I. ACCESS TO INFORMATION SYSTEMS/ACCEPTABLE USE

The Board recognizes that telecommunications and other new technologies change the ways that information may be accessed, communicated and transferred by members of society. These changes will alter instruction and student learning. The Board generally supports access by students to rich information resources along with the development by staff of appropriate skills to analyze and evaluate such resources.

The use of school system technological resources, including access to the Internet, is a privilege, not a right. Individual users of the school system's technological resources are responsible for their behavior and communications when using those resources. Responsible use of school system technological resources is ethical, respectful, academically honest, and supportive of student learning. Each user has the responsibility to respect others in the school community and on the Internet. Users are expected to abide by the generally accepted rules of network and internet etiquette. General student and employee behavior standards, including those prescribed in applicable Board Policies, the Code of Student Conduct, and other regulations and school rules, apply to use of the Internet and other school technological resources.

To enhance student learning and teaching, electronic resources will be used:

⦁ To support the Union County Public Schools Curriculum and the North Carolina Standard Course of Study;
⦁ To provide additional information opportunities focusing on information retrieval, searching strategies, research skills and critical thinking; and
⦁ To promote lifelong learning.

Students, employees, visitors, and other users have no expectation of privacy in anything they create, store, send, delete, receive, or display when using the school system's network, devices, Internet access, email system, or other technological resources owned or issued by the school system, whether the resources are used at school or elsewhere, and even if the use is for personal purposes. Users should not assume that files or communications created, transmitted, or displayed using school system technological resources or stored on servers or on the storage mediums of individual devices will be private. The school system may, without notice, (1) monitor, track, and/or log network access, communications, and use; (2) monitor and allocate fileserver space; and (3) access, review, copy, store, delete, or disclose the content of all user files, regardless of medium, the content of electronic mailboxes, and system outputs, such as printouts, for any lawful purpose. Such purposes may include, but are not limited to, maintaining system integrity, security, or functionality, ensuring compliance with Board Policy and applicable laws and regulations, protecting the school system from liability, and complying with public records requests. School system personnel shall monitor online activities of individuals who access the Internet via a school-owned device.

By using the school system's network, Internet access, email system, devices, or other technological resources, individuals consent to have that use monitored by authorized school system personnel as described in this Policy.

Students

Students are responsible for appropriate behavior on school computers just as they are in a classroom or school hallway. Electronic communication in schools is public in nature. General school rules for behavior and communications apply as outlined in Board Policy. Computer resources are provided for students to conduct research and communicate with others.

Access to computers and electronic resources will be provided to students who agree to act in a considerate and responsible manner. Students will be presented with an electronic Acceptable Use Policy and must accept the agreement to access computer resources.

Students will be allowed to use telecommunications and electronic information resources for academic purposes unless parents indicate in writing that they do not wish their children to have such access. Ultimately, parents and guardians are responsible for setting and conveying the standards that their children should follow when using information sources at home or at school.

Union County Public Schools are committed to the safety of children while using Internet resources. To this end, schools will engage the use of filtering software designed to prevent access to pornography, obscene content, and other materials that may be harmful to minors.

Technology Protection Measure

During school, teachers will guide students toward appropriate materials. However, it is impossible to control all resources and the determined user may find controversial materials, racially insensitive content or information that may even be offensive to some. Although the school system provides software that blocks access to inappropriate content on the Internet, new sites appear daily. Benefits to students of access to information resources, the practice of electronic research skills, and opportunities for collaboration far exceed the disadvantages of possibly accessing controversial materials. The school system does not condone the use of such materials and takes all reasonable precautions to limit access to them by using software programs which may block them, by providing adult supervision, and by training students to use the service responsibly.

Computer storage areas may be treated as school lockers. Administrators may review files and communications to maintain system integrity and insure that users are acting responsibly. Users shall not expect that files stored on school equipment will be private and may be inspected by authorized school staff at any time.

Students and parents must be aware that access to electronic resources will be withdrawn from users who do not respect the rights of others or who do not follow the rules and regulations established by the Union County Public School System and the individual schools.

Individuals who use the school’s electronic resources to communicate information that is protected by law, such as student or staff confidential personnel or disciplinary information, copyrighted or protected material, may forfeit all rights to further use and be subject to disciplinary as well as legal action.

