management information systems technology policies and procedures

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MANAGEMENT INFORMATION SYSTEMS. TECHNOLOGY. POLICIES AND PROCEDURES. Developed by the MIS Research/Development Department and.
MANAGEMENT INFORMATION SYSTEMS TECHNOLOGY POLICIES AND PROCEDURES

Developed by the MIS Research/Development Department and MIS Technology Policies and Procedures Development Committee

Revised 2011

MIS Technology Policies and Procedures

TABLE OF CONTENTS MIS Technology Policies and Procedures Development Committee ......................................... v Preface .................................................................................................................................... vi Access to Policy ....................................................................................................................... vi I.

Technology Allocation in Construction Budgets ......................................................... 1 Building Wiring Facilities ...................................................................................... 1 Conduit and Cable Facilities ................................................................................ 1

II.

MIS Supported Software and Hardware .................................................................... 1 Contracted Consultant and Vendor System Access...............................................1 Administrative Data Systems ........................................................................... 1-2 Computer and Software Support .......................................................................... 2 Software Installation ............................................................................................. 3 Unapproved Software ........................................................................................... 3

III.

Help Desk Operation ............................................................................................. 3-4

IV.

Accuracy and Integrity Standard for Administrative Computers ................................ 4 Guidelines ........................................................................................................ 4-5

V.

Ownership and Use of Information Technology Resources ....................................... 5 Electronic Devices ............................................................................................ 5-6 Software ........................................................................................................... 6-7 Guidelines for Use of SBHC Technology Resources ....................................... 7-8 Safety Guidelines for All Users ............................................................................. 8 Access to Computing Resources ..................................................................... 8-9 User Accounts .................................................................................................9-10 Passwords ......................................................................................................... 10 ii

MIS Technology Policies and Procedures

Disclosure of Passwords .................................................................................... 10 Resetting Passwords............................................................................................11 Access to Program Libraries and Program Development Tools ......................... 11 VI.

Network Management and Security ......................................................................... 11 Bandwidth .......................................................................................................... 11 Hacking and Malicious Purpose ....................................................................11-12 Port Scanning and Sniffing ................................................................................. 12 Network Infrastructure and Communication Closets .......................................... 12 Network Address Assignment and DHCP .....................................................13-14 Domain Name Registration ................................................................................ 13 Wireless Network ............................................................................................... 13 Anonymous FTP Sites ..................................................................................13-14 Firewalls ............................................................................................................. 14 Storage, Transmission, Use, and Format of Confidential Information..................14

VII.

Electronic Mail ......................................................................................................... 14 Definition of E-mail ............................................................................................. 14 E-mail Accounts ................................................................................................. 15 Electronic Mail as Public Records .................................................................15-20

VIII.

Student Computing Privileges and Acceptable Use ................................................ 20 Computer Lab Scheduling/Rules ........................................................................ 20 SBHC Chapter 8.60 – Telecommunication Plan and Electronic Communication Use Policy .......................................................................................................... 21 Violating Internet Policy Rules and Regulations ............................................21-22 Safety Guidelines for Students ........................................................................... 22 iii

MIS Technology Policies and Procedures IX.

District Technology Training Lab ............................................................................. 22

X.

Web Publishing Policy ............................................................................................. 23 Statement of Purpose ........................................................................................ 23 Publishing .....................................................................................................23-24 Design and Development Guidelines ................................................................. 24 Content Guidelines for Department, School and Teacher Web Pages .........25-26 Best Practices Guidelines for Web Page Development ..................................... 26

XI.

Social Networking and Blogs Policy ....................................................................26-27 District/Professional Use ...............................................................................27-28 Personal Use..................................................................................................28-29 Prohibitions.....................................................................................................29-30

XII.

Loss Prevention, Emergency Preparedness and Disaster Recovery ...................... 30 MIS Department ................................................................................................. 30 Schools and District Office Departments ............................................................ 30

SBHC Student Web Page Permission Contract, MIS 07.08 ........................................Appendix A SBHC School Web Page Development Approval, MIS 07.09 .....................................Appendix B SBHC Student Code of Conduct Student Network Access and Internet Safety .......Appendix C1 SBHC Student Code of Conduct Chart of Infractions-Violations of Internet Policy, Rules and Regulations ......................................................................Appendix C2 SBHC Loaned Electronic Device Acceptable Uses Agreement, MIS 07.15 ................Appendix D SBHC Software Evaluation and Purchase Request Form, MIS 07.16 ........................Appendix E Disclaimer Policy .......................................................................................................Appendix F SBHC MIS Technology Policies and Procedures Agreement and Non-Student Network Access Permission and Internet Safety Contract, MIS 07.05 ................................................. Appendix G

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MIS Technology Policies and Procedures

MIS Technology Policy and Procedures Development Committee Rodney Hollinger, Deputy Superintendent Lottie Brown, MIS Student Database & FTE Manager David Dietz, MIS Network Manager Rebecca Fleck, Assistant Superintendent of Curriculum and Instruction Harry Howes, MIS Technical Manager Barbara Lancaster, MIS Finance /Human Resource Database Manager Darrell Layfield, District Instructional Technology Specialist Lorie Layfield, Cracker Trail Elementary School Teacher Joyce McClelland, Director of Elementary Education Laura Waldon, Fred Wild Elementary School Principal Steve Picklesimer, HCEA Representative Toni Stivender, Lake Placid High School Principal Meribeth Colicci, Human Resource & Professional Development Manager Katherine Depolito, Lake Placid High School Teacher

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MIS Technology Policies and Procedures

PREFACE School Board of Highlands County (SBHC) Management Information Systems (MIS) Technology Policy and Procedures exists in addition to all other legally binding documents to guide the conduct of the School Board of Highlands County users as it pertains to technology resources. It is not intended to replace in part, or in whole, pertinent Florida or federal laws. Such laws include the Computer Crimes Act, Chapter 815 of the Florida Statues; the Public Records Law; Chapter 119 of the Florida Statutes; the Digital Millennium Copyright Act; the Computer Fraud and Abuse Act of 1986; the Computer Abuse Amendments Act of 1994; or obscenity and child pornography laws. All users agree to comply with the SBHC MIS Technology Policies and Procedures with applicable state and federal laws dealing with appropriate, responsible and ethical use of information technology. It is not the responsibility of MIS to ensure user compliance with this technology policy. It is the responsibility of the user to be aware of the existing policies and to adhere to their guidelines. Non-compliance is a serious breach of the School Board of Highlands County’s standards and may result in legal and/or disciplinary action for all users, employees and students. These policies are applicable to all SBHC resources provided by MIS and are global in scope. It may become necessary for individual departments and/or schools to define in more detail the limitations on their internal computing resources by further refining the policies stated here. No department and/or school may override the guidelines and restrictions contained within technology policy.

ACCESS TO POLICY SBHC MIS Technology Policies and Procedures shall be made available on the SBHC website. http://www.highlands.k12.fl.us/ Printed copies of these policies and procedures will be available at each school or department location. All newly hired employees will receive a copy as part of the hiring orientation. Additional printed copies shall also be available through the Human Resources, Recruiting, & Professional Development Department and MIS Department. All employees must sign the School Board of Highlands County Management Information Systems Technology Policies and Procedures Agreement and Non-Student Network Access Permission & Internet Safety Contract, MIS 07.05 (Appendix G). A copy of the signed agreement will be placed in the employee’s personnel file.

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MIS Technology Policies and Procedures

MANAGEMENT INFORMATION SYSTEMS TECHNOLOGY POLICIES AND PROCEDURES

I. Technology Allocation in Construction Budgets Building Wiring Facilities The School Board has adopted a standard for communications wiring to support current and future communication requirements within its buildings. http://www.highlands.k12.fl.us (Refer to MIS Communication Infrastructure Specification.) This standard shall be used by all schools and staff offices in the planning and design of all buildings, including the wiring of new and the upgrading of existing buildings. The MIS Technical Manager and Network Manager along with the Director of Facilities shall review all plans for data communication wiring and must approve, prior to the initiation of the project, in writing, installation of wire or other data communication media. (See SBHC QUICK GUIDELINES FOR NEW BUILDINGS). Conduit and Cable Facilities The conduit and cable system for data communications on all SBHC campuses is managed by the MIS Technical and Network Managers. MIS staff maintains records of all data communication infrastructure on all campuses.

II. MIS Supported Software and Hardware The MIS Managers responsibilities are as defined, but not limited to, the job descriptions that are maintained in the Human Resources Department. Contracted Consultant and Vendor System Access Vendors that are contracted will have their account activated only on an as needed basis and is deactivated upon completion of need. SBHC will ensure that the contract states that no information will be distributed and upon dissolving services they will destroy any data and a signed confirmation will be signed by the vendor upon removal of data. Administrative Data Systems On behalf of the School Board of Highlands County, MIS supports the administrative applications. The responsibility for support, operation, and maintenance of school computing resources remains with the MIS Department or their technical designee at the school level.

