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San Mateo Un HSD |  AR  4040  Personnel

Employee Use Of Technology   

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The district provides technology including computers, networks, information systems and Internet services primarily for the purpose of achieving the district's goals and accomplishing its educational and organizational purposes.

The use of district technology, including email and Internet services, does not create any expectation of privacy. The district reserves the rights to monitor any information created, accessed, sent, received, and/or stored in any format by any district employee on district equipment or any equipment connected to the district's network. Monitoring may occur at any time without advance notice or consent. Passwords, which allow access to networks, data, and/or e-mail, need to be kept private at all times. Employees should have no expectation that any communications made using the District's information and communication systems and equipment are exempt from monitoring or access by the District.

All district technology is the property of the district. All information produced or made available through the use of district technology is the property of the district. The use of district technology for any purpose including access to student information is a privilege. It is the express responsibility of the employee to maintain the security, privacy and confidentiality of student/employee information.

Public Records and Retention

1. Information stored on the district's system and equipment, including email, email attachments, Web postings, and voice mail messages may become records of the district. District records pertaining to the district's 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. A district 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 district records and required to be retained by law. "District 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 the district regardless of physical characteristics. District records shall be either: (1) saved to an electronic system other than the district email account, (2) electronically archived, or (3) printed on paper and filed as appropriate. Email and other electronic files that are classified pursuant to (the district's administrative regulation regarding retention of documents - AR 3580 in the CSBA manual) shall be preserved in one of the three manners described above.

3. The District may access and, to the extent required or allowed by law, disclose any email received, sent, or stored in a District email account. The District may retain or dispose of an employee's mail, whether an employee is currently or formerly employed by the District. Email account in-boxes and out-boxes may be purged as often as once a year by the District's information technology department. Email trash folders may be purged as often as every 30 day(s) by the District's information technology department.

Online/Internet Services: User Obligations and Responsibilities

Employees are authorized to use district equipment to access the Internet or other online services in accordance with Board policy, the district's Acceptable Use Agreement, and the user obligations and responsibilities specified below.

1. The employee in whose name an online services account is issued is responsible for its proper use at all times. Employees shall keep account information, home addresses, and telephone numbers private. They shall use the system only under the account number to which they have been assigned.

2. Employees shall use the system safely, responsibly, and primarily for work-related purposes.

3. Employees shall not access, post, submit, publish, or display harmful or inappropriate matter that is threatening, obscene, disruptive, or sexually explicit, or that could be construed as harassment or disparagement of others based on their race, ethnicity, national origin, sex, gender, sexual orientation, age, disability, religion, or political beliefs.

(cf. 4030 - Nondiscrimination in Employment)

(cf. 4031 - Complaints Concerning Discrimination in Employment)

(cf. 4119.11/4219.11/4319.11 - Sexual Harassment)

4. Employees shall not use the system to promote unethical practices or any activity prohibited by law, Board policy, or administrative regulations.

(cf. 4119.25/4219.25/4319.25 - Political Activities of Employees)

5. Employees shall not use the system to engage in commercial or other for-profit activities without permission of the Superintendent or designee.

6. Copyrighted material shall be posted online only in accordance with applicable copyright laws.

(cf. 6162.6 - Use of Copyrighted Materials)

7. Employees shall not attempt to interfere with other users' ability to send or receive email, nor shall they attempt to read, delete, copy, modify, or forge other users' email.

8. Employees shall not develop any classroom or work-related web sites, blogs, forums, or similar online communications representing the district or using district equipment or resources without permission of the Superintendent or designee. Such sites shall be subject to rules and guidelines established for district online publishing activities including, but not limited to, copyright laws, privacy rights, and prohibitions against obscene, libelous, and slanderous content. Because of the unfiltered nature of blogs, any such site shall include a disclaimer that the district is not responsible for the content of the messages. The district retains the right to delete material on any such online communications.

(cf. 1113 - District and School Web Sites)

9. Users shall report any security problem or misuse of the services to the Superintendent or designee.


approved: June 19, 2014 San Mateo, California