Staff Acceptable Use of IT

1.0 Aims

The aims of this policy are to:

• Ensure that the ICT network and internet at Applemore are used in a respectful manner by all staff and if an occasion arises where there is cause for concern, this will be treated seriously and resolved appropriately.


• Clarify expectations of staff when using Applemore’s network and internet.


• Encourage an environment that recognises the advantages of using computers and the internet.


• To give staff the right to be safe and happy when using the network and internet and to take appropriate steps to ensure they are protected as far as possible.


• To give all staff positive advice and guidance.

2.0 Application

2.1 - This policy applies to all staff and Governors at Applemore together with trainees, volunteers and other individuals who work for or provide services on behalf of Applemore. These individuals are collectively referred to in this policy as staff or staff members.

2.2 - The policy applies in respect of all ICT resources and equipment at Applemore and those resources that have been made available to staff whilst working at home. ICT resources and equipment include staff laptops and software, use of Applemore’s internet access and email systems, telephones and text system, cameras and recording equipment and any other electronic or communication equipment used during the employee or volunteer’s work.

2.3 - This policy also provides advice to staff in respect of the potential risks and consequences in relation to inappropriate use of their own personal ICT facilities, where this use is inconsistent with the expectations of staff working with children and young people.

3.0 Access

3.1 - Applemore staff will be provided with log on details when they are entitled to use the ICT facilities and advised what hardware and software they are permitted to access, including the internet and email. Unless indicated, staff can use any facilities available as and when appropriate. Access is provided to enable staff to both perform their role and to enable other staff at Applemore to benefit from such facilities.

3.2 Where staff have been provided with an Applemore email address to enable them to perform their role effectively, this should not be routinely used to undertake Applemore business outside of normal office hours.

3.3 Access to certain software packages and systems (e.g HCC intranet; SAP (HR, finance and procurement system), SIMS, sisra analytics and sisra observe, FFT, CPOMs, Applemore texting services) will be restricted to nominated staff and unless permission and access has been provided, staff must not access these systems.

3.4 When a member of staff is provided with a laptop and/or other equipment they must ensure that this is used appropriately by themselves and not used by others at home or elsewhere. Staff must also ensure that they bring their laptop/equipment in as required for updating of software, licences and virus protection.

3.5 Where Applemore provides digital cameras and other recording equipment for educational and school business use and it is used off site, then this must be kept safe and secure. Where pictures of students are taken, staff must ensure that written consent has been provided by parents, and that Applemore procedures regarding the use of pictures is followed.

3.6 Applemore provides mobile phones for staff to use on trips and off-site activities. However, staff may on occasion, have to use their personal mobile phone in an emergency situation. Where a cost is incurred, Applemore will provide reimbursement as appropriate. Staff who have access to colleagues’ personal contact details must ensure that these are kept confidential.

3.7 Mobile phones or similar devices, even those with hands free facilities should not be used whilst driving on Applemore business.

3.8 All staff have access to Applemore’s telephone system. Where this is used for personal use then this must be done during break or free time and must not be excessive. Applemore can request either the cost of the call or a donation to be made towards the cost of the call.

3.9 Applemore will ensure that Display Screen Equipment training is available and undertaken by all staff in accordance with its Health and Safety Policy.

4.0 Communication with parents, students and Governors

4.1 Applemore communicates with parents/carers and Governors through a variety of mechanisms. The points below highlight who is normally authorised to use which systems and can directly communicate without requiring any approval before use or to agree content. Applemore must indicate to staff if any other staff are permitted to make contact using the systems below:

• Telephone – all teachers, administrative staff and staff who have been permitted through their roles in student welfare.


• Text System – where a member of staff needs to send a text to parents, then approval is sought by a member of the Senior Leadership Team in advance.


• Letters – staff may send letters home, but these should be checked and approved by the appropriate Head of Year/Head of Subject/Senior Leadership Team before sending. Where office staff send letters home these will normally require approval by Applemore’s Bursar/Headteachers’ PA.


• Email – staff may use email as a normal method of communication with parents and Governors.


• Visits home – home visits are normally subject to approval by the Senior Leadership Team and used only if appropriate.

4.2 Where students are submitting work electronically to staff, this must be undertaken using Applemore’s system and not via personal email.