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MIS Technology Policies and Procedures Only the District Data Base Manager or his/her designee has the authority to implement changes to the Data Base via contracted services. The Genesis School Server contains official student data. Only the District Data Base Manager or his/her designee has the authority to implement changes to the Data Base via contracted services. All requests for changes to the Finance/Human Resources or Student Data Base Software must be initiated by an authorized District Administrator in writing. All changes and correspondence regarding changes will be documented and prioritized by the appropriate MIS Data Base Manager. MIS supports the School Board of Highlands County web domain to provide information to the public. http://www.highlands.k12.fl.us/ MIS has the responsibility to ensure the maximization of existing and future administrative data systems. To this end, MIS is authorized to coordinate, direct, and approve the design, purchase, implementation and utilization of additional administrative data systems resources across departments and school campuses. Computer and Software Support MIS has established standards for supported hardware and software which may be found at http://www.highlands.k12.fl.us/ (Refer to MIS: Computer and Software Standards.) MIS personnel will support software and hardware purchased by departments and/or schools if it complies with these standards and the software has a valid license. The MIS Department will also assist users in acquiring hardware products supported by MIS at the time of purchase. For those hardware and software acquisitions not contained within these standards, users will be referred to product support lines, product manufacturers or the individual requiring the use of the product. Updated hardware and software educational pricing can be found within the district’s email system, First Class, by accessing the MIS Software/Hardware Pricing email folder. Schools and departments are recommended to contact MIS for assistance with hardware items not listed in the conference folder. Prior to accepting donated equipment, schools and departments should consult with the MIS Department. Equipment that does not comply with the standards may have limited use or require repairs or upgrades that are cost prohibitive. Donated computers need to have business level operating systems. Initial repair costs of donated equipment are the responsibility of receiving school or department. Support for past versions of supported software will be limited under the guidelines established by the MIS technical staff. Support for the oldest version will be phased out as support for the newest release becomes established. In addition, MIS maintains standard desktop configurations combining necessary applications, utilities and hardware allowing for timely and consistent user support. Software support is also limited to 2

MIS Technology Policies and Procedures software installed on SBHC owned equipment. MIS hardware standards include minimum system requirements for these desktop configurations. Hardware that no longer meets the minimum system requirements of supported applications and their associated configurations will not be supported once they are phased out. It is also the intent of MIS to offer software support through problem resolution and software installations as well as through educating the user in the use of supported applications. Information regarding available classes, class schedules, eligibility requirements and registration information can be found through contacting the Staff Development section of the Human Resources/Staff Development Department or at http://www.highlands.k12.fl.us/ Software Installation All installation of software not expressly permitted in writing by the Principal, Computer Lab Teacher, Technology Resource Teacher, or MIS is forbidden. All software installation requests on servers or workstations must come from the instructor responsible for the class requiring the software. The software must have an academic purpose or use and must be licensed for the use being requested. Unlicensed, illegal or incompatible software will not be installed for any reason. Prior to any software purchase, MIS 07.16 Software Evaluation and Purchase Request Form (Appendix E) must be submitted to the Technology Resource Teacher before being approved by School Administrators and the MIS Department. All software installation requests must be made to the MIS department through the Technology Resource Teacher. The request will be prioritized and assigned to a technician for completion. Software purchase procedures which include district wide implementation or for use by district office departments must be approved by department Directors, the MIS Technical Manager, and/or the School Board. Unapproved Software Any software that does not meet the SBHC educational mission, goals and policies is not allowed. (Refer to MIS: District Software Policy, page 6.)

III. Help Desk Operation The Help Desk staff responsibility is as defined, but not limited to, the job description that is maintained in the Human Resources Department and within the Help Desk Responsibility Handbook maintained in the MIS Department. The MIS Department serves as the focal point for technology service and information for all departments and schools using the MIS Work Order web software and by calling the MIS Help Desk Technician who will route the call to the Managers of the particular section where problems exist. Presently, MIS staff is available from the hours of 7:30 AM to 4:30 3

MIS Technology Policies and Procedures PM, Monday through Friday. Emergency calls are routed as quickly as possible to the appropriate staff within MIS. As the first level of support for MIS services, all calls for information or assistance are logged, monitored and routed by the MIS Work Order web software. This software is a functional problem management software system used to assist in problem recording, determination, review, reporting and analysis of problems. All logged calls are assigned identifiers for tracking purposes. It is the intent of MIS to resolve as many calls as possible through the MIS Work Order web software and Help Desk. When other resources are required, Help Desk staff will route the call to the appropriate MIS staff for resolution. Logged calls are given priorities based on the severity of the problem and the scope of its impact on the user community. Users are given the identifiers for any unresolved issues to facilitate further inquiries. For calls having top priority, responsible MIS staff will be contacted immediately to begin resolution. Once resolved, descriptions of the resolutions become a permanent part of the knowledge base employed by MIS Work Order web software and other applications used by the Help Desk staff for all future calls.

IV. Accuracy and Integrity Standard for Administrative Computers It will be the responsibility of the MIS Department to provide users with methods to verify the accuracy and integrity of the information, warn users that problems exist with the system, and to establish procedures for maintaining the security and integrity of data files and computer programs located at the SBHC Computer Center. These should include the following controls: 1. Audit trails - to provide reasonable assurance that systems/applications provide the controls and audit trails needed for management, audit, and operational review, 2. Efficiency and economy - to provide reasonable assurance systems/applications will be efficient and economical in operation, and

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3. Legal requirements - to provide reasonable assurance that systems/applications conform to legal requirements. Guidelines for Maintaining Accuracy and Integrity 1. Input data should be verified for correct values, ranges, and reasonableness. Items failing verification checks should be reviewed and corrected in a timely manner by the appropriate personnel. 2. Transactions should be traceable through the system or on paper (audit trails). 3. Cross checking the contents of files against control totals and using record counts should be standard procedure whenever appropriate. 4

MIS Technology Policies and Procedures

4. There should be standard procedures to prevent, detect, and follow up the correction of errors.

V. Ownership and Use of Information Technology Resources The information technology resources provided and maintained by MIS are intended for SBHC related purposes including the support of the SBHC mission, its administrative functions and activities within the user community. Appropriate use of computing resources includes respecting the privacy of other users and their accounts, using only those resources you are authorized to use, respecting the finite capacity of these resources so as not to limit their accessibility by others and abstinence from using any of these resources for personal gain or commercial use not related to business. Unauthorized and/or inappropriate use of these resources is prohibited and may result in disciplinary and/or legal action. Unauthorized or fraudulent use of SBHC telecommunications resources can result in felony prosecution as provided for in Florida Statutes. Resource areas are defined as follows: Electronic Devices Electronic devices may include but is not limited to workstations, laptops, tablets, servers and network devices such as routers, patch panels and switches. MIS may require users of computing equipment to limit or refrain from specific uses of that equipment if their activities are destructive or interfere with SBHC computing operations or resources. No unauthorized user may connect to the SBHC network resources. This includes use of employees’ personal computers, equipment owned by sales representatives, consultants, and/or other visiting professionals. Employees must only use SBHC computing equipment on the SBHC network. Employees who require the use of SBHC equipment at home must follow the procedure developed by the SBHC Purchasing Department for taking SBHC owned equipment off campus and complete the associated forms. MIS 07.15 Loaned Electronic Devices Acceptable Uses Agreement Form (Appendix D) must be signed and retained by each school or department property control designee prior to lending electronic devices to employee. •Use equipment only for work-related, educational activities as if you were at work. •When away from your work location, loaned electronic devices are to be used by only the person stated on the loaned electronic device agreement. You are not authorized to loan or trade your electronic device to others. •Electronic devices are to be brought to work each day unless prior written authorization is given by administration. •Electronic devices must remain in Highlands County and only leave the county if the trip is work related, or if you live out of county it must not be taken further than the county you live in.

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MIS Technology Policies and Procedures •Use of staff electronic devices by students and substitutes is not recommended. However, students and substitutes who use staff electronic devices must log in using their own user account. •All staff electronic devices must be secured with a password-protected screensaver with the automatic activation feature set at 20 minutes or less, or by locking (Microsoft Windows OS uses “Windows Key-L”) when the device will be unattended. •The loaned electronic device form must be updated yearly. Individual work locations may require electronic devices to be turned in during the summer. •Under no circumstances is an employee authorized to engage in any activity that is illegal under local, state, federal or international law while utilizing the Highlands County Schools owned resources. •Use of any SBHC equipment to access sexually suggestive websites, including those which contain immoral pictures (pictures that reveal exposed female breasts and/or male or female pelvic areas intended to be sexually suggestive), video, or text, or other information or links to such information at any time is prohibited. A SBHC computer may be loaned upon request to sales representatives, consultants, trainers or others as needed for network access. Loaning a SBHC owned laptop requires a MIS 07.15 Loaned Electronic Device Acceptable Uses Agreement form be completed and signed by person borrowing device. However, as per the Management Information Systems Technology Policies and Procedures Manual (Computing Equipment), no sales representatives, consultants, and/or visiting professionals may connect to the SBHC network resources using their own computing device. Administrative and student computers will be setup with limited user rights. Administrative rights will only be used on staff computers where needed. System changes are authorized by the Technical or Network Manager on an as needed basis. Software Users are responsible for ensuring that all software installed on their desktop computers, departmental or SBHC servers or remote storage areas is licensed and that it is used in support of SBHC activities. The legality of at-home use of SBHC owned software varies from application to application. To determine the licensing terms of site licensed software contact your local resource technician. Violation of intellectual property laws and license agreements or malicious use of software is strictly prohibited. Desktop enhancement software and peer to peer file sharing applications enabling the exchange of files across the SBHC wide area network will not be permitted. If the use of such software is found to violate the SBHC policy, the Digital Millennium Copyright Act, the Florida Computer Crimes Act or federal law, the appropriate disciplinary and/or legal actions will be taken. Streaming of live media (audio, video, etc.) not related to instruction is strictly prohibited. If the operation of such software is found to interfere with the normal

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MIS Technology Policies and Procedures functioning of the MIS network, hinder network performance or compromise network security, MIS will notify the user and take necessary action. All software copyright laws must be observed for any software installations. You may not: • Copy, give away, or sell an adaptation of a program. • Load a program on more than one machine at a time if only one copy of the program is owned. • Use a single user program on a network. • Copy a program for use on another machine at another time. • Copy a program in order to avoid purchasing the program. • Violate copyright restrictions, which apply to other media when making computerized presentations. You must: • Read and follow the terms and conditions on each software package. Guidelines for the Use of SBHC Technology Resources It is a general policy that the network/Internet will be used in a responsible, efficient, ethical, and legal manner in accordance with the mission of the School Board of Highlands County. Failure to adhere to the policy and guidelines may result in suspending or revoking the offender’s privilege of access. Except for students, anyone who uses the SBHC network must sign the School Board of Highlands County Management Information Systems Technology Policies and Procedures Agreement & NonStudent Network Access Permission & Internet Safety Contract, MIS 07.05 (Appendix G) before they are allowed to use the SBHC Telecommunications and Networks. This includes instructional and non-instructional staff, parents, and volunteers. The following Guidelines have been established for all users: 1. Acceptable uses of the network are activities which support learning and teaching. Network users are encouraged to develop uses which meet their needs and which take advantage of the network’s functions: e-mail, conferences, access to databases, and access to the Internet. 2. Classroom teachers are responsible for teaching proper techniques and standards for participation, for guiding student access to appropriate sections of the network and for assuring that students understand that if they misuse the network they will lose their privilege to use the network. Particular concerns include issues of privacy, copyright infringement, e-mail etiquette, and approved and intended use of the network resources. 3. Users should follow rules for webpage development and network use as stated in the School Board of Highlands County Web Publishing Guidelines found in Section X of this document.

