Employee Computer and Internet Use 1

Running Head: EMPLOYEE COMPUTER AND INTERNET USE

Employee Computer and Internet Use

Tammy R Story

ITEC 7132

Dr. Melissa Allen

 Employee Computer and Internet Use 2

Computers have become a vital tool for the 21st Century Educator. As the popularity of
social networks, blogs, e-mails and instant messengers increase, County School Boards are forced to
establish policies that govern computer and internet use in county schools. These policies must be
establish so school employees will know what is classified as appropriate computer and internet
use, and what is classified as inappropriate use. Employee computer and internet use is a growing
concern within our schools; and employees must understand the correct standards for the school’s
computer and internet use, and the consequences for violating the use of the school’s computer
and internet system.

Board Policy for Employee Computer and Internet Use:

Appropriate Usage for Employee Computers and Internet Use
Descriptor Code: IFBGC
The County School Board often expects that all of their employees to learn how to use electronic
mail and any other forms of telecommunication tools; furthermore, they also expect that
employees will use them correctly on a regular basis to effectively perform their task associated
with their position. The County School Board will often signify in their board policy that the county’s
Superintendent or his/her designee are to provide school employees with the proper training to
effectively use their electronic mail and telecommunication tools.
https://eboard.eboardsolutions.com/ePolicy/policy.aspx?PC=IFBGC&Sch=4112&S=4112&RevNo=1.
02&C=I&Z=P
Suggested Comments:
The County School Board should clearly state the appropriate ways for their employees to use
electronic mail and telecommunication tools. Incorporating a section that clearly states the
appropriate ways for employees to use the school’s internet and computers will create less
confusion about what is appropriate and what is not appropriate.
Cape Elizabeth School District includes the following section that clarifies appropriate use:
“Cape Elizabeth School District computers, network and Internet services are provided for purposes
related to school programs and operations, and performance of their job responsibilities. Incidental
personal use of school computers is permitted as long as such use: 1) does not interfere with the
employee’s job responsibilities and performance; 2) does not interfere with system operations or
other system users; and 3) does not violate this policy and the accompanying rules, or any other
Board policy, procedure or school rules. “Incidental personal use” is defined as use by an individual
employee for occasional personal communications.” (Cape Elizabeth School Department, Adopted:
2006) It is recommended that one should review Cape Elizabeth School Department policy for
employee computer and internet use:
http://www.cape.k12.me.us/policies/G/gcsa_employee_computer_internet_use.html
 Employee Computer and Internet Use 3

Board Policy for Employee Computer and Internet Use:

Prohibited Uses of Computer and Internet Use
Descriptor Code: IFBGC
The County School Board often believes that network communications are not private, and the
network supervisor has the right to call for an examination of any directories or electronic
communication. In board policy, the County School Board will often explain that sometimes
messages may get sent to the wrong location; however, if inappropriate use is suspected, the
network supervisors have the right to examine all communications to ensure that employees are
following policy procedure.
https://eboard.eboardsolutions.com/ePolicy/policy.aspx?PC=IFBGC&Sch=4112&S=4112&RevNo=1.
02&C=I&Z=P
Suggested Comments:
It is recommend that a County School Board should list what is deemed as inappropriate use of
network communications, in addition, they should include a section of prohibited uses of school’s
computers and internet use. Cape Elizabeth School District has listed good example of prohibited
uses a school board could incorporate into their policy and procedures:
“E. 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 other Board policies, procedures or school rules, including
harassing, discriminatory or threatening communications and behavior; violations of copyright laws,
etc. The school unit assumes no responsibility for illegal activities of employees while using school
computers.
2. Any use involving materials that are obscene, pornographic, sexually explicit or sexually
suggestive.
3. Any inappropriate communications with students or minors.
4. Any use for commercial, advertising or solicitation purposes.
10. Any misuse or damage to the school unit’s computer equipment, including opening or
forwarding e-mail attachments (executable files) from unknown sources and/or that may contain
viruses;
11. Any attempt to access unauthorized sites, or any attempt to disable or circumvent the school
unit’s filtering/blocking technology.” (Cape Elizabeth School Department, Revised: 2006)
It is suggested to review the following site as provided and view Section E of Cape Elizabeth School
Department to view more examples of prohibited uses:
http://www.cape.k12.me.us/policies/G/gcsar_employee_computer_internet_use_rules.html
 Employee Computer and Internet Use 4

Board Policy for Employee Computer and Internet Use:

Copyright policy and consequences for violating any computer or internet use policy
Descriptor Code: IFBGC
The County School Board will state in their board policy that it is the Superintendent’s responsible
for clarifying to their employees which types of computer and internet behavior use is permitted
and which is not; furthermore, they will state in their board policy that is expected for their
employees to abide by the state laws that govern the behavior of school employees and to abide by
the federal copyright laws. The County School Board will often express how it is not allowed to
share confidential information about students or staff through electronic mail and
telecommunications.
https://eboard.eboardsolutions.com/ePolicy/policy.aspx?PC=IFBGC&Sch=4112&S=4112&RevNo=1.
02&C=I&Z=P

Suggested Comments:
It is suggested that a County School Board should outline the specific State Laws and Federal
Copyright Laws that govern the behavior of school employees. Nassau County Schools outlines in
their board policy a copyright policy for their employees. This is a great example for a County School
Board to adopt for their current board policy, so employees will have clarification about copyright
procedures. Nassau County School’s Example:
“Copyright
Users of the Nassau County Schools’ digital network will not engage in copyright infringement.
Users will make a standard practice of requesting permission from the holder of the copyright if
their use of the material has the potential of being considered an infringement, since the extent of
copyright protection of certain works accessed through the Internet or posted to the Internet
remains legally unclear. Users will not plagiarize work(s) that they find on the Internet.”
(The Nassau County School District, 2007 - 08)
Website’s link to review policy: http://www.nassau.k12.fl.us/tech/forms/Emp_AUP.pdf
It is suggested, in addition, that a County School Board should include an actual copy of Federal
Copyright Laws for school employees to review. Bellingham School District has adopted a board
policy that incorporates federal copyright guidelines for school employees. Bellingham School
District includes the following examples in their board policy:
Example one:
“Staff may make copies of copyrighted school district materials that fall within the following
guidelines. Where there is reason to believe the material to be copied does not fall within these
guidelines, prior permission shall be obtained from the principal. Staff members who fail to follow
this procedure may be held personally liable for copyright infringement.”
(Bellingham School District, Adopted: 1995)
Example two:
“Authorized Reproduction and Use of Copyrighted Material in Books and Periodicals
 Employee Computer and Internet Use 5

In preparing for instruction, a teacher may make or have made a single copy of:
A chapter from a book;
An article from a newspaper or periodical;
A short story, short essay or short poem; or
A chart, graph, diagram, drawing, cartoon or picture from a book, periodical or newspaper.”
(Bellingham School District, Adopted: 1995)
It is suggested that a County School Board should review Bellingham School District’s board policy
for more examples of how to incorporate this board policy:
http://www.bham.wednet.edu/technology/copyrightpolicy.htm
It also is advisable that a School County Board should refer their school employees to the Library of
Congress Copyright site for further review about Copyrights:
http://www.copyright.gov/
A School County Board also needs to implement in their board policy the consequences for
employees who use the computer and internet for inappropriate items and list those items for
employee clarification. Gregory Taillon states in his article Controlling Internet Use in the Workplace
the importance of establishing policies for internet use. He states, “Rules need to exist before they
can be enforced. Therefore, employers must set policies before they can take disciplinary action on
Internet abuse.” (Taillon)
Link to Article for review:
http://www.nysscpa.org/cpajournal/2004/704/perspectives/p16.htm
Cape Elizabeth School District includes in their Employee Computer and Internet Use board policy,
the consequences for violating any computer use policy or rule. It is recommended that a County
School Board adopts the following policy as Cape Elizabeth School:
“Cape Elizabeth Schools’ Consequences for Violation of Computer Use Policy and Rules:
Failure to comply with Board policy GCSA, these rules and/or other procedures or rules governing
computer use may result in disciplinary action, up to and including termination. Illegal use of the
school unit’s computers will also result in referral to law enforcement.”
(Cape Elizabeth School Department, Revised: 2006)
http://www.cape.k12.me.us/policies/G/gcsar_employee_computer_internet_use_rules.html

Board Policy for Employee Computer and Internet Use:

Employee Computer and Internet Use is a privilege
Descriptor Code: IFBGC
In a school board policy, the County School Board may encourage their employees to use
telecommunications for the following things: exploration for educational topics, research, and
business related contact to fellow colleagues. The County School Board may even express for the
school system to share effective practices and lessons across their district; furthermore, the school
system is expected to help employees to stay ahead and up to date on teaching practices by
developing networks with other educators both nationally and internationally.
 Employee Computer and Internet Use 6

https://eboard.eboardsolutions.com/ePolicy/policy.aspx?PC=IFBGC&Sch=4112&S=4112&RevNo=1.
02&C=I&Z=P
Suggested Comments:
A County School Board should clarify that using the school’s computer and the internet, is mainly
for teacher collaboration, instructional purposes and educational research. A County School Board
should also stress that using the school’s computers and internet for teacher collaboration,
instructional purposes and educational research is a privilege and not a right.
A County School Board should also state in their board policy the consequences for violating these
privileges. Nassau County Schools outlines in section III of their board policy that the use of their
internet system is a privilege, and is suggested that a County School Board should incorporate a
similar policy into their board policy.
Nassau County School’s example:
“USE OF SYSTEM IS A PRIVILEGE :
The use of the school district system and access to use of the Internet is a privilege, not a right. If
there are violations of this privilege, depending on the nature and degree of the violation and the
number of previous violations, unacceptable use of the school district system or the Internet may
result in one or more of the following consequences: suspension or cancellation of use of access
privileges; payments for damages and repairs; discipline under other appropriate school district
policies, including suspension, expulsion, exclusion or termination of employment; or civil or
criminal liability under other applicable laws.” (The Nassau County School District, 2007 - 08)
http://www.nassau.k12.fl.us/tech/forms/Emp_AUP.pdf

Overall, it is important that a County School Board updates their board policy for Employee
Computer and Internet use to ensure that school employees will not violate any of the policies;
furthermore, it is important to clarify each detail to insure that all school employees understand
their County School Board Policy. Kathleen an online expert for pc.com just ask website states the
following professional opinion, “Be sure employees know the rules. Make sure your policy is in
writing. Have the employee sign the policy when they start. Be open with employees: if there is a
problem, talk to them about it—that might be all it takes to clear it up. If you monitor employee’s
computer use, let them know! Know that there are legitimate reasons for an employee to use the
computer, just as there are reasons they should be able to use the phone for non-work uses. The
policy should apply to all employees equally—although some may need more time online than
others to do their job.” (Kathleen, on line expert and representative for PC.com Just Ask) Kathleen
also suggested the following websites for sample policies:
http://www.strategichr.com/shrsweb2/internet_harrass_policy.shtml
http://www.efa.org.au/Publish/aup.html
It recommend for a County School Board to review the following websites so they will have more
relevant examples to adopt for their Employee Computer and Internet Use board policy, in order to
up date their current board policies.
 Employee Computer and Internet Use 7

References
Bellingham School District. (Adopted: 1995, January 12). Copyright Policy. Retrieved April 21, 2008, from

Bellingham Public Schools: http://www.bham.wednet.edu/technology/copyrightpolicy.htm

Cape Elizabeth School Department. (Revised: 2006, June 13). Employee Computer and Internet Use
Rules. Retrieved April 20, 2008, from School Board Policies:
http://www.cape.k12.me.us/policies/G/gcsar_employee_computer_internet_use_rules.html

Cape Elizabeth School Department. (Adopted: 2006, January 10). GCSA - Employee Computer and
Internet Use. Retrieved April 20, 2008, from School Board Policies:
http://www.cape.k12.me.us/policies/G/gcsa_employee_computer_internet_use.html

Kathleen, on line expert and representative for PC.com Just Ask. (n.d.). Ask a Question Within Computer
Security. Retrieved April 22, 2008, from PC.com Just Ask:
http://www.pc.com/ask/aanda?catid=200002&catname=Computer%20Security

McDuffie County Schools. (Date Adopted: 2005, December 8). Board Policy: Employee Computer and
Internet Use. Retrieved April 20, 2008, from McDuffie County Schools - Board Governance System:
https://eboard.eboardsolutions.com/ePolicy/policy.aspx?PC=IFBGC&Sch=4112&S=4112&RevNo=1.02&
C=I&Z=P

Murray County School System. (Adopted: 2005, April 11). Employee Computer and Internet Use.
Retrieved April 20, 2007, from Board Policy:
http://www.murray.k12.ga.us/Internet%20Use%20Policy.htm

Taillon, G. (n.d.). Controlling Internet Use in the Workplace. Retrieved April 20, 2008, from A Publication
of the New York State Society of CPAs:
http://www.nysscpa.org/cpajournal/2004/704/perspectives/p16.htm

The Nassau County School District. (2007 - 08). Employee Acceptable Use Policy for the Digital Network
of the Nassau County School District 2007 -08. Retrieved April 21, 2008, from
http://www.nassau.k12.fl.us/tech/forms/Emp_AUP.pdf