Students gaining access to unauthorized files will be subject to disciplinary action up to suspension and/or legal action.

Staff

The Board expects that staff will integrate information/technology skills throughout the curriculum, and that staff will provide guidance and instruction in the appropriate use of electronic resources. Staff should adhere to the Instructional Materials Selection Policy.

School staff members are accountable and are expected to use school electronic resources in a mature and professional manner. No rights of privacy are recognized in the use of any person of the school’s electronic resources. Staff will be presented with an electronic Acceptable Use Policy and must accept the agreement to access computer resources.

Staff members are responsible for professional behaviors when using school electronic resources. These resources are provided for staff to conduct research, communicate about professional matters, and carry out professional responsibilities. Access to these services will be provided to staff who agree to act in a considerate and responsible manner, and adhere to guidelines set forth by the Union County Public School System and individual schools. Access is a privilege, not a right.

The Board directs staff to use responsible measures to insure the security and integrity of data, but assumes no responsibility for objectionable materials or viewpoints, system failure, or lack of user backup data.

Administrators may review files and communications to maintain system integrity and ensure that users are acting responsibly. Files stored on district computer equipment are not private. This information may be inspected by authorized school staff at any time.

Staff must be ever alert that information in the school’s electronic resources may be accessed by the public and by media as public record.

Staff must be aware that access to electronic resources will be withdrawn from users who do not respect the rights of others or who do not follow the rules and regulations established by the Union County School System and the individual schools.

Staff gaining access to unauthorized confidential files will be subject to disciplinary action up to dismissal and/or legal action.

All staff members shall sign the Staff User Agreement as a condition of employment.

Union County Public Schools computers and networks are to be used in a responsible, efficient and legal manner. Such usage must support educational objectives and student behavior guidelines of the Union County Public Schools. General school rules for behavior and communications apply as outlined in Board Policy. Transmission of any material in violation of state or federal regulation is prohibited. Unacceptable uses include, but are not limited to the following:

⦁ Violating Board Policy
⦁ Violating copyright laws or installing or using any Internet-based file sharing program designed to facilitate sharing of copyrighted material
⦁ Viewing obscene or pornographic material
⦁ Distributing material protected by trade secret
⦁ Utilizing the computers or network for commercial purposes
⦁ Utilizing the computers or network for any unlawful purpose
⦁ Using software purchased by the school system for personal purposes
⦁ Providing political or campaign information
⦁ Intentionally wasting limited resources
⦁ Sending hate mail, using harassing language, making discriminatory remarks, or displaying other antisocial behaviors
⦁ Using district provided email to send Phishing, Spam, or related content to obtain personal information
⦁ Using anonymous proxies to circumvent content filtering
⦁ Engaging in unauthorized or unlawful activities, such as "hacking" or using the computer network to gain or attempt to gain unauthorized or unlawful access to other computers, computer systems, or accounts
⦁ Using another individual's ID or password for any technological resource without permission from the individual. Students must also have permission from the teacher or other school official
⦁ Using e-mail, listservs, chat rooms, discussion boards or instant messaging software for purposes unrelated to curricula or work. Students may only use these devices with the direct knowledge, in the presence of, and with the consent of an instructor.

Users must abide by these guidelines. These rules include, but are not limited to, the following:

⦁ Be polite – rudeness is never acceptable.
⦁ Use appropriate language – profane, vulgar, abusive or otherwise inappropriate language is unacceptable.
⦁ Never reveal personal information about yourself or others.
⦁ Never reveal financial information or social security number.
⦁ Do not disrupt the use of the network.
⦁ Follow district guidelines on encrypting any email attachments.
⦁ Do not attempt to gain unauthorized access to programs or equipment.
⦁ Portal or proxy sites are prohibited at all times.
⦁ Assume that all communication and information accessible on school district systems is public property.
⦁ Properly secure any assigned UCPS technology equipment when away from the district.

Use of the Union County Public Schools computer and network equipment is a privilege, not a right. Inappropriate use will result in limitation or cancellation of user privileges and possible disciplinary action.

Union County Public Schools will not be responsible for any damages suffered including loss of data resulting from delays, non-deliveries, service interruptions, or inaccurate information. The user accepts personal responsibility for any unauthorized costs incurred while using online services, and for any information obtained or delivered by the networks. This includes the sharing of personal information.

