Parklands High School, An Academy

Acceptable Use Policy for Staff

2015/16

Contents 1) Network Access/Password Protec%on

2) Mobile Devices

3) Email

4) So*ware

5) Commercial Use

6) Social Networking

7) Social Network Reference Sites

8) Data Protec%on

9) Relevant Legisla%on

10) Bullet Points in Rela%on to the Full Policy

11) Computer misuse Act 1990

Network Access/Password Protec%on

Passwords protect the network from access by unauthorised people,

including outside agencies. Therefore never give your network password to anyone else. Any ac%vity

on the network done on your user area or with your username/password will be your responsibility as

is the integrity of your password. If you feel the integrity of your password has been compromised you

must change it. Good prac%ce guidelines, and for your own protec%on, you should aim to change your

passwords every term. A secure password should be a minimum of 8 characters long and should

include three of – uppercase character, lowercase character, number, special characters.

The school does not allow the connec%on of non-school equipment to the network without the

knowledge of the IT Support Team. No remote access is available on the school network at this %me.

You must log off or lock your computer when not in use or when you have to leave your area of work,

regardless of the %me of absence from it.

Mobile Devices Are at high risk from loss or the* and require addi%onal security protec%on. All reasonable precau%ons must be taken to ensure

that hardware is stored securely. Also relevant precau%ons should be put in place to protect the integrity of the school and data

procedures, passwords or authen%ca%on etc.

All members of staff should ensure that any personal data regarding pupils, staff and parents/guardians/governors/outside agencies

is kept in accordance with the Data Protec%on Act 1988. This means that all personal data will be obtained and processed fairly and

lawfully, only kept for a specific purpose and held no longer than necessary. Also that this will be kept private and secure with

appropriate security measures in place, whether used in the workplace, hosted online or accessed remotely. Any data which is

being removed from the school site (such as via email or on a memory s%ck/external drive/CD/DVD and mobile devices) must be

encrypted by a method approved by the school. Any images or videos of pupils and staff must only be used as stated in the school

image use policy and will always take into account parental consent.

In the event that a mobile device which holds school informa%on or a school device on loan to you is stolen, staff will be expected

to report the the* to the police, obtain an incident number and inform the Network Manager ASAP. In the case of a mobile phone

you must also report the the* to the relevant device provider who will stop the system use. Users of mobile devices must inform

the IT Technical Team of devices being used on the network and to access the internet, a log will be made of the device for school

records. The internet connec%on must be set up by a member of the IT Technical Support Team and will be monitored in the same

way as any other device on the network.

Any school equipment taken off site (Inc. external drives/iPads etc.) that hasn’t been purchased for a member of staffs sole use

must be booked out through the Network Manager and logged; a return date will be given. These items will be your

responsibility whilst off site and you should contact your home insurance provider to include them in your policy. Any item

signed out by you must be returned by you in full working order. If this is not possible a replacement must be provided by you for

the same specifica%on or higher and returned to the school by the return date.

Email

The school uses Gmail as the email provider. All school related emails have the domain @parklandsacademy.co.uk Email messages

must be treated like any other formal wriBen communica%on. Messages cannot be considered to be private, secure or temporary.

Email can be copied and forwarded to numerous recipients quickly and easily and you should assume that they could be read by

anyone. Improper statements in email can give rise to personal liability and liability for the school can cons%tute a serious disciplinary

maBer. Emails that embarrass. misrepresent or convey an unjust or unfavourable impression of the school, employees, pupils,

suppliers and other schools are not permiBed. Do not create or send email messages that are defamatory. Defamatory emails

whether internal or external can cons%tute a published libel and are ac%onable. Never send confiden%al or sensi%ve informa%on via

email unless using encryp%on so*ware. Do not create or send email messages that may be in%mida%ng, hos%le or offensive on the

basis of sex, race, colour, religion, na%onal origin, sexual orienta%on or disability.

It is never permissible to email a pupil using your personal email, nor is it suitable to reply to a pupil’s personal email address. All email

communica%on between staff and pupils MUST be made using your school domain email address.

It is never permissible to subject another employee to public humilia%on or ridicule; this is equally true via email. Do not use email to

transmit or circulate copyrighted materials. Privacy; email messages to or from your school account cannot be considered to be

private or confiden%al. Although the school has no policy to rou%nely examine the content of individuals email, the school reserves

the right to monitor messages, at any %me, for specific instances in which there is good cause for such monitoring or some legal

obliga%on to do so. Good cause shall include the need to fulfil legisla%ons, detect employee wrongdoing, protect the rights or

property of the school, protect IT system security or to comply with legal process. It is not permissible to access or to send email from

another persons account either directly or indirectly.

