NOTE: These sample rules can be modified to reflect local needs and practices. However, if substantive changes are made to the sample, we recommend review by legal counsel prior to adoption. All notes and annotations should be removed prior to adoption of the rules. EMPLOYEE COMPUTER AND INTERNET USE RULES
Each employee is responsible for his/her actions and activities involving school unit computers, network and Internet services, and for his/her computer files, passwords and accounts. These rules provide general guidance concerning the use of the school unit’s computers and examples of prohibited uses. The rules do not attempt to describe every possible prohibited activity by employees. Employees who have questions about whether a particular activity or use is prohibited are encouraged to contact a building administrator [or other appropriate administrator].
A. Access to School Computers and Acceptable Use The level of employee access to school unit computers, network and Internet services is based upon specific job requirements and needs. Unauthorized access to secure areas of the school unit’s computers and network is strictly prohibited.
All Board policies, school rules and expectations for professional conduct and communications apply when employees are using the school unit’s computers, network and Internet services, whether in use at school or off school premises.
B. Prohibited Uses Examples of unacceptable uses which are expressly prohibited include, but are not limited to, the following:
1. Any use that is illegal or which violates Policy GCSA and/or other Board policies/procedures or school rules, including harassing, discriminatory or threatening communications and behavior; violations of copyright laws or software licenses; etc. The school unit assumes no responsibility for illegal activities of employees while using school computers. 2. Any attempt to access unauthorized web sites or any attempt to disable or circumvent the school unit’s filtering/blocking technology. 3. Any use involving materials that are obscene, pornographic, sexually explicit or sexually suggestive, harmful to minors, or intended to appeal to prurient interests. 4. Any communications with students or minors for non-school-related purposes. 5. Any use for private financial, commercial, advertising or solicitation purposes. 6. Any use as a forum for communicating with other school users or outside parties to solicit, proselytize, advocate or communicate the views of an individual or non-school sponsored organization; to solicit membership in or support of any non-school sponsored organization; or to raise funds for any non-school sponsored purpose, whether profit or not-for-profit. Employees who are uncertain as to whether particular activities are acceptable should seek further guidance from the building administrator [or other appropriate administrator].[[#_ftn1|[1]]] 7. Any communication that represents an employee’s personal views as those of the school unit or that could be misinterpreted as such. 8. Sending mass e-mails to school users or outside parties for any purpose without the permission of the Technology Coordinator or building administrator. 9. Any malicious use, damage or disruption of the school unit’s computers, network and Internet services; any breach of security features; any failure to report a security breach; or misuse of computer passwords or accounts (the employee’s or those of other users). 10. Any attempt to delete, erase or otherwise conceal any information stored on a school computer that violates these rules or other Board policies or school rules, or refusing to return computer equipment issued to the employee upon request.
C. Disclosure of Confidential Information Employees are expected to use appropriate judgment and caution in communications concerning students and staff to ensure that personally identifiable information remains confidential. D. Employee/Volunteer Responsibility to Supervise Student Computer Use Employees and volunteers who use school computers with students for instructional purposes have a duty of care to supervise such use and to enforce the school unit’s policies and rules concerning student computer use. When, in the course of their duties, employees or volunteers become aware of a student violation, they are expected to stop the activity and inform the building administrator. E. Compensation for Losses, Costs and/or Damages An employee is responsible for compensating the school unit for any losses, costs or damages incurred by the school unit for violations of Board policies and school rules while the employee is using school unit computers, including the cost of investigating such violations. The school unit assumes no responsibility for any unauthorized charges or costs incurred by an employee while using school unit computers. NOTE: We have received inquiries from school units about issues to consider in deciding whether to allow employees to use their own computers at school. Ultimately, this is a local decision. Among the issues to consider are: 1) whether there is a legitimate need for employees to use their own computers if they have the use of a computer provided by the school; 2) technological issues involved with linking privately-owned computers to the school network; and 3) how any employee misconduct involving privately-owned computers at school would be handled. The following suggested rules cover some of the topics we think are important to address if employees are allowed to use their own computers at school. The rules can be modified to address local practices and needs. OPTIONAL: F. Additional Rules for Use of Privately-Owned Computers by Employee 1. An employee who wishes to use a privately-owned computer in school must complete an Employee Request to Use Privately-Owned Computer form. The form must be signed by the employee, the building administrator/supervisor and the Technology Coordinator. There must be a legitimate work-related basis for any request. 2. The Technology Coordinator will determine whether an employee’s privately-owned computer meets the school unit’s network requirements. 3. Requests may be denied if it is determined that there is not a suitable work-related reason for the request and/or if the demands on the school unit’s network or staff would be unreasonable. 4. The employee is responsible for proper care of his/her privately-owned computer, including any costs of repair, replacement or any modifications needed to use the computer at school. 5. The school unit is not responsible for damage, loss or theft of any privately-owned computer. 6. Employees are required to comply with all Board policies/procedures and school rules while using privately-owned computers at school. 7. Employees have no expectation of privacy in their use of a privately-owned computer while it is being used at school. The contents of the computer may be searched in accordance with applicable laws and policies. 8. The school unit may confiscate any privately-owned computer brought to school and used by an employee in school without authorization as required by these rules.
