RESPONSIBLE USE OF TECHNOLOGY AND THE INTERNET

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1 Administrative Procedure 140 Background RESPONSIBLE USE OF TECHNOLOGY AND THE INTERNET This Administrative Procedure is to guide users in the proper use of technology within the Division. The goal of the Administrative Procedure is to balance the individual s ability to benefit fully from information technology and the schools and Division s need for the effective distribution of resources among its users and system security. Definitions For the purposes of this Administrative Procedure: Technology refers to all hardware, software, and network systems of and linked to the Division, including but not limited to still and video cameras, DVD players, phones, communication devices, computer and network systems, printers, scanners, systems and Internet access. The use of Division technology, including Internet access, is a privilege, not a right. All users are expected to act and behave in a manner appropriate for an educational institution. Technology use may be classified as Acceptable, Incidental and Unacceptable. Acceptable activities required to conduct the business of education and libraries. Acceptable use includes any application used in the delivery of services by education partners which does not disproportionately consume available resources. Incidental activities that are neither explicitly permitted nor explicitly denied. Incidental usage that becomes an imposition on others or burdens systems is no longer incidental, but unacceptable, and is not permitted. Unacceptable activities that are illegal, causes harm or impedes the work of others, and/or intentionally or unintentionally damages infrastructure. The following appendices are attached to this Administrative Procedure to provide further explanation and information: Appendix A Examples of Acceptable, Incidental and Unacceptable Use Appendix B Website Guidelines for Schools

2 Procedures 1. All users must read and sign the Acceptable Use Agreement. 1.1 Students and their parent or legal guardian will be required to sign the Acceptable Use Agreement at each school of attendance Staff and students will review the Acceptable Use Policy annually 1.2 Signed agreements of use will be kept on file in the school office. Staff agreements will be kept on file in the office of their primary school of employment or at the Division Office. 1.3 The Administrative Procedure will undergo periodic revisions as may be deemed necessary. Major revisions to this Administrative Procedure will require updated signatures on the Acceptable Use Agreement. 1.4 The Acceptable Use Agreement will be available on the Division website. 2. At all times technology must be used in a responsible, ethical and legal manner, appropriate to an educational setting. 2.1 Students may not give out personal names, addresses and phone numbers or credit card information pertaining to them or to any other person. 2.2 Students may not take photos or video recordings of other students or any school staff without the prior approval of school staff and the photo or video subject. 2.3 Photos, video and audio recordings of students for general classroom and school use do not require signed media release forms. This includes classroom projects, school yearbooks, and school newsletters unless they are available for downloading on the Internet If a photo, video and/or audio recordings will be made available to the general public, for example by posting on the Internet, television or radio broadcasts, or submitting work to contests, then a signed media release form must be on file. 2.4 Users creating websites on behalf of any school, class, club and/or activity within the Division and/or stored on any Division system must abide by the additional guidelines outlined in the Website Guidelines for Schools (Appendix B). 2.5 In the event that student accounts are created on external web services (webmail, video sharing, blog, wiki, etc.) parents will be notified. 2.6 Users will not use, create, store and/or distribute any content that may be considered obscene, profane, lewd, vulgar, racist, rude, inflammatory or threatening. This includes transmission by any means such as, but not limited to, , instant messaging (chat), text messaging, and discussion board postings. Restrictions against inappropriate language and images apply to public messages, private messages and material posted on web pages. 2.7 Users will not knowingly or recklessly post false or defamatory information about a person or organization.

3 2.8 During the course of legitimate research it may be necessary to access Internet sites that may contravene other sections of this Administrative Procedure. Students must inform their teacher prior to conducting such research. 2.9 Users may not plagiarize the works of others, in whole or in part, and must honour all copyright and license agreements. Plagiarism may be defined as taking the ideas or writings of others and presenting them as your own Users are prohibited from the unauthorized distribution and/or access of copyrighted materials through peer-to-peer file sharing programs such as bit torrent, Limewire and Gnutella, using Division computers and network systems Users are not allowed to transmit material protected by trade secrets, or engage in any commercial, for-profit activities Users will not knowingly participate in the distribution of chain mail, propagation of hoaxes, spamming, phishing or other Internet frauds and scams Users will not use the school system to engage in any other illegal act defined by law All school guidelines must be followed regarding general computer usage, printing, Internet access, and food and drink in computer areas Individual schools may have additional procedures and guidelines concerning appropriate technology use. The user agrees to adhere and abide by any local school procedures. Such procedures may include guidelines on the use of personal devices such as laptops, personal cellular phones, personal digital assistants (PDA s), mp3 players, and similar electronic equipment during school hours. 3. All use of technology is to be purposeful and directed. The use of technology must support the educational goals of the Division. 3.1 Students will not access , instant messaging; chat lines or discussion boards on Division devices unless there is a demonstrated need in an educational context. Prior approval from a supervising teacher must be obtained. 3.2 Users will respect bandwidth issues that affect other users of the Division system. This includes but is not limited to, playing music or live radio over the internet, streaming movie trailers and music videos, and playing non-educational games over the Internet. 4. All users will respect and maintain the security of the system. 4.1 Users are not allowed to access accounts of other system users. When there is a need for files and accounts to be shared between students permission must be obtained from the teacher and all other users involved. Users who suspect unauthorized access to their accounts must inform a teacher or system administrator of the breech. 4.2 Users will not attempt to bypass or gain unauthorized access to the Division or school network or to any other computer system through these networks, or go beyond their authorized access. 4.3 Users will not attempt to change or modify in any way the setup of any computer in the school without prior approval from a Division information systems technician.

