* Reading Assignments: 1.1 1.1.1 1.1.2 1.2 1.2.1 1.2.2 2.1 2.1.1 2.1.2 2.1.3 2.1.4.
INFORMATION AND COMMUNICATION TECHNOLOGY...
34
INFORMATION AND COMMUNICATION TECHNOLOGY POLICY
Transcript of INFORMATION AND COMMUNICATION TECHNOLOGY...
INFORMATION
AND
COMMUNICATION
TECHNOLOGY POLICY
2
CONTENTS
Page No.
INTRODUCTION 3
SECTION 1 E- SAFETY 3
SECTION 2 USE OF THE SCHOOL’S ICT SYSTEMS 14
SECTION 3 USE OF PERSONAL DEVICES IN SCHOOL 21
APPENDICES
STAFF ICT AGREEMENT 28
STUDENT ICT AGREEMENT 29
STAFF LAPTOP AGREEMENT 33
3
1. INTRODUCTION
1.1 This policy is an updated version of and an amalgamation of four previous
policies:
1.2 Information and Communication Policy, E- Safety Policy, Mobile Phone Policy
and the Bring Your Own Device Policy which have been implemented over the past
three years from 2011 to 2014.
1.3 Information and Communications Technology (ICT) is now a fully integrated
part of the curriculum and is gradually been phased out as a stand-alone subject, it is
an integral part of the student’s learning experience at school. Because ICT is part of
everyday life, many of the old policy requirements have changed or disappeared
altogether. Computing has superseded ICT as a subject area and for this reason the
ICT curriculum has been removed from the new policy. However, the focus still
strongly remains on the appropriate use of technology, links with appropriate
classroom behavior and staff and student safety.
2. SECTION 1 E SAFETY
2.1 What is E-safety?
2.1.1 E-safety reflects the need to raise awareness of the safety issues associated with
information systems, electronic communications and social media as a whole.
2.1.2 E-safety encompasses not only Internet technologies but also electronic
communications such as mobile phones and wireless technology. It highlights the
need to educate children and young people about the benefits, risks and
responsibilities of using information technology. It provides safeguards and raises
awareness to enable users to control their online experiences.
2.1.3 The Internet is an unmanaged, open communications channel. The World Wide
Web, e-mail, blogs and social networking all transmit information using the Internet’s
communication infrastructure internationally at low cost. Anyone can send messages,
discuss ideas and publish material with little restriction. These features of the
Internet make it an invaluable resource used by millions of people every day.
2.1.4 Hillview protects itself by making it clear to students, staff and visitors that the
use of ICT equipment in school for inappropriate reasons is “unauthorised”. However,
a disclaimer is not sufficient to protect the school from a claim of personal injury and
the school therefore ensures that all reasonable actions have been taken and
measures put in place to protect users.
4
2.2 Responsibilities of School Staff
2.2.1 All staff sign an ICT Agreement on appointment, covering both school and
personal equipment. Staff thereby accept that Hillview can monitor network and
Internet use to help ensure staff and students safety. Staff that manage filtering
systems or monitors ICT use have greater responsibility and are appropriately
supervised. Procedures define how inappropriate or illegal ICT use is reported to
senior management. Staff are aware of dangers to themselves in managing ICT use,
for instance in viewing inappropriate images to investigate their source.
2.2.2 Any allegation of inappropriate behaviour must be reported to senior
management and investigated with great care - an innocent explanation may well
exist.
2.2.3 E-mail, text messaging and social media all provide additional channels of
communication between staff and students and inappropriate behaviour can occur, or
communications can be misinterpreted. Staff are made aware of the power of the
technology in Police hands to identify the sender of inappropriate messages.
2.3 Routes to E-safety
2.3.1 Un-moderated Internet access brings with it the possibility of placing students
in embarrassing, inappropriate and even dangerous situations. The school has a
policy to ensure responsible ICT use and the safety of students in consultation with
staff, parents, governors and students.
2.4 Guided educational use
2.4.1 Curriculum Internet use is planned, task-orientated and educational within a
regulated and managed environment in order to enrich and extend learning activities.
Directed and successful Internet use will also reduce the opportunities for activities of
little education value. Staff guide students in on-line activities that will support the
learning outcomes planned for the students’ age and maturity.
2.5 Risk assessment
2.5.1 All staff at Hillview ensure that they are fully aware of and can mitigate risks of
Internet use. Students are made aware that they should avoid inappropriate material
but report to their teacher any material which they might come across by accident.
Students are taught the principles of e-safety and receive training from external
consultants on an annual basis.
2.6 Responsibility
2.6.1 E-safety depends on staff, schools, governors, advisers, parents and - where
appropriate - the students themselves taking responsibility. Staff have a particular
responsibility to supervise use, plan access and set good examples.
5
2.7 Regulation
2.7.1 The use of a finite and expensive resource, which brings with it the possibility
of misuse, requires regulation. The school uses filtering software to block unsuitable
material from the network and is also able to restrict sites itself. In cases of misuse,
the internet is blocked temporarily or permanently from individuals or groups of
users. All users sign an ICT agreement that covers all aspects of regulation.
2.7.2 The IT technical team keeps an up-to-date record of access levels granted to all
network users. Parents are informed that students will be provided with supervised
Internet access and parents and students are required to sign an ICT agreement.
Senior staff take responsibility for regularly checking that filtering and monitoring is
appropriate, effective and reasonable, and that technical staff have not taken on
themselves the responsibility for educational or disciplinary issues.
2.8 Appropriate strategies
2.8.1 The school takes all reasonable precautions to ensure that users access only
appropriate material. Filtering strategies are selected by Hillview, in discussion with
the filtering provider where appropriate. The filtering strategy is matched to the age
and curriculum requirements of the student.
2.9 E-safety education
2.9.1 Students are educated in the responsible and safe use of the Internet and other
technologies through a range of strategies including:
2.9.1(a) Think U Know training which is extremely powerful and has been
provided via Cluster based INSET sessions from the CFE E-safety
Officer. Various members of staff at Hillview received the training
and are accredited E-safety reps from CEOP.
2.9.1(b) We work closely with an independent E-safety consultant who visits
the school on an annual and ad hoc basis to provide e-safety
training to students, parents and staff. He has many years of
experience and maintains close links with CEOP to provide up-to-
date resources and information to the e-safety training schedule.
2.9.1(c) Posters and displays on E-safety in the ICT suites.