Cross Reference: GCSA – Employee Computer and Internet Use
[[#_ftnref|[1]]] Paragraph #6 places extensive restrictions on employee use of school computers and network for non-school related communications. Due to First Amendment concerns, it is important that such restrictions be “content-neutral,” that is, that they treat all viewpoints equally. For example, it is questionable whether the school could ban all religious views but allow the expression of political or social views, or whether the school could allow solicitation for the Girl Scouts but not the Republican Party. It is better, legally, to ban all solicitation and organizational activities than to do so on a piecemeal basis. Without a rule such as this one, a school’s computer network may become a limited public forum where users gain some First Amendment protection. Two reasons why the school may wish to avoid creating a public forum are: (1) that use for non-school purposes increases traffic on computers and servers and distracts employees from their work; (2) once a forum is created, the authority of the school to prevent certain speech that might be thought of as inappropriate will be limited. It is also important to remember that the school unit will only be protected from creating a public forum as long as this policy is consistently enforced.
Restriction of the content of employee communications is a sensitive area of policy-making. Policy drafters should consult the school’s legal counsel concerning any revisions to Paragraph #5.
EMPLOYEE COMPUTER AND INTERNET USE RULES
Each employee is responsible for his/her actions and activities involving school unit computers, network and Internet services, and for his/her computer files, passwords and accounts. These rules provide general guidance concerning the use of the school unit’s computers and examples of prohibited uses. The rules do not attempt to describe every possible prohibited activity by employees. Employees who have questions about whether a particular activity or use is prohibited are encouraged to contact a building administrator [or other appropriate administrator].
A. Access to School Computers and Acceptable Use
The level of employee access to school unit computers, network and Internet services is based upon specific job requirements and needs. Unauthorized access to secure areas of the school unit’s computers and network is strictly prohibited.
All Board policies, school rules and expectations for professional conduct and communications apply when employees are using the school unit’s computers, network and Internet services, whether in use at school or off school premises.
B. Prohibited Uses
Examples of unacceptable uses which are expressly prohibited include, but are not limited to, the following:
1. Any use that is illegal or which violates Policy GCSA and/or other Board policies/procedures or school rules, including harassing, discriminatory or threatening communications and behavior; violations of copyright laws or software licenses; etc. The school unit assumes no responsibility for illegal activities of employees while using school computers.
2. Any attempt to access unauthorized web sites or any attempt to disable or circumvent the school unit’s filtering/blocking technology.
3. Any use involving materials that are obscene, pornographic, sexually explicit or sexually suggestive, harmful to minors, or intended to appeal to prurient interests.
4. Any communications with students or minors for non-school-related purposes.
5. Any use for private financial, commercial, advertising or solicitation purposes.
6. Any use as a forum for communicating with other school users or outside parties to solicit, proselytize, advocate or communicate the views of an individual or non-school sponsored organization; to solicit membership in or support of any non-school sponsored organization; or to raise funds for any non-school sponsored purpose, whether profit or not-for-profit. Employees who are uncertain as to whether particular activities are acceptable should seek further guidance from the building administrator [or other appropriate administrator].[[#_ftn1|[1]]]
7. Any communication that represents an employee’s personal views as those of the school unit or that could be misinterpreted as such.