Security on any computer system is high priority, especially when a system involves many users. Attempts to login to a system as any other user will result in the cancellation of user privileges. Passwords are not to be shared. If a security problem is identified, notify the system administrator. Do not demonstrate the problem to others. Note that files, including electronic mail, are not guaranteed to be private. Messages relating to or in support of illegal activities may be reported to authorities.

Vandalism will result in the cancellation of user privileges and school disciplinary action. Vandalism is defined as any malicious attempt to harm or destroy equipment, programs, and/or data. This includes, but is not limited to, uploading, creating or transmitting computer viruses or software designed to find passwords. Any user who damages equipment or systems by malicious, negligent or irresponsible conduct shall be financially liable for the cost of repairs.

Administrators may review files and communications to maintain system integrity and insure that users are acting responsibly. Users should not assume that files stored on district equipment or networks will be private.

The Board reserves the right to limit possession, use and/or access to all electronic devices on school campuses.

II. EQUIPMENT AND PROCUREMENT

HARDWARE AND SOFTWARE PROCUREMENT

The Board recognizes the necessity of establishing standards to govern the purchase of technology equipment, software and infrastructure. In order to insure technology purchases meet established standards, all purchase orders issued for the acquisition of technology must be measured against established standards prior to purchase. The Chief Technology Officer or designee for Union County Public Schools will be the clearing agent for measurement of technology purchases against these standards. As such, the following types of purchases, regardless of funding source, must be approved by the Chief Technology Officer or designee:

⦁ Computer Hardware (Desktop and Laptop Computers)
⦁ Peripherals (Printers, Digital Cameras, Digital Video Cameras, Scanners, External Storage Devices)
⦁ Projection Equipment (SmartBoards, LCD Projectors, HDTVs, External Web Cameras, Document Cameras, and Other Distance Learning Equipment)
⦁ Software (All Types – Instructional Software Purchasing in Conjunction with Appropriate Instructional Staff per Existing Guidelines; Also Includes All Software Licenses)
⦁ Internet-Based Subscription Services
⦁ Computer-Related Service Contracts (Development of Custom Programs, Website Design and Maintenance, Data Wiring) -- Any data wiring contracts must be done in accordance with UCPS Network Standardization Guidelines.
⦁ Servers, Cloud Environments, or Disaster Recovery Equipment.
⦁ Multimedia Equipment (Televisions, VCRs, DVD Players).
⦁ Wireless hotspots, external antennas, radio equipment, cradlepoints, or WiFi relay equipment.

Network devices (i.e. switches, routers, servers, hubs, wireless devices) shall only be purchased through the Technology Services Department. Examples given above are not exclusive.

WIRING STANDARDS

All projects involving network wiring in Union County Public Schools, whether in new construction, renovation, or move/add/change capacities, shall be coordinated with the Technology Services Department. Network Wiring Standards shall be posted on the District website and must be approved before any work is completed.

III. SECURITY AND PRIVACY

DATA PRIVACY

Electronic data shall be protected as outlined in the Family Educational Rights and Privacy Act (FERPA) and any and all local standards, laws or guidelines pertaining to privacy for students and staff.

No student or personnel information save that identified as directory information in Board Policy 4-14 shall be transmitted via email without current request and release by the affected party. If a parent or employee wishes to receive information via electronic methods beyond directory information, he or she should indicate this in writing to the school, waiving privacy and confidentiality and releasing the Board and its staff from any liability arising out of such disclosure. Union County Public Schools shall bear no liability for any issues which may result.

USER ACCOUNTS OR PASSWORD PROTECTION

The PowerSchool student information system requires stringent password enforcement to secure student data as protected by FERPA. As such, the following standards shall apply.