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MIS Technology Policies and Procedures 4. Users are expected to use “Netiquette”. They are expected to abide by the generally accepted rules of network etiquette. Be polite. Do not use vulgar or obscene language. Students should not reveal their private address or phone number or those of others. Even adults may want to exercise caution in revealing name and address information over the network. Electronic mail is not guaranteed to be private. 5. As stated in the School Board of Highlands County Telecommunication Plan and Electronic Communication Use Policy 08.60, the SBHC makes no warranties of any kind, whether expressed or implied for the provision of computer resources. The SBHC will not be responsible for any damages suffered by any user, including loss of data. The SBHC shall not be responsible for the accuracy or quality of information obtained through the Board’s Internet connection. Safety Guidelines for All Users In order for the network to be as safe as possible, every teacher and administrator should remember the following: 1. It is the responsibility of the faculty member who grants access to SBHC facilities and/or resources to insure that students are aware of the provisions of the SBHC acceptable use policies and guidelines, and of any rules, procedures, or courtesies for the outside network they are accessing. 2. It is the responsibility of the faculty member to always supervise students when they are accessing the network. 3. Whenever possible place computers in central locations in the classroom or media center, where the screens are highly visible. 4. Discuss the network access guidelines. 5. Since filtering isn’t foolproof, users are still responsible for appropriate use. 6. It is recommended that access be limited only to educational sites. 7. Do not reveal your personal information or that of any other person (name, address, phone number). 8. Users shall receive or transmit communications using only SBHC approved and SBHC managed communication systems. Access to Computing Resources Users will be granted appropriate access to all computing resources necessary in conducting SBHC business for their jobs. Normal operation and maintenance of computing resources requires: backups and caching of data communications, logging of 8

MIS Technology Policies and Procedures resource activity and monitoring of general usage patterns, as well as other activities necessary in providing service to the user. MIS may specifically monitor activity and/or accounts of individuals without notice. Any monitoring, other than that made accessible by the user, required by law or necessary to respond to a perceived emergency will be authorized by the MIS Technical Manager in conjunction with the relevant law enforcement agency. Emergency situations include but are not limited to the following: • • • • • •

The user has voluntarily made these resources accessible to the public by means of a web page or posting to a Usenet service. It appears necessary to do so to protect the integrity, security or functionality of the SBHC or its computing resources. It appears reasonably necessary to do so to protect the SBHC from liability. There is reasonable cause to believe that the user has violated or is violating SBHC MIS Technology Policies and Procedures. An account appears to be engaged in unusual or unusually excessive activity. It is required or permitted by law.

User Accounts Appropriate persons may be properly authorized to operate computer equipment and to access SBHC data files and computer programs, only if such operation is clearly a part of, or directly related to the administrative workload of the school or administrative unit. The Department Head or Principal or their designee must complete the appropriate network access form for staff needing access to SBHC administrative systems. This form shall be routed to the appropriate MIS System Manager to have account access setup. The employee must read the SBHC MIS Technology Policies and Procedures Manual and have a signed School Board of Highlands County Management Information Systems Technology Policies and Procedures Agreement & Non-Student Network Access Permission & Internet Safety Contract, MIS 07.05 (Appendix G) on file. All involved parties will be notified when access is available. A unique user ID will be issued and is intended for all administrative applications. When employment with the SBHC terminates, or duties are changed so that access to computer equipment or data files is no longer required or a transfer to another school or department is made, the user account must either be disabled or altered to reflect the change in the individual’s position, departmental or school affiliation. It is solely the responsibility of the individual’s supervisor to inform MIS when such changes are necessary using the appropriate Electronic Personnel Action Form (EPAF). Authorization to access SBHC data files and computer programs may be withdrawn by the appropriate administrator at any time, by telephoning the appropriate MIS Manager

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MIS Technology Policies and Procedures and giving the name of the employee whose authorization is withdrawn. However, the administrator must fill out the appropriate Electronic Personnel Action Form (EPAF). Students, volunteers and non-school staff should not be provided access to SBHC data files and computer programs. At the direction of the program administrator, access may only be provided to such persons if prior written consent is obtained from each individual student whose records are involved. They also must be directly supervised by a regular employee of the SBHC who also has been authorized to operate such equipment, and who shall be responsible for proper use of equipment and information access by such persons. Non-Employee access to SBHC data files is limited to State Auditors and Contracted Administrators and must be requested by the appropriate Administrator. Access is removed upon termination or at the end of the audit. User access will be reviewed no less than annually for critical data systems by the appropriate Data Base Manager. Passwords The appropriate MIS Manager shall supply each duly authorized user with a unique user identification code and password that will permit the user to sign on to the SBHC network. Passwords must be changed every 90 days (or as dictated by the individual program) by the user to maintain systems’ security. Each authorized user will be responsible for use of the electronic devices. Each user must protect all data files and programs, by signing off the system before leaving their electronic device or setting up a password protection. Users may change their password at any time if security is compromised. Disclosure of Passwords It is a violation for any person to disclose any assigned password to any other person, except to a member of the Management Information Systems staff for problem resolution purposes. Thus, it is the responsibility of each employee to whom a password is assigned to maintain the confidentiality of the password. Under no circumstances shall passwords be posted or kept in a place that is accessible to unauthorized persons. Access to these accounts and their passwords to any unauthorized personnel are prohibited. It is the responsibility of the account owner to notify MIS whenever unauthorized account access is suspected. The account owner should then change their password.

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MIS Technology Policies and Procedures Resetting Passwords When a user requests a password reset, identity verification must be made. This is done as stated in the MIS Operating Policies and Procedures maintained within the MIS Department. Access to Program Libraries and Program Development Tools In general, users shall not be given access to program libraries or to program development and productivity tools. The appropriate MIS Manager, who may place additional restrictions on such access on an individual basis, may make specific exceptions. Unauthorized access to program libraries and program development tools shall be considered a violation.

VI. Network Management and Security In the information age in which we live, management of network resources and the security of the SBHC network are fundamental to the pursuit of the SBHC goals of academic excellence, increasing research activities and serving the needs of the surrounding schools. Network resources, accepted network behavior and their associated policies are defined as follows: Bandwidth Bandwidth, or the transmission capacity, of our network hardware is a finite resource all electronic information on our network must share. This information can be referred to as network traffic and organized into different traffic queues. Each network switch and router is configured with a priority associated with each traffic queue. These rules are maintained in a central server within MIS and distributed to all switches and routers on the SBHC network. MIS staff reserves the right to develop the rules governing these priorities based on the relative importance of different applications, users, and groups in conjunction with available resources. Hacking for Malicious Purposes Hacking is the interference with or unauthorized access to any computer or computer network. This may or may not reflect malicious intent. Specific examples of ‘malicious hacking’ include: • • • • •

Any attempt to gain root or system administrator privileges on any SBHC network machine or equipment, without permission. Any attempt to gain unauthorized access to files, equipment or accounts. Any attempt to do anything that result in the interruption of any service to SBHC users. Any use of chat robots. Any attempted use of password cracking software. 11

MIS Technology Policies and Procedures • • • • •

Circumventing MIS approved firewalls. Any attempt to access or change system files, without permission. Any unauthorized attempt to store user files outside their predefined areas. Any attempt to do the above mentioned items through the SBHC network, even if the attempt is aimed outside our network. Use of file sharing software.

Malicious hacking may compromise system availability, data integrity or both. SBHC will, to the fullest extent allowed by law, seek legal action against any individual(s), organization(s) and/or company(s) that directly or indirectly utilizes our network (or causes it to be used) for any practice that we consider to be hacking with malicious intent. Port Scanning and Sniffing Port scanning and sniffing are legitimate, diagnostic activities that MIS engages in to maintain the availability and performance of the SBHC network at acceptable levels. Both, however, can be misused for malicious purposes to gain access to sensitive information traveling on our network or to find weaknesses in computer systems that will allow access to unauthorized individuals. Port scanning is only permitted by MIS and/or appropriate law enforcement agencies for detecting security holes on SBHC workstations, electronic devices, and servers. If a system connected to our network is found to have a security hole, the owner will be notified. If the security issue is not addressed within an agreed upon period of time, the system will be removed from the network without further notice. Sniffing is only permitted by MIS to identify the source of bad data on the network. This data can cause unacceptable performance degradations and inaccessibility of network resources. Once a source is identified, MIS staff will take any necessary action to prevent further transmission of such data. Network Infrastructure and Communications Closets The network infrastructure or hardware includes but is not limited to switches, hubs, routers, patch panels and network cable. Most of this equipment is housed within communications closets in the SBHC buildings on each campus. Only those individuals authorized through the MIS Department or MIS personnel will be allowed access to these communications closets and to the network equipment housed within these closets or elsewhere, where no closet is available. In addition, MIS must authorize in writing all networking equipment in use and connected to the network prior to being physically attached to that network. MIS staff will manage all authorized networking equipment. Any unauthorized equipment of any kind found attached to the network will be disconnected immediately and without notification to the owner.