2.9.1(d) E-Safety integrated into ICT and PDL Schemes of work.
2.9.1(e) Reactive discussion when a suitable opportunity occurs.
6
2.10 Staff and student electronic communications
2.10.1 All users are expected to adhere to the generally accepted rules of network
etiquette (netiquette). These include but are not limited to the following:
Be polite.
Use appropriate language.
Do not use abusive language in
your messages to others.
Do not reveal the address, phone
number or other personal details
of yourself or other users.
Do not use the network in such a
way that would disrupt the use of
the network by other users.
Illegal activities are strictly
forbidden.
Note that e-mail is not
guaranteed to be private.
System administrators monitor
and have access to all e-mail.
Messages relating to or in
support of illegal activities will be
reported to the authorities.
2.11 Using new technologies in education
2.11.1 New technologies are examined for educational benefit and a risk
assessment carried out before use in school is allowed. As a secondary school,
Hillview (and its students) are at the forefront of the use of a huge range of new
technologies and learning opportunities including:
2.12 E-safety for students with additional needs
2.12.1 There are certain aspects of e-safety that are particularly challenging for
students with additional needs and children who we may consider to be vulnerable in
this learning context. Students will clearly have individual needs that will present a
range of issues when teaching E-safety but some common difficulties may be:
2.12.1(a) They may be still developing their social understanding of safety
and so may relate better to strategies used with younger children
2.12.1(b) They are likely to find it hard to apply the same rules in different
situations
2.12.1(c) Most safety principles rely on children being able to explain what
happened or to ask for help
2.12.1(d) Some children may have poor recall and difficulties with learning
through experience
2.12.2 Hillview considers its E-safety policy in relation to specific adaptations
that may be required for this group of students. The school’s Director of Inclusion
co-ordinates advice between ICT specialists and support staff. This may take the form
of child-focused strategies that would apply to a students with specific needs and
would be made available to all staff involved in Internet use with that child.
7
Alternatively, whole school approaches take into consideration strategies that support
the needs i.e. specific choices of visual support to remind students of the rules.
2.13 Response to an incident of concern
2.13.1 These risks to E-safety are caused by people acting inappropriately or
even illegally. Any potential issue is dealt with at a personal level. Teachers are the
first line of defence; their observation of behaviour is essential in detecting danger to
students and in developing trust so that issues are reported. Incidents will vary from
the prank or unconsidered action to considered illegal activity. They will be dealt with
according to the School Behaviour Policy.
2.13.2 This section determines what action staff take and when to report an
incident of concern to Hillview’s School Designated Child Protection Officer. Matters
are then handed over to the Children’s Safeguards Service or the Police if that
becomes necessary.
2.14 What does electronic communication include?
2.14.1 Internet collaboration tools: social networking sites and web-logs
(blogs)
2.14.2 Internet research: websites, search engines and web browsers
2.14.3 Mobile phones and personal digital assistants (PDAs)
2.14.4 Internet communications: e-mail and instant messaging
2.14.4 Webcams and videoconferencing
2.14.5 Wireless games consoles
2.14.6 Ipads, tablets and laptop devices
2.15 What are the risks?
Receiving inappropriate
content
Predation and grooming
Requests for personal
information
Viewing ‘incitement’ sites
Bullying and threats
Identity theft
Publishing inappropriate
content
Online gambling
Misuse of computer systems
Publishing personal
information
Hacking and security breaches
Corruption or misuse of data
8
2.16 How do we respond?
The flowchart below illustrates our approach to investigating an incident of concern.
This diagram should not be used in isolation and the Children's Safeguards Service
provides supporting documents to assist schools when responding to incidents.
A concern is raised
What type of activity is involved? Illegal Incident closed
(Is counselling or advice required?)
Neither
Who is involved?
Inappropriate
Establish level of concern.
Establish level of concern.
Establish level of concern.
Child as
instigator Child as victim
Possible
legal action
Potential illegal or child
protection issues?
Manage allegation procedures
In-school action:
CP co-ordinator, Head of ICT Department, Senior manager.
Yes
Counselling Risk assessment
Refer to school’s designated child protection officer
Staff as
instigator
School disciplinary and child protection procedures.
(possible parental involvement)
Other children
involved?
No
No
Yes
Refer to Children’s
Safeguards Service
Possible
legal action
If appropriate, disconnect
computer, seal and store.
Establish level of concern.
Staff as
victim
9
2.17 School responsibilities
2.17.1 As e-safety covers a wider scope than Internet use, a summary of a
school’s e-safety responsibilities is included here. This clarifies who is responsible for
developing a co-ordinated and effective approach to managing E-safety issues.
2.17.1(a) Hillview’s E-Safety Co-Ordinator is the Child Protection Officer, who
receives support and advice from the CFE E-safety Officer, the Children’s
Safeguard Service and where necessary, the Police. The Child Protection
Officer liaises closely with ICT teaching and technical staff for support on
matters regarding E-safety.
2.17.1(b) The ICT Department maintains and implements the E-safety Policy;
the PSD Department manages e-safety training and keeps abreast of local
and national e-safety awareness campaigns.
2.17.1(c) Hillview reviews and revises its policy regularly to ensure that it is
current and considers any emerging technologies.
2.17.1(d) Hillview audits its filtering systems regularly to ensure that
inappropriate websites are blocked.
2.17.1(e) To ensure that students and staff are adhering to the policy, any
incidents of possible misuse are always investigated, as indicated in the
flowchart.
2.17.1(f) The school includes E-safety in the curriculum, and it is delivered
via ICT and PSD lessons, as appropriate, to ensure that every students has
been educated about safe and responsible internet use. Students are
made aware of how to control and minimise online risks and how to
report a problem.
2.17.1.(g) All staff are required to read and sign the Staff ICT Agreement as
part of this policy.
2.17.1(h) Parents and students are required to sign and return the Student
ICT Agreement. This is reiterated in the Home – School Agreement,
signed yearly.
2.17.1(i) The ICT Policy is made available to all staff, governors, parents and
visitors.
2.18 Implementation and Compliance
2.18.1 No policy can protect students without effective implementation. It is
essential that staff remain vigilant in planning and supervising appropriate,
educational ICT experiences. The following measures and checks are implemented:
2.18.1(a) E-safety audit
2.18.1(b) Displays of posters in rooms with computers.
