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Inyo COE |  BP  4040  Personnel

Employee Use Of Technology   

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It is the policy of the Inyo County Superintendent of Schools to afford broad access to ICSOS computers, communications systems (email, web sites, smart phones, blogging, podcasting and/or other emerging technologies), the Internet and an array of technology resources for ICSOS employees for use in fulfilling the ICSOS's missions, and for the appropriate ICSOS-related activities. The purpose of this Acceptable Use Policy is to outline the acceptable and unacceptable use by employees of ICSOS technology resources and personal technology resources that access or use ICSOS resources. The principles outlined herein are in place to protect both the employee and the ICSOS. This policy applies to all non-student users of the ICSOS's technology resources including contractors and affiliated third parties. (Student users of the ICSOS's technology resources are governed by a separate Acceptable Use Policy.) It is the sole responsibility of each employee to be informed about his/her responsibilities and the ICSOS's expectations for the use of technology resources.

While using ICSOS technology resources each employee must act in an appropriate manner consistent with ICSOS, ethical and legal principles. This includes any remote access which employees may gain off-site, but which involves the use of ICSOS sites, servers, intranet facilities, email accounts, software or equipment. It also includes the use of personal technology resources when such personal resources are utilizing ICSOS servers, intranet facilities, email accounts, software or storing or accessing ICSOS data.

Access to technology resources carries with it the responsibility for ensuring that the use of these resources is primarily for ICSOS purposes and ICSOS-related activities, and for maintaining the integrity and security of the ICSOS's technology equipment and facilities. The ICSOS's communication systems have not been established as a public access service or a public forum. The ICSOS has the right to place reasonable restrictions on the material employees access or post through the technology resources. In the interest of making the use of technology resources a natural part of the day-to-day work of all members of the ICSOS community, incidental personal use is acceptable. However, the use of ICSOS technology resources is prohibited for personal purposes during assigned work time. Use of ICSOS technology resources for personal purposes should be incidental, done on the employee's own time, and at the employee's own risk. The ICSOS's technology resources shall never be used to solicit commercial sales for personal benefit, religious activities or for political lobbying.

Effective security of technology resources is a team effort that involves the participation and support of every employee. Employees must respect the integrity and security of ICSOS's information technology system, and the access privileges, privacy and reasonable preferences of other users. Employees having access to technology resources must take reasonable care to ensure that unauthorized persons are not able to use their access to the system. The use of ICSOS technology resources may involve the use of a password, network access code or other identifying or validating code. Such passwords and codes are to be protected as private information provided to the individual user for their sole purpose. Such passwords and codes shall not be disclosed by the employee to others. Employees shall immediately notify Information Technology if you have identified a possible security problem. Employees further agree to avoid the inadvertent spread of computer viruses by following the ICSOS's virus protection procedures.

The ICSOS's technology resources are, by nature, finite. Employees must recognize that certain uses of the ICSOS's technology resources may be limited for reasons related to the capacity or security of the ICSOS's information technology system, or as required for fulfilling the ICSOS's primary instruction and public service missions.

No information technology resources can absolutely guarantee the privacy or confidentiality of electronic data, information and the transmission of such. However, all employees shall take reasonable precautions to protect electronic data, information and the transmission of such containing private and confidential information. The privacy and protection of personally identifiable student and employee data is of paramount importance. Likewise, the safeguarding of physical technology resources assigned to employees is the responsibility of the employee. It is the employee's responsibility to report the loss of private and confidential information, and the loss of technology equipment to the ICSOS' s Information Technology immediately upon the discovery of the loss.

In addition to the general principles set forth in this Acceptable Use Policy, the use of technology resources may be affected by a number of other legal and ethical principles. While it is not possible to list all potentially applicable laws, regulations and local standards, the following are provided:

1. The use of ICSOS technology resources may involve the use of a password, network access code or other identifying or validating code. Such passwords and codes are to be protected as private information provided to the individual user for their sole purpose. Such passwords and codes shall not be disclosed by the employee to others.

2. ICSOS technology resources shall not be used for any activity, or to transmit any material, that violates United States, California or local laws. This includes, but is not limited to, fraudulent acts, violations of copyright or other intellectual property laws, and any threat or act of intimidation or harassment against another person. ICSOS technology resources users may not intentionally create, store, display, print or transmit information which violates the ICSOS' s Sexual Harassment Policy.

3. ICSOS technology resources shall not be used to download, copy, or store any copyrighted software, publications, music, video, or other content without permission from the copyright holder. Any software that is installed on ICSOS technology resources shall be properly licensed from the copyright owner thereof, and any modifications must comply with the terms of the applicable license(s). ICSOS retains the right to remove software that is not compliant with copyright laws or applicable license(s), or that cause the workstation to become unstable or consume excessive technology resources.

4. The use of ICSOS technology resources is not private; employees should not expect that files stored on or transmitted via, ICSOS's resources will be confidential. All digital transmissions are subject to inspection and/or monitoring by ICSOS employees and other officials. Digital storage is ICSOS property, and as such, ICSOS will review files and communications to maintain system integrity and ensure that employees are using technology responsibly. Data, information and transmissions using ICSOS technology resources constitute public records and may be subject to public records retention and release laws.

