Google Workspace for Education
Google Workspace allows Portland Public Schools to give Google's communication and collaboration applications to our entire education community for free. All services are hosted on the Portland Public School District (PPS) Google Workspace domain (portlandschools.org) and are available to students and staff via any computer and many mobile devices. Google Workspace includes the following services:
Drive allows users to create and collaborate on documents, spreadsheets, presentations, forms, and drawings in real-time as well as upload and share any file type. Allows students to maintain electronic student portfolios of work which is preserved for the entire time they are a student within our schools.
- Who will receive a G Suite account?
- Does PPS's G Suite program comply with Google's stated age restrictions?
- Will I have access to my student's Google account?
- What types of safety and security measures are in place for G Suite?
- What happens if a student misuses their Google account?
Parents/guardians are encouraged to communicate directly with their student(s) to acquire Google Workspace account login information. Each student has the ability to manage his/her Google Workspace account password.
If a student is unable or unwilling to provide a password to parents/guardians, parents are encouraged to contact the District to have the password reassigned to allow the parent/guardian full access to the account.
The Google Workspace accounts are property of the Portland Public School District. This means that content in these accounts may be accessed or searched by designated PPS employees (Tech Services staff, Administrators, etc.) in accordance with Board Procedure IJNDB-R.
As the provider of these services, the Portland School District has included several safety and educational features in Google Workspace:
Parents, guardians, and administrators may request access to student's Google Workspace account from the District.
Filters to block SPAM, viruses and inappropriate content while surfing.
Filters for all student email accounts with initial electronic filtering and human monitoring of content with a service from Securly.
Portland Schools Google Workspace complies with legal requirements for safety and security such as the Child Internet Protection Act (CIPA), Children's Online Privacy Protection Act (COPPA), and the Family Educational Rights and Privacy Act (FERPA). Each student is introduced to acceptable use and online safety every year in the Portland Schools.
In addition, the Portland School District commits to the following regarding student privacy:
Not to publish confidential education records (grades, student ID numbers, etc.) for public viewing on the Internet.
To appropriately limit public access to student work and/or photographs.
To provide Portland Public School parents or legal guardians with the right and a method to investigate the contents of their students' Google Workspace account.
For more detailed information on safety and security, review the Google Workspace Privacy Practices.
The same expectations for acceptable use of technology (as outlined in policies IJNDB-R and JICK provided below) apply to Google Workspace accounts. Students who misuse their accounts will be referred to their school's administrator who will deal with any infraction on a case-by-case basis. Administrators may choose to suspend student access to GMail (preserving access to Docs and Sites for classroom use) or may choose to suspend a student's account privileges entirely for a length of time appropriate to the offense. Parents will be notified should their student's account access be altered or suspended, as they would any time a building administrator makes a decision to withdraw privileges or enforce a consequence for inappropriate actions.
To report misuse or suspected misuse of a Portland Schools Google Workspace account, it is appropriate to first contact your child's principal.
Title: Student Computer and Internet Use Rules
STUDENT COMPUTER AND INTERNET USE RULES
All students are responsible for their actions and activities involving Portland Public Schools’ computers, network and Internet services, and for their 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 students. Students, parents/legal guardians and school staff who have questions about whether a particular activity is prohibited are encouraged to contact a building administrator. These rules apply to all school computers and all school-provided laptops wherever used, and all uses of school servers, Internet access and networks regardless of how they are accessed.
- Acceptable Use
- The Portland Public Schools’ computers, network and Internet services are provided for educational purposes and research consistent with the school unit’s educational mission, curriculum and instructional goals.
- Students must comply with all Committee policies, school rules and expectations concerning student conduct and communications when using school computers, whether on or off school property.
- Students also must comply with all specific instructions from school staff and volunteers when using the Portland Public Schools’ computers.