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MIS Technology Policies and Procedures Network Address Assignment and Dynamic Host Configuration Protocol (DHCP) Each device attached to a network must have a unique address associated with it. The assignment and accurate maintenance of these addresses is key to a healthy, functioning network. Management of these functions is solely the responsibility of MIS. No unauthorized use of DHCP will be permitted. Any unauthorized device acting as a DHCP server will be disconnected immediately without prior notification to the owner. Domain Name Registration MIS staff is the only agent at the School Board of Highlands County who may register a domain name/host name to any network device before its installation on the SBHC network. As with network addresses, domain names and host names must also be unique within subnets, the SBHC network being composed of multiple subnets. All requests for server, workstation, and electronic device domain names/host names and network addresses must go through MIS systems and networking staff. MIS will review requests making certain requested domain names are appropriate, consistent with the mission of the SBHC and in compliance with standard naming conventions. If a network device is moved to a different subnet, its domain name must be re-registered with MIS and a new network address assigned. MIS naming conventions must be followed wherever possible and appropriate. If any particular domain name/host name or network address creates a problem on the network, as is the case when duplicate names or addresses attempt to coexist on the same subnet, MIS will notify the owner and issue a new name. Wireless Network MIS is solely responsible for the design, operation and management of the wireless network. The wireless network operates within the unlicensed 2.4/5 GHz radio frequency range. Wireless equipment includes but is not limited to wireless transceivers, or Access Points, directly connected to the wired network and wireless antennas which amplify radio frequency signals. Antennas are in compliance with FCC 15.203 and SBHC safety regulations. Any tampering with any of these devices will result in appropriate disciplinary action. Any unauthorized wireless device found connected to the wired network will be disconnected immediately without notification to the owner. If other wireless devices in use cause interference with the network, MIS will work with the school, or department owning the device to find an alternative solution. Wireless transmissions are not secure. All users should exercise caution in accessing sensitive or personal information when using the wireless network. Wireless encryption has to be enabled (WPA/WPA2). Anonymous File Transfer Protocol (FTP) Sites All users intending to implement anonymous FTP on any workstation, electronic device, or server must notify MIS of this intention. Users must not offer licensed or illegal software on their site. Users must not allow anonymous users connecting to their site 13

MIS Technology Policies and Procedures write access. Any FTP site on the SBHC network found in non-compliance with these restrictions will be disconnected immediately. Firewalls Firewalls are software barriers to unsolicited or malicious network activity as well as being a barrier to unauthorized users of a network. MIS maintains its own firewall as an added protection against malicious use of our network. Personal firewalls must be approved by MIS in writing for individual servers, electronic devices, and/or workstations. It must be shown that they will not interfere with overall network function and performance as determined by MIS. The MIS Technical and Network Manager are the authority for the security devices for the district. They are responsible for the procedure development, maintenance, configuration and enforcement within their area of authority. Storage, Transmission, Use, and Format of Sensitive and Confidential Information When handling sensitive and confidential information, precautions should be taken to prevent unauthorized access to the information. Below are the guidelines that must be followed where applicable: • Encrypt data. • Password protect data. • Physically protect devices that can be easily moved such as PDA and Laptops that are used to access sensitive data. • Avoid creating files that use social security numbers as identifiers. Use employee numbers and/or student local identification number instead. • Never download or copy sensitive data to your home computer • Never store un-encrypted data on a portable device • Protect printed sensitive data. Store sensitive data in locked desk, drawer or cabinet. Do not leave unattended sensitive data on copier, FAX, or printer. Shred sensitive data that need to be disposed.

VII. Electronic Mail Definition of E-Mail E-mail is the electronic transfer of information, typically in the form of electronic messages, memoranda, and attached documents, from a sending party to one or more receiving parties by means of an intermediate telecommunications system.

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MIS Technology Policies and Procedures E-mail Accounts Upon employment, MIS establishes e-mail accounts for all contracted SBHC employees during active employment. All accounts for contracted employees are established using the employee’s legal name as it appears on their Social Security card and created with the first seven letters of the last name and the first letter of the first name. After employment is terminated, the account is physically removed from the e-mail system. For non-contracted employees needing e-mail, free e-mail accounts can be set up through various on-line vendors. Electronic Mail as Public Records 1. Scope This policy provides guidelines for the management and usage of electronic mail (e-mail) messages as public records within the School Board of Highlands County. This policy applies to the entire SBHC workforce with access to the SBHC e-mail system including all offices, divisions, bureaus, advisory bodies, and contract agents of the SBHC in the conduct of their official duties as prescribed by law. This policy does not provide specific procedures for system backups or “archiving” of inactive e-mail. Employees should refer to internal SBHC operating procedures for this information. 2. Purposes The purposes of this policy are to: a. Ensure that SBHC employees comply with Florida’s Public Records Law, Chapter 119, Florida Statutes, when using the SBHC e-mail system; b. Ensure that SBHC employees properly manage and retain e-mail as public records in accordance with applicable records management statutes and rules; and c. Ensure proper usage of the SBHC e-mail system and that users understand the types of e-mail usage that are considered inappropriate and a violation of this policy. 3. Authority a. Chapters 119, 257, and 282, Florida Statutes; b. Rules 1B-24 and 60DD-2, Florida Administrative Code. 4. E-mail as a Public Record a. E-mail which is created or received by a SBHC employee in connection with the transaction of official business of the SBHC is considered a public record and is subject to inspection and/or copying in accordance with Chapter 119, Florida 15

MIS Technology Policies and Procedures Statutes, and is subject to applicable state retention laws and regulations, unless expressly exempted by law. b. E-mails, created or received for personal use, are not generally considered public records and do not fall within the definition of public records by virtue of their placement on a government-owned computer system. However, if the SBHC discovers misuse of the e-mail system, personal e-mails that are identified as being in violation of SBHC policy may become public record as part of an investigation. c. The Florida Statutes contain numerous specific exemptions to the access and inspection requirements of the Public Records Law. Employees are responsible for ensuring that electronic public records which are exempt from access or inspection by statute are properly safeguarded. 5. Use of E-Mail Systems a. The SBHC e-mail system is to be used to conduct official SBHC business and is not to be used for any other purpose unless expressly approved by authorized SBHC officials. E-mail may be used to communicate with SBHC staff and with other public and private entities to conduct official SBHC business. b. Incidental, personal use of the e-mail system is permitted; however, the personal use must be brief, must not interfere with the employee’s work or the work of others, must not subject the SBHC to any additional cost, and must not be prohibited by this policy or any federal, state or local law, statute, ordinance, rule or regulation. c. Employees should only provide their official SBHC e-mail address (this address can be accessed via computers at work, at home and on personal digital assistants and smart phones) as a way to communicate with students or parents regarding SBHC and/or school related business. a. Employees should refrain from providing their personal e-mail address to students currently enrolled in the SBHC. 6. Prohibited Uses of E-Mail The SBHC e-mail system shall not be used for any unauthorized purpose including, but not limited to: a. Sending solicitations including, but not limited to, advertising the sale of goods or services or other commercial activities, which have not been approved by the SBHC. b. Sending copies of documents in violation of copyright laws or licensing agreements. c. Sending information or material prohibited or restricted by government security laws or regulations. d. Sending information or material which may reflect unfavorably on the SBHC or adversely affect the SBHC’s ability to carry out its mission.

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MIS Technology Policies and Procedures e. Sending information or material which may be perceived as representing the SBHC official position on any matter when authority to disseminate such information has not been expressly granted. f. Sending confidential or proprietary information or data to persons not authorized to receive such information, either within or outside the SBHC. g. Sending messages or requesting information or material that is fraudulent, harassing, obscene, offensive, discriminatory, lewd, sexually suggestive, sexually explicit, pornographic, intimidating, defamatory, derogatory, violent or which contains profanity or vulgarity, regardless of intent. Among those which are considered offensive include, but are not limited to, messages containing jokes, slurs, epithets, pictures, caricatures, or other material demonstrating animosity, hatred, disdain or contempt for a person or group of people because of race, color, age, national origin, gender, religious or political beliefs, marital status, disability, sexual orientation or any other classification protected by law. h. Sending messages or requesting information reflecting or containing chain letters or any illegal activity, including, but not limited to gambling. i. Sending or requesting information or material that proselytizes or promotes a religious or political view, cause, position or action. j. Sending Spam. Spam is any unsolicited e-mail message sent to a large number of people. Typically this includes cases where: •The recipient did not request the message. •The recipient does not know the sender. •In newsgroups, a message is posted that is

not appropriate to the topic of the newsgroup. Newsgroup postings that offer services or products are considered spam, unless they can be documented as a response to a legitimate inquiry in that same newsgroup, and if they are appropriate to the topic of that newsgroup. •Bulk mailing lists are used to send unsolicited marketing or sales information. If everyone with a product to sell or an opinion to voice sends an e-mail to hundreds or thousands of people, the network will be overwhelmed and become unusable. Therefore, the School Board of Highlands County prohibits the practice of spamming, i.e. sending spam as identified above. The School Board of Highlands County will, to the fullest extent allowed by law, seek legal action against any individual(s), organization(s) and or company(s) that knowingly or otherwise directly or indirectly utilizes the network (or causes it to be used) for any practice that sends out mass unsolicited e-mail. 7. No Right of Privacy SBHC employees have no right of personal privacy in any material created, stored in, received, or sent over the SBHC e-mail system. The SBHC reserves and may exercise the right, at any time and without prior notice or permission, to intercept, monitor, access, search, retrieve, record, copy, inspect, review, block, delete and/or disclose any material

