The School District of Volusia County Electronic Information

The School District of Volusia County Electronic Information
The School District of Volusia County
Electronic Information Services Use Agreement
Date: __________________
I certify that I have read and agree to abide by School District of Volusia County Policy 518
(School Board policies are available for review on the Volusia County Schools Web site).
Unauthorized or improper use of school office equipment can result in loss of use or limitations
on use of equipment, disciplinary actions, criminal penalties and/or employees being held
financially liable for the cost of improper use.
The unauthorized duplication of copyrighted software or documentation is a violation of the law
and is contrary to established standards of conduct for VCS employees. Employees who make,
acquire, or use unauthorized copies of computer software or documentation will be subject to
immediate disciplinary action.
Failure to complete and return this form to security administration in Technology Services
will result in deletion of any electronic information systems access.
EMPLOYEE NAME
PRINT YOUR LEGAL NAME BELOW
(Please print name as it appears on your social security card)
FIRST NAME: _____________________ MIDDLE NAME: ________________________ LAST NAME: ______________________________________________________________ Employee Signature: _______________________________ Date: ____________________ mm/dd/yyyy
Last 4 digits of Social Security #:_______________________________________________
School/Dept. Assignment: ____________________________________________________
Revised: 6/21/2016
Owner: Technology Services
2007-111-VCS
Print Locally
SUPPORT SERVICES POLICIES
NUMBER 518
USE OF ELECTRONIC INFORMATION SERVICES
AND SCHOOL OFFICE EQUIPMENT
I.
GENERAL PROVISIONS
The board recognizes that electronic information services or resources (hereinafter referred to as
“EIS”) are a means of providing employees and students with a wealth of information, as well as
improving operational efficiency. EIS include, but are not limited to network services such as
Internet, databases, electronic mail, and any computer-accessible source of information, whether
from hard drives, tapes, compact discs, floppy discs, or other electronic sources.
The school district may provide EIS to students and employees. Use of EIS and school office
equipment is a privilege, not a right. All use of EIS and school office equipment must be in
accordance with the terms of this policy, as well as any procedures established by the
superintendent/designee under this policy. Anyone who violates the terms of this policy may be
denied access to EIS and school office equipment and may be subject to disciplinary action.
The use of EIS significantly alters the information landscape for students and educators by making
a broader array of resources available. In the past, instructional and library media materials could
usually be screened, prior to use, in accordance with reasonable selection criteria. However,
some EIS, such as the Internet, provide access to largely unrestricted environments. This
communication can be interactive, enabling a wide variety of information to be shared. While this
type of learning environment can be very positive, parents, students and staff must be aware that
due to the fundamental lack of restriction on the Internet, there is the possibility of accessing
information that has not been screened by educators and that may not be consistent with other
school board policies.
Employees responsible for supervising student EIS use will provide reasonable guidance and
instruction to students on such use. Such staff will consult relevant school board policies on
curriculum and instructional materials for guidance in supervising such student use. The school
board authorizes the superintendent/designee and staff to utilize filters when the staff has a
reasonable belief that such filters will prevent access to information inappropriate under school
board policy, without denying access to relevant information.
It is the expectation of the board that all employees abide by the Code of Ethics and the
Principles of Professional Conduct of the Education Profession in Florida. This expectation
applies to work related and personal use of EIS and school office equipment.
EIS provided by the district is the property of the district. The superintendent/designee may
review files and communications and monitor system utilization without notice or permission.
Users should not expect that EIS utilization, communications, or information sent, retrieved or
stored via EIS, including electronic mail and files stored on district equipment, will be private. The
superintendent/designee has the authority to close accounts and review, copy or delete files or any
other document or communication at any time.
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SUPPORT SERVICES POLICIES
NUMBER 518
EIS may be used to enhance communication and the exchange of information. However, such
methods of communication do not constitute an open forum. The board retains the right to take
any action believed necessary to ensure that EIS and school office equipment are used in
accordance with state and federal laws and regulations, school board policy and administrative
directives.
II.
EMPLOYEE USE
A.
General Policy
Employees are permitted limited use of school office equipment and EIS for personal
needs if the use does not interfere with official business and involves minimal additional
expense to the district. This limited personal use of school office equipment and EIS
should take place during the employee's non-work time. This privilege to use school
office equipment and EIS for non-work purposes may be revoked or limited at any time
by the superintendent/designee.
B.
Definitions
1.
“Privilege” means, in the context of this section of this policy, that the school
district is extending the opportunity to its employees to use school property for
personal use in an effort to create a more supportive work environment.
However, this opportunity may be withdrawn at any time. This policy does not
create a right to use school office equipment and EIS for non-school purposes.
Nor does the privilege extend to modifying such equipment, including loading
personal software or making configuration changes.
2.
“School office equipment” includes but is not limited to: information technology,
personal computers and related peripheral equipment and software, library
resources, telephones, facsimile machines, photocopiers, office supplies, Internet
connectivity and access to Internet services, and e-mail.