B. Prohibited Uses
Unacceptable uses of school unit computers include, but are not limited to, the following:
1. Accessing or Communicating Inappropriate Materials – Students may not access, submit, post, publish, forward, download, scan or display defamatory, abusive, obscene, vulgar, sexual in nature, threatening, discriminatory, harassing, bullying and/or illegal materials or messages.
2. Illegal Activities – Students may not use the Portland Public Schools’ computers, network and Internet services for any illegal activity or in violation of any Committee policy/procedure or school rules. The Portland Public Schools assume no responsibility for illegal activities of students while using school computers.
3. Violating Copyrights or Software Licenses – Students may not copy, download or share any type of copyrighted materials (including music or films) without the owner’s permission; or copy or download software without the express authorization of the Technology Coordinator. Unauthorized copying of software is illegal and may subject the copier to substantial civil and criminal penalties. The district assumes no responsibility for copyright or licensing violations by students. See Committee Policy EGAD – Copyright Compliance.
4. Plagiarism – Students may not represent as their own work any materials obtained on the Internet (such as term papers, articles, music, etc). When Internet sources are used in student work, the author, publisher and web site must be identified. See Committee Policy JICD – Academic Honesty.
5. Use for Non-School-Related Purposes - Using Portland Public Schools’ computers, network and Internet services for any personal reasons not connected with the educational program or school assignments.
6. Misuse of Passwords/Unauthorized Access – Students may not share passwords; use other users’ passwords; access or use other users’ accounts; or attempt to circumvent network security systems.
7. Malicious Use/Vandalism – Students may not engage in any malicious use, disruption or harm to the school unit’s computers, network and Internet services, including but not limited to hacking activities and creation/uploading of computer viruses.
8. Avoiding School Filters – Students may not attempt to or use any software, utilities or other means to access Internet sites or content blocked by the school filters.
9. Unauthorized Access to Blogs/Social Networking Sites, Etc. – Note: Check on PPS requirements -- if such use is allowed, should modify Paragraph #9 to reflect local requirements. Students may not access blogs, social networking sites, etc. to which student access is prohibited.
C. Compensation for Losses, Costs and/or Damages
The student and his/her parents/legal guardians are responsible for compensating the Portland Public Schools for any losses, costs or damages incurred for violations of Committee policies/procures and school rules while the student 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 a student while using district computers.
D. Student Security
A student is not allowed to reveal his/her full name, address, telephone number, social security number or other personal information on the Internet while using a school computer. Students should never agree to meet people they have contacted through the Internet without parental permission. Students should inform their teacher if they access information or messages that are dangerous, inappropriate or make them uncomfortable in any way.
E. System Security
The security of Portland Public Schools’ computers, network and Internet services is a high priority. Any student who identifies a security problem must notify his/her teacher or building administrator immediately. The student shall not demonstrate the problem to others or access unauthorized material.
F. Additional Rules for Laptops Issued to Students
1. Laptops are loaned to students as an educational tool and may be used for purposes specifically authorized by school staff.
2. Parents/legal guardians are required to attend an informational meeting before a laptop will be issued to their child. Both the student and his/her parent must sign the school’s acknowledgment form.
3. Students and their families are responsible for the proper care of laptops at all times, whether on or off school property, including costs associated with repairing or replacing the laptop. The Portland Public Schools offer a protection program for parents to cover replacement costs and/or repair costs for damages not covered by the laptop warranty. Parents/legal guardians who choose not to purchase the protection program should be aware that they are responsible for any costs associated with loss, theft or damage to a laptop issued to their child.
4. If a laptop is lost or stolen, this must be reported to the school administrator immediately. If a laptop is stolen, a report should be made to the local police and the school administrator immediately.
5. The Committee’s policy and rules concerning computer and Internet use apply to use of laptops at any time or place, on or off school property. Students are responsible for obeying any additional rules concerning care of laptops issued by school staff.
6. Violation of policies or rules governing the use of computers, or any careless use of a laptop may result in a student’s laptop being confiscated and/or a student only being allowed to use the laptop under the direct supervision of school staff. The student will also be subject to disciplinary action for any violations of Committee policies/procedures or school rules.