5.0 Social Media

5.1 Staff are advised to exercise extreme care in their personal use of social networking sites, considering their professional role working with children. Staff should make appropriate use of the security settings available through social networking sites and ensure that they keep them updated as frequently as possible as sites often change their settings. Staff are advised that inappropriate communications that come to the attention of SLT/governors can lead to disciplinary action, including dismissal.

5.2 Staff should refer to the Social Media Do’s and Don’ts in Appendix 1 below which provides guidelines for staff when using social media.

6.0 Unacceptable Use

6.1 Appendix 1 provides a list of Do’s and Don’ts for staff to enable them to protect themselves from inappropriate use of ICT resources and equipment. Applemore ICT network and resources must not be used under any circumstances for the following purposes:

• to communicate any confidential information or to communicate/share confidential information which the member of staff does not have authority to share.


• to present any personal views and opinions as the views of Applemore, or to make any comments that are libellous, slanderous, false or misrepresent others.


• to access, view, download, post, email or otherwise transmit pornography, sexually suggestive or any other type of offensive, obscene or discriminatory material.


• to communicate anything via ICT resources and systems or post that may be regarded as defamatory, derogatory, discriminatory, harassing, bullying or offensive, either internally or externally.


• to communicate anything via ICT resources and systems or post that may be regarded as critical of Applemore, the leadership of the Applemore, the Applemore staff or its students
  .


• to upload, download, post, email or otherwise transmit or store material that contains software viruses or any other computer code, files or programmes designed to interrupt, damage, destroy or limit the functionality of any computer software or hardware or telecommunications equipment.

• to collect or store personal information about others without direct reference to The Data Protection Act.

• to use Applemore facilities to undertake any trading, gambling, or other action for personal financial gain or political purposes, unless as part of an authorised curriculum project.

• to visit or use any online messaging service, social networking site, chat site, web-based email or discussion forum not supplied or authorised by Applemore.

• to undertake any activity (whether communicating, accessing, viewing, sharing. uploading or downloading) which has negative implications for the safeguarding of children and young people.

6.2 Any of the above activities are likely to be regarded as gross misconduct, which may, after proper investigation, lead to dismissal. If employees are unsure about the use of ICT resources including email and the internet, advice should be sought from a member of the Senior Leadership Team.

6.3 Where an individual accidently or unintentionally accesses a website or material that contains any prohibited content, they must leave the site immediately and inform the Headteacher or other member of the Senior Leadership Team. Applemore utilises the appropriate blocking software to avoid the potential for this to happen. Reporting to the Headteacher or Senior Leadership Team equally applies where staff are using Applemore equipment or resources at home and accidentally access inappropriate sites or material. Genuine mistakes and accidents will not be treated as a breach of this policy.

6.4 Where an individual has been communicated with in a manner outlined above (e.g. has received an inappropriate email or attachment), they are advised to report this immediately to the Headteacher or another member of the Senior Leadership Team so that this can be dealt with appropriately.

7.0 Personal and private use

7.1 Staff with access to computer equipment, including email and internet, are permitted to use them for occasional personal use provided that this access is not:

• taking place at the expense of contracted working hours (i.e. is not taking place during paid working time)


• interfering with the individual’s work


• relating to a personal business interest


• involving the use of news groups, chat lines or similar social networking services


• at a cost to Applemore


• detrimental to the education or welfare of students at Applemore

• in breach of copyright law (i.e. music & film)

7.2 Excessive personal use of Applemore facilities is likely to be considered to be a disciplinary matter, may lead to restricted access to computer equipment and where costs are incurred (e.g. personal telephone use), Applemore will seek reimbursement from the member of staff concerned as appropriate.

7.3 It is important for staff to also be aware that inappropriate use of their own personal or other ICT facilities in their personal time, can have implications for their employment situation where this becomes known and the activities that are undertaken are inconsistent with the expectations of staff working with children and young people.

7.4 Where staff have brought their own personal equipment such as mobile telephones, laptops and cameras and other devices into Applemore, these personal items, should not be used during student contact sessions unless authorised. Staff should follow all points outlined in this section in relation to their personal use. Staff should ensure that there is no inappropriate content on any of these pieces of equipment and ensure that they are not accessed by students at any time. Such equipment should not normally be required to enable staff to undertake their role but where it is used, staff should take care to ensure any Applemore data/images are deleted following use of the equipment.

