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GCSA-R - Employee Computer and Internet Use Rules

Book: G

Section: Personnel

Title: Employee Computer and Internet Use Rules

Code: GCSA-R

Status: Active



Each employee is responsible for his/her actions and activities involving Portland Public Schools’ computers, network and Internet services, and for his/her computer files, passwords and accounts.  These rules provide general guidance concerning the use of the district’s computers 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 building technology coordinator or other appropriate administrator.


A.  Access to School Computers and Acceptable Use


The level of employee access to Portland Public Schools’ computers, network and Internet services is based upon specific job requirements and needs.  Unauthorized access to secure areas of the district’s computers and network is strictly prohibited.


All Committee policies, school rules and expectations for professional conduct and communications apply when employees are using the district’s computers, network and Internet services, whether in use at school or off school premises.


B.        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 Committee policies/procedures or school rules, including harassing, discriminatory or threatening communications and behavior; violations of copyright laws or software licenses; etc.  The Portland Public Schools assume no responsibility for illegal activities of employees while using school computers.
  2. Any attempt to access unauthorized web sites or any attempt to disable or circumvent the school unit’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. Any use as a forum for communicating with other school users or outside parties to solicit, proselytize, advocate or communicate the views of an individual or non-school sponsored organization; to solicit membership in or support of any non-school sponsored organization; or to raise funds for any non-school sponsored purpose, whether profit or not-for-profit.  Employees who are uncertain as to whether particular activities are acceptable should seek further guidance from the building administrator.
  7. Any communication that represents an employee’s personal views as those of the school unit 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 technology coordinator or building administrator.
  9. Any malicious use, damage or disruption of the 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.

C.        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       


D.        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 school unit’s policies and rules concerning student computer use. When, in the course of their duties, employees or volunteers become aware of a student violation, they are expected to stop the activity and inform the building administrator.


E.        Compensation for Losses, Costs and/or Damages


An employee is responsible for compensating the Portland Public Schools for any losses, costs or damages incurred by the district for violations of Committee policies and school rules while the employee is using school unit computers, including the cost of investigating such violations.  The Portland Public Schools assume no responsibility for any unauthorized charges or costs incurred by an employee while using district computers.



F.         Additional Rules for Use of Privately-Owned Computers by Employee


  1. An employee who wishes to use a privately-owned computer 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 Technology Coordinator. 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 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, including any costs of repair, replacement or any modifications needed to use the             computer at school.
  5. The Portland Public Schools are not responsible for damage, loss or theft of any privately-owned computer.
  6. Employees are required to comply with all Committee policies/procedures and school rules while using privately-owned computers at school.
  7. Employees have no expectation of privacy in their use of a privately-owned computer while it is being used at school.  The contents of the computer may be searched in accordance with applicable laws and policies.
  8. The Portland Public Schools may confiscate any privately-owned computer brought to school and used by an employee in school without authorization as required by these rules.


GCSA-R - Employee Computer and Internet Use Rules.pdf (13 KB)


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