⦁ Passwords should never be shared, stored in electronic documentation, and kept private at all times.
⦁ Each user accessing the PowerSchool application shall be uniquely identified with an ID that is associated only with that user.
⦁ The Technology Services Department shall be responsible for promptly disabling the PowerSchool user ID upon termination of a user from the school or LEA or upon cessation of a user’s need to access the PowerSchool system.
⦁ Unsuccessful login attempts shall be limited to three attempts before the user logon process is disabled.
⦁ User IDs that are inactive for 30 days will be disabled, however data / emails may be retained by UCPS for a minimum of 5 years.
⦁ Only authorized security administrators or help desk staff shall be allowed to enable a user ID.
⦁ Passwords shall not contain dictionary words or abbreviations.
⦁ Passwords used for the PowerSchool system should be unique to PowerSchool.
⦁ Passwords must be at least 8 characters in length.
⦁ To the extent possible, passwords shall be composed of a random variety of letters, numbers and symbols with no spaces in between. Examples include the following characters: !, @, #, $, %, ^, &, *, (, ), 0-9. Formats and complexity of passwords can be updated and enforced if situations arise for greater security. Multifactor authentication and other methods of validation may be enforced.
⦁ Passwords must be changed on district approved frequencies.
⦁ New users will have 11 days in which to log into the system and change their default passwords at which time they will be disabled.
⦁ Passwords cannot be reused until 7 additional passwords have been created.
⦁ At no time should anyone from DPI call a user and request that user’s password.
⦁ The Technology Services Department will never ask for a user name or password over email. All staff will be directed to UCPS websites for any updates.
⦁ No PowerSchool passwords should be stored in clear text on desktop systems. Passwords may not be displayed in classrooms or offices.
⦁ Browsers should be configured so that passwords for websites are not stored.
⦁ Personal information such as social security numbers, drivers license numbers, etc. should not be inserted into email messages or other forms of electronic communication without proper encryption.
⦁ User accounts and passwords may be locked, altered, or reset in the event of compromised credentials or unauthorized access to technical resources.

VIRUS PROTECTION

All files downloaded to the Union County Public Schools may potentially harbor computer viruses, Trojan horses, worms or other destructive programs (collectively, “virus” or “viruses”); and, therefore, all downloaded files must be scanned for such viruses. Virus detection programs and practices shall be implemented throughout the district. Training will take place to ensure that all computer users know and understand safe computing practices. The Technology Services Department will be held responsible for ensuring current software is used to prevent the introduction or propagation of computer viruses.

To insure safety from viruses and other threats, the following guidelines shall be in practice:

⦁ Anti-virus software shall be installed on each desktop and laptop computer, and Technology Services staff shall make certain that each computer has the most current software and appropriate updates installed.
⦁ Computers not purchased or managed by the district shall not connect to networks owned by Union County Public Schools unless approved by the Chief Technology Officer or designee.
⦁ Access to email systems not owned by Union County Public Schools shall not be permitted on school district computers.
⦁ No software shall be installed unless purchased and owned by Union County Public Schools.
⦁ Information regarding virus threats and/or hoaxes shall only be disseminated through the Technology Services Department.
⦁ Cyber protection layers may be applied and enforced by the Technology Services Department.

REMOTE ACCESS

The computer systems, networks and data repositories of the Union County Public Schools are critical resources and must be protected against unauthorized access, malicious access, and disruption of service. Authorized users of computer systems, networks and data repositories may be permitted to remotely connect to those systems, networks and data repositories for the conduct of school-related business only through secure Virtual Private Network (VPN), authenticated and carefully managed access methods, and only under extraordinary circumstances. Approval for said access must be given through the Technology Services Department. Opening uncontrolled or unsecured paths into any element of the Union County Public Schools network that require security or to internal computer systems presents unacceptable risk to the entire infrastructure and the data housed within.

SECURITY AWARENESS

Union County Public Schools shall insure that information security is given a high priority in all current and future activities and initiatives. The Technology Services Department shall provide regular and relevant information security awareness communications to all staff by various means, such as electronic updates, briefings, and newsletters. All employees and contractors shall be provided with information security awareness tools to enhance awareness and to educate them regarding the range of information technology security threats and the appropriate safeguards.

CROSS REF.: Board Policy 1-23, Public Records
Board Policy 4-3, Student Discipline
4-3, Code of Student Conduct, Administrative Guidelines
Board Policy 4-14, Student Records
Board Policy 5-1, Selection of Instructional Materials
Board Policy 5-10, School Improvement Plan
Board Policy 5-11, Curriculum

UNION COUNTY BOARD OF EDUCATION
APPROVED: 6/20/06
REVISED: 6/4/19
REVIEWED BY GENERAL COUNSEL: 6/9/20
REVISED: 11/4/21