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Greenfield Public Schools, August 25, 2015 DRAFT for File:

TECHNOLOGY ACCEPTABLE USE POLICY For Employees of the Greenfield Public Schools DRAFT

The Greenfield Public Schools (GPS) Acceptable Use Policy (AUP) for Employees that follows governs the use of GPS technology resources. It advocates for a safe and caring learning environment for all students and staff.

For definitions of technology terms used in this document, please refer to APPENDIX A- DEFINITIONS.

A. GPS TECHNOLOGY AND EMAIL USE Use of GPS technology resources and email must be consistent with District educational objectives and comply with federal, state, and local guidelines for acceptable use. All documents, resources, messages, and information created, sent, stored, or retrieved on a GPS computer or network are subject to monitoring and all are the property of GPS.

GPS provides a unique username and password to authorized users of GPS technology. Employees must use their assigned username and password to log on to a GPS computer. The District also provides a gpsk12.org email account to every employee. This is the only email service that GPS supports.

1) Each District e-mail user is responsible for the content of the text, audio, or image that he/she uploads to the Internet or sends through the GPS email system. 2) Email messages are public records and as a result, they may be released pursuant to the requirements of the Massachusetts Freedom of Information Act. 3) Employees must use their gpsk12.org email address in all communications with GPS parents, guardians, staff, and administrators. 4) An employee must preserve all emails and other relevant records related to any incident subject to litigation once alerted to the legal action. 5) Every email sent from the gpsk12.org domain should have the following information as part of the signature:

Notice: This electronic transmission is only for educational use. It may contain information that is privileged, confidential, or otherwise protected from disclosure. Any review, dissemination, or use of this transmission or its contents by persons other than the intended recipient is strictly prohibited. If you receive this transmission in error, please notify the sender immediately upon receipt and delete or destroy the communication and its attachments. Under Massachusetts Law, all email created or received by an employee of Greenfield Public Schools is considered a public record and is subject to the requirements of M.G.L. Chapter 66. As a reminder, personally identifiable student information is protected under confidentiality laws and should be shared only between authorized individuals. Thank you for your cooperation.

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Users of GPS technology and email should exercise common sense. Use the equipment as if it were your own. Send only appropriate work-related messages.

B. ACCEPTABLE TECHNOLOGY AND EMAIL USE GUIDELINES Several rules govern the acceptable use of GPS technology and email.

1) ETIQUETTE. Users of GPS technology and email are expected to abide by the generally accepted rules of network etiquette: 1. Keep passwords and personal information private. 2. Be polite. 3. Use appropriate language. 4. Race, color, religion, national origin, age, gender, pregnancy, citizenship, familial status, disability status, veteran status, and genetic information constitute protected classes. The law forbids discrimination again people who are members of these classes.

2) PROHIBITED BEHAVIOR. You are prohibited from: 1. Using GPS technology in a manner that would violate any federal, state, or local law or any GPS policy; 2. Using GPS technology in a manner likely to result in unexpected system downtime and/or the loss of another user’s work; 3. Attempting to gain unauthorized access to software or hardware, including attempts to override or to encourage others to override network firewalls or filters; 4. Accessing another user’s home directory, digital desktop, or e-mail without authorization; 5. Attempting to harm, modify, or destroy another user’s data; 6. Using email to discuss highly sensitive or confidential GPS information such as student test scores or personal information; 7. Using GPS technology or network resources to gamble, buy, sell, or advertise anything not directly related to GPS work/activities 8. Using GPS email to engage in political campaigning; 9. Installing software without the written permission of the Technology Coordinator; 10. Using a device equipped with recording capabilities to capture video, audio, or photos of GPS students or employees on school premises without their written permission; 11. Causing network congestion or interfering with the work of others by hogging bandwidth(e.g., listening to streaming music watching videos from a streaming service; 12. Accessing, downloading, posting, or transmitting materials that are obscene, sexually explicit, or available from prohibited sites; 13. Accessing discussion groups and “chat rooms,” or sending “chain letters,” “broadcast” messages, and online communications of a non-educational nature 14. Engaging in any unlawful action resulting from a breach in Massachusetts or Federal law.