5. Employees are expected to model tolerance and good manners. ICSOS technology resource users agree not to send, access, submit, publish, display or print hate mail, defamatory statements, vulgar, derogatory, obscene, profane, sexually oriented, threatening, offensive or illegal material or language over the Internet or ICSOS technology resources, or using ICSOS technology resources. ICSOS technology resources users shall not access Web sites, newsgroups, or chat areas that contain material that is prohibited under child pornography laws or that promotes illegal acts. The use of ICSOS technology resources in a manner intended to injure or humiliate others by disclosure of personal information (whether true or false), personal attacks on others, and statements expressing animus towards any person or group by reason of race, color, religion, national origin, gender, sexual orientation or disability is not acceptable. Cyber bullying is specifically prohibited. It shall be the employee's responsibility to report the inappropriate use, web site, or communication to the employee's supervisor.

6. ICSOS technology resources users shall not post anonymous messages or attempt to impersonate another person by forging email, web pages or other electronic media.

7. ICSOS technology resources users may not log on to another employee's account, IP address, or other resource access, attempt to access another user's files, or permit anyone else to log on to their own accounts. Users may not try to gain unauthorized access ("hacking") to the files or technology systems of any other person or organization.

8. The primary use of the ICSOS's technology resources is for ICSOS-related work. While some incidental personal use of the ICSOS technology resources is permitted, such incidental use will not be deemed a waiver of ICSOS's right to prohibit all such use, either on an individually-applicable or on a generally-applicable basis.

9. ICSOS technology resources users shall not use ICSOS technology resources to conduct for-profit business activities or to engage in religious or political activities. Employees shall not use ICSOS technology resources for advertising, promotion commercial purposes or similar objectives.

10. ICSOS technology resources users shall not send unsolicited email messages, including the sending of "junk mail" or other advertising material to individuals who did not specifically request such material ("spamming"). ICSOS technology resources users shall not create or forward "chain letters", "Ponzi" or other "pyramid" schemes of any type.

11. Virtual and physical vandalism shall not be tolerated. Any intentional act by an employee that damages or interferes with performance of ICSOS technology hardware, software, operating systems, or communication systems will be considered vandalism and will be subject to discipline and/or appropriate criminal or civil action. ICSOS technology resources users shall not introduce malicious programs into the ICSOS's technology resources (e.g. viruses, worms, Trojan horses, email bombs, etc.). ICSOS technology resources users shall not intentionally disrupt network traffic or crash the network and connected systems; users shall not degrade or disrupt equipment or system performance.

12. Employees may bring personal technology, including computers, smart phones, network access devices, or other electronic signaling devices to their work place. However, the ICSOS is not responsible for the safeguarding of such personal technology.

13. Employees shall not take data, equipment, software or supplies (paper, toner cartridges, disks, etc.) for their own personal use. Such taking will be treated as theft. Employees may take computer equipment home or to off-site destinations for ICSOS-related purposes with the prior permission of their supervisor.

ICSOS will cooperate fully with local, state and federal officials in any investigation related to any suspected illegal activities conducted through ICSOS technology resources.

Employees who violate this Acceptable Use Policy may have their access privileges suspended or revoked. In addition, further disciplinary action may be taken as permitted by applicable law and/or the terms of any applicable collective bargaining agreement.

Notwithstanding the language or descriptions used in this Acceptable Use Policy, and associated administrative rules and regulations govern the use of ICSOS technology resources. All employees, contractors and associated third parties shall sign a "User Responsibility Contract" acknowledging receipt of this Acceptable Use Policy and their responsibility to abide by the provisions of this Superintendent Policy and associated rules and regulations.

Public Records and Retention

1. Information stored on the ICSOS' system and equipment, including email, email attachments, Web postings, and voice mail messages may become records of ICSOS. ICSOS records pertaining to ICSOS business, whether stored in hard copy or electronically, may be considered public records and, therefore, subject to the Public Records Act ("PRA") and Title 5, section 16020, et seq., of the California Code of Regulations, pertaining to the retention and destruction of school records.

2. An ICSOS email account is not intended for permanent storage of email. It is each employee's responsibility to save and/or file email that he or she wishes to access, or that are County Office records and required to be retained by law. It is also the employee's responsibility to maintain back-up copies of their important documents. Employee may contact Information Technology staff for information on the best way to maintain these documents. "County Office records" means all records, maps, books, papers, and documents prepared or retained as necessary or convenient to the discharge of official duty and includes any writing containing information related to the conduct of the public's business prepared, owned, used, or retained by ICSOS regardless of physical characteristics. ICSOS records shall be either: (1) saved to an electronic system other than the ICSOS email account, (2) electronically archived, or (3) printed on paper and filed as appropriate. Email and other electronic files that are classified pursuant to ICSOS administrative regulation regarding retention of documents (AR 3580-County Office Records) shall be preserved in one of the three manners described above.

3. ICSOS may access and, to the extent required or allowed by law, disclose any email received, sent, or stored in an ICSOS email account. ICSOS may retain or dispose of an employee's email, whether an employee is currently or formerly employed by ICSOS. Email account in-boxes and out-boxes may be A. purged as often as once a year by ICSOS Information Technology. Email trash folders may be purged as often as every 90 days by the ICSOS information technology department.

4. In addition, employees shall be notified that records maintained on any personal device or messages sent or received on a personal device that is being used to conduct ICSOS business may be subject to disclosure pursuant to a subpoena or other lawful request.


adopted: December 6, 2018 Independence, California