7221                                                                                                                                   Orleans/Niagara BOCES

Subject:            USAGE OF TECHNOLOGY RESOURCES

GENERAL RULES PERTAINING TO TECHNOLOGY RESOURCES

The purposes of BOCES technology resources (which include but not are not limited to BOCES computers, computer systems, computer networks, Internet connections, Intranet, communications systems (including but not limited to electronic mail (e-mail), chat, and instant messaging systems), laptops, cell phones, personal digital assistants (PDAs), BlackBerries, digital cameras, USB data drives, flash drives, memory drives, wireless data access devices, MP3 devices, iPods, and any other technology or storage devices, are to promote the exchange of information and facilitate education, research, business and communication consistent with the mission of the BOCES.  BOCES technology resources, like BOCES' other equipment, supplies, communications systems and other resources, are provided for authorized employees' use in supporting BOCES business consistent with the employee's work assignment. 

The use of BOCES technology resources by employees, students and any other authorized users must be consistent with this Acceptable Use Policy (AUP).  Occasional non-disruptive personal use by an employee of the BOCES, which does not interfere in any way with performance of work, shall not constitute a violation of this policy.  However, the BOCES retains full authority to regulate, curtail, limit and/or prohibit use of BOCES technology resources.  Additionally, BOCES technology resources shall not be used for commercial or partisan political activities or purposes.   

Each staff member, student or other user afforded access is required to make the most efficient use of BOCES technology resources, and to minimize interference with or disruption of other users, services and equipment.

UNACCEPTABLE USES OF TECHNOLOGY RESOURCES

The standards of acceptable use and prohibitions set forth in this policy are not intended to be all-inclusive or comprehensive.  Generally, the same standards that apply to any aspect of an employee's job performance or conduct shall apply to use of technology resources as addressed in this policy.  A staff member or student may be found to have engaged in inappropriate use and be subject to discipline or other action by reason thereof, even if the individual's conduct (or category of conduct) is not expressly referenced in this policy.  

Any use of technology resources for illegal, unethical, unprofessional, or other inappropriate activity is strictly prohibited.

Transmitting, distributing, showing and/or possessing (without authorization) offensive, profane, obscene, lewd, pornographic, insulting, defamatory, abusive, harassing, threatening, or otherwise inappropriate materials, including but not limited to any material likely to be offensive or objectionable to recipients or viewers, is strictly prohibited. The BOCES' code of conduct and non-discrimination policies (including but not limited to policies pertaining to sexual harassment and harassment on bases other than gender), apply to usage of technology resources.

Using any technology resources to access or view material that is obscene, profane, lewd, or pornographic, or material that advocates violent or unlawful conduct, in the absence of authorization from the District Superintendent and a legitimate business reason, is strictly prohibited.

Damaging or infiltrating any computer, computer system, computer network, Internet connection,  communications system, or other technology resource is prohibited.

Violation of any copyright or other laws, or any BOCES policies, is prohibited.

It is impermissible to use any technology resources to solicit personal information without a legitimate reason.

Any use of technology resources that accesses outside resources or systems must comply with the acceptable use policies of all applicable organizations.

Subscriptions to Listservs, bulletin boards and all on-line services must be pre-approved by the District Superintendent or his or her designee.

ACCESS TO BOCES TECHNOLOGY RESOURCES

Access to BOCES technology resources is determined by the BOCES consistent with its organizational priorities. Such access may be granted or denied in the discretion of the BOCES. The BOCES authorizes the District Superintendent to make decisions with respect to access to and use of BOCES technology resources.

MONITORING, SEARCHES, INSPECTIONS, AND REVIEW OF USE OF TECHNOLOGY RESOURCES

Network administrators, school authorities and their designees may review files and monitor Internet usage (including but not limited to Web sites visited) and communications including but not limited to e-mail, chat, and instant messaging, for purposes such as accessing information, resolving technical problems, maintaining system integrity, and ensuring that BOCES technology resources are being used responsibly. BOCES technology resources, including but not limited to computers, computer systems, computer networks, Internet connections, Intranet, laptops, cell phones, personal digital assistants (PDAs), BlackBerries, digital cameras, USB data drives, flash drives, memory drives, wireless data access devices, MP3 devices, iPods, any other technology or storage devices, and communications systems (including but not limited to e-mail, chat, and instant messaging systems) (including but not limited to all computer communications transmitted, received and/or stored on BOCES systems), are exclusively the property of the BOCES.  No employee, student or other individual or entity has any expectation of privacy in the use of, or any material stored on, BOCES technology resources.  All such BOCES technology resources are subject to search, inspection and review at any time.  All users will be deemed to have consented to the foregoing terms and provisions.

