Administrative Rule Guidelines

Acceptable Use Policy for Network, Internet and E-Mail Services (IJNDB)

Statement of Intent: The purpose of this document is to educate employees, board members, and students of Richland One to the uses, regulations and limits of access to the network, Internet and e-mail services.  All employees and students must read and agree to this document before entering into any online activity. Employees and students must understand and appreciate the responsibilities as well as the rules and regulations of accessing and using these resources.

This policy and its supporting forms are available on the district Website, as well as in the Employee Handbook and the student Discipline Code.

·          Richland One provides employees and students with access to the district's electronic communication system, which includes network, Internet and e-mail services.  The district's Acceptable Use Policy will govern all use of this System.   Student use will also be governed by the disciplinary policy as outlined in the Discipline Code.  Employee use will also be governed by district guidelines and policy as reflected in the Employee Handbook.

·          This System is limited to educational purposes.  The term "educational purpose" includes use of the system for classroom activities, professional or career development.  The system will be used to:

o       increase district intra-communication, enhance productivity, and assist district employees in upgrading their skills through greater exchange of information with their peers;

o       assist the district in sharing information with the local community, including parents, social service agencies, government agencies, and businesses;

o       involve teachers, instructional support personnel consultants, administrators and community leaders in a continuous dialog and review of matters, materials and applications; and

o       provide student access to electronic information resources and communication tools

·          A student’s parent or guardian must sign a Student E-mail Account Agreement in order for that student to be granted an individual e-mail account.  The parent/guardian may withdraw approval at any time through a written request directed to the student’s teacher or principal.

·          E-mail messages and other electronic files created using Richland One resources or stored on district resources are property of the District. Richland One has the right to place restrictions on the material accessed or posted through the system.

·          The Superintendent or his/her designee will serve as the administrator to oversee the district system.

·          The building principal or district department head or his/her designee will serve as local administrator for the district system.

o       The principal/department head may designate a staff member (at the school level, preferably the Information Technology Specialist), to act as coordinator of system use and management.

o       The building/department level coordinator will submit all e-mail account applications to the IT Helpdesk and will maintain a file of e-mail applications.

o       The principal/department head will approve building/department level activities, and will ensure that users receive proper training in the use of the system and the requirements of this policy.

o       The principal/department head will maintain executed user agreements and be responsible for interpreting the district Acceptable Use Policy at the building/department level.

o       The principal will establish a system to ensure adequate supervision and training of students using the system and will maintain a file of Student E-mail Use Agreements.

·          The Executive Director of Information Technology will establish a process for setting up employee network and e-mail accounts, set quotas for file storage on the system, and establish file retention and backup schedules, a district virus protection process, and an Internet filtering system that meets Children’s Internet Protection Act (CIPA) requirements.  He/she will oversee the administration and maintenance of the district’s network infrastructure and operations, and the district’s Management Information System (MIS).

·          The Director of Communications will oversee the design and maintenance of the district Web presence.

·          The Director of Instructional Technology Services will coordinate the selection, purchase, and use of instructional software and electronic resources.  He/she will collect and report usage statistics for these resources.  He/she will manage the technology staff development of district employees, school Web administrators and teachers in the use of the schools’ Web-based communication system and in the use of district online resources.

·          The Director of Professional Development will maintain and administer online certification and professional development data.

·          Internet:  Upon signing the district Internet Use Agreement, all district employees, board members, and students will have access to the Web through the district's networked computers.  The Internet is considered an important research tool for students and employees.  Parents may specifically request that their child(ren) not be provided access.  However, it should be understood that all activities are curriculum driven and that to deny access is to limit the student’s ability to participate in instructional opportunities.

·          Employee Intranet: All district employees and board members will have access to additional resources through the district Local Area Network (LAN) and Wide Area Network (WAN).  Access to resources that include confidential information will be password protected, and the department responsible for the administration of the resource will assign access rights.

·          School Intranets: Students and school employees will have access to additional resources through the school Local Area Networks (LANs).  Access to resources that include confidential information will be password protected, and the department responsible for the administration of the resource will assign access rights.

·          Student E-mail Accounts: With parental approval, students can be granted access to personal e-mail accounts. An agreement is required, which must be signed by the student and his or her parent.  Parents may specifically request that their child(ren) not be provided access.  However, it should be understood that all activities are curriculum driven and that to deny access is to limit the student’s ability to participate in instructional opportunities. Student e-mail access will not be available from home computers.

·          District Employee E-mail Accounts:  All employees must agree to abide by the district’s employee e-mail use agreement in order to initialize the account and to renew that agreement annually.

·          Guest E-mail Accounts.  Guests may receive temporary individual e-mail accounts with the approval of a district administrator if there is a specific, district-related purpose requiring such access. Administrators must submit the name of a guest request to the IT Helpdesk. Guest users must agree to abide by the district’s employee e-mail use agreement in order to initialize the account and to renew that agreement annually.  Use of the system by a guest must be specifically limited to the district-related purpose.  A parental signature is required if the guest is a minor.

