Background
The
Internet offers vast, diverse, and unique resources to both students
and staff. Our goal to use computers and other technologies as tools for
teaching and learning in all grades and subject areas is enhanced by
providing this service. Excellence in both teaching and learning is
promoted in the schools by facilitating resource sharing, innovation,
and communication.
The
Internet can provide the students with access to the most recent
research and the most up-to-date statistics, on-line resources, and
opinions. However, the interconnected worldwide web of computers can
also provide the students with access to less than desirable
information. While it is in fact impossible to completely protect
students from accidental exposure to inappropriate materials, it is
important that the Division have an acceptable use procedure to provide
guidelines for the use of this important informational resource by its
students and staff.
Information
Technology (IT) is defined as hardware, software and data as they
pertain to the use of computers and other electronic devices designed to
create, use, transmit and store information.
Information
Technology personnel are defined as employees whose responsibilities
include the install, maintenance, and tracking of Information Technology
in the Division.
The Division must also comply with and expand on the
CommunityNet Acceptable Use Policy developed by the Saskatchewan Ministry of Education.
1. Guiding Principles
1.1.
All users of Horizon School Division IT infrastructure are expected to
use such systems in a legal, ethical, collegial and non-destructive
manner consistent with a spirit of respect and in accordance with the
policies and procedures of the Division and with the laws of Canada and
Saskatchewan.
1.2. Staff will provide instruction to students about acceptable use of IT infrastructure.
1.3.
Access to Horizon School Division IT infrastructure shall focus on
appropriate instructional materials linked to the curriculum content
being studied.
1.4.
All employees must agree to the terms of the Acceptable Use of
Technology Procedure prior to obtaining access. Students must accept
the terms of the Student Use Agreement as indicated in the Student Registration Form, which contains the signature of the user as well as the signature of the parent or guardian.
2. Usage
2.1.
There are three usage types of Horizon School Division IT
infrastructure. They are Acceptable, Incidental and Unacceptable.
2.2.
Acceptable uses are activities required to conduct the business of
education. They help fulfill the mandates set forth by the Division and
the Ministry of Education. Acceptable use is any application used in the
delivery of services by education partners which does not
disproportionately consume available resources.
2.3.
Incidental uses are those that are neither explicitly permitted nor
explicitly denied. Incidental usage that becomes an imposition on others
or burdens systems is no longer incidental, but unacceptable, and is
not permitted.
2.4.
Unacceptable use impedes the work of others and may damage IT
infrastructure, intentionally or unintentionally. This includes any use
that significantly interferes with or is incompatible with the
educational environment or the duties or employment or any use that
exposes the Division to significant cost or risk of liability.
2.5.
The examples in Appendices A and B provide general guidance and
examples of Acceptable, Incidental and Unacceptable Use. These examples
are for illustrative purposes and should not be construed as being
exhaustive of unacceptable use.
2.6. Appendix C outlines non-compliance consequences for staff and students.
3. Monitoring
3.1.
Users should be aware that computer usage can be traced by site logs,
desktop monitoring and other tracked information. In addition,
Technology Services may be directed to access the contents of all files
stored on its system and all messages transmitted through its
information technology infrastructure. The authority to collect such
information is vested in the Director of Education, or the Chief
Financial Officer, or their designate. Therefore, approval from the
Director or designate is required before any such information is
collected.
4. Data
4.1.
To help ensure safe, secure and reliable information technology
infrastructure, IT personnel must perform maintenance, upgrades and
auditing functions on all Horizon School Division infrastructure
devices. To accommodate these functions IT personnel must have
appropriate access to these devices and the data stored on them. All
data stored on any device attached to the Division information
technology infrastructure may be accessed by IT personnel to perform
these functions, and connection to the Division technology
infrastructure by any party will be deemed to be consent to such access.
4.2.
All records in the possession or under the control of the Horizon
School Division, including electronic records, are subject to the Local
Authority Freedom of Information and Protection of Privacy Act.
4.3.
Electronic records are responsive to Horizon School Division records
management Administrative Policies as well as the Records Retention and
Disposal Guide for Saskatchewan School Divisions.
4.4. For
the purposes of this document a record is information in any form and
includes information that is written, photographed, recorded or stored
in any manner, but does not include computer programs or other
mechanisms that produce records. A record includes paper, microfilm,
electronic and other formats of recording and storing information
5. User Names, Passwords, Security
5.1.
Employees who require IT access in order to perform the functions of
their employment will be assigned usernames and passwords, wherever
possible, to access required IT services.
5.2.
Also, all password enabled IT should automatically password protect
the device or software after 30 minutes of inactivity if possible.
