GCSA-R - Employee Computer and Internet Use Rules
Book: G
Section: Personnel
Title: Employee Computer and Internet Use Rules
Code: GCSA-R
Status: Active
Revised: June 18, 2024
EMPLOYEE COMPUTER/DEVICE AND INTERNET USE RULES
Each employee is responsible for their actions and activities involving Portland Public Schools’ computers/devices, network, and internet services (including third-party services like Google for Education and Infinite Campus), and for his/her computer files, passwords, and accounts. These rules provide general guidance concerning the use of the district’s computers/devices, network, and internet services, and examples of prohibited uses. The rules do not attempt to describe every possible prohibited activity by employees. Employees who have questions about whether a particular activity or use is prohibited are encouraged to contact the appropriate administrator.
A. Access to School Computers and Acceptable Use
The level of employee access to Portland Public Schools’ computers/devices, network, and internet services is based upon specific job requirements and needs. Unauthorized access to secure areas of the district’s computers/devices, network, and internet services is strictly prohibited.
All Board policies, school rules and expectations for professional conduct and communications apply when employees are using the district’s computers/devices, their own devices for work purposes (when permitted to do so), network, and internet services, whether in use at school or off school premises.
B. Google for Education
The school unit will, at its discretion, create Google for Education accounts for eligible employees. Google features will be enabled on a user-by-user-basis at the discretion of the Technology Coordinator. Use of Google for Education is subject to Google’s acceptable use policy (upon request from the Technology Coordinator), and all other district policies, procedures, and rules. Employees must, at all times, take reasonable measures to protect files and information in Google for Education including, but not limited to, not sharing passwords and following all security and access rules.
C. Prohibited Uses
Examples of unacceptable uses which are expressly prohibited include, but are not limited to, the following:
1. Any use that is illegal or which violates Policy GCSA and/or other Board policies/procedures or school rules, including harassing, discriminatory or threatening communications and behavior; violations of copyright laws or software licenses; etc. Portland Public Schools assume no responsibility for illegal activities of employees while using school computers/devices, networks, and/or internet services.
2. Any attempt to access unauthorized websites or any attempt to disable or circumvent the district’s filtering/blocking technology.
3. Any use involving materials that are obscene, pornographic, sexually explicit or sexually suggestive, harmful to minors, or intended to appeal to prurient interests.
4. Any communications with students or minors for non-school-related purposes.
5. Any use for private financial, commercial, advertising or solicitation purposes.
6. Downloading applications or using or encouraging students to use other online educational services without prior authorization from the Technology Integration Coordinator or building administrator.
7. Emails or other messages to groups of school employees (except in the performance of their duties as school employees) without authorization from the building administrator or Superintendent. Prohibited uses of the school’s communication systems also include but are not necessarily limited to:
a. Solicitation of membership in any non-school-sponsored organization;
b. Advocacy or expression by or on behalf of individuals or non-school-sponsored organizations or associations;
c. Political or religious purposes;
d. Raising funds for non-school-sponsored purposes, whether profit-making or not-for-profit;
e. Selling articles or services of any kind, advertising or promoting any kind of business; or
f. Any communications that represent an employee’s views as those of the district or that could be misinterpreted as such.
8. Sending mass e-mails to school users or outside parties for any purpose without the permission of the building administrator.
9. Any malicious use, damage or disruption of Portland Public Schools’ computers, network and internet services; any breach of security features; any failure to report a security breach; or misuse of computer passwords or accounts (the employee’s or those of other users).
10. Any attempt to delete, erase or otherwise conceal any information stored on a school computer that violates these rules or other Committee policies or school rules, or refusing to return computer equipment issued to the employee upon request.
11. Sharing passwords or other login information (except with authorized school employees); using other users’ passwords and/or login information; accessing or using other users’ accounts; or attempting to circumvent network security systems.
12. Refusing to return computers/devices or related equipment issued to the employee upon request.
13. Failure to comply with the district’s record retention requirements for electronic records, including failure to comply with a request to preserve documents.
D. Disclosure of Confidential Information
Employees are expected to use appropriate judgment and caution in communications concerning students and staff to ensure that personally identifiable information remains confidential, and is not disclosed, used, or disseminated without proper authorization.
E. Employee/Volunteer Responsibility to Supervise Student Computer Use
Employees and volunteers who use school computers with students for instructional purposes have a duty of care to supervise such use and to enforce the district’s policies and rules concerning student computer use. When, in the course of their duties, employees or volunteers become aware of a student violation, or have a concern about student safety on the internet, they are expected to stop the activity and inform the building administrator.
Any student use of interactive electronic communications must be closely monitored.
F. Compensation for Losses, Costs and/or Damages
An employee is responsible for compensating Portland Public Schools for any losses, costs or damages incurred by the district for violations of Board policies and school rules while the employee is using district computers/devices, networks, and internet services, including the cost of investigating such violations. Portland Public Schools assume no responsibility for any unauthorized charges or costs incurred by an employee while using district computers/devices.
G. Additional Rules for Use of Privately-Owned Computers/Devices by Employee
1. An employee who wishes to use a privately-owned computer/device in school must complete an Employee Request to Use Privately-Owned Computer form. The form must be signed by the employee, the building administrator/supervisor and the Technician for the building. There must be a legitimate work-related basis for any request.
2. The building technology coordinator will determine whether an employee’s privately-owned computer/device meets the district’s network requirements.
3. Requests may be denied if it is determined that there is not a suitable work
related reason for the request and/or if the demands on the district’s network or staff would be unreasonable.
4. The employee is responsible for proper care of his/her privately-owned
computer/device, including any costs of repair, replacement or any modifications needed to use the computer at school.
5. Portland Public Schools are not responsible for damage, loss or theft of any privately-owned computer/device.
6. Employees are required to comply with all Board policies/procedures and school rules while using privately-owned computers/devices at school.
7. Employees have no expectation of privacy in their use of a privately-owned computer/device while it is being used at school. The contents of the computer may be searched in accordance with applicable laws and policies.
8. Portland Public Schools may temporarily confiscate any privately-owned computer/device brought to school and used by an employee in school without authorization as required by these rules.
Cross Reference: GCSA – Employee Computer and Internet Use
BoardDocs is intended for the use of subscribers and licensed customers. All users are required to read and follow the acceptable use policy.