10
2.18.1(c) Students are aware of the ThinkUKnow website and how to report
an incident of concern regarding Internet use.
2.18.1(d) The Headteacher approves Hillview School’s filtering configuration
and Senior Leaders supervise the ICT Technical team in managing the filtering
system.
2.19 Managing Internet Access
2.19.1 Information system security
2.19.1(a) School ICT systems capacity and security are reviewed regularly.
2.19.1(b) Virus protection software is installed and is updated regularly.
2.19.2 E-mail
2.19.2(a) Students may only use approved e-mail accounts on the school
system.
2.19.2(b) Students must immediately tell a teacher if they receive offensive e-
mail.
2.19.2(c) Students must not reveal personal details of themselves or others
in e-mail communication, or arrange to meet anyone without specific
permission.
2.19.2(d) E-mail sent to an external organisation should be written carefully
and authorised before sending, in the same way as a letter written on
school headed paper.
2.19.2(e) The forwarding of chain letters is not permitted.
2.19.3 Published content and the school web site
2.19.3(a) The contact details on the school website include the school
address, e-mail and telephone number. Staff or students’ personal information
are not published.
2.19.3(b) The headteacher or nominee takes overall editorial responsibility
and ensures that content is accurate and appropriate.
2.19.4 Publishing students’ images and work
2.19.4(a) Photographs which include students are selected carefully and do
not enable individual students to be clearly identified.
2.19.4(b) Students’ full names are not used anywhere on the Website or in
association with photographs.
2.19.4(c) Written permission from parents or carers is obtained before
photographs of students are published on the school Website or in any
form of public media.
11
2.19.4(d) Work is only published with the permission of the students and
parents.
2.19.5 Social networking and personal publishing
2.19.5(a) Hillview regularly reviews access to social networking sites.
2.19.5(b) Newsgroups are blocked unless a specific use is approved.
2.19.5(c) Students are advised never to give out personal details of any kind
which may identify them or their location.
2.19.5(d) Students are advised not to place inappropriate personal photos on
any social network space; staff or student
2.19.5(e) Students are advised on security and encouraged to set passwords,
deny access to unknown individuals and to block unwanted
communications.
2.19.5(f) Students are encouraged to invite known friends only and deny
access to others.
2.19.6 Managing filtering
2.19.6(a) Hillview works in partnership with Kent County Council (KCC), the
Department for Education (DFE) and the Internet Service Provider to
ensure systems to protect students are reviewed and improved.
2.19.6(b) If staff or students discover an unsuitable site, it must be reported
to a member of the IT Department.
2.19.6(c) The Senior Leadership Team ensures that regular checks are made
to check that the filtering methods selected are appropriate, effective and
reasonable.
2.19.7 Managing videoconferencing
2.19.7(a) IP videoconferencing uses the educational broadband network to
ensure quality of service and security rather than the Internet.
2.19.7(b) Students should ask permission from the supervising teacher
before making or answering a videoconference call.
2.19.7(c) Videoconferencing is appropriately supervised for the students’
age.
12
2.19.8 Managing emerging technologies
2.19.8(a) Emerging technologies are examined for educational benefit and a
risk assessment is carried out before use in school is allowed.
2.19.8(b) The use of mobile phone technology is reviewed regularly and only
employed in a learning situation where it is deemed an appropriate and
beneficial use of technology. The sending of abusive or inappropriate text
messages is forbidden.
2.19.8(c) Staff will be using a school phone where contact with students is
required.
2.19.9 Protecting personal data
2.19.9(a) Personal data is recorded, processed, transferred and made
available according to the Data Protection Act (1998).
2.20 Policy Decisions
2.20.1 Authorising Internet access
2.20.1(a) All staff must read and sign the school’s ICT Staff Agreement
before using any school ICT resource.
2.20.1(b) Hillview maintains a current record of all staff and students who are
granted access to school ICT systems.
2.20.1(c) Students must apply for Internet access individually by agreeing to
comply with the Student ICT Agreement.
2.20.1(d) Parents are also required to sign and return the Student ICT
Agreement.
2.21 Assessing risks
2.21.1 The school takes all reasonable precautions to prevent access to
inappropriate material. However, due to the international scale and linked Internet
content, it is not possible to guarantee that unsuitable material will never appear on a
school computer. Neither the school nor KCC can accept liability for the material
accessed, or any consequences of Internet access.
2.21.1(a) The school regularly audits ICT use to establish whether or not the
E-safety policy is adequate and that the implementation of the E-safety
policy is appropriate.
2.22 Handling E-safety complaints
2.22.1 Complaints of Internet misuse are dealt with by a senior member of
staff.
2.22.2 Any complaint about staff misuse is referred to the Headteacher.
13
2.22.3 Complaints of a child protection nature are dealt with in
accordance with school child protection procedures by the
Designated Child Protection Coordinator
2.22.4 Students and parents are informed of the complaints procedure.
2.23 Discussions are held with the Police Youth Crime Reduction Officer and/or
other similar professionals to establish procedures for handling potentially
illegal issue
14
3. Section 2 Use of the schools ICT systems
3.1 ICT IN EDUCATION
3.1.1 Hillview is committed to equipping students with essential ICT skills and these
are taught throughout the school. Greater emphasis is now placed on using
technology to access information, and the school has a responsibility to ensure that
our students are ready for the future. We believe that all students should have equal
access to ICT and have the opportunity to develop skills that will support their work at
school and provide them with skills that will equip them for the future.
3.1.2 Hillview believes that all teaching, administrative and support staff should have
access to ICT resources and the training to enable them to use the school’s resources
to greater effect. ICT is used to track and analyse performance data, thereby
informing the planning of teaching and the use of target setting to improve students’
academic performance.
3.1.3 The use of the school’s Frog Virtual Learning Environment now enables remote
access to learning resources for students and to students performance data for
parents. It should be used whenever appropriate by departments to support learning
and to provide up-to-date information across the whole school.
3.2 EQUAL OPPORTUNITIES
3.2.1 SEN students have access to the whole ICT curriculum. The needs of the
individual student are at the forefront of teacher lesson planning. The Curriculum
Support department has access to specialised software in order to enable SEN
students to have greater access to ICT. Access to ICT for the Sapphire Curriculum is
also prioritised.
3.2.2 Students who do not have ICT access at home are not discriminated against.
Where practical work is set as homework, the teacher will ensure that the student has
ample opportunity in school time to access the school ICT resources. Moreover,
homework such as research and preparation is set, which does not necessarily involve
using a computer. The school will do what it can to support families where it can to
take advantage of the support available.
