Ukiah Unified School District

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Information Technology » Employee Acceptable Use Policy

Employee Acceptable Use Policy

Ukiah Unified School District
Acceptable Use Policy (AUP) for District Computer System
Employee Use Policy

This Acceptable Use Policy was adopted by the Board on February 11, 2016

The purpose of the Ukiah Unified School District’s (“District”) Acceptable Use Policy (“AUP”) is to prevent unauthorized access and other unlawful activities by users online, prevent unauthorized disclosure of or access to sensitive information, and to comply with the Children’s Internet Protection Act (“CIPA”). As used in this policy, “user” includes anyone using the computers, Internet, email, chat rooms and other forms of direct electronic communications or equipment provided by the District (the “network”). Only current employees are authorized to use the network.
The District will use technology protection measures to block or filter, to the extent practicable, access of visual depictions that are obscene, pornographic, and harmful to minors over the network. The District reserves the right to monitor users’ online activities and to access, review, copy, and store or delete any electronic communication or files and disclose them to others as it deems necessary. Users have no expectation of privacy regarding their use of District property, network and/or Internet access or files, including email.
Acceptable Uses of the UUSD Computer Network and/or the Internet
Employees, volunteers, and other users are required to follow this Acceptable Use Policy. Even without a signature, all users must follow this policy and report any misuse of the network or Internet to a supervisor or other appropriate District personnel. Access is provided primarily for education and District business. Staff may use the Internet, including the email system, for incidental personal use during duty-free time. By using the network, users have agreed to this policy. If a user is uncertain about whether a particular use is acceptable or appropriate, he or she should consult a supervisor or other appropriate District personnel
Unacceptable Uses of the Computer Network or Internet
The following examples are considered inappropriate activity on the District network; however, the District reserves the right to take immediate discipline action regarding any activities (1) that create security and/or safety issues for the District, students, employees, schools, network or computer resources, or (2) that expend District resources on content the District, in its sole discretion, determines to lack legitimate educational content/purpose, or (3) other activities as determined by District as inappropriate.
  • Violating any state or federal law or municipal ordinance, such as: Accessing or transmitting pornography of any kind, obscene depictions, harmful materials, materials that encourage others to violate the law, confidential information or copyrighted materials;
  • Criminal activities that can be punished under law;
  • Selling or purchasing illegal items or substances;
  • Obtaining and/or using anonymous email sites; spamming; spreading viruses;
  • Developing work-related web sites, blogs, forums, emails, or similar online communications representing the District or using District equipment or resources without the permission of the Superintendent or designee. All such forums shall include a disclaimer that the District is not responsible for the content of the messages;
  • Promoting unethical practices or any activity prohibited by law, Board policy, or administrative regulations;
  • Causing harm to others or damage to their property, such as:
  1. Using profane, abusive, or impolite language; threatening, harassing, or making damaging or false statements, in print or any electronic medium, about others or accessing, transmitting, or downloading offensive, harassing, or disparaging materials;
  2. including photos, movies, and text;
  3. Deleting, copying, modifying, or forging other users’ names, emails, files, or data; disguising one’s identity, impersonating other users, or sending anonymous email;
  4. Damaging computer equipment, files, data or the network in any way, including intentionally accessing, transmitting or downloading computer viruses or other harmful files or programs, or disrupting any computer system performance;
    Using any District computer to pursue “hacking” internal or external to the District, or attempting to access information protected by privacy laws, ,or
  5. Accessing, transmitting or downloading “chain letters”, large files, or any type of “pyramid schemes”;
  • Engaging in uses that jeopardize access or lead to unauthorized access into others’ accounts or other computer networks, such as:
    1. Using another’s account password(s) or identifier(s);
    2. Interfering with other users’ ability to access their account(s); or
    3. Disclosing anyone’s password to others or allowing them to use another’s account(s);
  • Using the network or Internet for Commercial purposes:
    1. Using the Internet to buy or sell anything for personal financial gain;
    2. Using the Internet for personal advertising, promotion, or financial gain; or
    3. Conducting for-profit business activities and/or engaging in non-government related fundraising or public relations activities such as solicitation for religious purposes, lobbying for personal political purposes
Mass Emails
Employees shall not use the district’s network to transmit general or “mass” emails to other district employees without the prior consent of the Superintendent or designee. Emails sent to employees’ mailboxes in this way will be considered “spam” and an abuse or disruption of the email service.
Student Internet Safety and Employee, Volunteer, and Other User Responsibility
It is the responsibility of all District employees, volunteers and other users to:
1. Follow this District Acceptable Use Policy to protect student identity;
