LDOE POLICY 509 • COMPUTER AND INTERNET USE BY EMPLOYEES

The Laguna Department of Education’s computers, network and Internet access are provided to support the educational mission of the schools. This policy and the accompanying rules also apply to other school devices issued directly to employees (such as laptops and iPads), whether in use at school or off school premises.
LDoE computers/devices, network and Internet services are provided for purposes related to school programs and operations, and performance of employees’ job responsibilities. Incidental personal use of school computers/devices is permitted as long as such use:

1. does not interfere with an employee’s job responsibilities and performance;
2. does not interfere with system operations or other system users; and
3. does not violate this policy and the accompanying rules, or any other policies, procedures or rules. “Incidental personal use” is defined as use by an individual employee for occasional personal communications which do not interfere or conflict with his/her job responsibilities.

Compliance with this policy and the accompanying rules is mandatory. An employee who violates this policy and/or any rules governing use of LDoE computers/devices shall be subject to disciplinary action, up to and including termination. Illegal use of LDoE computers/devices will also result in referral to law enforcement.

The LDoE utilizes filtering technology designed to block materials that are obscene or harmful to minors, and child pornography.

LDoE computers/devices remain under the control, custody and supervision of the school department at all times. The LDoE reserves the right to monitor all computer/device and Internet activity by employees, whether on or off school premises. Employees have no expectation of privacy in their use of school computers/devices, network and Internet services.

Rules

Each employee is responsible for his/her actions and activities involving LDoE
computers/devices, network and Internet services, and for his/her computer files, passwords and accounts. These rules provide general guidance concerning the use of LDoE computers/devices and examples of prohibited uses. The rules do not attempt to describe every possible prohibited activity by employees. Employees who have questions about whether a particular activity or use is prohibited are encouraged to contact their supervisor.

A. Access to School Computers/Devices and Acceptable Use
The level of employee access to LDoE computers/devices, network and Internet services is based upon specific job requirements and needs. Unauthorized access to secure areas of LDoE computers/devices and network is strictly prohibited.

All policies, school rules and expectations for professional conduct and communications apply when employees are using LDoE computers/devices, network and Internet services, whether in use at school or off school premises.

Employees are expected to check their LDoE email and the calendar at least twice each workday. Employees are expected to respond to emails promptly. Failure to check e-mail and calendars is not considered an acceptable reason for ignorance of directives, requests, and/or upcoming events.

B. Prohibited Uses
Examples of unacceptable uses which are expressly prohibited include, but are not limited to, the following:

1. Any use that is illegal or which violates this policy and/or other Board policies/procedures or school rules, including harassing, discriminatory, threatening or bullying/cyberbullying communications and behavior; violations of copyright laws or software licenses; gambling; etc. The LDoE assumes no responsibility for illegal activities of employees while using school computers/devices.
2. Attempts to disable or circumvent LDoE filtering/blocking technology. Employees who believe filtering should be disabled or made less restrictive for their own temporary, bona fide research or other lawful purposes should discuss the matter with their building administrator.
3. Any use involving materials that are obscene, pornographic, sexually explicit or sexually suggestive, harmful to minors, or intended to appeal to prurient interests.
4. Any communications with students or minors for non-school-related purpose; or allowing students to use employee computers or passwords.
   Laguna Department of Education
5. Downloading “apps” without prior authorization.
6. Any use for private financial, commercial, advertising or solicitation purposes.
7. Any sending of email or other messages to groups of school employees (except in the performance of their duties as school employees) without permission of the Superintendent. Prohibited uses of the school’s message systems also include but are not necessarily limited to:
   a. Solicitation of membership in any non-school-sponsored organization;
   b. Advocacy or expression by or on behalf of individuals or non-school-sponsored organizations or associations;
   c. Political or religious purposes;
   d. Raising funds for non-school-sponsored purposes, whether profit-making or not-for- profit;
   e. Selling articles or services of any kind, advertising or promoting any kind of business; or
   f. Any communications that represent an employee’s views as those of the school unit or that could be misinterpreted as such.
8. Any communication that represents an employee’s personal views as those of the LDoE or that could be misinterpreted as such.
9. Sending mass emails or messages to school users or outside parties for any purpose without the permission of the Superintendent.
10. Any malicious use, damage or disruption of LDoE computers/devices, network and Internet services; any breach of security features; any failure to report a security breach; or misuse of computer passwords or accounts (the employee’s or those of other users).
11. Any attempt to delete, erase or otherwise conceal any information stored on an LDoE school computer/device that violates these rules or other policies or school rules, or refusing to return computers/devices or related equipment issued to the employee upon request.