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MIS Technology Policies and Procedures created, stored in, received, or sent over the SBHC e-mail system for the purpose of protecting the system from unauthorized or improper use or criminal activity. Every email sent outside of the SBHC network contains a disclosure statement within the body of the email. Florida has a very broad public records law. Most written communications conducted during the course of business are public records available to the public and media upon request. Employees’ email addresses and communications may therefore be subject to public disclosure. Therefore, instead of using email, if you do not wish for this information to be disclosed, please contact the individual(s) directly by telephone. 8. Retention Requirements for E-Mail a. All public records must have an approved retention schedule in place before they can be destroyed or otherwise disposed of. Retention periods are determined by the content, nature and purpose of records, and are set based on their legal, fiscal, administrative and historical values, regardless of their form. Therefore, there is no single retention schedule that would apply across the board to all e-mails. Email, like other records, irrespective of its form, can have a variety of purposes and relate to a variety of program functions and activities. The retention period of any particular e-mail message will generally be the same as the retention for records in any other form that document the same program function or activity. b. SBHC employees are required to relate each e-mail that is created or received by the employee through the SBHC e-mail system to the activity it documents, as well as to the other records documenting that activity, and apply the appropriate retention period based on that activity or function. c. It is the responsibility of each SBHC employee to ensure that e-mail and other public records in their custody are maintained for the required retention period(s). Although the SBHC routinely backs up it servers, each backup is maintained only briefly for disaster recovery purposes and therefore cannot be regarded as a tool for meeting public records retention requirements. d. Approved retention schedules for State Government Agencies can be found at http://dlis.dos.state.fl.us/recordsmgmt/gen_records_schedules.cfm 9. Transitory Messages Many, though not all, e-mails fall under the retention schedule for “TRANSITORY MESSAGES” (General Records Schedule GS1-S for State Government Agencies, Item #146). “Transitory Messages” are messages that are not intended to formalize or perpetuate knowledge and do not set policy, establish guidelines or procedures, certify a transaction, or become a receipt.. For instance, an e-mail message notifying employees of an upcoming meeting would only have value until the meeting has been attended or the employee receiving the message has marked the date and time in the calendar. The informal nature of transitory messages might be compared to a telephone conversation or a conversation in an office hallway. The retention requirement for Transitory Messages is “Retain until obsolete, superseded or administrative value is lost.” Therefore, e-mails that fall into this category can be disposed of at any time once they are no longer needed. 18

MIS Technology Policies and Procedures 10. Managing E-Mail Sorting e-mail into appropriate personal folders is a helpful way to manage these records and to ensure that appropriate retention requirements are identified and met. That is, just as file cabinets are set up to house different sets of files and employees know where to file paper records in those files, e-mail files and folders can be set up with the appropriate retention period designated for each of those files and folders. If no retention schedule exists for records relating to a particular activity, then one must be established and that retention schedule would then apply to all documentation of that activity, regardless of form (paper, film, electronic, etc.). The School Board of Highlands County archives each e-mail permanently while employees have access to the archived e-mails for three years from date received and/or sent. 11. Violations Violations of this policy may result in disciplinary action, up to and including termination of employment. It is the responsibility of each user to respect the finite capacity of the computing resources made available by MIS and to limit use so as not to consume an unreasonable amount of those resources or to interfere unreasonably with the activity of other users. (Refer to Policy VI. Ownership and Use of Information Technology Resources) Each user account is assigned specific resources for use by e-mail messages. It is the user’s responsibility to stay within these resource boundaries. MIS reserves the right to delete SBHC office e-mail when it exceeds the limits of said resources. Furthermore, the size of e-mail messages and/or attachments is limited to 50 MB. Messages exceeding the 50 MB limit rapidly consume system and user resources interfering with the delivery of all email. As a result, messages and/or attachments greater than 50 MB will be refused by the mail system. MIS encourages the use of electronic mail and respects the privacy of others. MIS does not wish to inspect or monitor electronic mail routinely or be the arbiter of its contents. Nonetheless, MIS may access electronic mail and data stored on the SBHC network of computers for the following purposes: • • • • •

Trouble shooting hardware and software problems Preventing unauthorized access and system misuse Investigating reports of a violation of SBHC policy or local, state or federal law Complying with legal requests for information Rerouting or disposing of undeliverable mail

MIS will need the approval of the Technical Manager and the Coordinator of MIS or his/her appointee to access specific mail and data for the above specified purposes. The

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MIS Technology Policies and Procedures extent of the access will be limited to what is reasonably necessary to acquire the necessary information. Mass sending of e-mail at the school level is not allowed unless first approved by a supervisor or principal. The principal of a school shall determine policy for local sending of spam e-mail at their campus.

VIII: Student Computing Privileges and Acceptable Use Network access is a privilege designed solely for educational purposes, any violation of the Terms and Conditions of the SBHC Policy 8.60, Telecommunications Plan and Electronic Communication Use (Appendix C), may result in losing access privileges, school disciplinary actions and/or appropriate legal action. Parents who do not approve of their child(ren) having access to the Internet, e-mail, or other non-school network resources, must notify the Principal in writing, within thirty (30) calendar days of the start of the school year in accordance with the SBHC Student Code of Conduct. Students that violate these policies will be reported to the Principal of their respective school and their computing privileges will be suspended or revoked, depending on the severity of the violation. All illegal activities will be reported to the Superintendent or his designee and prosecuted to the fullest extent of the law. Computer use by students is a privilege, not a right. Computer Lab Scheduling/Rules 1. Each school/campus will be responsible for planning and scheduling computer lab use and creating computer lab rules. 2. The plan should be made available to all faculty and staff and a calendar should be used to track usage. 3. Computer lab rules must be posted and students must be made aware of these rules and the consequences for not following them. 4. Students will read and follow the Rules for Online Safety as stated in the SBHC Student Code of Conduct. 5. Students will be expected to go through a Computer Lab “orientation” before they use the lab. This orientation should include but not be limited to: • How students log-in to the workstation • Proper care of hardware • Programs available for use in the lab • Computer lab rules • On-line safety rules • Appropriate use of computer lab supplies (paper, printer ink, etc.) 6. All security issues should be reported to school/district technology personnel immediately.

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MIS Technology Policies and Procedures SBHC Chapter 8.60 Telecommunication Plan and Electronic Communication Use Policy: Telecommunication network facilities, such as FIRN (Florida Information Research Network) and the Internet are to be used for providing expanded learning opportunities for students and educators. The SBHC-provided access must be used in a responsible, efficient, ethical and legal manner. Failure to adhere to this policy and guidelines may result in suspension or revocation of the user’s network access and other disciplinary action as found in the School Board of Highlands County Code of Student Conduct. Internet usage and other online activity by students shall be pursuant to staff authorization only and must be in pursuit of a legitimate pedagogical goal. Recreational use of the Internet and World Wide Web is prohibited. Internet or other online usage by minors shall be monitored by school staff. Staff shall take reasonable efforts to ensure that minors are not exposed to inappropriate or harmful matter on the Internet and World Wide Web. To ensure the safety and security of minor students, the following computer and Internet usage by minors is strictly prohibited, unless otherwise authorized by law: • • •

Use of electronic mail, chat rooms, and other forms of direct electronic communication, unless specifically authorized by staff in pursuit of a legitimate pedagogical goal; Unauthorized Internet, online, or other computer access, including so-called “hacking” and other unlawful activities; Disclosure, use, and dissemination over the Internet of personal information regarding minor students.

Violating Internet Policy, Rules and Regulations or Inappropriate use of the Network 1.

Any student found violating the terms and conditions of the School Board of Highlands County policies, school rules, computer lab rules, and/or regulations on the use of the Internet, or internal network, as set forth in the annual form published by the school district, will lose access privileges and be subject to school disciplinary actions and/or appropriate legal action. Elementary Principal’s discretion up to and including expulsion Secondary Principal’s discretion up to and including expulsion

2.

Destruction of Software or Hardware

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MIS Technology Policies and Procedures Destruction of software or hardware may result in payment of damages, parent notification and/or Out-of-School suspension for both Elementary and Secondary students. Safety Guidelines for Students Student users are expected to protect themselves by following these guidelines: a. Do not reveal any personal information of yours or that of any other person (name, address, phone number), or meet with someone they have met online. b. Never share your password with anyone. c. Student users shall promptly disclose to their teacher or another school employee any message the user receives that is inappropriate or makes the user feel uncomfortable. d. Student users shall receive or transmit communications using only SBHC approved and SBHC managed communication systems. e. Students shall not use e-mail in connection with junk e-mail, spamming or any mass mailing. f. Students shall not create a false identity or otherwise attempt to mislead others as to the identity of the sender or the origin of the message. g. Student shall not transmit unlawful, harassing, libelous (gossip), abusive, threatening, harmful, vulgar, obscene or otherwise objectionable material of any kind.

IX. District Technology Training Lab The School Board of Highlands County maintains Technology Training Labs. The purpose of these labs is to provide technology integration training to SBHC employees. These labs are available for use by employees and can be scheduled for use by contacting the MIS department. The use of these labs and equipment must be in support of the mission and goals of the SBHC. The Instructional Technology department plans and delivers technology integration training to teachers and staff on an ongoing basis throughout the school year. Training calendars for instructional and non-instructional staff are published and employees must register for these classes. Employees attending training in Technology Training Labs are expected to follow the SBHC Acceptable Use Policy. All employees must sign the School Board of Highlands County Management Information Systems Technology Policies and Procedures Agreement and Non-Student Network Access Permission & Internet Safety Contract, MIS 07.05 (Appendix G).