2. Follow this District Acceptable Use Policy regarding electronic communications they require, initiate, host or sponsor on District and/or other networks used for school purposes, including educational, sports, and extra-curricular activities.
Use of Student Information
Because of the wide accessibility of the District network and potential risk to students, absent parent permission for the particular purpose, District employees may not send, share, or post pictures, text messages, e-mails or other material that personally-identifies District students in electronic or any other form of personal technology. District employees may not use images of students, e-mails, or other personally identifiable student information for personal gain or profit.
District-Sponsored Social Media
The District’s presence on any social media site, including school-related accounts, such as clubs, teams, field trips, course, or other sites associated with the District or a District school must be authorized by the Superintendent or designee. Any sites, accounts, or pages existing absent prior authorization will be subject to review, editing, and removal. As appropriate, a recommendation for disciplinary action may result.
Any approved official presence on social media sites outside of those created and monitored by the District shall include the following text:
“The views expressed on this site do not reflect the views of the Ukiah Unified School District. This site contains user-created content which is not endorsed by the District. The purpose of this site is”…(then specify the purpose).
Content Owners are responsible for monitoring and maintaining official presences on social media sites as follows:
1. Content must conform to all applicable state and federal laws, as well as all District and Board policies and administrative regulations;
2. Content must not violate copyright or intellectual property laws and the content owner must secure the expressed consent of all involved parties for the right to distribute or publish recordings, photos, images, video, text, slideshow presentations, artwork or any other materials;
3. All postings and comments by users are monitored and responded to as necessary on a regular basis. Postings and comments of an inappropriate nature or containing information unrelated to official or District business should be deleted promptly. Such postings shall be reported, investigated, and authors will be disciplined as appropriate.
Employee Use of Personal Technology and Social Media
District employees are encouraged to limit their personal technology use during duty hours. Use of personal technology for non-District business shall be limited to off-duty time and designated breaks, except in emergency situations. Employees are encouraged to maintain a clear distinction between their personal social media use and any District-related social media sites. To avoid jeopardizing their professional effectiveness, employees are encouraged to familiarize themselves with the privacy policies, settings, and protections on any social networking websites to which they choose to subscribe and be aware that information posted online, despite privacy protections, is easily and often reported to administrators or exposed to District students.
Before employees create or join an online social network, they should ask themselves whether they would be comfortable if a 'friend' decided to send the information to their students, the students’ parents, or their supervisor.
Educators must give serious thought to the implications of joining an online social network. District employees should not have online interactions with students on social networking sites outside of those forums dedicated to academic use. District employees’ social networking profiles and personal blogs should not be linked to District students’ online profiles. Additionally, District employees should use appropriate discretion when using social networks for personal communications and should limit this activity to off-duty hours and the use of their own electronic communication devices.
When in doubt about contacting a District student during off-duty hours using either District-owned communication devices, network services, and Internet access route or those of the employee, begin by contacting the student’s parent(s) or legal guardian through their District registered phone number. District employees should only contact District students for educational purposes and must never disclose confidential information possessed by the employee by virtue of his or her District employment.
Penalties for Improper Use
The use of a District account is a privilege, not a right, and misuse will result in the restriction or suspension of the account. Misuse of personal or district technology may also lead to disciplinary and/or legal action including, but not limited to, suspension or dismissal from District employment and/or criminal prosecution by government authorities. The District will attempt to tailor any disciplinary action to the specific issues related to each violation.
The District makes no guarantees about the quality of the services provided and is not responsible for any claims, losses, damages, costs, or other obligations arising from use of the network or accounts. Any additional charges a user accrues due to the use of the District’s network are to be borne by the user. The District also denies any responsibility for the accuracy or quality of the information obtained through user access. Any statement, accessible on the computer network or the Internet, is understood to be the author’s individual point of view and not that of the District, its affiliates, or employees.
The District reserves the right to make the final decision on whether specific uses are consistent with this policy and shall be the final authority. The District reserves the right to modify this policy at anytime and all users will receive prompt notification of all modification.
UUSD Employee AUP- Revision.Legal Review.bdapprvd.2.11.16
Board Approved Revision: February 11, 2016