·           The District will notify parents/guardians about the district network, related safety issues and issues governing its Internet through a general letter to all parents. Parental permission is not required for use of the Internet, but parents will be notified that they have the right to file a Parent/Guardian Denial Form available from the school principal if they do not want their children to have access to Internet resources. A parent/guardian must sign an agreement to allow their child to have an individual e-mail. A parent/guardian may request in writing alternative activities for their child(ren) that do not require Internet access with the understanding that such a request limits student opportunity and academic involvement.

·          If a child has been denied access to the Internet by a parent/guardian, then the parent/guardian must communicate to the child that he/she is to be restricted and is to discuss alternative activities with the teacher when instruction requires use of the Internet. It is incumbent upon the student to respect his/her parent’s/guardian’s decision regarding denial to Internet resources.

·          A parent/guardian may request in writing at any time the right to see the contents of the child(ren)'s individual e-mail files.  Parents/guardians have the right to request in writing the termination of their child(ren)'s individual account at any time.

·          The district Acceptable Use Policy contains restrictions on accessing inappropriate material. There is a wide range of material available on the Internet, some of which may not be fitting with the particular values of the families of the students.  It is not possible for the District to monitor and enforce a wide range of social values in student use of the Internet.  Further, the District recognizes that parents/guardians bear primary responsibility for transmitting their particular set of family values to their children.  The District will encourage parents/guardians to specify to their child(ren) what material is and is not acceptable for their child(ren) to access through the district system. 

·          The District will provide students and parents/guardians with guidelines for student safety while using the Internet and e-mail.  Refer to Guidelines for Student Use of E-mail and Student E-mail Use Agreement.

·          The District makes no warranties of any kind, either expressed or implied, that the functions or the services provided by or through the district system will be error-free or without defect.  The District will not be responsible for any damage users may suffer, including, but not limited to, loss of data or interruption of service.  The District is not responsible for the accuracy or quality of the information obtained through or stored on the system.  The District will not be responsible for financial obligations arising through the unauthorized use of the system.

·          The District will cooperate fully with local, state, or federal officials in any investigation concerning or relating to any illegal activities conducted through the district system.

·          In the event there is an allegation that a student has violated the district Acceptable Use Policy, the student will be provided with a written notice of the alleged violation and an opportunity to present an explanation to be heard in the manner set forth in the Richland County School District One Discipline Code.

·          Disciplinary actions will be tailored to meet specific concerns related to the violation and to assist the student in gaining the self-discipline necessary to behave appropriately on an electronic network. The Acceptable Use Policy is addressed specifically in the Discipline Code.  If the alleged violation also involves a violation of other provisions of the Discipline Code, the violation will be handled in accordance with the applicable provision. A major violation can result in e-mail account termination and restrictions to Internet access in addition to any other applicable discipline procedures.

·          Employee violations of the district Acceptable Use Policy will be handled in accord with the Richland School District One Employee Handbook.

·          A district administrator may terminate the account privileges of a guest user named by him/her by providing notice to the user.  Guest accounts not active for more than 30 days may be removed, along with the user's files, without notice to the user.

·          Misuse of e-mail, the Internet, or other electronic resources will result in restrictions being put in place, with the possibility that use of such resources may be temporarily or permanently revoked.  The District reserves the right to act upon reports of misuse as it sees fit.  This may include immediate restrictions placed on an individual’s access to e-mail, the Richland One network, the Internet, or other electronic resources pending further investigation.

·          System users have a limited privacy expectation in the contents of their personal files on the district system.  The contents of employee and student e-mail and files are property of the District.

·          If routine maintenance and monitoring of the system leads to discovery that the user has violated the district Acceptable Use Policy, Discipline Code, or federal or state law, then an individual search will be conducted.  The nature of the investigation will be reasonable and in the context of the nature of the alleged violation as outlined in district policy.

·          District employees should be aware that their personal files are discoverable under the State of South Carolina Freedom of Information Act.

·          E-mail messages and any other electronic files created using Richland County School District One resources or stored on District resources are property of the District.

·          The Copyright Law as referenced in the Employee Handbook will govern the use of material accessed through the district system. 

·          Plagiarism, which is a copyright violation, is taking the ideas or writings of others and presenting them as if they were original to the user.

·          Employees and students will make a standard practice of requesting permission from the holder of the work if their use of the material has the potential of being considered an infringement.   

·          Teachers will instruct students to respect and adhere to copyright law and to request permission for use when appropriate. Teachers will instruct students in appropriate research and citation practices.

·          Resources created for the district on district system are and will remain the intellectual property of the District. 

·          The following Richland One School Board policies will govern the use of the Internet:

o       IFBD-R Material Selection

o       JHCC-R Student Publications

o       KNBA-R Complaints about Instructional Materials

·          When using the Internet for class activities, teachers will select materials that are age-appropriate and relevant to the course objectives. 

o       Teachers will preview the materials and sites they require or recommend students access to determine the appropriateness of the material contained on or accessed through the site. 

o       Teachers will provide guidelines and lists of resources to assist their students in channeling their research activities effectively and properly so that research correlates with instruction.

o       Teachers will assist their students in developing the skills to ascertain the truthfulness of information, distinguish fact from opinion, and engage in discussions about controversial issues while demonstrating tolerance and respect for those who hold divergent views.