SECURITY

Users are required to respect the rights and property of others and may not improperly access, appropriate, or misuse the files, data, or information of others.

Users shall not, without express supervisory authorization, share accounts with anyone or leave any accounts open or passwords unattended.

Users shall, consistent with supervisory directives, keep all accounts and passwords confidential and take reasonable steps to maintain the confidentiality of accounts and passwords.
 
Users shall, with supervisory authorization, regularly change passwords.

Users are responsible for making back-up copies of important documents, consistent with supervisory directives.

USE OF HARDWARE AND SOFTWARE

Users are responsible for taking precautions to prevent viruses on BOCES equipment. Users shall consult the system manager (technology department), and acquire express authorization or approval from a BOCES administrator, before installing any programs or software on any BOCES computer.  Installation or loading of personal business programs or software onto a BOCES computer, for use not related to carrying out of responsibilities as an employee of the BOCES, is prohibited.  The illegal installation of copyrighted software or files, on any BOCES computer, is prohibited.

MANAGEMENT AND RETENTION OF RECORDS

Records sent via e-mail must be identified, managed, protected and retained for as long as they are needed to meet operational, legal, audit, research or other requirements.  Such records needed to support program functions will be retained, managed and accessible.  A record may be destroyed or otherwise disposed of only in accordance with the Records Retention and Disposition Schedule ED-1, issued pursuant to Article 57-A of the Arts and Cultural Affairs Law, and provided that the record does not have sufficient administrative, fiscal, legal or historical value to merit retention beyond the minimum period established by law.

Examples of messages sent by e-mail that typically constitute records that are subject to retention requirements include the following:

-         Policies and directives.

-         Correspondence or memoranda related to official business.

-         Work schedules and assignments.

-         Agendas and minutes of meetings.

-         Drafts of documents that are circulated for comment or approval.

-         Any document that initiates, authorizes or completes a business transaction.

-         Final reports or recommendations.

APPLICATION OF THIS POLICY TO TECHNOLOGY RESOURCES THAT ARE NOT PROPERTY OF THE BOCES

The BOCES is cognizant that students and staff may be using personal technology resources at BOCES, in the BOCES school environment, and/or in the course of BOCES activities.  Examples of such resources include computers, laptops, cell phones, personal digital assistants (PDAs), BlackBerries, digital cameras, USB data drives, flash drives, memory drives, wireless data access devices, MP3 devices, iPods, and any other storage or technology devices brought from outside the BOCES.  The BOCES reserves the right to prohibit, restrict, or limit the use of any such personal technology resources at BOCES, in the BOCES school environment, and/or in the course of BOCES activities.

The use of personal technology resources not owned or leased by the BOCES falls within the scope of this Acceptable Use Policy for students, employees, and any other users.  Accordingly, all of the restrictions, limitations, and prohibitions set forth above under the heading "Unacceptable Uses of Technology Resources" applies to use of personal technology resources at BOCES, in the BOCES school environment, and/or in the course of BOCES activities.     

The terms and provisions of this policy pertaining to the authority of BOCES representatives to monitor, search, and/or inspect BOCES technology resources shall also apply, to the maximum extent allowable by law, to personal technology resources that are used at BOCES, in the BOCES school environment, or in the course of BOCES activities.

Additionally, the BOCES is not responsible for loss of any technology resources not owned or leased by the BOCES.

USE OF CAMERAS

Photographing individuals in secured areas such as lavatories, locker rooms, or other areas where there is a reasonable expectation of privacy, and/or taking photographs of an individual against his or her will, is strictly prohibited.  Electronic or other transmission of photographs of any person without express permission is strictly prohibited.  The foregoing terms and provisions shall not preclude or prohibit: A BOCES administrator or other authorized staff member from carrying out official BOCES business that may involve use of a camera; or other video surveillance that is expressly approved by the District Superintendent.

VIOLATIONS OF POLICY

A violation of law or BOCES policy or regulation shall be grounds for disciplinary or other appropriate action, consistent with any applicable laws, regulations, policies and/or contracts.

CONSTRUCTION AND ADMINISTRATION

This policy shall be construed in accordance with applicable law.

The District Superintendent shall have authority to administer this policy and promulgate any rules, regulations, and/or forms consistent with the terms and provisions of this policy. 

Revised 6/07

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