3.3 TECHNICAL SUPPORT
3.3.1 Three full time IT technicians provide technical support in the school. All are
network administrators and only they, have administrative rights on the school
network. Technical problems should be dealt with by the technicians. Faults can be
reported to them by a variety of means - they can be contacted personally, by
telephone or via e-mail. Any technical issue which requires following-up should be e-
mailed to the ICT Support e-mail address, where a job ticket is issued. This system
15
assists the technical team in managing their workload and in prioritising the ICT
issues which occur so that the network runs as smoothly as possible.
3.4 ACCESS
3.4.1 ICT resources are distributed throughout the school. There are five ICT suites
which are timetabled for discrete ICT lessons. The electronic booking system means
that teachers from other curriculum areas can book into the ICT rooms when they are
available. Teachers can add their name to a free period on booking sheets up to one
term in advance under the current booking system. The whole school is networked
and each classroom has a network point. A wireless network exists across the school
site, which can be accessed by using wireless-enabled laptops. Additional suites of
up to 20 computers are available in various classrooms. Laptop trollies are also
available for class use and can be booked using a similar booking form.
3.4.2 The ICT suites are available to students in the morning before school, at break
time, lunchtime and after school. A member of staff or a prefect supervises the
rooms at lunchtimes.
3.5 HEALTH AND SAFETY
3.5.1 Students are made aware of the dangers of using computers including RSI,
eyestrain and Internet safety through class discussions, worksheets and tasks.
Students are also made aware of health and safety through the use of information
posters in each ICT room. Users of the ICT rooms should pay particular attention to
electrical cables and equipment. Although water bottles are allowed in ICT rooms,
students and teachers must ensure that they are kept well away from the computer
equipment.
3.6 ICT ETHICS AND PERSONAL SECURITY
3.6.1 Students are taught to be responsible users of ICT. Students cover work on
copyright and plagiarism as well as Internet safety. They learn about computer crime
and the abuse of computer systems. When working with databases students learn
about the Data Protection Act and privacy laws. When working on computers, students
are encouraged at all times to think about the social implications of computers.
16
3.7 RESOURCES
3.7.1 Each computer on the main school network runs Microsoft Windows 7. All
machines run MS Office 2010 (including Word, PowerPoint, Excel, Access, Publisher,
and Front Page). This software is licensed under the Microsoft Schools Licence. In
addition, many software programs are available to support more specialised ICT work
or other subject areas across the curriculum.
3.7.2 Only the technicians have the appropriate permission to install software on the
network. If a teacher wishes to load software they must consult with the ICT Technical
department. The technicians will not install software unless proof of licence can be
demonstrated.
3.7.3 There are networked laser printers, scanners and ceiling mounted projectors
with interactive whiteboards in all ICT suites. Some additional projectors and
interactive whiteboards can be found in various department classrooms.
3.7.4 Resources are reviewed on an annual basis in an attempt to provide appropriate
equipment to support all areas of the school’s work. Requests are submitted to the
Senior Leadership Team and where requests come from subject areas, they must link
to the department or school transformation plans.
3.7.5 Provision of ICT equipment for staff is an on-going objective. The staff room
has computers that are linked to the school network and each department has access
to a networked computer for staff use. In addition, the Mezzanine floor staff resource
room has a number of networked computers for use by staff. Every member of the
teaching, management and administrative staff has a personal e-mail account. Many
members of staff have also been provided by the school with a laptop computer or
tablet device.
3.8 INTERNET AND E-MAIL ACCESS
3.8.1 Hillview School for Girls has a considerable amount of ICT equipment, and users
have access to the Internet via a broadband connection. This also enables them to
access some web-based e-mail services. Staff and students are all requested to sign
the ICT agreement which covers appropriate use of the schools internet and e-mail
services.
3.9 How is publishing on the web managed?
3.9.1 The school web site can be accessed by anyone on the web. The web site will
comply with the school’s guidelines for publications. The material on the web site
must be the author’s own work, or where reproducing information, clearly marked
with the copyright holder’s name. Full names are not used anywhere on the web site
and photographs do not identify students individually.
17
3.9.2 The IT technical team either upload content or support trained individuals who
are able to then do the same. Any material considered to be contentious should be
passed to a member of the Senior Leadership Team for a decision as to whether or
not it should be uploaded.
3.9.3 Where material is uploaded to the school’s Virtual Learning Environment, the
management of content should follow the line management structure of the school.
Any student-led areas should be managed by teaching staff most closely involved with
that area of activity.
3.10 How is the support of parents enlisted?
3.10.1 Parents are informed that students have supervised access to the Internet
and that their photograph and work may be published on the school website. If
parents have a specific objection to their child accessing the Internet or having their
work published on the web they are asked to respond in writing. This is part of the
home-school agreement.
3.11 How are complaints regarding Internet use handled?
3.11.1 Responsibility for handling incidents will be given to the Senior
Leadership Team, who will be able to liaise with the teaching and technical staff for
support in investigating incidents as they deem appropriate. Students and parents
are informed of the complaints procedure. There may be occasions when the police
must be contacted. Parents would be informed and e-mail and computer access
denied for a period of time depending on the seriousness and nature of the incident.
Further sanctions may include a permanent ban on ICT resources.
3.12 How will the school ensure that Internet Access is safe?
3.12.1 Access to the Internet will be supervised as part of the taught curriculum
or through supervised lunchtime and library access. Students are informed that
Internet use will be supervised and monitored. Senior staff ensure that checks are
made to ensure that the filtering methods selected are effective in practice. The IT
Technical team carries out checks on filtering and students internet history, reporting
any misuse as indicated above.
3.12.2 Rules for the responsible use of the Internet will be displayed in ICT
rooms
18
3.13 Staff Internet Access
3.13.1 The computer network and all ICT resources are owned by the school,
and managed by the IT Technical team. They are made available to staff to assist
them in their work. This policy has been written to prevent exposure to unlawful
copying of unlicensed software, minimise the threat of legal exposure by misuse and
prevent disruption caused by computer viruses.
3.14 Access
3.14.1 Staff have an authorised username and password for access to the
Internet, E-mail and the Frog Virtual Learning Environment. This should not be made
available to any other person. Staff should ensure that they log off their machine
after use. The school reserves the right to remove Internet access from any member
of staff.