4 4.4 Users will not install any software, including trial versions of software, without permission from the Instructional Technology Coordinator. 4.5 Vandalism will be considered a serious offense and is defined as the malicious attempt to remove, harm or destroy property, including data, of another user. Acts of vandalism include, but are not limited to, the creation and/or wilful distribution of computer viruses, malware, or spyware and damage to or removal of any computer or other equipment. 4.6 Any knowledge of security breaches, acts of vandalism or illegal activity by others must be reported immediately to a school staff member. 5. Users are advised that all technology systems are Division property and may be inspected, monitored or modified at any time. 5.1 The school staff and administration may monitor any and all use of technology by students to ensure that they are utilizing the system in an acceptable manner. Examples of monitoring may include direct and indirect supervision of student computer use, accessing files stored on school computers and networks, and monitoring communications of students Any material deemed to be unlawful, abusive, or otherwise in conflict with this Administrative Procedure may result in disciplinary action. 5.2 All users are reminded that there is to be no expectation of privacy. Files and communications stored on school and Division computers and computer networks may be reviewed to maintain Administrative Procedure and system integrity. 5.3 The Division makes no guarantee that the functions or the services provided by or through the Division system will be error-free or without defect. The Division will not be responsible for any damages suffered, including but not limited to loss or damage to data or equipment. 5.4 The Division does not routinely monitor or screen electronic mail ( ). However, the Division has the right, consistent with this policy and applicable law, to access, review and release all electronic information that is transmitted over or stored in the Division s systems or facilities, whether or not such information is private in nature, and therefore, confidentiality or privacy of electronic mail cannot be guaranteed Electronic mail is subject to The Local Authority Freedom of Information and Protection of Privacy Act (LAFOIP) Due to the nature of electronic mail, the need for authorized staff to maintain electronic mail systems, the Division s accountability as a public institution, situations involving the health or safety of people or property, violations of the Division s codes of conduct, regulations, policies, or laws, other legal responsibilities or obligations of the Division, or the locating of information required for Division staff, designated staff of the Division s Information Systems department may review and disclose the content of electronic mail messages stored on the Division s servers Employees who resign, retire or otherwise terminate employment will have their accounts terminated according to the account deletion procedure. Such employees should be aware that their accounts will be accessed by their

5 supervisors in order to continue to conduct Division operations after they leave If an employee that is no longer employed with the Division wishes to access their Division account, they will need to submit a written request to their former Supervisor who will then follow the process outlined in section Requests for access must be submitted within one year of the employee s termination as this information will not be available after this time period. Any access granted will be for a limited period of time not to exceed 24 hours In the event of the death or illness of an employee, the Supervisor of that employee may obtain access to that person s s through the process outlined in Supervisors seeking access must send a written request to the Help Desk to obtain access to the account. All requests submitted to the Help Desk will be forwarded to the Manager of Information Systems, CFO, Superintendent of Education and Deputy Director of Education for approval. 6. Parents and legal guardians must be aware of their responsibilities. 6.1 Parents or guardians are to be aware that students may inadvertently access inappropriate, inaccurate, defamatory, illegal material on the Internet. The students and parents will not hold the teacher, school, Division or the Board liable for any materials or content retrieved from the Internet. 6.2 Parents or guardians will assume full financial responsibility for any damages or expenses incurred as a result of inappropriate or illegal student activity. 7. Users who violate this Administrative Procedure are subject to disciplinary measures, including loss of user privileges. 7.1 Disciplinary action related to student access will be determined at the school level in accordance with school regulations and procedures. Loss of privileges is a natural consequence of abuse and may restrict a student s ability to participate in some courses or course activities. 7.2 Violators and the parent or guardian of students who violate this Administrative Procedure will be provided with written notice of any suspension and will be provided an opportunity to present an explanation before the system administrator and/or the Principal. 7.3 Disciplinary action related to staff access will be addressed according to Board and Division policy and procedures, the Education Act, and the Saskatchewan Teachers Federation Code of Ethics where applicable. 7.4 The Division will cooperate fully with law enforcement officials in any investigation concerning to or relating to any illegal activities conducted through the use of the Division s systems. Reference: Sections 85, 87, 109, 175 Education Act

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