3.
“Minimal additional expense” means that an employee’s personal use of school
office equipment is limited to those situations during which the school is already
providing equipment or services and the employee's use of such equipment or
services will not result in any additional expense to the school or the use will result
in only normal wear and tear or the use of small amounts of electricity, ink, toner
or paper. Examples of minimal additional expenses include: making a few
photocopies, using a computer printer to print a few pages of material, making
occasional brief personal phone calls, infrequently sending personal e-mail
messages, or limited use of the Internet for personal reasons.
4.
“Employee non-work time” means times when the employee is not otherwise
expected to be addressing official business. Employees may, for example, use
school office equipment during their own off-duty hours such as before or after a
work day (subject to school hours), lunch periods, authorized breaks, or weekends
or holidays (if their work station is normally available at such times).
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SUPPORT SERVICES POLICIES
C.
NUMBER 518
5.
“Personal use” means activity that is conducted for purposes other than
accomplishing official or otherwise authorized activity.
6.
“Information technology” means any equipment or interconnected system or
subsystem of equipment that is used in the automatic acquisition, storage,
manipulation, management, movement control, display, switching, interchange,
transmission, or reception of data or information.
Specific Provisions on Use of Equipment and Services
Employees are authorized limited personal use of school office equipment. This personal
use must be in accordance with the terms of school board policy, any procedures
established by the superintendent/designee and any directives from the employee’s
supervisors. Such personal use also must not result in loss of employee productivity or
interference with official duties. Moreover, such use should incur only minimal additional
expense to the district in areas such as:
D.
1.
Communications infrastructure costs; e.g., telephone charges, telecommunications
traffic, etc.;
2.
Use of consumables in limited amounts; e.g., paper, ink, toner, etc.;
3.
General wear and tear on equipment;
4.
Data storage on storage devic es;
5.
Transmission impacts with moderate e-mail message sizes such as e-mails with
small attachments.
Unauthorized Personal Uses
Employees are expected to conduct themselves professionally and to refrain from using
school office equipment for activities that are inappropriate. Misuse or unauthorized
personal use of school office equipment includes:
1.
Any personal use that could cause congestion, delay, or disruption of service or
damage to any school system, software or equipment. For example, greeting
cards, video, sound or other large file attachments can degrade the performance
of the entire network. "Push" technology on the Internet and other continuous
data streams would also degrade the performance of the entire network and be
an inappropriate use.
2.
Using the school systems as a staging ground or platform to gain unauthorized
access to other systems.
3.
The creation, copying, transmission, or retransmission of chain letters or other
unauthorized mass mailings regardless of the subject matter.
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SUPPORT SERVICES POLICIES
NUMBER 518
4.
Using school office equipment for activities that are illegal, inappropriate, or
offensive to fellow employees or the public. Such activities include, but are not
limited to: hate speech, harassment, defamation, threats or activities involving
material that ridicules or is derogatory to others on the basis of race, creed,
religion, color, sex, disability, national origin, or sexual orientation.
5.
The creation, download, viewing, storage, copying, or transmission of sexually
explicit or sexually oriented materials, with an intent to do so.
6.
The creation, download, viewing, storage, copying, or transmission of materials
related to illegal gambling, illegal weapons, terrorist activities, and any other illegal
activities or activities otherwise prohibited, etc., with an intent to do so. However,
this restriction shall not prohibit legitimate educational research.
7.
Use for commercial purposes or in support of "for-profit" activities or in support
of other outside employment or business activity (e.g., consulting for pay, sales or
administration of commercial transactions, sale of goods or services).
8.
Engaging in any non-school fund-raising activity not authorized by the
superintendent/designee.
9.
Endorsing any product or service, participating in any lobbying activity not
authorized by the superintendent/designee as part of the employee’s job, or
engaging in any prohibited partisan political activity.
10.
Any personal use that creates the perception that the communication was made in
one’s official capacity as a school employee, unless appropriate school approval
has been obtained.
11.
Any use at odds with the school district’s mission or policies. This includes
posting school information to external newsgroups, bulletin boards or other public
forums without authority.
12.
Any use that could generate more than minimal additional expense to the school.
(Such use would only be acceptable where reimbursement to the district is agreed
upon by the district in advance).
13.
The unauthorized acquisition, use, reproduction, transmission, or distribution of any
controlled information including computer software and data, that includes private
information, copyrighted, trade marked or material with other intellectual property
rights (beyond fair use), proprietary data, or export controlled software or data.
14.
Any use that is in violation of copyright laws, and regulations.
15.
Any use which violates the Code of Ethics and the Principles of Professional
Conduct of the Education Profession in Florida.
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SUPPORT SERVICES POLICIES
E.
NUMBER 518
16.
Allowing another individual to access EIS by using the employee’s account or
password, unless the employee has authorization to allow such use by others.
Employees are ultimately responsible for all activity under their accounts.
17.
Use of EIS to invade the privacy of or trespass ni to another student’s or
employee’s folders, work, or files without proper authorization.