8. Sending mass e-mails to school users or outside parties for any purpose without the permission of the Technology Coordinator or building administrator.
9. Any malicious use, damage or disruption of the school unit’s computers, network and Internet services; any breach of security features; any failure to report a security breach; or misuse of computer passwords or accounts (the employee’s or those of other users).
10. Any attempt to delete, erase or otherwise conceal any information stored on a school computer that violates these rules or other Board policies or school rules, or refusing to return computer equipment issued to the employee upon request.
C. Disclosure of Confidential Information
Employees are expected to use appropriate judgment and caution in communications concerning students and staff to ensure that personally identifiable information remains confidential.
D. Employee/Volunteer Responsibility to Supervise Student Computer Use
Employees and volunteers who use school computers with students for instructional purposes have a duty of care to supervise such use and to enforce the school unit’s policies and rules concerning student computer use. When, in the course of their duties, employees or volunteers become aware of a student violation, they are expected to stop the activity and inform the building administrator.
E. Compensation for Losses, Costs and/or Damages
An employee is responsible for compensating the school unit for any losses, costs or damages incurred by the school unit for violations of Board policies and school rules while the employee is using school unit computers, including the cost of investigating such violations. The school unit assumes no responsibility for any unauthorized charges or costs incurred by an employee while using school unit computers.
NOTE: We have received inquiries from school units about issues to consider in deciding whether to allow employees to use their own computers at school. Ultimately, this is a local decision. Among the issues to consider are: 1) whether there is a legitimate need for employees to use their own computers if they have the use of a computer provided by the school; 2) technological issues involved with linking privately-owned computers to the school network; and 3) how any employee misconduct involving privately-owned computers at school would be handled. The following suggested rules cover some of the topics we think are important to address if employees are allowed to use their own computers at school. The rules can be modified to address local practices and needs.
OPTIONAL:
F. Additional Rules for Use of Privately-Owned Computers by Employee
1. An employee who wishes to use a privately-owned computer in school must complete an Employee Request to Use Privately-Owned Computer form. The form must be signed by the employee, the building administrator/supervisor and the Technology Coordinator. There must be a legitimate work-related basis for any request.
2. The Technology Coordinator will determine whether an employee’s privately-owned computer meets the school unit’s network requirements.
3. Requests may be denied if it is determined that there is not a suitable work-related reason for the request and/or if the demands on the school unit’s network or staff would be unreasonable.
4. The employee is responsible for proper care of his/her privately-owned computer, including any costs of repair, replacement or any modifications needed to use the computer at school.
5. The school unit is not responsible for damage, loss or theft of any privately-owned computer.
6. Employees are required to comply with all Board policies/procedures and school rules while using privately-owned computers at school.
7. Employees have no expectation of privacy in their use of a privately-owned computer while it is being used at school. The contents of the computer may be searched in accordance with applicable laws and policies.
8. The school unit may confiscate any privately-owned computer brought to school and used by an employee in school without authorization as required by these rules.
Cross Reference: GCSA – Employee Computer and Internet Use
[[#_ftnref|[1]]] Paragraph #6 places extensive restrictions on employee use of school computers and network for non-school related communications. Due to First Amendment concerns, it is important that such restrictions be “content-neutral,” that is, that they treat all viewpoints equally. For example, it is questionable whether the school could ban all religious views but allow the expression of political or social views, or whether the school could allow solicitation for the Girl Scouts but not the Republican Party. It is better, legally, to ban all solicitation and organizational activities than to do so on a piecemeal basis. Without a rule such as this one, a school’s computer network may become a limited public forum where users gain some First Amendment protection. Two reasons why the school may wish to avoid creating a public forum are: (1) that use for non-school purposes increases traffic on computers and servers and distracts employees from their work; (2) once a forum is created, the authority of the school to prevent certain speech that might be thought of as inappropriate will be limited. It is also important to remember that the school unit will only be protected from creating a public forum as long as this policy is consistently enforced.
Restriction of the content of employee communications is a sensitive area of policy-making. Policy drafters should consult the school’s legal counsel concerning any revisions to Paragraph #5.