C. Disclosure of Confidential Information
Employees are expected to use appropriate judgment and caution in communications concerning students and employees to ensure that personally identifiable information remains confidential, and is not disclosed, used or disseminated without proper authorization.

D. Employee/Volunteer Responsibility to Supervise Student Computer/Device Use

1. Employees and volunteers who use school computers/devices with students for instructional purposes have a duty of care to supervise such use and to enforce the LDoE policies and rules concerning student computer/device and Internet use. When, in the course of their duties, employees or volunteers become aware of a student violation or have a concern about student safety on the Internet, they are expected to stop the activity and inform the Principal.
2. Any allowed student use of direct electronic communications must be closely monitored.

E. Compensation for Losses, Costs and/or Damages
An employee is responsible for compensating the LDoE for any losses, costs or damages incurred by the school unit for violations of policies and school rules while the employee is using school unit computers/devices, including the cost of investigating such violations.

The LDoE assumes no responsibility for any unauthorized charges or costs incurred by an employee while using LDoE computers/devices.

LDOE POLICY 511 - USE OF LDoE EQUIPMENT
Employees are expected to exercise care in the use of all Laguna Department of Education equipment. The following rules apply to the use of particular LDoE equipment.

A. Telephone and Mail Systems
Employees are expected to be courteous and professional in all their business telephone calls. It is understood that employees may occasionally need to be make personal calls during work hours. Instructional staff are expected to make calls during times when they are not responsible for students. Any personal use of LDoE telephones is expected to be kept to a minimum. Employees are required to reimburse the LDoE for any long-distance telephone calls.
Employees are not permitted to use LDoE mail systems for personal use. In addition, employees are not allowed to have personal mail or packages delivered to the LDoE.

B. LDoE-Issued Cell Phones
The Laguna Department of Education provides cell phones to employees who need them to perform job responsibilities and for efficiency of LDoE operations. Incidental personal use of LDoE cell phones is permitted as long as such use: 1) does not interfere with the job responsibilities and performance of the employee and/or co-workers and 2) does not violate this policy or any other policies or rules. “Incidental personal use” is defined as use by the employee to whom the cell phone is assigned for occasional personal communications.
The following rules apply to the use of LDoE cell phones:

1. Employees are required to lock the cell phone when not in use and provide their password to the IT Manager.
2. There is no expectation of privacy in LDoE-owned cell phones. The LDoE reserves the discretion to monitor cell phone use and review the contents of cell phones.
3. Employees are expected to take reasonable care of the cell phone and safeguard it from loss or theft.
4. If a cell phone is damaged, lost or stolen, this should be reported to the IT Manager as soon as possible.
5. Employees whose job responsibilities include driving are prohibited from using their cell phone (including calls, texting and all other activities) while driving. If an employee must make a call while driving, he/she is expected to pull over in a safe place to make the call
6. Employees may not download “apps” or use their cell phones to access pornography, gamble or engage in any other conduct prohibited by LDoE policy. Cell phones with cameras will not be used to take pictures of secure or confidential documents or work areas.
7. Non-Exempt Employees may not use their cell phones outside of scheduled work hours without the prior authorization of a supervisor.
8. Cell phone bills will be reviewed on a monthly basis and any usage over the contracted minutes or plan will be the responsibility of the employee unless such use is work-related.
9. Employees are required to turn in LDoE cell phones whenever requested by the Executive Director of Operations or the IT Manager, and upon termination of employment.
10. Employees are required to sign a copy of this policy acknowledging that they understand this policy prior to being issued an LDoE cell phone.

512 USE OF PERSONAL ELECTRONIC DEVICES
The Laguna Department of Education does not allow personal cell phones or other electronic devices to be used in a manner which interferes with the performance of job duties. Employees are expected to limit use of cell phones and other electronic devices to scheduled break times except in an emergency. Cell phones and other devices should be kept on silent or vibrate as a courtesy.

Employees may not make personal calls or use personal electronic devices in the presence of students.