Jefferson Lab Web Usage Policy
The policy described in this document applies to material posted on or retrieved from network web addresses (URLs) in domains owned or managed by JLab (e.g. jlab.org, mis.jlab.org, etc.). The applicability is not determined by who owns the computer or whether the data is stored on site or off site or by the method of connection to the network. Registered JLab users are responsible for their own actions under this policy as well as the actions of any person whom they permit to access a JLab computer system to post or retrieve material. Misuse of the JLab web site may result in disciplinary action.
The worldwide web provides unprecedented opportunity to access and publish information almost instantaneously. JLab itself makes considerable use of the web and its capabilities in the course of carrying out the Lab's scientific mission. JLab recognizes the web as a valuable information tool and strongly encourages its use. The web is, in fact, already tightly integrated with day-to-day operations, and new uses are found virtually every day. Despite the new power of this technology, the fundamental policy of JLab regarding the use of its computers and networks remains unchanged and simple:
- JLab property, including JLab's web site, will be used exclusively for carrying out the Lab's mission.
- All materials posted in JLab web domains must be clearly related to JLab's mission and adhere to JLab's computing use policy (http://www.jlab.org/div_dept/admin/HR/Admin_Manual/200/208.10.html).
As the web has broken down traditional communications barriers, it has also raised many questions concerning issues such as what material should be accessible to the general public, who should be responsible for overseeing the information that is posted, and what level of quality control is necessary. This document established JLab's policy regarding material posted on or retrieved from URLs in JLab domains. The intent is to protect the free exchange of ideas, while recognizing that it is the clear responsibility of every JLab employee and user to use common sense, good judgement, and abide by the lab's policies when using JLab's web site.
All documents on JLab's web site are considered laboratory records; they are subject to disclosure to lab management as well as law enforcement, government officials, or other third parties. No content may be posted if it would violate U.S. copyright or JLab's intellectual property rights or other existing JLab policies.
1-2.1 Appropriate Use
Use of the JLab web must adhere to JLab's computing use policy Administrative Manual, 208.10. Additionally, JLab web domains (e.g. jlab.org, mis.jlab.org, etc) may only be used to support the activities of the lab, including its scientific mission, its educational mission and programs, and its business operations. Laboratory personal computers, computing systems, and their associated communication systems may only be used for official lab business.
Under no circumstances will these domains be used for any of the following:
- Entering into a computer or sending by electronic means any obscene, pornographic, offensive, threatening, harassing or intimidating material.
- Any activity involving personal entertainment or financial gain (e.g. operating and advertising a commercial enterprise or professional service on laboratory computer systems).
- Supporting any activity not officially chartered by JLab (e.g. clubs or private organizations) or for any other activity that might be construed as inappropriate use of taxpayer funded resources.
In addition, JLab employees may knowingly neither use their web browser to access any page used for illegal activities or sexually explicit content nor include a link to these types of pages form any page residing on a JLab server.
1-2.2 Content Control
Content published on JLab web servers and domains (e.g. jlab.org, mis.jlab.org, etc.) must be appropriate for a taxpayer-supported research lab and in keeping with the letter and spirit of all JLab policies. Individuals (page editors) must:
- Observe established JLab rules for professional publications. (For the purpose of this policy, a professional publication is defined as any professional work suitable for a journal or conference publication, which is presented for public consumption. Refer to the Administrative Manual, Section 702, for additional details.)
- Ensure the page editor and the date of posting is identified on each web page and a link is provided back to the JLab home page.
- Ensure material intended for the broad lay or scientific public has been appropriately cleared. See paragraph 1-2.3.
- If the material is copyrighted, ensure a copyright is included or permission to republish from the original copyright owner is obtained when original graphics, documents, video, or other material is posted.
- As possible, ensure all new pages/designs or redesigns are developed in a test area prior to posting.
Responsibility for content of all material published on JLab web servers and domains shall rest with the line management responsible for the group or individual publishing the material.
1-2.3 Public Availability Versus Restricted Access
As an institution whose primary mission is to produce and disseminate new scientific information, JLab encourages unrestricted publication on the web of as much of its internal material as possible. However, there are cases where information should not be posted. These cases include the posting of:
- Proprietary material
- Material that involves security
- Material that could be misinterpreted and cause the lab embarrassment
- Professional publications that have not yet been reviewed for content and appropriateness following he guidelines outlines in paragraph 1-2.2a
It there is a question about the appropriateness of the material, consult the Public Affairs Manager. The Public Affairs Manager is responsible for all public affairs information, including the posting of JLab-related news (press articles, etc.); the Webmaster is responsible for all other content posted form the JLab home page and its directories. Refer to paragraph 2-1 for additional information.
1-2.5 Distributed Management
JLab's web site is implemented on a set of distributed web servers. Servers, other than those controlled by the Computer Center and the Webmaster, may be overseen by local webmasters who, with their supervisor's approval, take responsibility for web quality and content, and for ensuring page editors understand and comply with this policy. To maintain accountability, each web server must be registered with the Computer Center.
Overall responsibility for the content of each Web page shall reside with line management in a manner analogous to all other work at the laboratory. Stated simply, line managers are responsible for web publishing by individuals they supervise, and if you have questions about the appropriateness or content of any web-material you are considering publishing on the JLab web site, you should review it with your supervisor.
1-2.6 Individual Home Pages
Individuals may publish professional home pages consistent with this policy. Individual professional home pages may be used to post contact information (e-mail address, phone and fax numbers, pager number, etc.), work information (job-related content, pointers to topic home pages, etc.), and a list of professional publications; resumes may not be posted.
1-2.7 Public and Media-Related Information
As directed by the Public Affairs Manager, the Webmaster will post public- and media- related information and will ensure the following are implemented, as required.
- Reference articles featuring JLab and its activities will be posted and maintained on the web for access by external and internal audiences.
- Articles mentioning or featuring JLab that are of short-term interest will be summarized and include the URL for the full article at the news organization's web site. When the news organization no longer features the article, the JLab web site will only summarize the article and point the reader to the Public Affairs Office for a hard copy.
- Articles not featuring or mentioning JLab, but containing information of general interest to the general audience and scientific community (E.G., other DOE lab news, NOBEL Prize winners, scientific research and events, etc.) will be posted as they become available and are judged to be of value.
2 Webmaster Responsibilities
Reporting to the Deputy Associate Director for Physics, the Webmaster is responsible for management of the site's web, including its infrastructure and design, and for material posted from the JLab home page and its directories, which reside on the JLab's main web servers. The Webmaster is not responsible for the content of programmatic material published on the site's web or for the content of material published on other JLab servers registered with the Computer Center and managed by local webmasters. The Webmaster will, however, randomly monitor content on all servers to ensure appropriate use and compliance with this policy, JLab web publication standards, and copyright and trademark usage.
Reporting directly to the Webmaster, the web development team will serve as the laboratory's primary center of expertise and support for web usage and publishing.