So*ware

Only so*ware approved by the IT Support Team should be placed on the network. No so*ware

purchased with school budgets should be placed on personal equipment unless passed by a member of

the team – an appropriate license must be obtained through the supplier of the so*ware for home/

individual use. So*ware or shareware may be downloaded from the Internet or loaded from other

sources (e.g. CDROM) when necessary, however it is the responsibility of the individual to

ensure that any licensing issues are addressed promptly, either by on-line registra%on or the

purchasing of a valid license. Please inform the Network Manager of the so*ware you have installed.

Whilst it is the user’s responsibility to take reasonable care, it is possible for so*ware to be installed on a

computer without the full comprehension of the user. Users discovering so*ware that has been

installed in an unsolicited manor and which contravenes the licensing regula%ons must contact the

Network Manager who will be happy to assist in resolving any issues.

Commercial Use

Use of any of the School’s IT facili%es for commercial gain (including

adver%sing) or for work on behalf of others (unconnected with a student’s

course of study at the school or a member of staff’s legi%mate ac%vi%es) is

prohibited, unless the user has explicit prior wriBen permission from the

Head Teacher and an appropriate charge for such use has been contractually

agreed between both par%es.

Social Networking (1) It is encouraged by the school that members of staff do not communicate via social networking sites

(with the excep%on of your school PHS group TwiBer account). However if personal accounts are set up this

should not be done using school equipment or the school network.

◊ Staff must not be in contact with current or past pupils (within a 2 year period) of the school via social

networking sites, in accordance with the schools ‘Safeguarding and Welfare Policy’.

◊ Staff should adhere to the individual social network sites policies for age guidance. Most social network

sites do not allow accounts for children under 13 year olds.

◊ Staff with Facebook profiles must set the privacy levels on their accounts to maximum i.e. only people on their ‘friends’ list should

be able to view their pictures/private informa%on etc.

◊ Staff with dis%nc%ve surnames should be aware that it will be rela%vely easy to trace their name by name and district.

◊ Staff should note that although changing the parameters in Facebook will make it harder for pupils to search and get on your

accounts on social networking sites a determined individual with knowledge of how the website works will eventually be able to

trace the account.

◊ Facebook is strictly prohibited within the school boundaries and should not be accessed on any school device, via personal mobile

devices or the school network.

◊ TwiBer group accounts can be setup for subject areas. All Parklands accounts on TwiBer must be prefixed with the leBers PHS. Only

this type of account should be used when using twiBer to communicate with specific groups of pupils/specific groups of parents and

other groups created in a professional capacity within the school. No personal twiBer accounts should be used to communicate with

these groups or pupils and you should not tweet to these groups using your own personal account, this can lead to pupils following

your personal accounts. No other account should be accessed within the school grounds.

◊ It is not acceptable to use mobile devices to access TwiBer during your teaching %metable unless it is suppor%ng the teaching and

learning in your lesson. Members of staff should be aware that poten%ally any posts using TwiBer can be made open to any users of

the World Wide Web and staff should use their professional judgment when using it. Think before you post comments on the

internet - ask yourself if you would be comfortable with your pupils and their parents, your colleagues or your Headteacher/

Governing Body seeing them.

Social Networking (2)

◊ If you already have a TwiBer account please note that this cannot be used to contact members and groups within the whole

school environment. You MUST set up a PHS group account if you wish to use twiBer for school use. Please make sure you're

logged in to the correct account when pos%ng. One of the easiest ways to do this is to set the colour and background op%ons

differently for your different online personas.

◊ Check who is following you on twiBer regularly.

◊ Only pupils in years 9 onwards should be on your PHS TwiBer group account. Please remember that anything that is posted on

your account can be seen by all individuals who are following you. It is your responsibility to keep this content

professional. ◊ Immediately delete/block any followers if you become suspicious of the nature of their tweets.

◊ You must accept and include the PHSOwner account on any PHS group twiBer accounts. This is the Parklands

administrator account. Your account will be monitored for acceptable use.

◊ Consider men%oning the school name and your subject area in your bio, this should be sufficient for members of the

public to confirm this is your account.

◊ Your username should be PHSgroupname as previously noted. Your user name is also the URL/hash tag that twiBer gives you

and the name all your tweets are posted under.

◊ Please keep your profile picture professional and not personal on all PHS group accounts.

Social Networking (3)

◊ Remember your role within the school community and that you should always consider how your conduct could

affect your professional reputa%on and the reputa%on of the school.

