EMPLOYEE COMPUTER AND INTERNET USE RULES

Each employee is responsible for their actions and activities involving school unit computers/devices, network and Internet services, and for their computer files, passwords and accounts. These rules provide general guidance concerning the use of the school unit’s computers/devices, network and Internet services, 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 the Director of  Technology.

Access to School Computers/Devices and Acceptable Use

The level of employee access to school unit computers/devices, network and Internet services is based upon specific job requirements and needs. Unauthorized access to secure areas of the school unit’s computers/devices, network, and Internet services 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/devices, network and Internet services, whether in use at school or off school premises.

Prohibited Uses

Examples of unacceptable uses which are expressly prohibited include, but are not limited to, the following:

1. Any use that is illegal, which violates Policy GCSA and/or other Board policies/procedures, or school rules. This includes harassing, discriminatory, threatening or bullying 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/devices, network, and/or Internet service.

2. Any attempt to access unauthorized websites or any attempt to disable or circumvent the school unit’s filtering/blocking technology. Employees who believe filtering should be disabled or made less restrictive for their own temporary, bona fide research or other lawful purposes should discuss the matter with their building administrator.

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. Downloading “apps” or using or encouraging students to use other online educational services without prior authorization from the Technology Director or building administrator. 

6. Any use for private financial, commercial, advertising or solicitation purposes.

7. Emails or other messages to groups of school employees (except in the performance of their duties as school employees) without authorization from the building administrator or Superintendent. Prohibited uses of the school’s communication systems also include but are not necessarily limited to:

   1. Solicitation of membership in any non-school-sponsored organization;

   2. Advocacy or expression by or on behalf of individuals or non-school-sponsored organizations or associations;

   3. Political or religious purposes;

   4. Raising funds for non-school-sponsored purposes, whether profit-making or not-for-profit;

   5. Selling articles or services of any kind, advertising or promoting any kind of business; or

   6. Any communications that represent an employee’s views as those of the school unit or that could be misinterpreted as such.

8. Sending mass emails or messages to school users or outside parties for any purpose without the permission of the Technology Director or building administrator.

9. Sharing passwords or other login information (except with authorized school employees); using other users’ passwords and/or login information; accessing or using other users’ accounts; or attempting to circumvent network security systems.

10. Any malicious use, damage or disruption of the school unit’s computers/devices, network and Internet services; any breach of security features; any failure to report a security breach; or misuse of any computer passwords or accounts.

11. Any attempt to delete, erase or otherwise conceal any information stored on a school computer/device that violates these rules or other Board policies or school rules. 

12. Refusing to return computers/devices or related equipment issued to the employee upon request.

13. Failure to comply with the school unit’s record retention requirements for electronic records, including failure to comply with a request to preserve documents.

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, and is not disclosed, used or disseminated without proper authorization.

Employee/Volunteer Responsibility to Supervise Student Computer/Device Use

1. Employees and volunteers who use school computers/devices 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 use. When, in the course of their duties, employees or volunteers become aware of a student violation of policies or rules, or have a concern about student safety on the Internet, they are expected to stop the activity and inform the building administrator.

2. Any authorized student use of interactive electronic communications must be closely monitored.

3.  Compensation for Losses, Costs and/or Damages

The 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 an employee is using school unit computers/devices, network and Internet services, 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/devices.

Additional Rules for Use of Privately-Owned Computers/Devices by Employees

1. An employee who wishes to use a privately-owned computer in school for school purposes must complete an Employee Request to Use Privately-Owned Computer/Device form. The form must be signed by the employee, the building administrator/supervisor and the Director of Technology. There must be a legitimate work-related basis for any request. 

2. The Technology Director will determine whether an employee’s privately-owned computer/device 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 their privately-owned computer/device, including any costs of repair, replacement or any modifications needed to use the computer/device at school.

5. The school unit is not responsible for damage, loss or theft of any privately-owned computer/device.

6. Employees are required to comply with all Board policies/procedures (including Sections A-E of these rules) and school rules while using privately-owned computers/devices at school.

7. Employees have no expectation of privacy in their use of a privately-owned computer/device while it is being used at school. The contents of the computer/device may be searched in accordance with applicable laws and policies.

8. The school unit may temporarily confiscate any privately-owned computer/device brought to school and used by an employee in school without authorization as required by these rules.

9. Google Workspace for Education

The school unit will, at its discretion, create Google Workspace for Education accounts for eligible employees. Google Workspace features will be enabled on a user-by-user-basis at the discretion of the Technology Coordinator. Use of Google Workspace is subject to Google’s acceptable use policy (available at https://workspace.google.com/terms/use_policy/ or upon request from the Technology Director), and all other school unit policies, procedures, and rules. Employees must, at all times, take reasonable measures to protect files and information in Google Workspace including, but not limited to, not sharing passwords and following all security and access rules.

Cross Reference:        GCSA - Employee Computer and Internet Use

Adopted: January 23, 2001

Revised: February 23, 2015

Revised: March 19, 2025