HINCKLEY-FINLAYSON PUBLIC SCHOOLS
TECHNOLOGY ACCEPTABLE USE POLICY – STAFF
POLICY #408
 
 
 
ISD 2165  INFORMATION TECHNOLOGIES - ADMINISTRATIVE GUIDELINES

INTRODUCTION

Electronic information resources, which include, but are not limited to, voicemail, email, internet access, personal computers, and other network accounts and files are available to students and employees of ISD 2165. It is the goal of ISD 2165 to provide current technology in communications and electronic services to all students and employees in order to promote education, workplace efficiency, information sharing, and a cooperative and innovative environment.
 
SCOPE

The smooth operation of the network relies upon the proper conduct of the end users who must adhere to strict guidelines, rules and regulations. Such are provided so that users are aware of the responsibilities they are about to accept. In general, users’ responsibilities necessitate efficient, ethical, and legal utilization of the network, computer, email, and voicemail resources. Internet access is coordinated through a complex association of government agencies as well as regional and state networks. Worldwide access to computers and people may involve the availability of materials considered to be inappropriate, illegal, or of no professional or educational value.  On a global network it is virtually impossible to control all materials. However, through a filtering and monitoring system, the District has taken precautions to restrict access to inappropriate materials and protect its users. Users who access, transmit, or store inappropriate material or who take action that violates the AUP are subject to disciplinary or legal action.
 
DEFINITION AND DISSEMINATION
 

1. DISTRICT – ISD 2165
2. INFORMATION TECHNOLOGY - includes, but is not limited to, telephones, hot spots, voice mail, fax machines, computers, computer networks, email, cell phones, and the Internet.
3. AUTHORIZED USER - is an employee of the ISD 2165, or a visitor specifically authorized by an employee.
4. AUTHORIZED PURPOSES - All staff are encouraged to use technology for administration, curriculum, instruction, personal productivity, and professional development.
5. PUBLICATION - The relevant parts of these guidelines shall be distributed to all staff.  Staff should also be familiar with the board approved AUP.
6. TRAINING - Security training will be provided for all new staff. Periodic review of security for all persons will be done. Documentation of security procedures will be kept up to date. When possible, training on specific applications of technology will be offered. Staff who feel they require additional training on any information technology should contact their supervisor or the technology coordinator to arrange.

 
SETUP OF DISTRICT EQUIPMENT AND THE NETWORK
 

1. CONTROL - All computers shall have access control hardware or software that restricts use to authorized persons. These controls shall be used. Setting up automatic logons that circumvent password protection is prohibited. All computers will have remote access software installed allowing authorized technical staff to gain access to the computers for troubleshooting, support, and inventory purposes.
2. LOG ON - All users are required to log on using their assigned username and password for access to data and network resources. By logging in, the user agrees to abide by the rules of the District.
3. LOG OFF – Where feasible, computers shall have automatic log-off/screen saver features. If technically feasible, they should be in operation when a user leaves the equipment or it is not used for a period of time. Passwords shall be required to reactivate the computer.
4. STANDARD CONFIGURATION - Hardware and software shall be configured in a known and documented manner that can be easily restored if necessary.

 
ACCOUNTS AND PASSWORDS
 

1. ACCOUNTS - User accounts are set up for specific individual users. Each user shall be authorized to use the minimum features necessary rather than the maximum features available. System administrator accounts are to be used for system administration only and not for regular use.
2. PASSWORDS - Staff are expected to use passwords, keep them secure, and change them when necessary to assure security. Automated systems may periodically expire passwords, yet notify users that passwords are about to expire.
3. ACCOUNT PRIVACY - Individuals are expected to respect the privacy and security of others. Persons should not watch when others are entering their password. Users should not write passwords where others may access them and should change a password as soon as possible if they suspect someone else knows it.
4. REVOKING ACCOUNTS - If prohibited uses are observed or documented, an account may be temporarily suspended by an administrator or designee, or permanently suspended according to the district's discipline policies.

 
USE OF DISTRICT COMPUTERS/THE NETWORK & INTERNET
 

1. ACCEPTABLE USE: Inappropriate material or communications defined: Transmission or intentional receipt of any inappropriate material or material in violation of law or district policy is prohibited. Material or information considered to be in violation of the AUP includes, but is not limited to the following:
   1. Copyrighted material.           
   2. Criminal activities or terrorist acts.   
   3. Illegal solicitation.
   4. Threatening or obscene material.        
   5. Sexism or sexual harassment.             
   6. Racism.
   7. Material protected by trade secrets.
   8. Pornography.             
   9. Inappropriate language.
   10. The design or detailed information pertaining to explosive devices.
   11. Gambling.       
   12. Political lobbying
   13. Social networking sites. Teachers are only to electronically communicate with students through district approved means. For protection of all, teachers are not allowed to “friend” or communicate with students on commercial sites such as Facebook.