◊ If your pupils or groups come across informa%on on the internet that they shouldn't, speak to the Headteacher or Network

Manager immediately. Failure to do this will be classed as accep%ng this behaviour and can lead to disciplinary ac%on.

◊ When twee%ng do not leave yourself open to tweets being misconstrued, be precise but do not use abbrevia%ons or any text

speak/slang.

◊ Retwee%ng – It is permissible to retweet a message however individual owners of group accounts who retweet are

responsible for ensuring it does not compromise their professional integrity and the integrity of the original post.

Compliance with safeguarding requirements must be a priority.

◊ It is not acceptable to tweet images that do not belong to you or images of individual pupils/parents/staff/governors. Teaching

staff, support staff or members of Parklands Community MUST NOT tweet any photographs of individual pupils or any other

member of the community unless in a group photograph with no individual names entered. This is strictly prohibited and if not

adhered to will lead to disciplinary ac%on.

◊ You must not use full names of pupils/individuals in tweets, either ini%als or Chris%an name is acceptable.

◊ As with all Parklands High School system’s your password must remain confiden%al at all %mes and only shared with teaching

staff members of the group, if your account is accessed by other people it is s%ll your responsibility and you will be

responsible for the rules being followed.

◊ The above guidance which we have taken regarding social networking is for your own protec%on.

◊ At this %me TwiBer is not available on the school network and should not be used via mobile devices within school during your

teaching %metable unless it is relevant to your lesson.

◊ It is your responsibility to read, understand and agree to the policies rela%ng to all social network sites you wish to join

◊ Facebook is not permiBed on school property using school or personal devices.

Social Network Reference Sites:

When opening any Social Media account it is essen%al that you read, understand and agree to each individual

sites policies. Below are links to some of these agreements, this is not meant as a comprehensive list of site it is

simply for your reference:

◊ TwiBer - hBps://support.twiBer.com/ar%cles/18311

◊ Facebook -hBps://en-gb.facebook.com/legal/terms

◊ Pinterest - hBps://about.pinterest.com/en/acceptable-use-policy

◊ Google + - hBps://www.google.com/intl/en-US/+/policy/content.html

◊ Linked in -hBps://www.linkedin.com/legal/user-agreement

◊ Instagram -hBps://help.instagram.com/477434105621119/

◊ Tumblr -hBps://www.tumblr.com/policy/en/community

◊ Vine -hBps://vine.co/rules

◊ Snapchat -hBps://support.snapchat.com/a/guidelines

Data Protec%on:

The school will, along with the user, be responsible for ensuring that the school infrastructure /

network is as safe and secure as is reasonably possible and that:

◊ users can only access data to which they have right of access.

◊ no user should be able to access another’s files (other than that allowed for monitoring purposes

within the school’s policies).

◊ access to personal data is securely controlled in line with the school’s personal data policy.

◊ logs are maintained of access by users and of their ac%ons.

◊ there is effec%ve guidance and training for users.

◊ there are regular reviews and audits of the safety and security of school computer systems.

◊ there is oversight from senior leaders and these have impact on policy and prac%ce.

Relevant Legisla%on

Users must comply with all UK legisla%on rela%ng to the use of informa%on, computers and networks;

Applicable laws include, but are not limited to:

◊ Data Protec%on Act 1998; this act makes provision for the regula%on of the processing of

informa%on rela%ng to individuals, including the obtaining, holding, use or disclosure of such

informa%on.

◊ Copyright, Designs & Patents Act 1988; Copyright material includes literary works (including

computer so*ware), ar%s%c works (including photographs), sound recordings (including music),

films (including video) and databases.

◊ Computer Misuse Act 1990; the act provides safeguards for computer material against unauthorised

access or modifica%on.

◊ Privacy and Electronic Communica%on (EC Direc%ve) Regula%ons 2003; these regula%ons prohibit

the sending of unsolicited marke%ng emails (or SMS/text messages) to individuals. In addi%on, the

regula%ons control the use of ‘cookies’.

◊ Fraud Act 2006; the act prohibits ‘phishing’ whereby official-looking emails guide unsuspec%ng

users to fake websites (e.g. fake bank websites) in order to steal their login details. Crea%ng or

possessing so*ware to enable this ac%vity is also an offence.

Bullet Points in rela%on to the full policy:

◊ I will only use school IT systems, logins and email for school related purposes. Other use will be with the permission of the Head Teacher.

◊ I will not divulge any school related passwords and I will comply with the school IT security procedures.