·          The district’s Integrating Student Information Literacy and Technology Education into the Curriculum provides expectations for developing students’ skills in accessing and evaluating information.

·          Student rights to free speech, as set forth in the Discipline Code, apply also to using e-mail and any other form of online communication.  The district e-mail system is considered a limited forum, similar to a school newspaper, and therefore the District may restrict your free speech.

·          The District Web Site is www.richlandone.org. The Office of Communications will maintain the Web page.

·          Department Web Pages: Departments will establish Web pages that present information about department activities and resources based on district minimum specifications. 

·          School Web Pages.  Schools will establish Web pages that present information about the school and class activities based on district minimum specifications.  The building principal will designate an individual to be responsible for coordinating and managing the school Web site. The principal will establish a process and criteria for the establishment and posting of material to the district Web page.  

·          Teacher Web Pages: Teachers will establish class Web pages that present information about the school and class activities based on district minimum specifications. 

·          Student Web Pages.  Student Web pages may be created as part of an instructional activity and posted only on the school’s secure Web intranet.  Personal student Web pages will not be accepted. Student Web pages must include the following notice:  "This is a student Web page.  Opinions expressed on this page will not be attributed to the district."

·          Extracurricular Organization Web Pages.  With the approval of the building principal, extracurricular organizations may post their information as part of the school Web page. This information must relate specifically to the organization’s activities and be submitted to the faculty sponsor before posting. Organization Web pages must include the following notice: "This is a student extracurricular organization Web page.  Opinions expressed on this page will not be attributed to the district.”

·          Any links from district Web pages that are not specifically curriculum-related should be limited to information about school or community activities. Links to non-profit and non-discriminatory agencies or organizations devoted to school community interests or child welfare are permissible.

·          Web page links may not include entities whose primary purpose is commercial or political advertising.

·          Web pages must be current and checked regularly for accuracy of links, content, spelling and grammar.

·          Web pages may include only the first name and the initial of the student’s last name.  Documents may not include personal information about students and their families.  As per the Family Educational Rights and Privacy Act (“FERPA”), pictures or video of students, when the identity of the student is obvious, may not be published without written consent from a parent or guardian.

·          Published e-mail addresses are restricted to staff members.

Permitted Uses

·          Users will utilize the system for educational and professional or career development activities only.

·          Users may download text and other non-executable files attached to e-mail messages or from the Internet for school-related business only. Large files should be downloaded during off-peak hours whenever possible.

·          Users will check their e-mail frequently, delete unwanted messages promptly, and stay within their e-mail quota. Be aware that the system administrator may delete e-mail at any time.

·          Users will subscribe only to high quality discussion group mail lists that are relevant to their educational or professional/career development.

General Prohibitions

·          Users may not use the district system for commercial purposes, defined as offering or providing goods or services or purchasing goods or services for personal use.  Richland One will not be responsible for any obligations resulting from any unauthorized use of the system.

·          Users may not use the system for political activities.

·          Users will not post chain letters or engage in spamming. Spamming is sending an unnecessary message to a large number of people.

·          Users will not use their e-mail account for personal use, with the exception of contacting a family member for emergency, work-related or school-related purposes.

Personal Safety

·          Students will not post personal contact information about themselves or other people unless it is in conjunction with a specific teacher-approved assignment or approved college/career communication.  Personal contact information includes address, telephone, school address, work address, etc.

·          Students will not agree to meet with someone they have met online without their parent's/guardian’s approval.

·          Users will promptly disclose to their administrator, teacher, or other school employee any message they receive that is inappropriate or makes them feel uncomfortable.

Illegal Activities 

·          Users will not attempt to gain unauthorized access to the e-mail system, the district Web pages or any other computer system through Richland One e-mail and/or Internet and/or network access. Users will not attempt to perform functions that exceed their authorized access. This includes attempting to log in through another person's account or access another person's files. These actions are illegal.

·          Users will not make deliberate attempts to disrupt the computer system performance or destroy data by spreading computer viruses or by any other means.  These actions are illegal.

·          Users will not use the district system to engage in any other illegal act, such as arranging for a drug sale or the purchase of alcohol, engaging in criminal gang activity, threatening the safety of another person, or any other activity that violates existing district policies. Reference to such activities will not even be made in a joking manner or as a prank.

·          The District will involve law enforcement should illegal activities take place.

System Security

·          Users will not share their account information (User ID and/or password) or attempt to log in to another user’s account.  Any sharing of User ID or password will result in immediate restriction or removal of account privileges.  The only potential exception is the sharing of information with IT staff if requested for troubleshooting purposes.

·          Users will immediately notify the IT Helpdesk if they have identified a possible security problem (students should notify a teacher and/or principal).  Do not actively seek security problems, but immediately report any potential issues that are found.