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Escondido Union ESD |  E  4040  Personnel

Employee Use Of Technology   

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ACCEPTABLE USE AGREEMENT AND

RELEASE OF DISTRICT FROM LIABILITY (EMPLOYEES)

The Escondido Union School District authorizes district employees to use technology owned or otherwise provided by the district as necessary to fulfill the requirements of their position. The use of district technology is a privilege permitted at the district's discretion and is subject to the conditions and restrictions set forth in applicable board policies, administrative regulations, and this Acceptable Use Agreement. The district reserves the right to suspend access at any time, without notice, for any reason.

The district expects all employees to use technology responsibly in order to avoid potential problems and liability. The district may place reasonable restrictions on the sites, material, and/or information that employees may access through the system.

The district makes no guarantee that the functions or services provided by or through the district will be without defect. In addition, the district is not responsible for financial obligations arising from unauthorized use of the system.

Each employee who is authorized to use district technology shall sign this Acceptable Use Agreement as an indication that he/she has read and understands the agreement.

Definitions

District technology includes, but is not limited to, computers, the district's computer network including servers and wireless computer networking technology (wi-fi), the Internet, email, USB drives, wireless access points (routers), tablet computers, smartphones and smart devices, telephones, cellular telephones, personal digital assistants, pagers, MP3 players, wearable technology, any wireless communication device including emergency radios, and/or future technological innovations, whether accessed on or off site or through district-owned or personally owned equipment or devices.

Employee Obligations and Responsibilities

Employees are expected to use district technology safely, responsibly, and primarily for work-related purposes. Any incidental personal use of district technology shall not interfere with district business and operations, the work and productivity of any district employee, or the safety and security of district technology. The district is not responsible for any loss or damage incurred by an employee as a result of his/her personal use of district technology.

The employee in whose name district technology is issued is responsible for its proper use at all times. Employees shall not share their assigned online services account information, passwords, or other information used for identification and authorization purposes, and shall use the system only under the account to which they have been assigned. Employees shall not gain unauthorized access to the files or equipment of others, access electronic resources by using another person's name or electronic identification, or send anonymous electronic communications. Furthermore, employees shall not attempt to access any data, documents, emails, or programs in the district's system for which they do not have authorization.

Employees are prohibited from using district technology for improper purposes, including, but not limited to, use of district technology to:

1. Access, post, display, or otherwise use material that is discriminatory, defamatory, obscene, sexually explicit, harassing, intimidating, threatening, or disruptive

2. Disclose or in any way cause to be disclosed confidential or sensitive district, employee, or student information without prior authorization from a supervisor

3. Engage in personal, commercial, or other for-profit activities without permission of the superintendent or designee

4. Engage in unlawful use of district technology for political lobbying

5. Infringe on copyright, license, trademark, patent, or other intellectual property rights

6. Intentionally disrupt or harm district technology or other district operations (such as destroying district equipment, placing a virus on district computers, adding or removing a computer program without permission, changing settings on shared computers)

7. Install unauthorized software

8. Engage in or promote unethical practices or violate any law or board policy, administrative regulation, or district practice

Privacy

Since the use of district technology is intended for use in conducting district business, no employee should have any expectation of privacy in any use of district technology.

The district reserves the right to monitor and record all use of district technology, including, but not limited to, access to the Internet or social media, communications sent or received from district technology, or other uses within the jurisdiction of the district. Such monitoring/recording may occur at any time without prior notice for any legal purposes including, but not limited to, record retention and distribution and/or investigation of improper, illegal, or prohibited activity. Employees should be aware that, in most instances, their use of district technology (such as web searches or emails) cannot be erased or deleted.

All passwords created for or used on any district technology are the sole property of the district. The creation or use of a password by an employee on district technology does not create a reasonable expectation of privacy.

Personally Owned Devices

If an employee uses a personally owned device to access district technology or conduct district business, he/she shall abide by all applicable board policies, administrative regulations, and this Acceptable Use Agreement. Any such use of a personally owned device may subject the contents of the device and any communications sent or received on the device to disclosure pursuant to a lawful subpoena or public records request.

Records

Any electronically stored information generated or received by an employee which constitutes a district or student record shall be classified, retained, and destroyed in accordance with BP/AR 3580 - District Records, BP/AR 5125 - Student Records, or other applicable policies and regulations addressing the retention of district or student records.

Reporting

If an employee becomes aware of any security problem (such as any compromise of the confidentiality of any login or account information) or misuse of district technology, he/she shall immediately report such information to the superintendent or designee.

