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Acceptable Usage Policy (AUP)

This Applies to the use of all technology both college-owned and personal.

At the College we would like to give every student and member of staff the opportunity to use technology to support learning. We believe that technology and the use of the internet provides opportunities for learning, communication, creativity and freedom of expression. However, with advances in technology comes responsibility and the need for maturity. It is essential that all students and staff respect the privacy of others, protect their own online reputation and are aware that inappropriate use of technology can cause distress and harm to others and lead to anti-social behavior.

This is why we would like you to read and agree to the following AUP, to protect against and limit the likelihood of any harmful incident to you and others, and to help you make informed decisions, taking responsibility for your online ‘life’.

Scope of this Policy

This policy applies to all members of the College community, including staff, students, parents, and visitors. In this policy ‘staff’ includes teaching and non-teaching staff, governors, and regular volunteers (but access to systems is not intended in any way to imply an employment relationship). ‘Parents’ include, where applicable, students’ carers and those with parental responsibility. ‘Visitors’ includes anyone else who comes to the College, including occasional volunteers.

When using any personal device in College we would encourage all users to connect to the College filtered wireless network to access the internet. By using this you will have free WiFi, access to functions such as wireless printing and we will also be able to help protect you from inappropriate and potentially distressing content.

We recognise that there may be times when using personal devices (smart phone or tablet) that a 3G/4G/LTE internet connection is required; we therefore require all students and staff to agree to the following AUP to ensure that all users abide by a code of conduct when using technology responsibly and appropriately.  Please be aware that we are unable to monitor this network and hence unable to help protect you from inappropriate and potentially distressing content.

When using the College network, personal mobile technology in College to access the internet via 3G/4G/ LTE, College WIFI, the Office 365 platform, Show My Homework or College owned devices, I agree to the following AUP:

Personal security

  • I will only access College IT systems using my own username and password. I will not share my username or password with anyone else. If I believe someone has discovered my login credentials I will change these immediately.
  • I will password/passcode protect my device and agree that I will not share this with other users.
  • I will not attempt to circumvent the content filters or other security measures installed on the College’s IT systems, and will not attempt to access parts of the system that I do not have permission to access. If I accidentally see any unsuitable material, anything that makes me concerned for my personal safety or that of others, or anything else of concern online then I will immediately report this to the College.
  • I will not attempt to install software on, or otherwise alter, College IT systems.
  • I will not use the College’s IT systems in a way that breaches the principles of online behaviour set out above.
  • I am aware that the college networks are monitored and by using to the college network(s) I give consent for this monitoring to take place. I realise that the results of this monitoring may be shared with other people if I break any rules or if my actions are of a criminal nature or of concern.
  • I understand that by using a personal device (e.g. smart phone) (not connected to school network) connected to 3G/4G LTE etc. I need to abide by the same code of conduct as outlined for a device on the College network.
  • I understand that any device brought into College is done so at the owner’s risk.
  • Where possible I will endeavor to keep my device safe by installing up-to-date anti-virus and other security software.
  • I will use my educational Office365 cloud based service to store any College based data.

Digital behavior 

  • I will not access, create or share content that is illegal, deceptive, or likely to offend other members of the College community (for example, content that is obscene, or promotes violence, discrimination, or extremism, or raises safeguarding issues).
  • I will respect the privacy of others. I will not share photos, videos, contact details, or other information about members of the College community, even if the content is not shared publicly, without going through official channels and obtaining permission.
  • Ensure that your online communications, and any content you share online, are respectful of others and composed in a way you would wish to stand by.
  • I will not access or share material that infringes copyright, and will not claim the work of others as your own.
  • I will not use the internet to distribute malicious software, to damage, interfere with, or gain unauthorised access to the computer systems of others, or carry out illegal activities.
  • Staff should not use their personal email, or social media accounts to contact students or parents, and students and parents should not attempt to discover or contact the personal email addresses or social media accounts of staff.
  • Students should not use their personal email, or social media accounts to contact staff. All communication with the College should be from a school email address.
  • I will only use Social Media, Airdrop, Messaging apps etc. during lessons it if for teaching or learning.
  • I will be a vigilant concerned citizen who will report (to the appropriate person) any online activity that concerns me whether during the school day or beyond.

Passwords

Passwords protect the College’s network and computer system and are your responsibility. They should not be obvious (for example “password”, 123456, a family name or birthdays), and nor should they be the same as your widely-used personal passwords. You should not let anyone else know your password, nor keep a list of passwords where they may be accessed, and must change it immediately if it appears to be compromised. You should not attempt to gain unauthorised access to anyone else’s computer or to confidential information to which you do not have access rights.