3.15 Inappropriate Uses of E-mail or Internet
3.15.1 Staff are reminded of the potential dangers to themselves and the school
of Internet access, as regards the viewing and downloading of material that not only
transgresses school policy but also the law.
3.15.2 Unacceptable uses of the Internet or e-mail facilities may include:
3.15.2(a) The creation, transmission or viewing of any offensive, libellous,
obscene or indecent images, data or other materials, or those likely to
cause annoyance or anxiety
3.15.2(b) The copying of materials infringing the copyright of individuals or
companies
3.15.2(c) The dissemination of materials that may bring the school into
disrepute
3.15.2(d) The use of commercial e-mail facilities, such as Hotmail, to receive
attachments of which the source is unknown
3.15.3 Messages composed, transmitted or received on e-mail should not be
considered to be confidential as they may be stored on computer memory
automatically.
3.15.4 Any inappropriate use of the Internet facilities should be reported to the
IT Technical team who can then refer incidents to a member of the Senior Leadership
Team. Any member of staff misusing or inappropriately using Internet and e-mail will
be subject to the school’s normal staff disciplinary procedures.
3.16 DATA MANAGEMENT AND DATA PROTECTION
3.16.1 The school uses SIMS software as its Management Information System, to
store academic and administrative data about students and staff at the school. All
19
staff receive training in how to use the software and are given access to the software
at an access level which is proportionate to their needs.
3.16.2 In addition to SIMS the school also uses 4Matrix and Go4Schools as an
integral part of its recording and reporting of academic data, from targets and
attendance registration to assessment and student reports. These systems are used
to analyse data and this analysis informs the management and planning for the whole
school. The data stored links directly to the school’s Learning Platform and enables
teachers to communicate electronically with students remotely as a result. It also
enables parents to view data online about their children and to see selected
information about their schooling.
3.16.3 It is the responsibility of all staff to use their access to school data in a
careful and appropriate manner. The school’s use of data is governed by the Data
Protection Act (1998) and all staff must be aware of its requirements when handling
what could be sensitive personal data.
3.17 Writing and replying to E-mails
3.17.1 You should assume that all electronic mail is insecure – anything you
send may be read by others. Therefore, take care with what you say and how you say
it. In particular, try to avoid e-mailing anything of a confidential nature.
3.17.2 Use proper spelling, grammar and punctuation. This is important because
poor spelling, grammar and punctuation may give a bad impression of the School to
outside recipients (including parents) and will not help you to clearly convey your
message.
3.17.3 When replying to an e-mail message which has been sent to a number of
recipients, use the "reply-all" option sparingly. If you are angry or upset about the
message you are replying to, give yourself some time to calm down before replying.
3.17.4 Never send or forward messages containing libellous, defamatory,
offensive, racist or obscene remarks. Never forward virus hoaxes and chain letters.
3.18 Legal Issues
3.18.1 Writing an e-mail is like writing a letter. It is a record of the details
contained and has your name attached to it, along with the recipient and anyone
mentioned in the e-mail itself. You should be aware of this and that you could be
held to account for its content.
3.18.2 The Data Protection Act (1998) applies to computerised records and this
includes e-mail.
20
3.19 MANAGEMENT INFORMATION SYSTEM CODE OF CONDUCT
3.19.1 The following forms a Code of Conduct for the appropriate use of the
school’s Management Information Systems.
3.19.1(a) The information systems are school property and users must understand
that it is a criminal offence to use a computer for a purpose not permitted by its
owner.
3.19.1(b) The use of the school’s information systems must always be compatible
with a user’s professional role.
3.19.1(c) The school’s information systems may not be used for private purposes,
without specific permission from the Senior Leadership Team.
3.19.1(d) The school may monitor the use of its information systems in order to
ensure policy compliance.
3.19.1(e) Users must respect system security and must not disclose any password
or security information to anyone other than an appropriate system manager.
3.19.1(f) Users must not install any software or hardware without permission from
the IT Technical team.
3.19.1(g) Users must ensure that personal data is kept secure and is used
appropriately, whether in school, taken off the school premises or accessed
remotely.
3.19.1(h) Users must respect copyright and intellectual property rights.
3.19.1(i) Users must report any incidents of concern regarding children’s safety to
the school’s designated Child Protection Co-ordinator.
3.19.1(j) Members of staff must ensure that any electronic communications with
students are compatible with their professional role.
3.19.2 The school may exercise its right to monitor the use of the school’s
information systems, including Internet access, the interception of e-mail and the
deletion of inappropriate materials where it believes unauthorised use of the school’s
information system may be taking place, or the system may be being used for
criminal purposes or for storing unauthorised or unlawful text, imagery or sound.
21
4. Section 3 Use of personal devices in school
4.1 Guidelines for Students
4.2 Rationale
4.2.1 As the nature of exam courses change and more materials are made available in
digital form, students are increasingly required to use and to produce materials in
digital form to aid learning. The school recognises the benefits to learning from
offering students the opportunity to use personal ICT devices in school to support
learners and their learning. It is the intention of this policy to facilitate and support
the use of personal ICT devices in school in furtherance of individualised student
learning. Students are expected to use personal ICT devices in accordance with this
policy and must sign a declaration agreeing to be bound by the additional school rules
and requirements set out in this policy before they will be permitted to use personal
ICT devices in school.
4.3 Guidelines for Acceptable Use of Personal ICT Devices
4.3.1 The use of personal ICT devices falls under Hillview School for Girls’ ICT Policy
which all students must agree to, and comply with.
4.3.2 The primary purpose of the use of personal devices at school is educational.
Using the device for personal reasons should only take place after permission has
been given from a teacher or other member of staff.
4.3.3 Students are permitted to connect to the school’s student wireless service
while using a personal ICT device in school.
4.3.4 There are no secure facilities provided at school to store personal ICT devices.
Students should therefore keep their personal ICT device with them at all times.
4.3.5 Use of personal ICT devices during the school day is at the discretion of
teachers and staff. Students must use devices as directed by their teacher.
4.3.6 The use of a personal ICT device is not to be a distraction in any way to
teachers or students. Personal devices must not disrupt classes. Playing games or
other non-school work related activities are not permitted, except at break and lunch
time.
4.3.7 Students shall only use a personal ICT device while under supervision in a
Private Study room or a subject classroom unless otherwise directed by a teacher e.g.
on school visits or activities.