7. Parents/legal guardians will be informed of their child’s login password. Parents/legal guardians are responsible for supervising their child’s use of the laptop and Internet access when in use at home.
8. Laptops issued to high school students may only be used by the student. Laptops issued to middle school students may be used by parents to the extent permitted by the MLTI program and in accordance with the Student Computer Use Policy and Rules.
9. Laptops must be returned in acceptable working order at the end of the school year or whenever requested by school staff.
G. Additional Rules for Use of Privately-Owned Computers by Students
1. A student who wishes to use a privately-owned computer in school must seek the permission of his/her parent/legal guardian and the building administrator, building technology coordinator and the teacher. There must be an educational basis for any request.
2. The building technology coordinator will determine whether a student’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 educational basis for the request and/or if the demands on the district’s network or staff would be unreasonable.
4. The student 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. Students are required to comply with all Committee policies, administrative procedures and school rules while using privately-owned computers at school.
7. Students have no expectation of privacy in their use of a privately-owned computer while at school. The Portland Public Schools reserve the right to search a student’s privately-owned computer if there is reasonable suspicion that the student has violated Committee policies, administrative procedures or school rules, or engaged in other misconduct while using the computer.
8. Violation of any Committee policies, administrative procedures or school rules involving a student’s privately-owned computer may result in the revocation of the privilege of using the computer at school and/or disciplinary action.
9. The Portland Public Schools may confiscate any privately-owned computer used by a student in school without the authorization required by these rules. The contents of the computer may be searched in accordance with applicable laws and policies.
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Title: Bullying and Cyberbullying in Schools
Adopted: February 27, 2007
Last Revised: May 18, 2021
BULLYING AND CYBERBULLYING IN SCHOOLS
Portland Public Schools (PPS) affirms our intention to create a climate of respect, inclusion, and equity for all. All students have the right to attend public schools that are safe and secure learning environments. Bullying is detrimental to the school environment and student learning as well as to achievement and well-being. It is not the Portland Board of Public Education’s (“Board”) intent to prohibit students from expressing their ideas, including ideas that may offend the sensibilities of others, or from engaging in civil debate. However, bullying interferes with the mission of the schools to educate their students and disrupts the operations of the schools.
Bullying affects not only students who are targets but also those who participate and witness such behavior. These behaviors must be addressed to ensure student safety and an inclusive learning environment. PPS will use developmentally appropriate preventative and responsive strategies that empower victims of bullying and cyberbullying, ensure school safety, and support positive behavioral change. We will emphasize training and education of all school members to prioritize the prevention and de-escalation of bullying related incidents. We will use educational interventions to resolve issues when possible, keeping the following at the forefront:
- We will focus on the safety and well-being of the targeted person/groups throughout the investigation and resolution of a report or complaint;
- When an individual’s physical or emotional safety and/or educational rights are in jeopardy, we will take swift action to stop the unsafe behaviors and address harm;
- We maintain privacy and confidentiality as required by law and school policy, and provide a non-punitive response when it serves the intent of this policy;
- We will provide support to those who experience direct and indirect harm from bullying as needed and desired by the complainant;
Students shall collectively receive developmentally appropriate instruction, including but not limited to dedicated lessons and publication in student and family handbooks about what constitutes bullying, cyberbullying, and retaliation. Students and families who may need clarification or re-teaching shall receive that as well.
- “Bullying” includes, but is not limited to a written, oral or electronic expression or a physical act or gesture or any combination thereof directed at a student or students that:
- Has, or a reasonable person would expect it to have, the effect of:
- Physically harming a student or damaging a student's property; or
- Placing a student in reasonable fear of physical harm or damage to the student's property;
- Interferes with the rights of a student by:
- Creating an intimidating or hostile educational environment for the student; or
- Interfering with the student's academic performance or ability to participate in or benefit from the services, activities or privileges provided by a school; or
- Is based on a student’s actual or perceived race, color, national origin, ancestry, religion, physical or mental disability, gender, sexual orientation, or any other distinguishing characteristic, or is based on a student’s association with a person with one or more of these actual or perceived characteristics, and that has the effect described in subparagraph (1) or (2) above. (This might also meet the criteria for harassment as defined in board policy ACAA: Harassment and Sexual Harassment of Students.)