5.3.
Passwords are not to be shared with friends, family or others except
other employees of the Division who require the information for the
purposes of their employment, and must be assigned and changed in
accordance with guidelines established from time to time by Technology
Services.
5.4. Employees will be held accountable for any abuses carried out by unauthorized disclosure of a password.
5.5. Employees shall not attempt to gain unauthorized access to information
6. Copyright
6.1.
All IT hardware and software in use is purchased under academic
licenses. As a result there must not be any unauthorized commercial
activity of any kind on Horizon School Division technology
infrastructure.
6.2.
Software must only be used legally in accordance with both the letter
and spirit of relevant licensing and copyright agreements.
7. Acceptable / Incidental Uses
Acceptable uses of the technology include but are not limited to the following:
7.1. Work-Related Purposes
7.1.1
Unless specifically directed otherwise, an employee may use technology
if required to perform any portion of work duties assigned to the
employee.
7.2.2 All work related use must be in accordance with the terms of this policy.
7.2.1
Employees may also use technology for reasonable private purposes such
as sending and receiving personal messages as long as such usage is
consistent with this procedure.
7.3.2
Employees shall comply with the following rules in any incidental use
of Horizon School Division Information Technology infrastructure:
7.3
Incidental use must not, in the opinion of the employee’s supervisor,
impede the employee’s work or the work of others, or affect an
employee’s ability to work.
7.3.1 Personal use does not incur cost to the Division.
7.3.2 Employees shall at all times exercise good judgment in the incidental use of Division resources.
7.3.3 Employees shall restrict personal communications during office hours to pressing matters only.
7.3.4
Employees may not use their Horizon School Division email address to
post personal opinions in a public forum that are strictly their own
opinions and not necessarily those of the Division.
8. Unacceptable Uses
Unacceptable uses of technology include but are not limited to the following:
8.1 Harassment, Bullying or Cyber-Bullying:
8.2 Cyber bullying is
the use of information and communication technology to bully,
embarrass, threaten or harass another. It also includes the use of
information and communication technology to engage in conduct or
behavior that is derogatory, defamatory, degrading, illegal, and/or
abusive. Cyber bullying involves the use of information and
communication technologies to support deliberate, repeated, and hostile
behavior by an individual or group that is intended to harm others.
Refer to Horizon Procedure
AP-358 Harassment, Bullying and Cyber-Bullying
8.3 Unauthorized release of information:
8.3.1 Giving out personal information about another person, including home address and phone number
8.3.2 Providing information about, or lists of employees to outside parties.
8.3.3 Providing confidential information about the Division or its operations to outside parties.
8.4 Unauthorized personal use:
8.4.1 Personal business or commercial or for-profit purposes.
8.4.2 Product advertisement or political lobbying including the sending of “junk mail” or other advertising material.
8.4.3
Downloading entertainment software or other files not related to
objectives of Horizon School Division for transfer to a user’s home
computer, personal computer, or other media (including freeware,
shareware, copyrighted commercial and noncommercial software, and all
other forms of software and files not directly related to the
instructional and administrative purposes of the Division).
8.5.1 Revealing a password to any unauthorized person.
8.5.2 Attempting to discover another user’s password.
8.5.3
Allowing use of employee’s account by any unauthorized party including
family and other household members when work is being done at home.
8.5.4 Circumventing user authentication or security of any host, network or account.
8.5.6 Misrepresenting other users on the networ
Non-Compliance Consequences
Students
Student
users who are found in non-compliance of this procedure will be subject
to a range of actions that will be at the discretion of the school
administration. The following list is to act only as a suggested guide
to possible disciplinary action:
1st Offence
- One week suspension of all computer access.
- Email account will be locked for the duration of the suspension.
- Inspection of all email and computer data.
2nd Offence
- One month suspension of all computer access.
- Email account will be locked for the duration of the suspension.
- Inspection of all email and computer data.
3rd Offence
- Suspension of all computer access for the remainder of the school year.
- Email account will be locked for the duration of the suspension.
- Inspection of all email and computer data.
Staff
If
there is sufficient evidence that the Acceptable Use of Technology
Procedure has been breached by the user, the direct supervisor or the
Technology Services Coordinator will inform the Director of
Education/Chief Financial Officer or their designate. The Director of
Education/Chief Financial Officer or their designate will:
- Inform the appropriate members of the school division administration.
- Where appropriate, make recommendations as to the temporary or long-term loss of access.
Secure the files and/or technology in question from the Division system as appropriate.
Reference: Sections 85, 87, 109, 175, Education Act; Records Retention Disposal Guide
August 29, 2011