Use of Property

Any property belonging to the College should be treated with respect and care, and used only in accordance with any training and policies provided. You must report any faults or breakages without delay to the ICT department.

Use of College systems

The provision of College email accounts, Wi-Fi and internet access is for official College business, administration and education. Staff and students should keep their personal, family and social lives separate from their school IT use and limit as far as possible any personal use of these accounts. Again, please be aware of the College’s right to monitor and access web history and email use.

Use of personal devices or accounts and working remotely

All official College business must be conducted on College systems, and it is not permissible to use personal email accounts for College business.  Any use of personal devices for school purposes, and any removal of personal data or confidential information from College systems – by any means including email, printing, file transfer, cloud or (encrypted) memory stick – must be registered and approved by the ICT department.

Where permission is given for use of personal devices, these must be subject to appropriate safeguards in line with the College’s policies.

Monitoring and access

Staff, parents and students should be aware that school email and internet usage (including through school Wi-Fi) will be monitored for safeguarding, conduct and performance purposes, and both web history and school email accounts may be accessed by the College where necessary for a lawful purpose – including serious conduct or welfare concerns, extremism and the protection of others.

Any personal devices used by students, whether or not such use is permitted, may be confiscated and examined under such circumstances.

Compliance with related College policies

You will ensure that you comply with the College’s policies including the following policies Privacy, Online Safety, Retention schedules, Child Protection, Counter Bullying.

Retention of digital data

Staff and students must be aware that all emails sent or received on College systems are required to be routinely deleted and email accounts will be closed and the contents deleted when that person leaves the College. Important information that is necessary to be kept should be held on the relevant personnel or student file, not kept in personal folders, archives or inboxes. Hence it is the responsibility of each account user to ensure that important information (or indeed any personal information that they wish to keep, in line with College policy on personal use) is retained in the right place or, where applicable, provided to the right colleague. That way no important information should ever be lost as a result of the College’s email deletion protocol.

If you consider that reasons exist for the protocol not to apply, or need assistance in how to retain and appropriately archive data, please contact the ICT department.

Breach reporting

The law requires the College to notify personal data breaches, if they are likely to cause harm, to the authorities and, in some cases, to those affected.  A personal data breach is a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data.

This will include almost any loss of, or compromise to, personal data held by the College regardless of whether the personal data falls into a third party’s hands.  This would include:

  • loss of an unencrypted laptop, USB stick or a physical file containing personal data;
  • any external hacking of the College’s systems, e.g. through the use of malware;
  • application of the wrong privacy settings to online systems;
  • misdirected post, fax or email;
  • failing to bcc recipients of a mass email; and
  • unsecure disposal.

The College must generally report personal data breaches to the Office of the Information Commissioner without undue delay (i.e. within 72 hours), and certainly if it presents a risk to individuals. In addition, controllers must notify individuals affected if that risk is high. In any event, the College must keep a record of any personal data breaches, regardless of whether we need to notify the Office of the Information Commissioner.

If either staff or students become aware of a suspected breach, they should contact the Bursar immediately.

Data breaches will happen to all organisations, but the College must take steps to ensure they are as rare and limited as possible and that, when they do happen, the worst effects are contained and mitigated. This requires the involvement and support of all staff and students. The College’s primary interest and responsibility is in protecting potential victims and having visibility of how effective its policies and training are. Accordingly, falling victim to a data breach, either by human error or malicious attack, will not always be the result of a serious conduct issue or breach of policy; but failure to report a breach will be a disciplinary offence.

Breaches of this policy

A deliberate breach of this policy will be dealt with as a disciplinary matter using the College’s usual procedures. In addition, a deliberate breach may result in the College restricting your access to College IT systems.

If you become aware of a breach of this policy or the Online Safety Policy, or you are concerned that a member of the College community is being harassed or harmed online you should report it to the Bursar. Reports will be treated in confidence.

I understand that the on-site use of technology, whether College owned or personal, or connection to the internet via the College network or through 3G/4G/LTE is a privilege and not an automatic right and may be withdrawn if misused.

I grant the College a right of inspection of my device if there is a cause for concern. All inspections will be carried-out by designated members of staff. I am entitled to insist that a parent/guardian is present throughout any inspection. If I refuse an inspection my access to technology and use of my mobile devices may be revoked. In the case of serious concern, a refusal may result in the involvement of external agencies including but not limited to the States of Jersey Police.

Withdrawal of consent

Contravening the terms of this agreement may result in withdrawal of consent to use the college network and the use personal device within College, in extreme cases, disciplinary action and/or the involvement of third-party agencies.