3) WEB PAGES. GPS maintains a Web site for educational purposes. 1. All published pages and corresponding links must be for educational purposes. 2. GPS teachers who wish to create their own classroom Web pages must have the content of those Web pages approved by their building principal before posting. 3. Content must conform to all applicable state and federal laws, as well as all District and school committee policies and administrative procedures. 4. Teachers must ensure that all materials on their classroom Web pages satisfy both the requirements of Section 508 of the Rehabilitation Act, and the requirements of Title II of the Americans with Disabilities Act. Teachers should keep website information available in an alternative format should a visitor to their site send a request for assistance after experiencing difficulty accessing content on the Web Page. 5. Content must not violate copyright or intellectual property laws. 6. No student photograph shall be published for personal, promotional use, or any other non-school related purpose. 7. Check with the principal’s office before you post any photos of students to make sure there is a consent form signed by the student’s parent or guardian.

C. SOCIAL MEDIA. GPS recognizes the proliferation and, in some instances, usefulness, of online conversation between teachers and students and/or their parents or guardians. However, due to the nature of social networking sites, there exists a risk, without care and planning, that the lines between one’s professional life and personal life will be blurred. Employees should always be mindful of how they present themselves to the world, online or offline.

Social media can serve as a powerful tool for learning, communication, and professional development. Before creating or joining an online social network, ask yourself whether you would be comfortable if a 'friend' decided to send the posted information to your students, students’ parents/guardians, colleagues, or your principal/supervisor. You should have no expectation of privacy when posting on the Web.

The following Social Media Guidelines identify recommended practices for teachers, staff, and other employees in the Greenfield Public Schools.

1) GPS employees are encouraged to maintain a clear distinction between their personal social media use and any District-related social media sites. 2) GPS employees should treat professional social media space and communications like a classroom or a professional workplace. If a particular behavior is inappropriate in the classroom or workplace, then that behavior is also inappropriate on the social media site. 3) GPS employees should exercise caution, sound judgment, and common sense when using social media sites. 4) Authorization: District presence on any social media site, including school related accounts, such as clubs, teams, field trips, course, or other sites associated with the

District or a District school, must be authorized by the user's building principal or principal’s designee. 5) District Logo: Using GPS District logo(s) on a social media site must receive prior approval from the building principal or principal’s designee. 6) Content Disclaimer: Any approved presence on social media sites outside of those created and monitored by the District shall include the following text “The views expressed on this site do not reflect the views of the Greenfield Public Schools (GPS). The purpose of this site is… (then specify the purpose).” 7) Friending District Students: Employees must not have online interactions with students on social networking outside of those forums dedicated to academic use. Do not link your social networking profile or personal blog to a student’s online profile. Do not “friend” a student. Similarly, District Administrators with personal social media sites should not “friend” any GPS employees. 8) District employees should use discretion when using social networks for personal communications and should limit this activity to off-duty hours and the use of their own electronic communication devices.

D. CELL PHONES and BRING YOUR OWN DEVICE (BYOD) At present, Greenfield Public Schools does not support a Bring Your Own Device initiative. In the event we implement BYOD, all rules for Acceptable Use outlined above will apply.

1. The employee acknowledges that school and District network filters govern device Internet access. Personal electronic devices with Internet capabilities (such as cell phones, cell network adapters, mobile hot spots, etc.) shall not be used to access the Internet, without the express prior permission of the building principal or department supervisor. 2. Cell phones must be in silent mode while the employee is in District. A teacher’s cell phone must not be visible on the teacher’s desk during the school day. It should be stored in a secure location, i.e. in a vehicle, pocket, purse, locker, backpack, etc. 3. A personal cell phone (or other personal electronic device) may be used without any limitation, during breaks or lunchtime, unless it overly distracts or interrupts other students, teachers, parents, faculty members, or employees. Teachers may not use their cell phones or personal electronic devices when class is in session. 4. Responsibility to keep the personal electronic device secure rests with the individual owner. GPS is not liable for any device stolen or damaged on campus. 5. Bandwidth sharing with others or access to the Internet through personal devices and mobile hotspots is not allowed. 6. GPS has the right to collect and examine any device suspected of causing problems or virus/malware infections.

E. WEB 2.0 There are many “free” Web sites allowing students to “publish” and share their work. Yet, confidentiality of personally identifiable student information is an important consideration for students who “publish” on the Web. There is a significant risk of data privacy breach if teachers sign up for free Web 2.0 sites, particularly if:

1) Teachers use these Web 2.0 resources without the involvement of District Technology Department staff; 2) Teachers do not read the site’s licensing agreement, privacy policy, and Terms of Service agreement before signing up; and 3) Service provider policies run contrary to district’s requirements for compliance with FERPA (Family Educational Rights and Privacy Act), COPPA (Children’s Online, Privacy Protection Act), and PPRA (Protection of Pupil Rights Amendment,.