7.5 Whilst individuals may be required to use their personal mobile telephone to make contact with Applemore, staff should exercise care and seek reimbursement as outlined in section 3.

8.0 Security and confidentiality

8.1 Any concerns about the security of the ICT system should be raised with a member of the Senior Leadership Team.

8.2 Staff are required to ensure that they keep passwords confidential and not to select a password that is easily guessed.

8.3 Staff must take account of any advice issued regarding what is permitted in terms of downloading educational and professional material to Applemore’s network. All staff must review or seek advice regarding the appropriateness of the material prior to downloading.

8.4 Where staff are permitted to work on material at home and bring it in to upload to Applemore’s network they must ensure that they have undertaken appropriate virus checking on their systems. Where provided, staff should normally use their Applemore laptop for such work.

8.5 Staff must ensure that they follow appropriate and agreed approval processes before uploading material for use by students on the Applemore network or associated resources.

8.6 Whilst any member of staff may provide material for the Applemore website, staff must ensure that they follow appropriate and agreed approval processes before uploading any such material onto the website.

8.7 Applemore ICT engineers are responsible for ensuring that all equipment is regularly updated and has the appropriate anti-virus software and that licences are maintained appropriately. Staff must ensure that they report any concerns regarding potential viruses, inappropriate software or licences.

8.8 Staff must ensure that their use of Applemore ICT facilities does not compromise the rights of any individuals under the Data Protection Act. This is particularly important when using data off site and electronic data must only be taken off site in a secure manner. This is also particularly important when communicating personal data via email rather than through secure systems. In these circumstances, staff must ensure that they have the correct email
address and have verified the identity of the person that they are communicating the data with.

8.9 Staff must also ensure that they do not compromise any rights of individuals and companies under the laws of Copyright through their use of ICT facilities.

9.0 Monitoring

9.1 Applemore network is administered staff from Verstech and Hampshire County Council’s ICT services are used to provide the internet connection and as a result there is a need to comply with their internet policy.

9.2 Applemore and Hampshire County Council reserve the right to monitor the use of the Applemore network together with email communications and internet use. Where necessary, data may be accessed or intercepted in the following circumstances:
• to ensure that the security of Applemore software, network and systems are not compromised.
• to prevent or detect crime or unauthorised use of Applemore hardware, network or systems.
• to gain access to communications where necessary where a user is absent from work.

9.3 Where staff have access to the internet during their work, it is important for them to be aware that Applemore may track the history of the internet sites that have been visited.

9.4 To protect the right to privacy, any interception of personal and private communications will not take place unless grounds exist to show evidence of crime, or other unlawful or unauthorised use. Such interception and access will only take place following approval by the Chair of Governors, after discussions with relevant staff in Verstech, Hampshire County Council’s HR, IT and Audit Services and following an assessment to determine whether access or interception is justified.

10.0 Whistleblowing and cyberbullying

10.1 Staff who have concerns about any abuse or inappropriate use of ICT resources, SharePoint, camera/recording equipment, telephony, social networking sites, email or internet facilities or inappropriate communications, whether by students or colleagues, should alert the Headteacher to such abuse. Where a concern relates to the Headteacher, this should be disclosed to the Chair of Governors. If any matter concerns child safety, it should also be reported to the Designated Safeguarding Lead (DSL).

10.2 It is recognised that increased use of ICT has led to cyberbullying and/or concerns regarding e-safety of Applemore staff. Staff are strongly advised to notify the Headteacher if they are subject to such circumstances. Advice can also be sought from professional associations and trade unions. Support is also available through Hampshire’s confidential counselling service, Employee Support (0800 030 5182) and also via the UK Safer Internet Centre helpline@safetinternet.otg.uk or 0844 381 4772.

11.0 Signature

11.1 It will be normal practice for staff to read and sign a declaration as outlined in Appendix 2, to confirm that they have had access to the acceptable use policy and that they accept and will follow its terms.

11.2 Staff must comply with the terms of this policy. Any breach will be considered to be a breach of disciplinary rules, which may lead to a disciplinary sanction (e.g. warning), dismissal, and/or withdrawal of access to ICT facilities. Staff should be aware, that in certain instances, inappropriate use of ICT may become a matter for police or social care investigations.