22
4.3.8 Students shall make no attempts to circumvent the school’s network security.
This includes setting up proxies and downloading programs to bypass security.
4.3.9 It is forbidden to record photographic images (still or video) or sound
recordings of staff or students at any time without their explicit permission. Any
student caught filming another person(and/or uploading images or video onto the
internet) will have their ICT device confiscated and it will be treated as a disciplinary
matter.
4.3.10 Students shall not distribute pictures or video or any other material relating
to students or staff without permission (distribution can be as small as
emailing/texting to one other person or as large as posting image or video online).
4.3.11 Students must check their personal ICT device daily to ensure the device is
free from unsuitable material and free from viruses etc. before bringing the device
into school.
4.3.12 Students must check their personal ICT device daily for basic Health and
Safety compliance to ensure it is free from defects. Particular attention should be paid
to the power lead (lead not frayed; plug correctly fitted and containing the correct
fuse rating), the keyboard (all keys present; no bare metal exposed), the screen (free
from flicker and damage) and the device battery (able to hold a charge). Any personal
ICT device that has obvious Health and Safety defects should not be brought into
school.
4.4 Consequences for Misuse/Disruption
4.4.1 In addition to dealing with misuse/disruption within the remit of Hillview School
for Girls Acceptable Use of the Internet Policy and the school's Behaviour Policy one or
more of the following sanctions may apply:
4.4.1(a) Personal ICT device would be confiscated and kept in the
school office until parent / guardian picks it up.
4.4.1(b) Privilege of using personal ICT devices at school would be
removed from the school network.
4.4.2 Serious misuse of Internet capable devices is regarded as a serious offence in
direct contravention of Hillview School for Girls’ ICT Policy and the Behaviour
Policy and will be dealt with in accordance with these policies.
4.5 School Liability Statement
4.5.1 Students bring their personal ICT devices to use at Hillview School for Girls at
their own risk. Students are expected to act responsibly with regards to their own
device, keeping it up to date via regular anti-virus and operating system
updates and as secure as possible. It is their duty to be responsible for the upkeep
and protection of their devices.
23
4.6 Hillview School for Girls is in no way responsible for:
4.6.1 Personal devices that are broken while at school
or during school-sponsored activities.
4.6.2 Personal devices that are lost or stolen at school
or during school-sponsored activities.
4.6.3 Maintenance or upkeep of any device (keeping it charged, installing
updates or upgrades, fixing any software or hardware issues).
4.6.4 Parents should ensure they have adequate insurance cover in
place to cover the cost of repair/replacement of a personal ICT
device in the event of loss/damage to the device.
4.7 Frequently Asked Questions
4.7.1 What personal ICT devices can a student use in school?
A laptop computer or a tablet computer e.g. an iPad or an Android tablet, e-Reader or
Smartphone.
4.7.2 How do I get permission to use a personal ICT device in school?
Sign and return the ICT agreement.
4.7.3 Can I transfer work from school computers to my personal ICT device?
Students may transfer files from the school network to their laptops using a USB pen
drive to work on individual files using compatible software.
Modern software applications allow for files to be saved in a number of different file
formats that will often allow students to work on files between school and personal
ICT devices. The ICT department will issue further guidance to students on this issue.
4.7.4 Can students connect their devices to the School’s Wireless Network?
Yes, but only via the server log-in to the wireless network.
4.7.5 Can I access another wireless network or networking service while in
school?
Students are not permitted to connect to any wireless or networking service while in
school, since the school cannot permit access to non-filtered services for safety
reasons. This includes all wireless services e.g. 3G networks, wireless hotspots etc.
Any student accessing such a network would be committing a gross breach of trust
and would no longer be able to use a personal ICT device in school. Additional
sanctions for breaching school rules would also apply.
4.7.6 Can I use my personal ICT device in class?
Devices may only be used in class with the approval of the class teacher.
24
4.7.7 How do I charge my ICT device?
Devices should be charged at home. There are facilities for sixth formers to charge
devices in school.
4.7.8 How do I transport my ICT device?
It is recommended you use a well-padded laptop bag for laptops, or a padded sleeve
or protective case for tablet computers.
4.7.9 What software is compatible with core word processing, spreadsheet and
presentation programs in school?
Microsoft Office (2010 onwards) or a free application suite e.g. Open Office.
4.7.10 What about specialist software e.g. Photoshop?
Photoshop - there are a number of free alternatives to Photoshop e.g. Paint.Net that
offer similar features and allow files to be saved in compatible formats for use in
Photoshop.
4.8 What are my responsibilities as a student?
4.8.1 You are fully responsible for the safety, security and proper use of your
own personal ICT device at all times.
4.8.2 There are no secure facilities provided at school to store your personal
ICT device. You should, therefore, keep your personal ICT device with
you at all times.
4.8.3 You must use the device for learning only.
4.8.4 You must charge the device prior to bringing it into school.
4.8.5 You must ensure antivirus and operating systems are updated regularly
on the device.
4.8.6 You must care for the device and ensure it is kept safe and secure.
4.8.7 You must check the device for viruses and unsuitable material daily prior
to bringing the device into school.
4.8.8 You must abide by the ICT Policy, and the Behaviour Policy
25
4.9 Guidelines for Staff
4.9.1 This policy is intended to address the use in the workplace by staff of non-
school owned electronic devices such as smart phones, tablets and other such devices
to access and store school information, as well as their own. This is commonly
known as ‘bring your own device’ or BYOD.
4.9.2 It is the policy of Hillview School for Girls to place as few technical restrictions
as possible on the development and use of new applications and services. However
the use of non-school owned devices to process school information and data creates
issues that need to be addressed particularly in the area of data security.
4.9.3 As data controller Hillview School for Girls must remain in control of the
personal data for which it is responsible, regardless of the ownership of the device
used to carry out the processing. As an employee you are required to keep secure
school information and data. This applies equally to information held on the school
systems and to information held on an employee’s own device.
4.10 Security of Systems and Technical Infrastructure (of Hillview
School for Girls)
4.10.1 As an employee when you use your own device as a work tool to access
the school systems and its data, you are expected to play your part in maintaining the
security of school data and information that you handle. This includes security of
transfer of data between the personal device and the school system.