Consequences for Violation

Violations of the law, board policy, or this Acceptable Use Agreement may result in revocation of an employee's access to district technology and/or discipline, up to and including termination. In addition, violations of the law, board policy, or this agreement may be reported to law enforcement agencies as appropriate.

Technology Hardware and Software Use Guidelines

Technology resources (equipment, software, and data) are considered valuable property of the district. All hardware and software acquired for, or on behalf of, the district or developed by district staff or contract personnel is and shall be deemed district property.

All district staff authorized to use district technology resources shall adhere to the following:

* Staff shall use the resources in the manner and to the extent that the user is authorized.

* Staff shall comply with district policies and practices regarding physical security and safety of the resource.

* Staff shall not use district technology resources in support of or for illegal activities or personal gain.

* Staff shall not use the district technology resources in a manner that violates other district policies.

* Staff shall not abuse district technology resources including and not limited to any actions that endanger or damage the resources.

Technology Hardware

In order for Technology Services to effectively support and service the district's technology resources, staff shall adhere to the following guidelines:

* Components shall not be removed, altered, or added to the equipment without prior approval from the Technology Services Department.

* Repairing or servicing the equipment is prohibited; only Technology Services staff are authorized to perform repairs and servicing.

Mobile Computer Equipment

Staff members are permitted to use the district's mobile computer equipment (e.g., laptops, iPads) on- and off-site in order to enhance, enrich, and facilitate teaching and administrative duties, as well as school communications.

Mobile Computer Usage and Guidelines

All mobile computer equipment and accessories are district property and are provided to staff members for a period of time as deemed appropriate by school or district administration.

All staff issued district-owned equipment must adhere to the following:

* Equipment is issued for school-related business, curriculum enhancement, research, and communication.

* District-owned equipment may be used for limited personal purposes subject to district policies.

* Equipment must be protected from theft and damages.

* Staff shall be held responsible for any problem caused by his or her negligence.

* Equipment must not be loaned to a third party, including family members.

* Staff shall use the equipment in accordance with the district's BP 4040 "Technology Acceptable Use," even when using the machine on a network outside of the school district.

Avoid Mobile Computer Theft and Damage

Because of their size and portability, mobile computers are extremely vulnerable to theft and damage. Staff shall exercise care to ensure that mobile computers and other district technology equipment assigned to them are not stolen or damaged.

Staff must adhere to the following guidelines to protect the mobile computer from being stolen and/or damaged:

* Avoid leaving your mobile computer in vehicles. Never leave a mobile computer in an unlocked vehicle or in plain sight in a locked vehicle. Place the mobile computer in a locked trunk if absolutely necessary.

* Avoid storing the mobile computer in extreme temperatures.

* Do not leave a conference room or staff room without your mobile computer.

* Never check a mobile computer as luggage at the airport.

* Lock the mobile computer out of sight in your office or classroom during off-hours or in a locked cabinet or desk when possible.

* Do not place food or liquids in close proximity to your mobile equipment.

* Make sure your hands are free from lotions before using the equipment (hand lotion is a major contributing factor to dust and dirt on the keyboard).

* Use your mobile computer on a flat, solid surface, so that there is air circulation. Using your mobile computer on a bed or other soft surface can cause damage due to overheating.

* Follow manufacturer's instructions for cleaning your computer and screen.

If theft or damage occurs, immediately notify the district/school administration and Technology Services.

Each staff member is responsible for any hardware and/or software that are assigned to him/her. In the event of damage or loss, staff will be monetarily responsible if the damage/loss is due to staff's negligence. If multiple damages or losses occur, the district reserves the right to revoke a staff member's use of the equipment.

Employee Acknowledgment

I have received, read, understand, and agree to abide by this Acceptable Use Agreement, BP 4040 - Employee Use of Technology, and other applicable laws and district policies and regulations governing the use of district technology. I understand that there is no expectation of privacy when using district technology or when my personal electronic devices use district technology. I further understand that any violation may result in revocation of user privileges, disciplinary action, and/or appropriate legal action.

I hereby release the district and its personnel from any and all claims and damages arising from my use of district technology or from the failure of any technology protection measures employed by the district.

Name: Position:

(Please print)

School/Work Site: ___________________________________________________________

Signature: ____________________________________ Date: ________________________

ESCONDIDO UNION SCHOOL DISTRICT

August 4, 2017 Escondido, California