For example, a teacher might mistakenly upload a spreadsheet of FERPA-protected data to an online file-sharing service like Google Drive or Dropbox, or send this information via email in an unencrypted format. To ensure that student data remain confidential, please do not:

1. give out student personal information when signing up for a Website 2. store personal student information in the cloud; and 3. do not send personal student information via email.

Some websites do not allow children under the age of 13 register for an account at their site. Toondoo is an example of such a site. Please consult with the Technology Department before signing up for service, even if the service is free. Teachers of children under 13 years of age must get signed permission slips from parents to register students for accounts at Websites “collecting, using, or disclosing personal information.

F. FILTERING While GPS buildings utilize Internet filtering, blocking, and monitoring tools to restrict access to inappropriate and non-educational Web sites, it is impossible to control access to all Internet materials. There is no absolute guarantee that a user will not discover inappropriate content. In addition, having an e-mail address may lead to the receipt of unsolicited email containing offensive content. You access the Internet at your own risk. GPS is not responsible for Internet material viewed or downloaded by its users.

If you find inappropriate materials while using GPS technology, please

1. Refrain from downloading, identifying or sharing the material; and 2. Report your discovery to the building principal or principal’s designee.

G. PIRACY Information and media piracy is a federal offense. We will remove from our servers any resource (including music and video) found to be in violation of copyright.

H. LEGAL REQUIREMENTS GPS is committed to complying with applicable information security requirements and relevant information security standards and protocols. These requirements include, but are not limited to, the following:

1. The Family Educational Rights and Privacy Act (FERPA) 2. Children's Internet Protection Act (CIPA) 3. Individuals with Disabilities Education Act (IDEA) 4. Children's Online Privacy Protection Act (COPPA) 5. Protecting Children in the 21st Century Act 6. Health Insurance Portability and Accountability Act (HIPPA)

Employees who use GPS network and technology resources are required to adhere to these same restrictions. Any attempt to break those laws or policies through the GPS networks, technology, and email or through personal electronic devices may result in discipline or litigation against the offender(s) by the proper authority. GPS will provide any information necessary in order to cooperate fully with the appropriate authorities in the civil and/or criminal process.

I. LIMITED PERSONAL USE GPS does not grant ownership to the contents of any message, including email, or other Internet content involving GPS resources or equipment.

Personal use of GPS technology and related resources is prohibited if such use: 1. Interferes with the use of District technology resources; 2. Burdens the District with additional costs; 3. Interferes with the staff member's employment duties or other obligations to the District; 4. Includes any activity that is prohibited under any GPS District guidelines (listed in this document), board policy, or state or federal law.

J. NO EXPECTATION OF PRIVACY GPS stores copies of all information created on or sent from District-owned digital devices. By utilizing the school’s technology and email services, users acknowledge that digital documents, images, and other files along with electronic mail messages are not confidential, and consent to monitoring and access. Administrators reserve the right to examine, use, and disclose any data found on the school’s information networks in order to further the health, safety, discipline, or security of any student or other person, or to protect District property. They may also use this information in disciplinary actions, and will furnish evidence of crime to law enforcement.

Under the Massachusetts Public Records Law, electronic mail transmissions and other uses of electronic resources by GPS employees may be considered public records. While GPS does not plan to review stored or back-up files on a regular basis, it reserves the right to access them as necessary in the ordinary course of its business, for purposes including, but not limited to, ensuring proper use of resources and conducting routine network maintenance.

In the context of proper requests, communications, text, audio, video, and images stored in an employee’s email folder or home directory or stored on the network may be disclosed to

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School administrators and their authorized employees may perform the following:

1. Obtain emails sent or received on District email. 2. Confiscate and/or search District-owned software or equipment.

An important District technology goal is to ensure that all employee interactions with technology contribute positively to the learning environment both at school and in the community. All employees shall comply with District rules, act in a responsible manner, and honor District terms and conditions.

I understand and will abide by the above Acceptable Use Policy and guidelines. I further understand that any violation of the Acceptable Use Policy may result in suspension or termination of access privileges and may result in disciplinary action consistent with the disciplinary policies of the Greenfield Public Schools and the applicable provisions of any governing collective bargaining agreement. If a violation of these guidelines constitutes a crime, then that violation also will be reported to the proper authorities and may result in criminal prosecution.

K. SIGNATURE

______Signature of Employee Printed Name

Date: ______Building Location: ______

SOCIAL MEDIA SITE AUTHORIZATION FORM

Employees of the Greenfield Public Schools District who wish to create and maintain an official District or school presence on any social media site must have a copy of this completed form on file in the school Principal’s office or the Department Supervisor’s office, prior to a social media site’s activation. Either a hard copy or .pdf copy filed electronically is acceptable. Once authorized by a school principal or department supervisor, the author is fully responsible for appropriate on-line conduct and adhering to the District’s official Social Media Guidelines described in the Technology Acceptable Use Policy for Employees of the Greenfield Public Schools.

Date: ______Dept. or School Site: ______

Employee Name: ______ID: ______

Employee Title: ______District e-mail: ______

Nature of request: □ Website/page: ______

□ Blog: ______

□ Other: ______

Purpose of presence on social media site:

SITE ACCOUNT INFORMATION: E-mail address associated with site: ______

User name: ______

AUTHORIZATION BY SCHOOL PRINCIPAL OR DEPARTMENT SUPERVISOR:

Name: ______Signature: ______

Title: ______Date: ______

______

APPENDIX A-DEFINITIONS

In this section, we provide definitions for technical terms, words, or phrases referred to in the AUP

“BYOD” (“Bring Your Own Device”) refers to personally-owned wired, wireless, and/or portable digital equipment used for communication, word processing, wireless Internet access, image capture/recording, audio or video recording, and sharing information. BYOD includes (but is not limited to) existing and emerging mobile devices, “smart” technologies, cell phones, tablets, portable Internet access devices, Personal Digital Assistants (PDAs), laptops, and handheld entertainment devices.

“Educational and administrative purposes” refer to instructional and administrative tasks, activities, and professional development of an educational nature.

“Educational Services” refers to any service whose primary activity is education, e.g., programs that improve student learning or programs and activities that relate to instruction, tutoring, or professional development training.

“Filtering, Blocking, and Monitoring” refer to the tools the District has in place to restrict access to inappropriate and non-educational Web sites in compliance with the Children’s Internet Protection Act (2000) and the Broadband Data Services Act (2008). These tools are designed to protect minors from accessing harmful materials.

“Logging In/Logging Off” For security purposes, GPS users must enter a username and password when “Logging In” to a GPS computer. Users must “Log Off” the computer at the end of a computing session to prevent unauthorized access by others. In the event a user neglects to “log off,” the computer will initiate an automatic “lock out” after 10 minutes of inactivity. Users must then re-enter their password to return to their work. “Logging off” also occurs automatically if a computer shuts down (e.g., due to a power disruption) before a user explicitly “logs off.”

“Network” refers to school and District wired, wireless, and cellular networks accessible to authorized users

“Social Media” include the various online publications or Web sites enabling interactive communication or resource sharing over the Internet. Social media content can include text, audio, video, images, animations, podcasts, and multimedia communications. Web sites that facilitate social media include (but are not limited to) blogs, Facebook, Flickr, Google+, Hi5, Instagram, Internet forums, LinkedIn, Oovoo, Pinterest, Reddit, SchoolTube, Snapchat, TeacherTube, Tumblr, Twitter, Yik Yak, YouTube, Vine, wikis, and WordPress.

“Technology” (Information Technology) includes but is not limited to computers, digital and document cameras, flash drives, interactive white boards, iOS and Android personal computing devices, monitors, MP3 players, personal digital assistants, printers, scanners, science probes, speakers, USB storage drives, and portable computers such as laptops, tablets, and Chromebooks, and netbooks. It comprises local and wide area networks and other district infrastructure, including servers, firewalls, cables, switches, wireless access points, and backup drives. Other Technology items include Internet access, electronic mail, administrative databases, software applications, telephones, cellular phones, smartphones, and related communication devices.

“Web Proxy” refers to Web sites or servers that enable users to bypass content filtering. GPS does not permit the use of Web Proxies in district.

“Web 2.0” refers to Internet tools enabling users to produce digital content for viewing or interacting on the Web. Popular examples of Web 2.0 tools include blogs, wikis, classroom Web sites, and Web sites used for social networking.

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