4.10.2 Where a staff member uses their own device to access and store data that
relates to Hillview School for Girls then it is their responsibility to familiarise
themselves with the device sufficiently in order to keep the data secure. In practice
this means -
4.10.2(a) preventing theft and loss of data,
4.10.2(b) where appropriate keeping information confidential and
4.10.2(c) maintaining the integrity of data and information.
4.10.3 You should –
4.10.3(a) delete sensitive or commercial emails once you have finished with them
4.10.3(b) delete copies of attachments to emails such as spread sheets and data
sets on mobile devices as soon as you have finished with them
4.10.3(c) limit the number of emails and other information that you are syncing to
your device.
4.10.4 In the event of a loss or theft, you should change the password to all
school services accessed from the devices (and it is recommended this is done for any
other services that have been accessed via that device, e.g. social networking sites,
online banks, online shops).
26
4.11 Security and e-Safety of Staff IT Users
4.11.1 Hillview School for Girls is committed to providing a safe environment for
learners and staff including the online environment. Your attention is drawn to the
separate section covering e-safety that identifies the role that the school plays in
maintaining a safe online working environment.
4.11.2 As an employee you are required to play your part in maintaining a safe
working environment and in terms of BYOD this means keeping software up to date
and avoiding content that threatens the integrity and security of your device, the
school systems and the devices of learners and others. It also means ensuring that
the device automatically locks if inactive for a period of time.
4.12 Monitoring of User Owned Devices
4.12.1 The school will not monitor the content of user owned devices for threats
to the technical infrastructure of the institution. However the school reserves the
right to prevent access to the school network by any device that is considered a risk
to the network.
4.12.2 In exceptional circumstances the school will require to access school data
and information stored on your personal device. In those circumstances every effort
will be made to ensure that the school does not access the private information of the
individual. School data and information can only be stored and processed on
personally owned devices under acceptance of these conditions.
4.13 Compliance with Data Protection Obligations
4.13.1 The school is committed, as data controller, to treating all personal data
fairly and lawfully in line with the Data Protection Act 1998 (DPA). This includes the
requirement to keep personal data up-to-date, and to handle it securely and to keep it
for no longer than is necessary.
4.13.2 Your attention is drawn to the separate Hillview School for Girls Data
Protection Policy which requires you as an individual to process data in compliance
with all aspects of the DPA and this applies equally to processing of data which takes
place in the context of BYOD.
4.14 Acceptable Use of User Owned Devices
4.14.1 The school requires that employees conduct their online activities which
concern the school appropriately and particularly in compliance with the terms of the
ICT Policy. This requirement transcends whatever communications technology or
device is being used. Failure to comply with the ICT Policy is considered a disciplinary
matter.
27
4.15 Support
4.15.1 The school takes no responsibility for supporting own devices.
4.15.2 The school can provide help and support regarding the installation of
school software and access to school resources.
4.16 Incidents and Response
4.16.1 Where a security incident, involving staff using their own devices, arises
at the school, this matter will be dealt with very seriously. The school will act
immediately to prevent, as far as reasonably possible, any harm or further harm
occurring. The Director of Finance and Administration will review what has happened
and decide on the most appropriate and proportionate course of action. Sanctions
may be put in place, external agencies may be involved or the matter may be resolved
internally depending on the seriousness of the incident. Serious incidents will be
dealt with by senior management, in consultation with appropriate external agencies.
4.17 Compliance, Sanctions and Disciplinary
4.17.1 Compliance with this policy forms part of the employee’s contract of
employment and failure to comply may constitute grounds for action under the
school’s Disciplinary Policy.
28
STAFF ICT AGREEMENT
As a member of staff at Hillview School for Girls, I am provided with access to ICT
equipment, internet and e-mail facilities, in addition to a significant amount of often
confidential data relating to the children in my care. I accept that I have a
professional responsibility to use this access in an acceptable and appropriate
manner.
The school’s ICT policy details how I am expected to conduct myself in respect of the
use of ICT systems and equipment, including the use of data, as a member of staff at
the school.
I have read and understood the content of the ICT policy and note in particular the
sections relating to:-
E-Safety
Internet and E-mail Access
Data management and data protection
Management Information Systems Code of Conduct
Bring Your Own Device
I understand that the ICT policy is available electronically on the school’s intranet and
that I am able to read or make reference to it there should I need to. Should the
policy be updated, I will be informed of any changes by e-mail and will make myself
aware of those changes accordingly.
I agree to follow the rules and guidelines contained within the ICT policy and
understand that failure to do so could result in my access to the school’s ICT
equipment and facilities being restricted or denied. In the event of the misuse of the
facilities or data, I am aware that I will be subject to the school’s disciplinary
procedures and the police may be informed.
I understand that I am solely responsible for the correct care, safety and security of my
personal ICT device when in school.
I agree to abide by this policy and accept the penalties for breaking this agreement.
Name: _______________________________________________
Signature: _______________________________________________
Date: _____________________
29
STUDENT ICT AGREEMENT YEAR 7
Hillview School For Girls will:
Provide access to a wide range of ICT and other technological equipment for use
by students
Provide and make available an Internet connection to its students
Make every effort to prevent unsuitable material from being accessible
Monitor the use of the equipment, network, Internet and E-mail by students
Inform parents / guardians in the event of misuse of the ICT services by their
son/daughter
As a student at Hillview, I will:
Only access the School Network & Internet using my authorised username and
password, which will remain private; nor will I use another person’s username,
even if that person has given their permission
Ensure that my use of the system has a clear and justifiable educational purpose,
which is related to my learning
Not engage in any activity that will, or might, compromise either the system or the
work of others
If instructed to do so by a member of staff, avoid looking at certain sites, whether I
personally think them suitable or not
Not access, send or download any unacceptable or offensive material. This
includes material of a violent, racist or pornographic nature
Report to my teacher any website or other on-screen material that makes me
uncomfortable or that I know to be unsuitable
Avoid printing material directly from the Internet and establish what is relevant to
my research and copy such information into an exercise book or a Word document
Not open E-mail attachments or download files from the Internet without
permission from a member of the ICT staff
Not attempt to install any programs or change system settings
Not post messages on any internal or public forum, including social networking
sites (e.g. Facebook), that may reflect badly on myself, other Hillview students,
Hillview staff or the school in general
Not use chat rooms
Not play games during lesson times, without permission from a member of the ICT
staff
Not set up any accounts over the Internet, nor order or access goods, pay-to-view
or chargeable services
Not give my email address, name, home address, phone number or any other
personal details to anyone I "meet" over the Internet
Not participate in any activity which would constitute bullying of individuals by
misuse of ICT – accessing others’ user areas or internet accounts, disrupting files,
leaving abusive messages, inappropriate use of e-mail or internet forums, or any
other similar offence.