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MIS Technology Policies and Procedures

X. Web Publishing Policy The School Board of Highlands County Management Information Systems department provides Web hosting services to all SBHC schools and departments in the district. The use of web pages and web sites must be in support of educational and professional activities that are consistent with the educational goals and policies of the School Board of Highlands County. This policy applies to all associated web content hosted by the SBHC including but not limited to, all web pages supported on the SBHC servers, whether created by school, departments, staff, or students. Web pages are public documents inviting the outside world to the individual schools, departments and the school district, while at the same time linking students and staff to outside sources of information. Statement of Purpose: The purpose of these procedures is to outline the responsibilities of SBHC webmasters. It also provides guidelines for the publishing of web pages. The SBHC web site is managed by the Management Information Systems department, but schools and district offices may also post and maintain individual web sites. I. Publishing A. Department Level a. The department web site is the responsibility of the director or coordinator who may designate a department webmaster. b. All School Board of Highlands County newly created web pages will reside on the SBHC network server(s) which is located in the MIS department, not through an outside vendor. c. MIS will assist with uploading of any web pages. B. School and Teacher Level a. The school web site is the responsibility of the principal who may designate a school webmaster. The school administration or designee is responsible for managing the school web site and monitoring class, teacher, student, and extracurricular web pages. b. All newly created school web sites must be hosted by the SBHC web server, not through an outside vendor. c. MIS will assist with the uploading of web pages. d. Employees should refrain from creating “personal” web pages, etc. that permit social interaction with current students enrolled in the SBHC. Personal (for profit, not-for-profit, non-educational, not related to school or classroom) web pages are not allowed to be housed on district or school equipment. e. All school web pages must adhere to the School Board of Highlands County’s Management Information Systems Technology Policies and Procedures as published by the Management Information Systems Department. 23

MIS Technology Policies and Procedures f. Teachers must obtain written approval from the principal before publishing a web page. Approval must be submitted each year using the School Board of Highlands County School Web Page Development Approval Form, MIS 07.09 (Appendix B.) through the MIS online forms program. g. Employees should notify parents of their intention to use this media to communicate with the student and the intended purpose of such communications. All ethical expectations for appropriate employee/student relationships should be followed. C. Student Published Web Pages a. Students may publish web pages on the school/district web site as part of a class or school sponsored activity with parental consent. b. If students develop web pages for the school they must sign a form stating that all content belongs to the school and they must have parental consent. (See the School Board of Highlands County Student Web Page Permission Contract, MIS 07.08, Appendix A.) c. Material presented on a student web site must follow the School Board of Highlands County’s Web Publishing Guidelines. d. It is the teacher’s or advisor's responsibility to make sure that students follow the criteria for creating web pages. II. Design and Development Guidelines A. Department Level a. Links to the main School Board of Highlands County’s home page must be included on the front page of each department’s main page. b. Each department must include a proper and unaltered version of the School Board of Highlands County’s logo. c. Every Department must provide useful information including, services of their department, contact staff, and/or a department mission statement. d. Web sites must include e-mail address of the person responsible for the site’s correspondence. B. School Level a. Student created works are copyrighted. The copyright belongs to the student. b. Any school web page that contains a School Board of Highlands County logo must display the most current and unaltered version of it. c. The home page for all school web sites must contain a link to the SBHC home page. All school home pages must identify themselves as members of the School Board of Highlands County. d. Include an e-mail address to the person responsible for that site’s correspondence.

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MIS Technology Policies and Procedures III. Content Guidelines for Department, School, and Teacher Web Pages A. All Department or School home pages must contain a link to the SBHC web site (www.highlands.k12.fl.us) This link to the official School Board of Highlands County home page should be located on the opening page of the school or department web site. The SBHC web site will contain a list, with appropriate links, to all school and department web sites. B. All web pages must reflect only educational, technological and community information that affects the school or department. Information not related to the educational process, such as commercial endorsements or community information not related to school or department activities cannot be posted. C. School web pages must display the SBHC logo on the home page. When displaying the SBHC logo, it must be the most current logo. Contact MIS for logo image. D. Each website must include the date of the last update on the homepage. E. Each page of a website must link back to the homepage. F. Web pages may not contain links to text, images, movies or sounds that contain pornography, obscenity, or language that offends or tends to degrade others. G. Web pages may not contain links to on-line chat areas. H. Web sites may have a section that lists business partners who are associated with that school or department. This will be the limit of “advertising” for a business partner on any SBHC sponsored web site. I. Each web site must have an e-mail address on the first page to the site’s creator or person responsible for maintaining all pages. J. No SBHC web site may contain a link to the personal web pages of any SBHC employee. K. Commercial use of the SBHC web site or district servers for the pursuit of personal or financial gain is prohibited. L. All publications must comply with all state, federal, and international laws concerning copyright, intellectual property rights, and legal uses of network computers. M. Publications must include a statement of copyright when appropriate and indicate that permission has been received when including copyrighted materials. N. All publications must comply with the School Board of Highlands County’s Web Publishing Guidelines, and the Management Information Systems Technology Policies and Procedures. O. All SBHC web pages should meet the goals of high quality in both style and presentation. P. Correct grammar and spelling are expected. Q. Links from a school or district department should include a disclaimer for links that leave the SBHC site. The disclaimer link needs to be on the homepage and on all other pages of the web site containing links to other non-SBHC sites. R. The creator of the web site is responsible for checking with the data operator to ensure that student information, including photos, have not been excluded from release by the parent or by other security codes such as: Court Order, Parents work for Law Enforcement, etc.

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MIS Technology Policies and Procedures S. Pages in web sites must not be used as a forum for political, religious, or personal philosophy. T. Site layouts or any map-like image that depicts the layout of the school in detail is prohibited. IV. Best Practices Guidelines for Web Page Development A. Use a consistent design with clear navigation throughout the web site. B. Keep the length of a page manageable. C. Do not type text in all capital letters and keep text and link colors in sharp contrast to the background color or pattern. D. Keep graphics, sound and animation to a minimum. E. Give web pages a brief but specific descriptive title within the title section of the page. F. Avoid dead links and posting pages still under construction. G. Avoid using large images. Control image size using image-editing software. H. Prior to publishing, preview your site with multiples browsers. I. Include the date of the last update on all web pages. J. Design your page to fit 640X480 or 800X600 pixels. Viewers may miss important information if they have to scroll left or right. View your webpage using different screen resolutions before publishing. K. Webmasters should periodically make a reasonable effort to insure that posted information is kept current. L. Spell check and proofread all of your pages. M. Keep backgrounds simple and small in size. N. Select backgrounds that make text easy to read. O. Images should be kept in the images folder. P. Test the download time of each page to insure prompt loading of the page.

XI Social Networking and Blogs Policy Introduction The School Board encourages positive and professional communication between staff and students by means which best protect the interest of all concerned. Communication via personal electronic media such as Facebook, Twitter, cell phone messaging, and other personal electronic means regarding school matters have the potential to create both public records and education records, or to contain personally identifiable student information. The School Board is ultimately responsible for the maintenance and proper disposal of such records and for the protection of such confidential information, and is dependent upon its employees to meet this responsibility. The School Board has provided staff with the means to communicate electronically with students concerning school matters. These means currently include authorized school and teacher websites and district email systems (First Class, Gaggle), and are sufficient for the purposes intended. For staff to communicate on school matters with students by 26

MIS Technology Policies and Procedures personal electronic means when sufficient School Board means are available exposes the School Board to a possible violation of its legal obligations. Such communication could cause the appearance of inappropriate association with students. Accordingly, staff shall utilize School Board resources in all electronic communications with students regarding school matters; provided however, private electronic media, such as a cell phone, may be used when District resources are not available, when such use is in the best interest of all concerned. The Social Networking and Blogs Policy separate the issues of participation into “District/Professional, “Personal”, and “Prohibited’ activities. I. District/Professional Use First and foremost, it’s vital that when participating in Internet social media in a professional capacity that you are honest about whom you are, you’re thoughtful before you post and you respect the purpose of the community where you are posting. For business/SBHC related use of such resources, remember: • If you are participating on a social networking site and/or blog for SBHC-related business, it must be done with the approval of your supervisor and limited to SBHC approved sites. • Accessing inappropriate Web sites during work hours or using your SBHC e-mail or resources inappropriately can result in disciplinary action. • You must identify yourself and your position with the SBHC – always use your name (never create an alias and never be anonymous.) o Misidentifying yourself or providing false information may result in disciplinary action. • The highlands.k12.fl.us address attached to your name and/or e-mail implies that you are acting on behalf of the SBHC and as such, you are expected to conduct yourself as a professional. • When using a SBHC e-mail address and/or equipment to participate in any social media or professional social networking activity (such as LinkedIn and others), your actions are public and employees will be held fully responsible for any and all activities. o Any information shared via social networking sites and/or blogs regarding the business of the SBHC, whether using personal or SBHC equipment, is considered public record. • Do not post confidential or proprietary information about the SBHC, its students, alumni or employees. Use good ethical judgment and follow state and/or SBHC rules and policies and federal requirements. • By their very nature, social media Web sites and blogs are not private. Internet search engines can find information years after it was originally posted. Comments can be forwarded or copied and archival systems save information even if you delete the post. • Please thoroughly spell and grammar check your content before you post. Citizens expect that education employees set a good example when they write and speak in public. Content never disappears entirely once it is posted, so it’s important you

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MIS Technology Policies and Procedures correct any errors as soon as you can. Since transparency is important, admit your mistake, apologize if necessary, correct it and move on. • Remember that you are writing for publication, even if it’s just for a social networking Web site. Refrain from making unsubstantiated statements and avoid careless comments, such as “research shows” unless you also provide full citations of the research. II. Personal Use The personal use of social networking sites or blogs creates the risk of affecting your professional career whether you want it to or not. It is vital that you conduct yourself in such a way that it doesn’t adversely affect your position with the SBHC. While the use of these sites is becoming commonplace, it is important that you remember to conduct yourself in an appropriate manner to avoid any unintended situations that could adversely affect your professional standing with the SBHC. These guidelines are not intended to restrict your participation but rather to provide some protection if you choose to engage in online activities. Below are suggested guidelines to follow when using social networking sites and/or blogs for personal use: • If you participate in social networking sites for personal use, you may identify yourself as an employee of the SBHC. If you do, you must state that you are expressing your own opinion, not that of the SBHC. o If you identify yourself as a SBHC employee, remember, your actions will reflect not only on you but on the SBHC as well. o If you identify yourself as a SBHC employee, readers will associate you with the SBHC, even with the disclaimer that your views are your own. • Never pretend to be someone else and post information about the SBHC. Tracking tools enable supposedly anonymous posts to be traced back to their authors. • Do not use the SBHC Official Seal or individual school logos, athletic logos, mascots or any other such graphic representations or images – including photographs – during your personal online activities (Web sites, blogs, etc.) or on any personal sites. • If you post information or comments that are not related to the SBHC, your activities may still result in professional and/or personal repercussions. Such actions include, but are not limited to: o Posting of photographs, regardless of the content, which could be considered offensive to other parties and be a violation of state and/or SBHC rules and policies; o Posting of information that is considered to be proprietary, copyrighted, defamatory, libelous or obscene (as defined by the courts) may be a violation of state and/or SBHC rules and policies. • You do not have control of what others may post on social networking sites; therefore, be aware that your conduct in your private life may affect your professional life.