- Has, or a reasonable person would expect it to have, the effect of:
Examples of conduct that may constitute bullying if they meet the one of the above criteria include, but are not limited to:
- Repeated or pervasive taunting, name-calling, belittling, mocking, put-downs, or demeaning humor;
- Behavior that is intended to harm someone by damaging or manipulating their relationships with others, including but not limited to gossip, spreading rumors, and social exclusion;
- Non-verbal threats and/or intimidations such as use of aggressive, menacing, or disrespectful gestures;
- Threats of harm to a student, to their possessions, or to other individuals, whether transmitted verbally or in writing;
- Blackmail, extortion, demands for protection money, or involuntary loans or donations;
- Blocking access to school property or facilities that the student would otherwise have access to;
- Stealing or hiding books, backpacks, or other possessions;
- Stalking; and
- Physical contact or injury to another person or their property.
- “Cyberbullying” means bullying through the use of technology or any electronic communication, including, but not limited to, a transfer of signs, signals, writing, images, sounds, data or intelligence of any nature transmitted by the use of any electronic device, including, but not limited to, a computer, telephone, cellular telephone, text messaging device and personal digital assistant.
Examples of conduct that may constitute cyberbullying include, but are not limited to
- Posting slurs or rumors or displaying any defamatory, inaccurate, disparaging, violent, abusive, profane, or sexually oriented material about a student on a website or other online application;
- Posting misleading or fake photographs or digital video footage of a student on websites or creating fake websites or social networking profiles in the guise of posing as the target;
- Impersonating or representing another student through use of that other student’s electronic device or account to send e-mail, text messages, instant messages (IM), or phone calls;
- Sending e-mail, text messages, IM, or leaving voice mail messages that are mean or threatening, or so numerous as to bombard the target’s e-mail account, IM account, or cell phone; and
- Using a camera phone or digital video camera to take and/or send embarrassing or “sexting” photographs of other students.
- “Retaliation” means an act or gesture against a student for asserting or alleging an act of bullying. “Retaliation” also includes reporting an act of bullying when it is not made in good faith.
III. Application of Policy
- A. This policy applies to any staff, student, visitor, or volunteer, all of whom have the responsibility to comply with this policy.
- B. This policy applies to bullying that:
- Takes place at school or on school grounds, meaning: a school building; property on which a school building or facility is located; and property that is owned, leased or used by a school for a school-sponsored activity, function, program, instruction or training. “School grounds” also includes school-related transportation vehicles.
- Takes place while students are being transported to or from schools or school-sponsored events;
- Takes place at any school-sponsored event, activity, function, program, instruction or training; or
- Takes place elsewhere or through the use of technology, but only if the bullying interferes with access to any school program or services or creates a hostile school environment for the complainant or victim of the conduct.
Bullying or suspected bullying is reportable in person or in writing (including anonymously) to school personnel.
- School staff, coaches and advisors for extracurricular and co-curricular activities are required to report incidents of bullying to the school principal or other school personnel designated by the superintendent.
- Students who have been bullied or are aware of incidents of bullying are strongly encouraged to report this behavior to a staff member or school administrator.
- Guardians and other adults who are aware of incidents of bullying are encouraged to report this behavior to a staff member or school administrator.
- Acts of reprisal or retaliation against any person who reports an incident of bullying are prohibited. Any student who is determined to have falsely accused another of bullying shall be subject to disciplinary consequences.
