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Castro Valley USD |  AR  4040  Personnel

Employee Use Of Technology   

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Online/Internet Services: User Obligations and Responsibilities

Employees are authorized to use technology in accordance with board policies, administrative regulations, laws, and the user obligations and responsibilities specified below.

1. The employee in whose name an online services account is issued is responsible for its proper use at all times. Employees shall keep account information, home addresses, and telephone numbers private. Each employee shall only use the account(s) to which they have been assigned. Under no circumstance shall employees reveal their passwords to anyone.

2. Employees shall use technology safely, responsibly and for work-related purposes.

3. Employees shall not access, post, submit, publish, or display harmful or inappropriate matter that is threatening, obscene, disruptive, or sexually explicit, or that could be construed as harassment or disparagement of others based on their race, ethnicity, national origin, sex, gender, gender identity, sexual orientation, age, disability, religion, or political beliefs.

(cf. 4030 - Nondiscrimination in Employment)

(cf. 4031 - Complaints Concerning Discrimination in Employment)

(cf. 4119.11/4219.11/4319.11 - Sexual Harassment)

4. Employees shall not use the system to promote unethical practices or any activity prohibited by Board Policy, Administrative Regulations and/or law.

(cf. 4119.25/4219.25/4319.25 - Political Activities of Employees)

5. Employees shall not use the system to engage in commercial or other for-profit activities without permission of the Superintendent or designee.

6. Copyrighted material shall be posted online only in accordance with applicable copyright laws.

(cf. 6162.6 - Use of Copyrighted Materials)

7. Employees shall not attempt to interfere with other users' ability to send or receive email, nor shall they attempt to read, delete, copy, modify, or forge other users' email.

8. When using e-mail to discuss issues and data surrounding an individual student, staff are required to indicate that the e-mail contains confidential information by including the word "confidential" in the either the e-mail's subject line or main message area.

9. When using e-mail to transfer one or more sets of student data outside of the district system (e.g., an Excel document of student names and addresses), staff are required to secure the e-mail's attachment(s) using a minimum of 128bit encryption.

10. Employees must notify their site Principal or Superintendent or designee of any Internet-based resources (e.g., Facebook, Twitter, Myspace, Pinterest), which they control that directly relate to their employment with the District. Employees must remove any content immediately upon the request of their Principal, immediate supervisor and/or Superintendent or designee.

11. Staff shall use only district authorized Internet-based resources (e.g., district e-mail, district grade book tools, district authorized websites) to communicate with students online. Communication via one-to-one text messaging, private-messaging on websites (e.g., Facebook, Myspace, Twitter), use of personal e-mail, instant-messaging and any other two-way private messaging methods are prohibited unless authorized under Sections 11.a and 11.b.

a. Employees may text students if a signed Authorization to Text Message form (E4040) is on file.

b. Additional resources may be used to communicate with students, if approved in writing by the Superintendent or his/her designee on a case-by-case basis.

12. Employees using Internet-based resources to publish information to web sites, blogs, forums, or other online communications representing the school or district shall do so unidirectionally; whereby information is only provided one-way. These resources must be setup in such a way that they cannot be used as two-way communication platforms. Such resources shall be subject to rules and guidelines established for district online publishing activities including, but not limited to, copyright laws, privacy rights, and prohibitions against obscene, libelous, and slanderous content. The District retains the right to delete material on any such online resource and employees must comply with the District request to do so.

(cf. 1113 - District and School Web Sites)

13. Employees who intend to publish student images or work to Internet-based resources must, prior to electronically publishing such images or work, acquire parent/guardian approval by using a school approved publishing consent form. Additionally, staff is prohibited from publishing student full names, addresses, phone numbers, or other contact information.

14. Users shall report any security problem or misuse of the services immediately to his/her principal, immediate supervisor and/or the Superintendent or designee.


approved: September 12, 2013 Castro Valley, California