28

MIS Technology Policies and Procedures o Be vigilant about what others post about you or on your page and, if necessary, take steps to remove comments that pose a risk to you or the SBHC. •During the work day, employees should refrain from participating on any social networking Web site for personal reasons, even from personal equipment (i.e. their own smart phone, laptop, netbook, etc.) o Employees should avoid posting personal comments – on their page or someone else’s page – no matter whose equipment it is during lunch time and/or breaks since such activities will leave time-stamps that could be misinterpreted by others.

III. Prohibitions School district employees who violate this policy may face discipline and/or dismissal, in accordance with other district policies and/or collective bargaining agreements. For example, off-duty conduct involving electronic communication that is immoral may lead to discipline or dismissal. School district employees are prohibited from engaging in any electronic communication that violates the law, collective bargaining agreements, school board policies, or other standards of professional conduct. Accessing social networking chat rooms and blogs, and using computers or mobile phones to send inappropriate text or instant messages during work hours is prohibited. The school district prohibits its employees from engaging in the following problematic conduct as such conduct may be immoral or illegal and/or demonstrate lack of appropriate boundaries: • • • •



Inviting students or any minors, who are not relatives, to be “friends” through an Internet site or accepting such invitations from students or minors. Socializing with students, who are not relatives, outside of school on social networking websites, chat rooms, blogs, and other websites, including but not limited to MySpace, Facebook, and Twitter. Communicating with students via e-mail, instant message, text message, or other electronic means in an overly casual, unprofessional, inappropriate, or offensive manner. Creating, possessing, managing, or having a website that contains immoral pictures (pictures that reveal exposed female breasts and/or male or female pelvic areas intended to be sexually suggestive), video, or text, or other information or links to such information. Using the Internet, e-mail, instant message, text message, or other electronic means to criticize, disparage or ridicule students, staff, or the school district in a manner that is disruptive to the operation of the school or is defamatory.

All school district employees, faculty, and staff who use social networking websites, chat rooms, blogs, e-mail, instant message, text message, or other electronic means shall not post, use, or share any school district data, documents, photographs, student information, or other district owned or created material on any website or in any 29

MIS Technology Policies and Procedures electronic document. The posting or communication of any private or confidential school district material by an electronic means is strictly prohibited. All school district employees are reminded that personal information posted on the Internet is not truly private as it creates a permanent record that may be retrieved and retained, and thus any expectation of privacy may be unwarranted. Information posted on the Internet is routinely reviewed by potential employers and may impact future employment opportunities. Nothing in this policy prohibits employees, faculty, or staff from using educational websites for any purpose consistent with this policy.

XII. Loss Prevention, Emergency Preparedness and Disaster Recovery When threatened by a natural disaster, MIS will follow the guidelines stated in the School Board of Highlands County Emergency Policy. In addition, MIS will take routine measures to protect and restore critical systems (student, staff and financial databases) by performing daily, weekly and monthly backups and storing backups in three separate and secure locations. In the event of immediate threat from a hurricane or other severe weather, the MIS Department will do the following: MIS Department 1. Most servers except First Class E-mail and the Web server will be shut down. 2. The generator will be started if needed for power. 3. Information will be provided on the SBHC web site. In the event the MIS building is damaged or destroyed, operations will be re-established at one of the schools or department buildings. Schools and District Office Departments Each school and district office department should take the following steps to protect data and equipment: 1. Users should make regular backups of important documents to removable media and store it in a safe off site location. 2. Backups should be performed on servers and stored in a secure location. 3. Computers should be turned off and unplugged. 4. All servers should be shut down and battery backups (UPS) should be turned off. 5. Network closets and battery backups (UPS) should be turned off. 6. Computers should be moved away from windows, off the floor and covered with plastic if possible.

30

MIS Technology Policies and Procedures

Appendix A MIS 07.08 Rev. 06/06

THE SCHOOL BOARD OF HIGHLANDS COUNTY STUDENT WEB PAGE PERMISSION CONTRACT PLEASE PRINT ALL INORMATION Student’s Full Name:______________________________________________________ Teacher:________________________________________________________________ School:______________________________________________ Grade:_____________ Student Number:_________________________________________________________ STUDENT AGREEMENT: I have read, understand and will abide by the Terms and Conditions for the School Board of Highlands County Procedures and Guidelines for Web Publishing. I further understand that creating a web page is a privilege designed solely for educational purposes and any violation of the Policy and Guidelines may result in the lose of privileges, school disciplinary actions and/or appropriate legal action initiated against me. In addition, I understand that anything I may create for my school’s web site is the property of the School Board of Highlands County. Student Signature:___________________________ Date:_______________________ PARENT OR GUARDIAN (Also required if applicant is under the age of 18) As the parent or guardian of this student, I have read and understand the School Board of Highlands County Procedures and Guidelines for Web Publishing. I understand that creating a web page is designed solely for educational purposes, and The School Board of Highlands County has taken reasonable precautions to supervise students during this process. However, I also recognize that it is impossible for the District to restrict unsupervised access to all information and materials, and I will not hold it responsible for material acquired on the network during the creation of web pages. I also accept full responsibility for the supervision of my child or ward in connection with such access outside of the school setting and at home. I hereby give permission for my child to participate in the creation of web pages in school and certify that the information contained on this application is true and correct to the best of my knowledge and belief. _________________________ ______________ Parent/Guardian Signature

Date

__________________________

________________________

Parent/Guardian Name (Please Print)

Parent/Guardian Work Phone

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MIS Technology Policies and Procedures Appendix B MIS 07.09 Rev 02/10

SCHOOL BOARD OF HIGHLANDS COUNTY SCHOOL WEB PAGE DEVELOPMENT APPROVAL (Must be Completed Each School Year) I hereby acknowledge receipt of the School Board of Highlands County Procedures and Guidelines for Web Publishing. I understand it is my responsibility to review the procedures and guidelines in detail and request any clarification needed from my supervisor, Technology Resource Teacher, or MIS staff.

I agree to comply with School Board of Highlands County Procedures and Guidelines for Web Publishing.

__________________________________ Teacher’s Name __________________________________ Position Title __________________________________ School Name __________________________________ ________________ Teacher’s Signature Date __________________________________ ________________ Principal’s Signature Approving Web Page Date

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MIS Technology Policies and Procedures Appendix C1

Student Code of Conduct Student Network Access and Internet Safety

SECTION I: PUBLIC NOTICES G. TELECOMMUNICATIONS PLAN & ELECTRONIC COMMUNICATION USE Summary of School Board Policy Chapter 8.0 Auxiliary Services Acceptable Use: Use of the Internet and email must be in support of education and research that is consistent with the educational goals and policies of the School Board of Highlands County (SBHC). Privileges: The use of the Internet and email is not a right, but a privilege, and inappropriate use will result in cancellation of that privilege. School and district administrators will determine inappropriate use and their decision is final. ‘Netiquette’: You are expected to abide by the generally accepted rules of network etiquette. Be polite. Do not use vulgar or obscene language. Students should not reveal their private address or phone number or those of others. Electronic mail is not guaranteed to be private. Warranties: The SBHC makes no warranties of any kind, whether expressed or implied, for the service it is providing. The District is not responsible for the accuracy or quality of information obtained through the Internet. Vandalism: Vandalism (malicious attempt to harm or destroy data of another user, Internet, FIRN or other networks or equipment) will result in cancellation of privileges or other appropriate punishment. This includes the creation of, or the uploading of, computer viruses on the Internet or host site. Security: If you identify a security problem, you must notify a system administrator immediately. Do not show or identify the problem to others. Do not use another individual’s account or give your account number to anyone else. Any user identified as a security risk may be denied Internet access. All terms and conditions in this policy are applicable to all users of the Internet and other networks. You may contact a school or district administrator if you are interested in obtaining a complete copy of the SBHC Policy Chapter 8.0 – Auxiliary Services.

Safety Guidelines for StudentsStudent users are expected to protect themselves by following these guidelines: a. Do not reveal any personal information of yours or that of any other person (name, address, phone number) or meet with someone you have met online. b. Never share your password with anyone. d. Student users shall promptly disclose to their teacher or another school employee any message the user receives that is inappropriate or makes the user feel uncomfortable. e. Student users shall receive or transmit communications using only SBHC approved and SBHC managed communication systems. f. Students shall not use e-mail in connection with junk e-mail, spamming or any mass mailing. g. Students shall not create a false identity or otherwise attempt to mislead others as to the identity of the sender or the origin of the message. h. Student shall not transmit unlawful, harassing, libelous (gossip), abusive, threatening, harmful, vulgar, obscene or otherwise objectionable material of any kind. Network access is a privilege designed solely for educational purposes, any violation of the Terms and Conditions of the Highlands County School Board Policy 8.60, Telecommunications Plan and Electronic Communication Use, may result in losing access privileges, school disciplinary actions and/or appropriate legal action.

Parents who do not approve of their child(ren) having access to the Internet, email, or other non-school network resources, must notify the Principal in writing, within thirty (30) calendar days of the start of the school year.

33

MIS Technology Policies and Procedures Appendix C2

Student Code of Conduct

SECTION IV:

CHART OF INFRACTIONS

L. VIOLATIONS OF INTERNET POLICY, RULES AND REGULATIONS Note: Consequences are in accordance with the MIS Technology Policies and Procedures Manual.