The school principal or a superintendent’s designee will:
- Promptly investigate and respond to allegations of bullying behavior;
- Where allegation of bullying has been substantiated, apply disciplinary actions, which may include but are not limited to, imposing a series of graduated consequences that include alternative discipline. In determining the appropriate response to students who engage in bullying behavior, school administrators should consider the type of behaviors, the frequency and/or pattern of behaviors, and other relevant circumstances. Alternative discipline includes, but is not limited to:
- Meeting with the student and the student's guardians;
- Reflective activities, such as requiring the student to write an essay about the student's misbehavior;
- Mediation, but only when there is mutual conflict between peers, rather than one-way negative behavior, and both parties voluntarily choose this option;
- Anger management;
- Health counseling or intervention;
- Mental health counseling;
- Participation in skills building and resolution activities, such as social-emotional cognitive skills building, resolution circles and restorative conferencing;
- Community service; and
- In-school detention or suspension, which may take place during lunchtime, after school or on weekends.
- Remediate any substantiated incident of bullying to counter the negative impact of the bullying and reduce the risk of future bullying incidents, which may include referring the victim, perpetrator or other involved persons to counseling or other appropriate services;
- Where bullying has been substantiated, communicate to the guardian of a student who has been bullied the measures being taken to ensure the safety of the student who has been bullied and to prevent further acts of bullying;
- Communicate with a local or state law enforcement agency if the superintendent or designee believes that the pursuit of criminal charges or a civil action under the Maine Civil Rights Act may be appropriate; and
- Notify guardians and students of the right to appeal a decision of a school principal or a superintendent's designee related to taking or not taking disciplinary action in accordance with this policy. The appeals procedure must be consistent with other appeals procedures established by the Board and may include an appeal to the superintendent.
Building administrators or designees shall be responsible for maintaining building-level records of all allegations and investigations of bullying and cyberbullying and to record in the district student information system all substantiated allegations and the building’s response.
VII. Assignment of Responsibility
- The Board is responsible for:
- Annually providing written versions of this policy and related procedures to students, guardians, volunteers, administrators, teachers and school staff.
- Posting this policy and related procedures on the school administrative unit's publicly accessible website.
- The Superintendent is responsible for:
- Oversight, implementation, and enforcement of this policy.
- Designating a school principal or other school personnel to administer the policies at the school level;
- Developing a procedure for publicly identifying the superintendent's designee or designees for administering the policies at the school level;
- Developing procedures to implement the requirements for reporting and responding to bullying under sections III and IV of this policy or delegating that responsibility to principals or designees.
- Ensuring that any contractor, visitor, or volunteer who engages in bullying is barred from school grounds until the superintendent is assured that the person will comply with the policies of the school board; and
- Ensuring that any organization affiliated with the school that authorizes or engages in bullying or retaliation forfeits permission for that organization to operate on school grounds or receive any other benefit of affiliation with the school;
- Providing professional development and staff training in the best practices in prevention of bullying and harassment and implementation of this policy;
- Filing the SAU policies to address bullying and cyberbullying with the Department of Education.
20-A M.R.S.A. § 1001(15), 6554
AC - Nondiscrimination, Equal Opportunity
ACAA-R - Harassment and Sexual Harassment of Students ACAD - Hazing
ADF - School District Commitment to Learning Results JIC - Student Code of Conduct
JICC - Student Conduct on Buses
JICIA - Weapons, Violence and School Safety JK - Student Discipline
JKD - Suspension of Students JKE - Expulsion of Students
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This notice describes the personal information the Portland School District provides to Google for Google Workspace for Education accounts and how Google collects, uses, and discloses personal information from students in connection with these accounts.
Using their Google Workspace for Education accounts, students may access and use the following "Google Workspace Services" offered by Google:
In addition, we also allow students to access certain other Google services with their Google Workspace for Education accounts. Specifically, your child may have access to "Additional Services" (e.g. YouTube, Blogger, Google Maps). You can learn more by reading Google Workspace Services Summary.
