Policy 4511 - Staff Use of Information Technology and Communication Resources
(Policy Reference: 4100, 4416, 4405, 6163.2)
The District provides staff with access to information technology and communication resources to accomplish its mission of teaching, learning and public service operations. Uses shall be related to educational programs or operations of the District.
The District expects staff to use information technology and communication resources such as the Internet, telephones (including wireless phones and the voice mail system), computers, fax machines, the electronic mail (e-mail) system, wireless access points, printers, cameras, personal digital assistants (PDAs) and removable storage devices in a responsible manner in accordance with established District policies and rules. Use of such resources is a privilege, not a right.
Employees shall not use district-owned equipment, information technology or communication resources for private business ventures, personal gain, political promotion or campaigning, or any illegal activity. Use of such resources for illegal activity may be cause for termination, consistent with applicable employee bargaining agreement and/or district policy. The district will cooperate with legitimate law enforcement investigations.
Although the District does not make a practice of monitoring individual messages or use of equipment, the Superintendent/designee is authorized to access and review such usage and reserves the right to retrieve the content for legitimate reasons, such as to find lost messages, to comply with investigations of wrongful acts, or to recover from system failure. The District shall take appropriate corrective action or disciplinary action against an employee based upon information obtained from monitoring or inspecting his/her district equipment, telephone and/or electronic records and communications. The District's practice of not monitoring every communication is not a waiver of its right to monitor in the future. The District retains the right to confiscate any District-owned equipment at any time.
Hardware Devices
All employer-issued equipment (to include laptops, all phones, PDAs, etc.) and all data generated, received or stored on such equipment is the property of the District.
Personally-Owned Technology/Software
Use of personally owned technology can jeopardize the district's ability to verify copyright compliance or compromise the district network systems (voice, video, or data). Permission must be obtained from Technology Services to connect any personally owned equipment to District network resources.
The installation and use of personal software on District computers (including screen savers not provided as part of the district standard software) is prohibited. Permission must be obtained from Technology Services to install and use any personal software on District computers.
Electronic Communication (e-mail, internet, voice mail and fax)
The District expects employees to use electronic communication for instructional and communication purposes that are consistent with the goals and policies of the District. As necessary, access to electronic accounts and the Internet shall be provided to all District employees.
Electronic communication use is subject to many of the same statutes and legal requirements as other forms of communication. All such documents are generally considered to be public records and are subject to public inspection. To the greatest extent possible in a public setting, individuals' privacy shall be preserved.
However, there is no expectation of privacy or confidentiality for documents and messages stored on District-owned equipment. A password is not an indicator of personal privacy from employer monitoring.
Users of electronic communication systems shall be aware that, in addition to being subject to authorized access, communication in its present form cannot be secured and is, therefore, vulnerable to unauthorized access and modification by third parties. Receivers of electronic documents shall check with the purported sender if there is any doubt about the identity of the sender or the authenticity of the contents, as they would with print documents. Users of the District's electronic mail services shall be aware that even though the sender and recipient have discarded their copies of an electronic record, there may be back-up copies that can be retrieved.
District employees shall use electronic communication responsibly. Practices considered irresponsible can include but are not limited to:
- Using electronic communication devices for commercial purposes;
- Sending obscene or patently offensive electronic communications;
- Accessing, downloading, displaying, or distributing sexually explicit images and materials;
- Intercepting, disrupting, or altering any electronic communication without proper authorization;
- Accessing, copying, sending or modifying electronic messages from or within the electronic files or records of another without permission;
- Allowing another to use one's network or electronic account for fraudulent purposes;
- Using electronic communication to interfere with the ability of others to conduct District business;
- Sending unsolicited "junk" electronic communication or mass electronic mailings without a legitimate District purpose or without prior authorization of the Superintendent/designee;
- Reproducing or distributing copyrighted materials per Practice Statement 6163.2-Copyright;
- Using electronic mail in such a way that violates District policy, state law, or federal law;
- Personal communication via non-District sponsored applications/devices between staff and students, including, but not limited to, the use of social networking sites and instant messaging.
The District shall not be liable for an employee's inappropriate use of the electronic communication system or violations of copyright restrictions, users' mistakes or negligence, or costs incurred by users. The District shall not be responsible for ensuring the accuracy or usability of any information sent during electronic communications. Views or opinions presented in electronic communications are solely those of the author and do not necessarily represent those of the District.
All communications transmitted over the District's network or otherwise made in the course of business are governed by Policy 4405-Harassment and Policy 4100-Equal Employment Opportunity. Policy or rule violations shall result in appropriate disciplinary action up to and including termination and/or legal action, if warranted. The District shall cooperate fully with local, state, or federal officials in any investigation concerning or relating to misuse of the District's electronic communication's system.
State Stats. 19.35
State Stats. 948.075
State Stats. 103.10
Adopted --March 11, 2003
Revised -- 2/2008, 11/2008, 2/2009