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Acceptable Use
Policy
Local
Government & Public Bodies
Statement of
User Responsibility
A.
To be an authorized user of eVA, you must have job
responsibilities consistent with the purpose of eVA, have
obtained approval for your eVA user account from the
Department of General Services eVA Security Officer and be in
good standing as a permanent, temporary, or contract employee of
a local government/public body.
B.
As an authorized eVA user, you are responsible for the
security and use of your eVA user account. You accept
full responsibility for all activity performed in eVA
under your eVA user account.
C. It is
prohibited for any person other than the assigned eVA
account owner to use said eVA user account.
D. As an
authorized eVA user, you are responsible for keeping your
account information current and accurate. This information
includes email address, phone n umber, supervisor, delivery
location and purchase card information.
E. As an
authorized eVA user, you are responsible for notifying the
Department of General Services eVA Security Office when you
leave your current employment.
Definition
of Appropriate Use
Valid uses of
eVA include but are not limited to using eVA for
the intended and stated purposes of:
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Bid development
Ø
Bid and contract awards
Ø
Purchase approvals
Ø
Placing orders
Ø
Placing requisitions
Ø
Recording of receipts
Ø
Training
Ø
Administrative purposes
To
appropriately use eVA, each user must:
Ø
Adhere to the copyright protection of licensed software and
documentation.
Ø
Follow all eVA policies, as well as all local, state, and
federal laws related to procurement and use of computing and
information systems.
Definition of
Inappropriate Use
Inappropriate
uses of eVA include, but are not limited to:
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Using any other individual’s eVA account or password
and/or,
Ø
Unauthorized copying, sending, or receiving of copyrighted or
trade/service marked materials.
It is a
violation of Commonwealth of Virginia policy to use eVA
to:
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Promote outside business interests, including private consulting
or activity for personal gain,
Ø
support or engage in any other conduct prohibited by
Commonwealth of Virginia or local Government/Public Body
statutes or policies, including the eVA Security Policy.
Ø
examine, or attempt to examine, another eVA user's or
local government/public body files or data. Exceptions are
personnel who must examine files or data while performing their
assigned duties during the auditing process, state reviews,
controller reviews, or other approved activities to monitor and
manage business.
Ø
post/send/display defamatory, harassing, pornographic, obscene,
or sexually explicit materials. These violations are in addition
to items prohibited by any section of the Statutes of the
Commonwealth of Virginia, or other federal, state, or local law.
Possible Sanctions for
Misuse
It is
inappropriate to use eVA in a way that is detrimental to
the normal operation of eVA.
If monitoring,
recording, and storage reveal possible evidence of
inappropriate, unethical, or illegal activity within eVA,
the eVA Security Officer will contact the necessary
authority at your organization regarding the alleged violations
of this policy.
Penalties for
misuse of eVA may include, but are not limited to,
suspension of the use of eVA and referral to the
appropriate local law enforcement agency for possible
prosecution.
Upon detection
of a potential violation, the eVA Security Officer will
disable the eVA user account. The eVA user account
will remain inactive until:
1) The eVA
Security Officer has determined no violations exist or
corrective action has been taken by the assigned Local
Government/Public Body.
2) The
organization authority has provided evidence to the eVA
Security Officer of the correction(s).
3) The remedial
actions have been validated by the eVA Security Officer.
If corrective
action is not taken within your organization, the eVA
Security Officer may:
1) Recommend to
the Department of General Services Director of Purchasing &
Supply that an eVA user be permanently suspended from use
of the system.
2) Report to
the buyer’s supervisor and organization’s Director of Purchasing
with a recommendation for disciplinary action.
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