AAU Handbook

Code of Conduct in Using University Resources for Digital Work Tools

Rules for the Code of Conduct in Using University Resources for Digital Work Tools

Published: 28.05.2021 (Last revised: 03.06.2021)

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Content

The Code of Conduct in Using University Resources makes clear that we must use financial resources in as targeted a way as possible in running the university, and that we must avoid unnecessary expenses. This applies regardless of whether the financial resources come from state appropriations or from other sources.

This means, firstly, that the purchase and use of digital work tools provided to individuals must be justified by their necessity for a work-related need. This applies both to the choice of different types and different models of digital work tools. 

Secondly, this means that digital work tools may only be used for work purposes, unless otherwise explicitly stated in the Rules on Personal Use of Aalborg University’s Digital Work Tools. If the staff member’s work-related needs no longer exist, the digital work tool must be returned.

Finally, this means that digital work tools must be disposed of in accordance with Aalborg University's rules and in a financially sound manner. Staff members may not assume ownership of digital work tools, whether or not they have economic value. 

All managers have a particular responsibility in terms of Aalborg University meeting the requirement of financially sound management, and they must be clear role models. This also applies when assessing which digital work tool is provided to a given staff member.

Acquisition, use and termination of use of digital work tools

The head of the financially responsible unit, e.g. head of department or head of function in Shared Services (hereinafter "the manager") is responsible for ensuring that the purchase, use and termination of use of digital work tools take place in accordance with this set of rules and other university rules and policies.

The manager must ensure that digital work tools are recorded in the equipment register in accordance with the university's regulations on acquisitions and equipment, section 2,[In Danish]  and that the equipment register is updated on a regular basis.

The manager must also ensure that only the digital work tools necessary for the staff member's work-related needs are provided and that the tools are returned when the staff member receives new work tools of the same type or when the work-related need no longer exists. A receipt must be provided to the staff when the digital work tool is returned.

The manager should also be aware that digital work tools will in some cases be considered as taxable staff benefits that must be reported to the Danish Tax Agency.

Categories of equipment

The following review distinguishes between standard digital work tools and digital work tools based on particular work needs.

Standard digital work tools are work tools that can be included in any staff member's equipment package if necessary for performing work tasks. Examples are PC, mobile phone, software, etc. Standard digital work tools must always be acquired through one of the university's purchase agreements. If a staff member needs tools in addition to the standard digital work tools described, the section on digital work tools based on specific work needs provides guidance on this.

PC

A computer is normally the primary work tool for staff members. The manager must ensure that the staff member is provided with an appropriate computer. The manager establishes an economic framework for purchasing computers and associated equipment for staff. An economic framework of up to DKK 3,000/year and a replacement rate of 3-4 years is considered good practice, i.e., a total acquisition cost of up to DKK 9,000-12,000. When a new computer is purchased for a staff member, the old computer must be returned. In this context, it is necessary to ensure that the equipment register is updated.

PC workstation

The manager must ensure that the computer provided has an appropriate PC workstation. The layout of the workstation must suit the staff member's needs. Normally, workstations are set up with up to two monitors, a docking station, keyboard and mouse to ergonomically accommodate the staff member. Special ergonomic equipment should be acquired such as mouse wrist support for staff members who have very repetitive screen work or special needs.

Mobile phone

A mobile phone and associated equipment may be provided to a staff member if they need it; this is not the case for all staff members. The manager establishes an economic framework for purchasing. An economic framework of DKK 1,500/year and a replacement rate of 3 years is considered good practice, i.e., a total acquisition cost of up to DKK 4,500. When changing the phone, the old phone must be returned. In this context, it is necessary to ensure that the equipment register is updated.

Mobile phone subscription

When a mobile phone is provided to a staff member, it comes with a subscription from the university's provider. The subscription includes talk and data services to an extent that should be sufficient. Additional purchase of data or international telephony must be justified by a work-related need. The staff member may be offered a free telephone that is a taxable staff benefit. Alternatively, the staff member must sign a declaration that the phone is not used for personal purposes (see procedure for taxing free telephony [In Danish]). Whether it is a free phone or not, the staff member is not allowed to purchase personal services or donate money via the subscription.

Tablets

For some staff members, a tablet may be an appropriate addition to their other digital work tools, in which case, based on an individual assessment of work-related needs, the manager may provide a tablet to the staff member. For such tablets, a separate mobile data subscription should normally not be purchased. No more than one tablet per staff member may be provided, except in the case of digital work tools based on specific work-related needs. When a new tablet is provided, the manager must ensure that any tablet previously provided is returned and that the equipment register is updated.

Broadband

It is possible to offer staff members a broadband connection either as a landline connection to the staff member’s home or as a mobile solution if there is a work-related need. In principle, a landline connection from the university's provider will be sufficient to meet a staff member's needs. However, at some addresses the provider is not able to provide appropriate speed; in these specific cases a different solution may be used if financial responsibility for this is demonstrated. As far as possible, invoicing must be done directly to the university. Alternatively, a refund may be made via the travel reimbursement system. Regardless of the provider, the university cannot pay for TV packages, streaming services, etc.

Software

A standard software package for administrative and academic staff is offered on the various platforms. In addition, special software may be purchased if justified by a specific work-related need.

Printers

Normally, printers and consumables are not purchased for staff members as printing is provided in university buildings and this covers work-related needs. If, in a specific case, there is a work-related need in addition to this, it will be considered as a digital work tool that must be specifically justified by a special work-related need.

Digital tools based on special work-related needs

Digital tools based on specific work-related needs are work tools that are provided to the staff member because they are necessary for a specific work task, for example in the context of research. Examples are cameras, memory cards/USB sticks, dictaphones, drones, software, etc.

Prior to the purchase or provision of a digital work tool based on special work-related needs, the line manager must do a specific, individual assessment of the necessity of the tool concerned. The assessment is included in the equipment register so that it is clear which staff member has the equipment and for what reason. The manager is strictly responsible for ensuring that the equipment register is up to date at all times so that it is clear who has received work tools. When work-related needs end, the manager must ensure that the equipment is returned.

Origin, background and history

These rules were drawn up in partnership by IT Services, the Finance and Accounts Department and the HR department.  These rules were approved on 22/12 2020 by Director Søren Christiansen.

Purpose and delimitation

The purpose of these rules is to elaborate on Aalborg University’s Code of Conduct in Using University Resources with regard to the digital work tools that Aalborg University provides to its staff members.

Digital work tools are: IT equipment, IT services and communication services, including mobile phones. These rules thus concern equipment provided to individuals and not laboratory equipment and the like.

Overall framework

These rules elaborate on Aalborg University's Code of Conduct in Using University Resources which is based on the legal administrative principle of sound financial management.

These rules must be read in the context of the Rules on Personal Use of Aalborg University’s Digital Work Tools.

 

 

Contact and responsibility

This document is maintained by head of IT Support Michael Collin

Concept definitions

Digital work tools are: IT equipment, IT services and communication services, including mobile phones. These rules thus concern personal equipment and not laboratory equipment and the like.

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