For access to the Google document, click here.

Policy GCSA-R

Employee Computer And Internet Use Rules

The intent of these Board-level rules is to provide employees with general requirements for  utilizing the school department’s computers, networks, and Internet services. The Board rules  may be supplemented by more specific administrative procedures and rules governing day-to day management and operation of the computer system.  

As used herein, the terms “computer[s]” or “device[s]” refer to any desktop, laptop, server,  chromebook, tablet or other mobile computing device, including cellular phones and wearables,  owned or issued by the South Portland School Department to any student, or any privately  owned devices used in school or used to access school department networks, Internet or services.  Each employee is responsible for his/her actions and activities involving school department  computers, network, and Internet services, and for his/her computer files, passwords, and  accounts.  These rules provide general guidelines and examples of prohibited uses for illustrative purposes  but do not attempt to state all required or prohibited activities by the user, including general  guidelines for managing electronic documents in compliance with a variety of laws. Employees  who have questions regarding whether a particular activity or use is acceptable should seek  further guidance from the Director of Technology.  

Failure to comply with Board policy GCSA, these rules and/or other established procedures or  rules governing computer use may result in disciplinary action, up to and including dismissal.  Violations of the school department’s policies and rules may also result in referral to law  enforcement and/or legal action.  

  1. Access to School Computers, Networks and Internet Services  

  • The level of access that employees have to school department computers, networks and Internet  services is based upon specific employee job requirements and needs.  

  • Unauthorized access to secure areas of the school department’s computers and networks is  strictly prohibited.  

  1. No Expectation of Privacy  

  • The school department retains control, custody, and supervision of all computers, electronic  devices, networks and Internet services owned or leased by the school department. The school department reserves the right to monitor all computer and Internet activity by employees and  other system users. Employees have no expectation of privacy in their use of school computers,  including e-mail messages and stored files.  

  1. Acceptable Use  

  • Employee access to the school department’s computers, networks and Internet services is  provided for administrative, educational, communication and research purposes consistent with  the school department’s educational mission, curriculum, and instructional goals. General rules  and expectations for professional behavior and communication apply to use of the school  department’s computers, networks, and Internet services.  

  • Employees are to utilize the school department’s computers, networks and Internet services for  school-related purposes and performance of job duties. Incidental personal use of school  computers is permitted as long as such use does not interfere with the employee’s job duties and  performance, with system operations or other system users. “Incidental personal use” is defined  as use by an individual employee for occasional personal communications. Employees are  reminded that such personal use must comply with this policy and all other applicable policies,  procedures, and rules.  

  1. Prohibited Use  

General examples of unacceptable uses that are expressly prohibited include but are not limited  to the following:  

  • Any use that is illegal or in violation of other Board policies, including harassing,  discriminatory or threatening communications and behavior, violations of copyright laws, etc.;  

  • Any use involving materials that are obscene, pornographic, sexually explicit or sexually  suggestive, harmful to minors, or intended to appeal to prurient interest;  

  • Any inappropriate communications with students or minors;  

  • Any use for private financial gain, or commercial, advertising or solicitation purposes;  

  • Any use as a forum for communicating by e-mail or any other medium 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 for profit or not-for-profit. No employee shall knowingly provide school e-mail addresses to outside  parties whose intent is to communicate with school employees, students and/or their families for  non-school purposes. Employees who are uncertain as to whether particular activities are  acceptable should seek further guidance from a building administrator.  

  • Any communication that represents personal views as those of the school department or that  could be misinterpreted as such; 

  • Sending mass e-mails to school users or outside parties for school or non-school purposes  without the permission of the Director of Technology or Superintendent;  

  • Any malicious use or disruption of the school department’s computers, networks, and Internet  services or breach of security features;  

  • Any misuse or damage to the school department’s computer devices;  

  • Misuse of the computer passwords or accounts (employee or other users);  

  • Any communications that are in violation of generally accepted rules of network etiquette  and/or professional conduct;  

  • Any attempt to access unauthorized sites;  

  • Failing to report a known breach of computer security to the system administrator;  

  • Using school computers, networks, and Internet services after such access has been denied or  revoked; and  

  • Any attempt to delete, erase, or otherwise conceal any information stored on a school  computer that violates these rules.  

  1. Staff Responsibilities to Students  

  • Teachers, staff members, and volunteers who utilize school computers for instructional purposes  with students have a duty of care to supervise such use. Teachers, staff members, and volunteers  are expected to be familiar with the school department’s policies and rules concerning student  computer and Internet use and to enforce them. When, in the course of their duties,  employees/volunteers become aware of student violations, they are expected to stop the activity  and inform the building principal.  

  1. Compensation for Losses, Costs and/or Damages  

  • An employee is responsible for compensating the school department for any losses, costs or  damages incurred by the school department for violations of Board policies and school rules  while the employee is using school department computers, including the cost of investigating  such violations. The school department assumes no responsibility for any unauthorized charges  or costs incurred by an employee while using school department computers.  

  1. Management of Electronically Stored Information (ESI)  

  • ESI, including e-mail, can constitute student educational records if, for example, they include  communications to and from parents that contain information that would be subject to disclosure  under FERPA regulations. 

  • E-mail communications containing personally identifiable information on students will usually  be subject to disclosure as a result of a parent request under FERPA. E-mails of this nature may  be printed and retained in the student's permanent record.  

  • Communications made using the electronic student information system shall be archived  regularly. Communications generated in this student information system to or from parents  concerning individual students will be retained permanently.  

  • All ESI concerning School Board business may be subject to disclosure as a result of a Freedom  of Access Act (FOAA) request.  

  • Individual staff members and School Board members are responsible for the management of ESI  they generate. Individuals shall retain any ESI, including e-mail correspondences (both incoming  and outgoing), for each of the following:  

    • all situations currently under litigation or potentially that may go to litigation  

    • any ESI containing personally identifiable information on students, which may reasonably be  considered part of a permanent student record  

    • any ESI containing information relating to official School Board business, other than routine  notifications and generic information  

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

  • The employee is responsible for proper care of his/her privately-owned computer (including  electronic devices), including any costs of repair, replacement, or any modifications needed to  use the device at school.  

  • The school department is not responsible for damage, loss, or theft of any privately-owned  computer or electronic device.  

  • Employees are required to comply with all Board policies/procedures and school rules while  using privately-owned computers or electronic devices at school.  

  • Employees have no expectation of privacy in their use of privately-owned devices while it is  being used at school, or when accessing school networks or services. The contents of the  computer may be searched in accordance with applicable laws and policies.  

  1. Employee Acknowledgment Required  

Each employee authorized to access the school department’s computers, networks, and Internet  services acknowledges that they have read and understood policy GCSA and these rules.  


Cross Reference: 

EGAA-R – Reproduction of Copyrighted Material - Guidelines 

GCSA - Employee Computer and Internet Use  

IJNDB - Student Technology and Internet and Cybersafety Use 

IJNDB-R - Student Technology and Internet Use and Cybersafety Rules  


Revised: 1/9/17

*Please excuse any formatting errors.