◊ I will make sure email and social media interac%ons with staff, parents, pupils , governors and members of the public are responsible and in

line with the school AUP and other school policies.

◊ I will not give my home address, phone number, mobile number, personal social networking details or email address to pupils. I accept that

pupils may find these details out, and that any contact should be logged by the Network Manager and not reciprocated. I should be respon-

sible and aware of my professional responsibili%es and school policies if I supply any personal details to parents.

◊ I will use school email systems for school related communica%on only. I will not use personal accounts for school business or in school %me.

◊ I will ensure that personal data is stored securely in line with the Data Protec%on Act. I will follow school policy with regard to external

logins, encrypted data and not storing school material on personal IT equipment. I will not store or backup photographs/personal video or

other large personal files on the school network.

◊ I will not install so*ware onto worksta%ons on the network or onto any school mobile device unless I have spoken to a member of the IT

Support Team and am in receipt of the relevant licence.

◊ I will not search for, view, download, upload or transmit any material which could be considered illegal, offensive, defamatory or copyright

infringing.

◊ Photographs of staff, pupils and other members of the school community will not be used outside the internal school network unless wriBen

permission has been

granted by the subject of the photograph and their parent/guardian (if a pupil is included).

◊ I am aware that all network and internet ac%vity is logged and monitored and that the logs are available to SLT in the event of allega%ons of

misconduct.

◊ I will not write or upload any defamatory, objec%onable, copyright infringing or private material, including images and videos, of pupils, par-

ents, staff or governors on social media or websites in any way which might bring the school into disrepute.

◊ I will make sure that my Internet presence does not bring the teaching profession and school into disrepute and that I behave online in line

with the school policies and procedures.

◊ I will champion the school’s eSafety informa%on and be a role model for posi%ve and responsible behaviour on the school network and the

internet.

PARKLANDS HIGH SCHOOL

AN ACADEMY

Acceptable Use Policy Addi%onal Informa%on

COMPUTER MISUSE ACT 1990

hBp://www.legisla%on.gov.uk/ukpga/1990/18/contents

Parklands High School Specific

You are individually responsible for appropriate use of all resources assigned to you, including but not

limited to, the computer, the network address or port, so*ware and hardware.

Access to computer resources

The following activities and behaviours are prohibited:

◊ The use of restricted-access to Parklands High School computer resources or electronic information

without or beyond one's level of authorization;

◊ Making Parklands High School computing resources available to individuals not affiliated with the

School without approval;

◊ Making available any materials the possession or distribution of which prior approval has been given

by the teacher of the subject or the Network Manager could be illegal;

◊ The unauthorized copying or use of licensed computer software;

◊ Intentionally compromising the privacy or security of Parklands High School’s network or electronic

information; and

◊ Intentionally infringing upon the intellectual property rights of others in computer programs or

electronic information (including plagiarism and unauthorized use or reproduction).

Operational integrity

The following activities and behaviours are prohibited:

◊ Interference with or disruption of the computer or network accounts, services, or equipment of others,

including, but not limited to, installing software that has not been passed by the Network Manager, the

propagation of computer "worms" and "viruses", keylogging software, the sending of electronic chain

mail, and the inappropriate sending of "broadcast" messages to large numbers of individuals or hosts;

◊ Bringing in Mobile devices including laptops that have not been approved beforehand;

◊ Failure to comply with requests from appropriate Parklands High School officials to discontinue

activities that threaten the operation or integrity of computers, systems or networks, or otherwise violate

the Acceptable Use Policy;

◊ Revealing passwords or otherwise permitting the use by others (by intent or negligence) of personal

accounts for computer and network access;

◊ Altering or attempting to alter files or systems without authorization;

◊ Unauthorized scanning of networks for security vulnerabilities;

ANY MALICIOUS INTENT TO THE SCHOOL NETWORK WILL NOT BE TOLERATED.

IF AN INVESTIGATION IS OPENED BY THE NETWORK MANAGER OR HEADTEACHER IN YOUR

USE OF THE SCHOOL NETWORK OR ANY SOFTWARE/HARDWARE OR SYSTEMS IN THE SCHOOL

YOUR NETWORK USE WILL BE IMMEDIATELY REVOKED UNTIL THE INVESTIGATION HAS COME

TO A CONCLUSION.

IF THE ALLEGATIONS ARE UPHELD THE ISSUE WILL BE PASSED ON TO THE HEADTEACHER AND

MAY LEAD TO FURTHER INVESTIGATION BY OUTSIDE AGENCIES.

ANY QUESTIONS OR QUERIES TO: MS SLATER, NETWORK MANAGER