Proper Representation
It is the responsibility of employees to ensure that they are not giving the false impression
that they are acting in an official capacity when they are using school office equipment for
non-school purposes. If there is expectation that such a personal use could be interpreted
to represent the district, then an adequate disclaimer must be used. One acceptable
disclaimer is "The contents of this message are mine personally and do not reflect
any position of the Volusia County School District."
F.
Access Management
Employees have no inherent right to use school office equipment. Therefore, all schools
will establish appropriate controls to ensure that the equipment is used appropriately.
G.
Privacy Expectations
Employees do not have a right, nor should they have any expectation, of privacy while
using any school office equipment at any time, including accessing the Internet or using email. To the extent that employees wish that their private activities remain private, they
should avoid using school office equipment such as the computer, the Internet, or e-mail.
H.
1.
By using school office equipment, school employees imply their consent to
disclosing the contents of any files or information maintained.
2.
By using school office equipment, consent to monitoring and recording is implied
with or without cause, including (but not limited to) accessing the Internet and
using e-mail. Any use of school office equipment is made with the understanding
that such use is generally not secure, is not private, and is not anonymous.
3.
District school officials have the right to access any electronic communications,
and may employ monitoring tools to detect improper use.
Electronic
communications may be disclosed to employees who have a need to know in the
performance of their duties and to additional individuals as deemed necessary by
the superintendent/designee.
Sanctions for Misuse
Unauthorized or improper use of school office equipment can result in loss of use or
limitations on use of equipment, disciplinary actions, criminal penalties and/or employees
being held financially liable for the cost of improper use.
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SUPPORT SERVICES POLICIES
III.
NUMBER 518
STUDENT USE
A.
General Notice
The use of EIS can put new and exciting resources at the fingertips of both students and
teachers. Due to the fundamental lack of restrictions on the Internet, parents, teachers
and students should be aware that there is a possibility of accessing information that has
not been screened by educators and that may not be consistent with other district policies.
Individual users will be held responsible for their use of EIS. All students and their
parents/guardians shall be required to sign and return an acceptable use agreement
provided by the school prior to using EIS.
B.
Specific Provisions on Use of Equipment and Services
All students must agree to adhere to the following requirements:
1.
All student use of EIS shall be in accordance with school board policy, the code
of conduct, other rules that the individual school may have that supplement school
board policy, and the instructions given to the student(s) by staff.
2.
The student is responsible for good behavior on the school computer system, just
as he/she is while at school or any school district activity. School board policy
and school rules for behavior and communications apply.
3.
The student shall use EIS for educational purposes only.
4.
The student will not access or attempt to access information that is not authorized
for the student’s access or account.
5.
Students are not permitted to use EIS for commercial purposes or product
advertising, unless specifically allowed by the teacher as part of the class.
6.
Students are not permitted to use EIS for political lobbying or campaigning. This
prohibition does not restrict communications with public officials as part of a class
activity approved by the teacher.
7.
Students are not permitted to access, transmit, receive, submit, or publish any
defamatory, abusive, obscene, profane, sexually oriented, threatening, harassing,
offensive, or illegal material, any material related to gambling, weapons or terrorist
activities, or any materials involving hate speech, or to make any attempt to do so.
8.
Students will not use EIS to invade the privacy of and shall not trespass into
another student’s or employee’s folders, work, or files without proper
authorization.
9.
The student shall abide by all copyright laws and regulations.
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SUPPORT SERVICES POLICIES
C.
NUMBER 518
10.
The student shall not harm, modify, or destroy software or equipment, or interfere
with system security or make any attempt to do so.
11.
The student shall not introduce unauthorized software into the system.
12.
The student shall not use EIS in any way that would disrupt the use of EIS by
others.
13.
The student shall not allow another individual to access EIS by using the student’s
account or password, unless the student has authorization to allow such use by
others. Students are ultimately responsible for all activity under their accounts.
Supervision
Employees responsible for supervising student use of EIS will provide reasonable
guidance and instruction to students on such use. No student shall be permitted to engage
in interactive communication using EIS without the expressed permission of the
supervising staff member. Interactive communication on the Internet by students shall be
closely supervised.
D.
Sanctions for Misuse
Any violation of this policy by a student may result in loss or limitation of use of EIS, shall
be grounds for discipline under the code of student conduct and/or referral to law
enforcement where appropriate under the law, and may result in the student being
financially liable for the cost of improper use.
IV.
Establishment of Home Page
A.
Home pages shall only include student information to the extent that student information is
allowed to be shared under school board policy.
B.
Links on the home page shall be monitored to ensure that such links remain appropriate.
C.
As with all other use of EIS, a home page does not constitute an open forum.
Legal Authority:
Sections 230.22(2), 230.23005, Florida Statutes
Law Implemented:
Section 230.23005, Florida Statutes
History:
(Adopted -- July 25, 2000)
(Effective Date -- July 25, 2000)
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