30
I would like to use my own personal ICT device in school.
I have read and understood the ICT Policy and I agree to be bound by the guidelines, rules
and regulations contained in the ICT policy and the Behaviour Policy.
I understand that the use of a personal ICT device in school is a privilege not a right and
agree to use the device for learning only.
I agree to connect to only the school’s wireless network service while using my
personal ICT device in school.
I understand that I am solely responsible for the correct care, safety and security of my
personal ICT device when in school.
Print Name: ......................................................................
Mentor Group: ……………………………………………
Signed: Date:
Disclaimer - please read carefully
Hillview School for Girls accepts no liability in respect of any loss/damage to
personal ICT devices while at school or during school-sponsored activities. The
decision to bring a personal ICT device into school rests with the student and their
parent(s)/guardian(s), as does the liability for any loss/damage that may result
from the use of a personal ICT device in school. It is a condition of agreeing to
allow students to bring personal ICT devices into school, that the parent/guardian
countersigning the permission slip accepts this disclaimer.
I have read the ICT Policy) and give my daughter approval to use a personal ICT device in
school. I understand my daughter is personally and solely responsible for the correct care,
safety and security of the device. I understand that the school accepts no liability in
respect of any personal ICT device used in school by a student. I understand and accept the
disclaimer.
Signed: (Parent/Guardian)
Date: ________
31
STUDENT ICT AGREEMENT YEAR 12
Hillview School For Girls will:
Provide access to a wide range of ICT and other technological equipment for use
by students
Provide and make available an Internet connection to its students
Make every effort to prevent unsuitable material from being accessible
Monitor the use of the equipment, network, Internet and E-mail by students
Inform parents / guardians in the event of misuse of the ICT services by their
son/daughter
As a student at Hillview, I will:
Only access the school network & internet using my authorised username and
password, which will remain private; nor will I use another person’s username,
even if that person has given their permission
Ensure that my use of the system has a clear and justifiable educational purpose,
which is related to my learning
Not engage in any activity that will, or might, compromise either the system or the
work of others
If instructed to do so by a member of staff, avoid looking at certain sites, whether I
personally think them suitable or not
Not access, send or download any unacceptable or offensive material. This
includes material of a violent, racist or pornographic nature
Report to my teacher any website or other on-screen material that makes me
uncomfortable or that I know to be unsuitable
Avoid printing material directly from the Internet and establish what is relevant to
my research and copy such information into an exercise book or a Word document
Not open E-mail attachments or download files from the Internet without
permission from a member of the ICT staff
Not attempt to install any programs or change system settings
Not post messages on any internal or public forum, including social networking
sites (e.g. Facebook), that may reflect badly on myself, other Hillview students,
Hillview staff or the school in general
Not use chat rooms
Not play games during lesson times, without permission from a member of the ICT
staff
Not set up any accounts over the Internet, nor order or access goods, pay-to-view
or chargeable services
Not give my email address, name, home address, phone number or any other
personal details to anyone I "meet" over the Internet
Not participate in any activity which would constitute bullying of individuals by
misuse of ICT – accessing others’ user areas or internet accounts, disrupting files,
leaving abusive messages, inappropriate use of e-mail or internet forums, or any
other similar offence.
32
I would like to use my own personal ICT device in school.
I have read and understood the ICT Policy and I agree to be bound by the guidelines, rules
and regulations contained in the ICT policy and the Behaviour Policy.
I understand that the use of a personal ICT device in school is a privilege not a right and
agree to use the device for learning only.
I agree to connect to only the school’s wireless network service while using my personal
ICT device in school.
I understand that I am solely responsible for the correct care, safety and security of my
personal ICT device when in school.
Print Name:
Mentor Group:
Signed: Date:
Disclaimer - please read carefully
Hillview School for Girls accepts no liability in respect of any loss/damage to
personal ICT devices while at school or during school-sponsored activities. The
decision to bring a personal ICT device into school rests with the student, as does
the liability for any loss/damage that may result from the use of a personal ICT
device in school. It is a condition of agreeing to allow students to bring personal
ICT devices into school, that the student signing the permission slip accepts this
disclaimer.
33
STAFF LAPTOP/TABLET AGREEMENT
All staff members of Hillview School for Girls who have been given a laptop/tablet
must read the below terms and conditions, agree to the terms and sign and date.
1. The laptop/tablet remains the property of Hillview School and is only for the
use of the member of staff to whom it is issued.
2. Insurance cover provides protection from the standard risks but excludes
accidental damage and theft from an un-attended car. If the laptop/tablet is
stolen from an un-attended car, you will be responsible for its replacement.
3. Only software licensed by the school, authorised by the ICT Department and
installed by the school’s ICT staff may be used.
4. Anti-Virus software is installed and must be updated regularly. ICT staff will
advise on the routines and schedule for this operation.
5. Should any faults occur the schools ICT staff must be advised as soon as
possible so that they may undertake any necessary repairs. Under no
circumstances should staff attempt to fix suspected hardware faults. These are
carried out only by the schools technical staff.
6. Training in the use of the laptop/tablet, including related Health and Safety
training and how to access the network, Intranet, Internet, and email will be
provided if necessary by ICT staff.
7. Any telephone charges incurred by staff accessing the internet from home are
not chargeable to the school. Staff should be aware that the laptop/tablet will
keep a record of all internet and e-mail traffic. You are therefore advised not to
use your school laptop for any personal reason where confidential or
inappropriate material is being used or accessed.
8. School polices regarding appropriate use, data protection, computer misuse
and health and safety must be adhered to by all users of the laptop/tablet.
9. The school reserves the right to re-issue the laptop/tablet to another member
of staff, should you fail to comply with the above guidelines.
Laptop make: _______________________ Model: _____________________________
Serial number: ______________________ Member of staff: ___________________
Received by: (signature) __________________________________ Date: ___________
34
Hillview School for Girls
Governors’ ICT Policy
Main compilers: Bryan Key, Director of Finance & Administration
Most recent update: October 2014
Date of approval by governors: 8 December 2014
Consulted: Gov.uk – Parental Rights; DfE – Students Reports & Records;
HM Justice
Anticipated review date: March 2016