Google provides details about the information it collects, as well as how it uses and discloses the information it collects from G Suite for Education accounts in its G Suite for Education Privacy Notice. You can read that notice online. You should review that information in its entirety, but below are answers to some common questions:
- What personal information does Google collect?
- How does Google use this information?
- Does Google use student personal information for users in K-12 schools to target advertising?
- Can my child share information with others using the Google Workspace for Education account?
- Will Google disclose my child's personal information?
- What choices do I have as a parent or guardian?
- What if I have more questions or would like to read further?
When creating a student account, YSD may provide Google with certain personal information about the student, including, for example, a name, email address, and password. Google may also collect personal information directly from students, such as telephone number for account recovery or a profile photo added to the G Suite for Education account.
When a student uses Google services, Google also collects information based on the use of those services. This includes:
device information, such as the hardware model, operating system version, unique device identifiers, and mobile network information including phone number;
log information, including details of how a user used Google services, device event information, and the user's Internet protocol (IP) address;
location information, as determined by various technologies including IP address, GPS, and other sensors;
unique application numbers, such as application version number; and
cookies or similar technologies which are used to collect and store information about a browser or device, such as preferred language and other settings.
In Google Workspace for Education Core Services, Google uses student personal information to provide, maintain, and protect the services. Google does not serve ads in the Core Services or use personal information collected in the Core Services for advertising purposes.
In Google Additional Services, Google uses the information collected from all Additional Services to provide, maintain, protect and improve them, to develop new ones, and to protect Google and its users. Google may also use this information to offer tailored content, such as more relevant search results. Google may combine personal information from one service with information, including personal information, from other Google services.
No. For Google Workspace for Education users in primary and secondary (K-12) schools, Google does not use any user personal information (or any information associated with an Google Workspace for Education Account) to target ads, whether in Core Services or in other Additional Services accessed while using an Google Workspace for Education account.
Google will not share personal information with companies, organizations and individuals outside of Google unless one of the following circumstances applies:
- With parental or guardian consent. Google will share personal information with companies, organizations or individuals outside of Google when it has parents' consent (for users below the age of consent), which may be obtained through Google Workspace for Education schools.
- With Portland School District. Google Workspace for Education accounts, because they are school-managed accounts, give administrators access to information stored in them.
- For external processing. Google may provide personal information to affiliates or other trusted businesses or persons to process it for Google, based on Google's instructions and in compliance with the Google Workspace for Education privacy notice and any other appropriate confidentiality and security measures.
- For legal reasons. Google will share personal information with companies, organizations or individuals outside of Google if it has a good-faith belief that access, use, preservation or disclosure of the information is reasonably necessary to: meet any applicable law, regulation, legal process or enforceable governmental request. enforce applicable Terms of Service, including investigation of potential violations. detect, prevent, or otherwise address fraud, security or technical issues. protect against harm to the rights, property or safety of Google, Google users or the public as required or permitted by law. Google also shares non-personal information -- such as trends about the use of its services -- publicly and with its partners.
First, you can consent to the collection and use of your child's information by Google. If you don't provide your consent, we will not create a G Suite for Education account for your child, and Google will not collect or use your child's information as described in this notice.
If you consent to your child's use of Google Workspace for Education, you can access or request deletion of your child's Google Workspace for Education account by contacting the District. If you wish to stop any further collection or use of your child's information, you can request that we use the service controls available to limit your child's access to features or services, or delete your child's account entirely. You and your child can also visit https://myaccount.google.com while signed in to the Google Workspace for Education account to view and manage the personal information and settings of the account.
The Core G Suite for Education services are provided to us under Google's Apps for Education agreement (https://www.google.com/apps/intl/en/terms/education_terms.html) See: https://support.google.com/a/answer/2888485, and the Data Processing Amendment: https://www.google.com/intl/en/work/apps/terms/dpa_terms.html.
Google Workspace Training and Help
For additional help, visit the Google Workspace Learning Center: