Appropriate Email Usage

General Guidelines

Uses for student email

Email can be a powerful communication tool for students to increase communication and collaboration.

• • Students are encouraged to check their email at least once per day.

  • Teachers may send email to their students to communicate reminders, course content, pose questions related to class work, and such.

  • Students may send email to their teachers with questions or comments regarding class.

  • Students may send email to other students to collaborate on group projects and assist with school classes.

Student email permissions

Our Gmail system controls whom email messages can be sent to and whom they can be received from.

• • HS and MS students can email HS students, MS students, and all staff.

  • MS students cannot email elementary students, parent accounts, anyone outside of the school domain, or any of the district mailing lists (this also means student email cannot be forwarded to non-school personal accounts).

  • HS students can receive email from outside of the domain.

  • MS students cannot receive email from outside of the domain.

  • Elementary students do not have access to email.

Student emails to staff

• • Students are encouraged to email staff concerning school-related content and questions.

  • However, there will be no requirement or expectation for staff to answer student email outside of their regular work day, although they certainly may if they choose.  For example, an unanswered email to a teacher would not excuse a student from turning in an assignment.

General email guidelines for students

The student Acceptable Use Policy covers email as well as other technologies.  Below is a general summary of guidelines related to email.

• • Adhere to the same standards for communicating online that are expected in the classroom.

  • Email is to be used for school-related communication.

  • Do not send harassing email messages or content.

  • Do not send offensive email messages or content.

  • Do not send spam email messages or content.

  • Do not send email containing a virus or other malicious content.

  • Do not send or read email at inappropriate times, such as during class instruction.

  • Do not send email to share test answers or promote cheating in any way.

  • Do not use the account of another person.

  • Protect password confidentiality; do not share passwords with others.

  • Report any violations of the district’s policy or security problems to a teacher or school administrator.

How student email is monitored

• • All student email will pass through the Google Apps Filtering.

  • Rules/filters are set up to monitor student email for profanity, harassment, and other inappropriate content.

  • Student email that is identified as inappropriate will be copied to the school and district administration. If persistent problems occur, the student email will be blocked from delivery and be copied to the school and district administration.

From SpringNET:

Expectation of Privacy

Files and other information, including e-mail, sent or received, generated or stored on district servers are not private and may be subject to monitoring. By using the district’s system, individuals consent to have that use monitored by authorized district personnel. The district reserves the right to access and disclose, as appropriate, all information and data contained on district computers and district-owned e-mail system.

All email sent through the Springfield Public Schools Google domain, SPS19.org, will be treated the same as email generated or stored on district servers.

Consequences of misuse of email

From SpringNET:

Consequences for Violation of Technology Policies

Students who violate general system user prohibitions shall be subject to discipline up to and including expulsion and/or revocation of district system access up to and including permanent loss of privileges. Violations of law will be reported to law enforcement officials and may result in criminal or civil sanctions. Disciplinary action may be appealed by parents, students and/or a representative in accordance with established district regulations.

Staff Discussions and Agreements

A very short video that would be a helpful conversation starter for school staff can be found on the Teaching Channel. 

• Watch the video as a staff.

• Discuss how to communicate appropriate use and expectations to your students regarding email usage.

Activity

A fun activity for both staff and students might be to create some email "Do's and Don'ts" using StoryboardThat.

Resources

• Email Etiquette — This is a good set of general guidelines that schools may want to use or adapt.

• Digital Driver’s License — "a free and easy-to-navigate resource that schools or individuals can use to teach and measure digital citizenship proficiency.Helps students learn how to navigate precarious situations online, such as cyberbullying and copyright infringement."