IWR System Maintenance & Support

2026-11-03

1 . 0 PURPOSE The State of West Virginia ( State ) utilizes three types of contracts for services . They are as follows : ● Individual Contracts ● Temporary Services Contracts ● State - Use Contracts The use of contractors in State agencies involves certain risks in an information technology ( IT ) environment , as these agencies may be subject to sanctions if individuals are incorrectly classified and are given inappropriate access to State systems . When a contract worker separates from employment with the State , it is important to ensure an orderly decommissioning of access , to maintain the protection of the State ’ s assets . This policy will provide the West Virginia Office of Technology ( WVOT ) with a standard methodology to help manage the activities surrounding the engagement and termination of contractor services in the IT environment for the State . 2 . 0 SCOPE This policy applies to all departments ( including agencies , boards , authorities , and commissions ) within the Executive Branch of West Virginia State Government , excluding constitutional officers , the West Virginia Board of Education , the West Virginia Department of Education , and the county boards of education using contractor services . However , the WVOT recommends that all agencies , including those excluded above , follow this procedure . 3 . 0 POLICY 3 . 1 The WVOT will require the contractor ’ s State manager to read and acknowledge this policy annually . 3 . 2 The WVOT will require that all vendors accept the terms of this policy when contracts are renewed . 3 . 3 Contractors must not attach or use devices on the State network that are not owned by the State or authorized by the WVOT . 3 . 4 All contractors providing IT services to the State must receive an appropriate criminal background check consistent with legislative rule and West Virginia Division of Personnel policy ( see policy WVOT - PO1001 – “ Information Security ”). Decisions to waive background checks must be acknowledged in writing by the contractor ’ s State manager . 3 . 4 . 1 Contractor providers will be responsible for the cost of any background checks associated with individuals provided to the State under contract . 3 . 4 . 2 All findings must be reported to the contractor ’ s State manager . 3 . 5 All contractors providing IT services to the State must meet all State criteria in order to begin work . This includes , but may not be limited to , proof of U . S . residency status ( i . e . I - 9 Form ), required work permits for non - residents , required certifications , WVOT - approved information security training , privacy training , etc . 3 . 6 All contractors must sign a confidentiality agreement upon hire and annually thereafter , if necessary , confirming that the contractor has read , fully comprehends , and will abide by state policies and procedures regarding privacy and information security . 3 . 7 All contracts will speak to the reimbursement of contractor expenses related to travel , and specify whether expenses are to be reimbursed separately or as part of the hourly rate . 3 . 8 Unless otherwise specified , contractors will follow State regulations for lodging , mileage , and meals during travel . 3 . 9 Every 30 days the contractor provider will confirm , in writing , to the WVOT Account Management Group that the contractor is still employed and actively engaged under the specified purchase order , by submitting a confirmation form provided as “ Attachment B ” to this document . 3 . 10 Contractors will not be permitted to access or develop in production environments or move production data unless authorized , in writing , by the contractor ’ s State manager or designee . 3 . 11 All contractors will be expected to use the State ’ s centralized email system . Use of personal email to conduct State business is strictly prohibited . Any exception must be approved in writing by the WVOT . 3 . 12 Contractors should have no expectation of privacy while using State - provided information resources . WVOT reserves the right to perform audits on an ad hoc basis and to review and copy all email , files , and programs , including those which may be of personal or private nature ( see policy WVOT - PO1008 – “ Information Security Auditing Program ”). 3 . 13 All contractors must adhere to rules regarding unacceptable uses of IT resources ( see policy WVOT - PO1001 – “ Information Security ”).

West Virginia

2026-05-02