 

1. DATA - Storage will be available on district servers for all staff to keep any work-related data. All data (especially that which is of “confidential” nature) should be stored in the users assigned network storage area. The District is not responsible for the integrity of any data not kept in the network storage area. Users will have access to the network from any building in the District.
2. SECURITY AND DISASTER RECOVERY OF DATA - A district disaster recovery plan shall be developed which identifies critical computing and information needs and sets priorities for recovery of data/functions critical to the operation of computers and the network for educational and administrative purposes. The primary goal of the plan is to reduce the risk of financial loss, including data loss, by improving the ability to recover and restore operations efficiently and effectively. Periodic backups of network configurations, images of standard user systems, and user files on servers shall be done as part of network management. A copy of these backups will be kept at a second secure site.
3. REMOVE OLD FILES - Individuals are expected to remove old and unnecessary files. Contact the technology coordinator to arrange for an archive of data that needs to be kept but not accessed on a regular basis.
4. CONSERVE NETWORK RESOURCES - Use of the District network shall be in a manner as to conserve the resources of the network; this includes traffic generated on the network, as well as files saved on servers.
5. LOG OFF - Employees should log out of accounts when done and before leaving their workstation unattended for extended periods of time. Computers should be turned off at the end of the day, unless specifically requested to leave them on for backup or other supervisory activities such as an applications inventory.
6. PRINTING LOCATIONS - The printers and other network resources in the immediate vicinity of the user shall generally be used. Printing at remote sites across the District should be used only when specifically needed.
7. VIRUSES - Virus software has been installed on all District computers that will check disks when inserted, scan hard drives and boot sectors on startup, or scan on demand. This software will update itself automatically on a monthly basis. Contact the technology coordinator or other technical personnel if your computer displays a message indicating the presence of a computer virus.
8. INTERNET FILTERING - The District will employ a technical system that provides an identified level of blocking of inappropriate Internet sites. This system shall provide network system administrators with the capability of adding or removing individual Internet sites from a list of those to be blocked. Contact the technology coordinator or other technical personnel if there are questions about Internet content filtering.

SOFTWARE

1. LICENSED - Software licenses for each computer, site licenses, or concurrent use licenses will be purchased.  ISD 2165 will install and use only legally purchased and licensed software on District computers and servers.
2. INSTALLATION OF DISTRICT-WIDE SOFTWARE - Technical or media staff shall load operating system software, district-wide application software, or peripherals onto district computers or onto district servers.
3. INSTALLATION OF LOCAL APPLICATION SOFTWARE - With the knowledge of the technology coordinator:
   1. Staff may load current versions of District application software on appropriate computers.
   2. Staff may install peripherals on individual computers.
   
   
   
   
   

 

1. COPYING APPLICATIONS - A software application may not be copied to another computer without a legal license or procedure to pay for that additional license.
2. HOME SOFTWARE - Use of software applications (purchased for home use) on District computers is prohibited. Use of school applications on home computers is prohibited, unless specifically allowed in the software license.

COMPUTER AND NETWORK HARDWARE

1. NETWORK ACCESSIBILITY - Computer equipment purchased or obtained for use by staff will be capable of fully utilizing network and Internet resources, with consideration given to its intended use at the time it is obtained as well as future, undetermined uses.
2. USE OF NON-DISTRICT EQUIPMENT -  Computer equipment and/or peripherals not issued by the district may not be used or installed on the district’s network.
3. PURCHASING CONSIDERATIONS - Criteria for identifying computer and network hardware for purchase, or for accepting donated hardware, will include:
   1. The capability of the computer hardware to meet educational outcomes.
   2. The ability of technical support staff to administer and maintain the equipment.
   3. The ability to operate and communicate with the existing network configuration in place or being developed at the time of acquisition.
   4. The ability of the District to maintain low total cost of ownership (TCO), to include initial purchase cost, ongoing maintenance costs, costs for necessary and/or desired software, and purchase of replacement parts.

 

1. APPROVAL FOR PURCHASING - All purchases of computer hardware, peripheral devices, software or other information technologies must be approved by the technology coordinator before being placed in the District's order entry system. Requests for approval should include a plan for support, training and implementation of the technology being purchased.

