Ministry and administrative activities  

• Church administration, record keeping, and financial management

• Communication with congregation members and ministry partners

• Planning and coordinating church events and programs

• Educational content creation and ministry resource development

• Professional development related to ministry responsibilities.

limited personal use   

• Brief personal email checks during breaks or lunch periods

• Occasional personal research that does not interfere with work duties

• Emergency family communications

• Personal banking or appointments during designated break times

Prohibited Activities

strictly forbidden

• Accessing, downloading, or distributing pornographic, sexually explicit, or inappropriate material

• Viewing or sharing content that promotes violence, hatred, discrimination, or illegal activities

• Gambling or participating in online gaming during work hours

• Downloading or installing unauthorised software, games, or applications

• Accessing social media for extended periods during work hours (brief checks acceptable during breaks)

• Using church resources for personal business ventures or commercial activities

• Sharing confidential church information, financial data, or personal member information

• Attempting to bypass network security measures or access restricted systems

child protection considerations 

• All staff must be aware that minors have very limited access to church technology

• Report any unauthorised minor usage immediately to church leadership

• Ensure appropriate supervision protocols are followed when minors are present in areas with computer access

• Maintain awareness of screen content when minors may be present in the vicinity

security violations  

• Accessing systems or files without proper authorisation

• Downloading files from suspicious or untrusted sources

• Opening email attachments from unknown senders

• Installing peer-to-peer file sharing software

• Attempting to hack, modify, or damage computer systems
  
  Internet and Email Guidelines
  
  professional communications

• Use professional language and tone in all church-related communications

• Include appropriate signatures with church contact information

• Respond to ministry-related emails in a timely manner

• Avoid forwarding chain letters, jokes, or non-essential content during work hours

    social media considerations 

• Remember that staff members represent the church in online interactions

• Maintain professional boundaries when interacting with congregation members online

• Avoid posting controversial content that could reflect poorly on the church

• Report any concerning online interactions involving church members

Data Protection and Privacy 

confidential information

• Protect all confidential church information, including financial records, personnel files, and member data

• Use secure methods when transmitting sensitive information

• Log out of systems when stepping away from computers

• Report any suspected data breaches immediately to church leadership

backup and storage 

• Save important work files to designated church network folders

• Avoid storing church files on personal devices or cloud services

• Regularly backup critical ministry materials according to church procedures

Software and Hardware Management 

Authorised Software

• Only install software that has been approved by church leadership or IT personnel

• Use licensed software appropriately and in compliance with license agreements

• Report any software malfunctions or security concerns promptly

Hardware Care and Equipment Management

• Handle all equipment with care and report damage immediately

• Keep workstations clean and free from food and beverages

• Shut down computers properly at the end of each work day

• Secure church-owned laptops when not in use, including proper storage and transport

• Church-purchased laptops remain church property and must be returned upon request or end of employment

• Notify church leadership before taking church-owned laptops or equipment off church premises

• Use appropriate protective cases and follow safe transport procedures for portable equipment

• Do not loan church equipment to family members or non-church personnel

• Ensure church-owned laptops are returned to designated secure locations when not assigned to specific staff

Monitoring and Enforcement

Monitoring Notice

The church reserves the right to monitor computer and internet usage on all church-owned equipment to ensure compliance with this policy and to protect church resources adhoc. This includes desktop computers in church buildings and church-purchased laptops regardless of location of use. Staff members should have no expectation of privacy when using church equipment or networks, whether on church premises or off-site. Church-owned laptops may be subject to remote monitoring and management software to ensure security and policy compliance. All minors will need a parent/guardian to be present for any/all of the following discipline steps. 

Progressive Discipline

Violations of this policy may result in:

1. Verbal warning and additional training

2. Written warning and temporary restriction of computer privileges

3. Suspension from duties

4. Termination of employment or volunteer position

Serious violations involving illegal activities, security breaches, or inappropriate content may result in immediate disciplinary action.

Reporting and Support

Technical Issues

• Report technical problems to designated IT support personnel

• Do not attempt to repair equipment without proper authorisation

• Document and report any suspected security incidents immediately

Policy Violations

• Report suspected policy violations to immediate supervisor or Senior Pastor

• All reports will be handled confidentially and investigated appropriately by the Safer Churches/WHS Person

• No retaliation will be tolerated against staff members who report violations in good faith

Training and Acknowledgment

All staff members will receive training on this policy and must sign an acknowledgment form indicating they understand and agree to comply with these guidelines. Regular refresher training may be provided as needed.

Policy Updates

This policy will be reviewed annually and updated as necessary to address new technologies, security concerns, or ministry needs. Staff will be notified of any policy changes and provided with updated training as required.

Contact Information

For questions about this policy or to report concerns, contact:

• Senior Pastor - Ps Caleb Dwyer

• Safer Churches/WHS - Ps Angela Mitchell 

• HR - Ps Tash Eagle 

• IT Support Personnel - Ps Nathan Keenan