PRINTERS

1. LOCATION – Laser quality, networked, black and white printers are located in common areas in each building
2. PRINTING PROCEDURES – Generally, printing should be done to the printer nearest the users office or location.  Users should be conscious of conserving printer resources (paper, toner, etc.) at all times.
3. LARGE PRINT JOBS - Any print job that results in copying or printing more than 100 pages should be printed on the office printers.

 
PRIVACY AND COPYRIGHT

1. LIMITS ON PRIVACY - Files stored on district computers and servers may be viewed by supervisory school employees. This would generally be done to resolve technical problems such as caused by a virus. They should not be considered the private property of individuals.
2. RESPECT OF OTHER'S FILES - Individuals may not view, delete, move, damage, disable, copy or use files of others without proper permission of the author, or the District’s supervisory authority to do so.
3. INDIVIDUAL RESPONSIBILITY - Users shall make reasonable efforts to maintain the security of private or sensitive data. For example, users shall position themselves and their equipment so unauthorized users do not have inadvertent access to private data visible on a computer screen, or to printouts on an unattended or common area printer. 

COMPUTER DESKTOP ORDER

1. REFORMAT COMPUTERS - When an employee leaves the District, a computer is reassigned to a new user, or a computer is removed from service, the computer involved will be re-configured. Advance notice will be given. Any files or individual applications from the previous year may be removed. It is the responsibility of the individual to maintain backups of any files not stored on the server in a separate site.
2. DESKTOP ORDER - Applications and files, directories and file folders should be named and located to facilitate maintenance, help, backup and use by substitute personnel. Files shall be kept in nested file folders or directories with appropriate names. Each application shall be kept in a file folder or directory within an applications folder.
3. DESKTOP ORDER FOR OTHERS - Users shall keep the desktop and files in an order so that other individuals with authorized access to that equipment can locate files and run applications.
4. FILE STORAGE - All files should be kept in Google Drive when possible. Any file stored on the local desktop may be lost when updates or device failure occur.

 
STAFF USE OF ELECTRONIC MAIL, VOICE MAIL AND FAX
 

1. ETIQUETTE - Individuals sending messages should keep in mind that they are perceived as representative of the ISD 2165.
2. VOICEMAIL - Staff must log into their voicemail and record their name or a greeting. 
3. MESSAGES ARE NOT KEPT - Electronic mail and voicemail messages are not backed up nor archived. Messages are automatically deleted after a specified time.
4. MESSAGES ARE NOT PRIVATE - Messages stored on district mail systems may be accessed by supervisory employees. This would generally be done to resolve technical problems. They should not be considered the private property of individuals.
5. CONSERVE RESOURCES - Individuals should use the voice mail, electronic mail and fax systems in a manner to conserve resources. Mail and voicemail messages shall be deleted as soon as possible.
6. INAPPROPRIATE USES: ( include , but are not limited to : )
   1. Staff use of email should not promote, or support political functions or agenda’s in any way, both internally and externally.
   2. Staff use of email should not promote, or support private business or industry, especially the originators own private concern or business.
   3. Staff use of email should not promote illegal activities or activities prohibited by district policy as found in this document or in the Board of Education Policy Manual.
   4. Staff shall not engage in internal or external email activities that are regarded as Spam or mass emailing, unless for information purposes as approved by district administrators.

 
INVENTORY AND RECORDKEEPING

1. MAINTAIN RECORDS - The District shall maintain records of software licenses for all software purchased and used within the District. This includes, but is not limited to network software, operating system software, district-wide software, and department or individual software. Records to be kept should include invoices, proofs of purchase, serial numbers, master disks, and locations of software.
2. SOFTWARE INVENTORY - An inventory of software applications will be routinely performed to ensure compliance with copyright laws. Any non-licensed software shall be licensed and paid for, or removed.
3. HARDWARE INVENTORY - An equipment inventory will be maintained and updated as additional equipment is obtained by the District or as equipment is removed from service, to insure an accurate accounting for asset management purposes and to provide necessary data for network, hardware upgrade, repair, and equipment redistribution purposes.

SERVICE DISCLAIMER:

ISD 2165 makes no warranties of any kind, whether expressed or implied, for the service it is providing. ISD 2165 will not be responsible for any damages the employee or student may suffer while on this system. These damages may include but are not limited to: loss of data as a result of delays, non-deliveries, mis-deliveries, or service interruptions caused by the system or by employee error or omission. Use of any information obtained via the information system is at the employee’s own risk. ISD 2165 specifically denies any responsibility for the accuracy of information obtained through electronic information resources.
 
 
 
 
 
 
 
 
 Re-Approved 07/06/2015
Re-Approved11/8/2021