1. VIOLATING INTERNET POLICY, RULES AND REGULATIONS OR INAPPROPRIATE USE OF THE NETWORK (**HACKING) a) Any student found violating the terms and conditions of the Highlands County School District policies, school rules, computer lab rules, and/or regulations on use of the Internet or internal network, as set forth by School Board policy 8.60, will lose access privileges and be subject to school disciplinary actions and/or appropriate legal action. ALL GRADE LEVELS – ALL OFFENSES Principal’s discretion ranging from parent conference, counseling, corporal punishment, ISS, OSS to expulsion.

2. **DESTRUCTION OF SOFTWARE OR HARDWARE ELEMENTARY Payment for damages and Principal’s discretion ranging from parent conference, counseling, corporal punishment, detention, ISS, to OSS minimum one (1) day.

34

SECONDARY Payment for damages, parent notification and corporal punishment or OSS for minimum of one (1) day.

MIS Technology Policies and Procedures Appendix D

Loaned Electronic Device Acceptable Uses Agreement A

MIS 07.15 06/11

The electronic device belongs to the School Board of Highlands County and must not be used as your personal property. They are on loan to you to use as a tool for teaching and learning. This policy is in conjunction with the School Board of Highlands County Management Information Systems Technology Policies and Procedures Manual. • Use equipment only for work-related, educational activities as if you were at work. • When away from your work location, loaned electronic devices are to be used by only the person stated on the loaned electronic device agreement. You are not authorized to loan or trade your electronic device to others. • Electronic devices are to be brought to work each day unless prior written authorization is given by administration. • Electronic devices must remain in Highlands County and only leave the county if the trip is work related, or if you live out of county it must not be taken further than the county you live in. • Use of staff electronic devices by students and substitutes is not recommended. However, students and substitutes who use staff electronic devices must log in using their own user account. • All staff electronic devices must be secured with a password-protected screensaver with the automatic activation feature set at 20 minutes or less, or by locking (Microsoft Windows OS uses “Windows Key-L”) when the device will be unattended. • The loaned electronic device form must be updated yearly. Individual work locations may require electronic devices to be turned in during the summer. • Under no circumstances is an employee authorized to engage in any activity that is illegal under local, state, federal or international law while utilizing the Highlands County Schools owned resources. • Use of any SBHC equipment to access sexually suggestive websites, including those which contain immoral pictures (pictures that reveal exposed female breasts and/or male or female pelvic areas intended to be sexually suggestive), video, or text, or other information or links to such information at any time is prohibited. Software/Programs The software that is loaded on them must be for work only and purchased and approved by the School Board with educational funding. Adhere to Federal copyright laws and publishers’ licensing agreements. Following are some things that your electronic device must not be used for: • Peer to Peer (P2P) communication like: WinMX, Shareaza, BitTorrent, Limewire, Morpheus, eMule, Ares, BearShare, Kazaa, etc. • Non Work Related activities like: Instant Messengers (AIM, Yahoo, etc) • On line gambling or games, non work related games (cards, checkers, etc.), Enhancement Software, Streaming Music or Video (except United Streaming and educationally related). • Personal Business: Sending unsolicited email messages, including the sending of "junk mail" or other advertising material to individuals who did not specifically request such material (email spam), non work books, maintaining non work approved websites, book keeping /records, siblings schooling, family member education, and personal music Everything that you put on the electronic device will affect the way the device performs so we ask that you use common sense in the use of the electronic device loaned to you by Highlands County Schools. Unauthorized software and files will be removed when they are found to be affecting the electronic device. Caring for Your Loaned Electronic device Remember that it is an electronic device and must be handled with care. As the primary user of this electronic device, it is your responsibility to maintain its condition throughout the year. Here are some tips to help ensure that you are properly caring for your electronic device. • Do not change the administrative rights or operating system. • Do not remove any ID labels or place any stickers or marking on the electronic devices. • Repairs to electronic device must be done by the MIS Dept only.

35

MIS Technology Policies and Procedures Loaned Electronic Device Acceptable Uses Agreement

MIS 07.15 06/11

• The device should look as they did when you received them. • Never leave your electronic device unattended. • Protect the electronic device from the weather: Never leave your electronic device outside. • Never leave your electronic device in your car in extreme temperatures. (heat or cold). • If your electronic device has been in a cold place, let it warm up to room temperature before turning it on. • Do not store or use the electronic device in a dusty or dirty work area. Dust can cause contamination of the unit that can result in malfunction or damage. • Use the electronic device on a flat stable surface. Caring for Your Loaned Electronic device (Continued) • Take care not to drop your electronic device. It is fragile as glass. Please handle with care. • Do not place anything heavy on the electronic device, like a textbook. The screen is made of liquid crystal (LCD). It doesn’t take much to crack the screen. • Never pick your electronic device up by its display. (monitor) • Do not touch the screen with your fingers, or with a sharp or pointed object (like a pencil).There is oil on your fingers that can ruin the screen, and a pencil can leave marks on or poke a hole in the screen. • Always keep food and drinks away from your electronic device. Crumbs or liquid could destroy the electronic device. • Avoid using the electronic device near a strong magnetic field. For example, magnets, motors, TV’s, refrigerators, and large audio speakers may cause harm to the electronic device screen, hard drive, memory, etc. • Never block the vents on the side and back of the electronic device. • Do not insert things into openings (ports) of the electronic device that do not belong. • Never force a connector into a port. If you are having problems connecting an external device, ask for help. • When you put your computer to sleep, wait for the screen to turn blank before moving your computer. • Be careful when closing a laptop. Make sure that there is nothing between the screen and the keyboard (like pens or pencils). Doing so might cause the screen to be cracked. • If/when you take the electronic device home for work, be sure it is recharged for the next work day. (Don’t forget to bring your power cord back with the electronic device). • For your health, when using an electronic device, it should be kept at least 18 inches from your eyes and the screen should be at a lower level than your eyes. • Avoid plugging your electronic device directly into an outlet. Use a power bar with power-surge protection. If there is a power surge and you are not plugged into a power strip it may damage the electronic device. • Use only the battery that came with your electronic device. • Use only the approved portable power adapter that came with your electronic device. Other adapters will damage your electronic device. • When the charging cable needs to be connected, be sure to line it up correctly when inserting and insert gently. Do not force the cable into the opening. • When removing the charging cable, grasp the cable by the end, not the wire. Pull gently to disconnect. Do not jerk the cable out. • If the battery is not charging, do not wiggle the power cord. Try removing it and fully reinserting it. • Be careful not to jerk the electronic device around when cables are attached. • Take care of the accessories.

Cleaning and Storing Your Loaned Electronic device It is your responsibility to keep your electronic device in good condition. Keeping your electronic device in good condition involves making sure it is stored properly and kept clean. Here are some guidelines to follow when cleaning and storing your electronic device.

36

MIS Technology Policies and Procedures Loaned Electronic Device Acceptable Uses Agreement

MIS 07.15

Storage 06/11 • Store your electronic device in a cool, dry, and secure place. • Fully charge your electronic device battery before storing it. • Always store your electronic device inside your electronic device case. This may not be possible if you are placing it in the file cabinet. • Never store your electronic device in damp or dusty areas. Cleaning the LCD Screen Use cleaning products designed specifically for cleaning electronic device, LCD screens. When cleaning the LCD screen, use the following steps: • Turn off the electronic device. • Dampen a clean, soft, lint-free cloth or paper with the cleaner. Spray the LCD safe cleaner directly onto the cloth; never spray cleaner directly onto the display. • Wipe the screen. Cleaning Plastic Surfaces • Use a soft, lint-free cloth. DO NOT use rough towels or cloths • DO NOT use window sprays or cleaning products containing ammonia, alcohol, or abrasive ingredients. • Never apply stickers, or products with adhesive glue to any part of your electronic device. The residue from the glue can damage the surface. Keyboard • Make sure you wash your hands often while using your electronic device. If you don't wash your hands you will notice dirt forming at the tops of your keys, this dirt can be easily washed off carefully with small amounts warm water on a cloth. • Take care not to spill any liquid on the keyboard. If you do, follow these steps: oTurn off your computer immediately. Do not turn back on. oTurn the electronic device upside down to let the liquid drain out. oReturn to work official ASAP. • Use a can of air to remove debris that gets trapped in the keys. • Make a routine of cleaning and using your keyboard properly. Touch Pad Use • Use your finger instead of a pen or other sharp object. • Be careful that your hands are clean and dry when using the Touch Pad to prevent oil and dirt build-up which can impair the Touch Pad operation. REPORTING PROBLEMS • Report any problems your electronic device experiences as soon as they occur to your appropriate school personnel or the MIS Dept. • If you lose your electronic device, or if it is stolen or vandalized, immediately call the police and file a report along with notifying your administrator and filing a SBHC Incident Report (MIS 01.11).

37

MIS 07.15 06/11

MIS Technology Policies and Procedures

Loaned Electronic Device Acceptable Uses Agreement

I have read the School Board of Highlands County Management Information Systems Technology Policies and Procedures Manual and the Loaned Electronic Device Acceptable Uses Agreement. I understand if I violate the policy and/or agreement I may lose the privilege of using the equipment, face disciplinary action, and/or be held financially responsible.

___________________________________________ _______________________ Borrower’s Signature Date Signed

Loaned Electronic Device Agreement School or Dept Location:

SBHC Property Records Number:

Property Loaned to:

Type of Property: (Specify)

Date Borrowed:

Date to be Returned:

Home Address:

Date Returned:

Make/MFG:

Model Number:

MFG. Serial Number (Service Tag):

Signature of Principal/Dept. Head

Copy-School File

Copy-Borrower

38

Signature of Person Returning Loaned Device:

Copy-Property Records Clerk (County Office)

MIS Technology Policies and Procedures MIS 07.16 03/10

Appendix E THE SCHOOL BOARD OF HIGHLANDS COUNTY MIS DEPARTMENT Software Approval Request

This form must be completed prior to acquiring or upgrading the software regardless of method of acquisition. All software should support the District’s Technology Plan and if applicable, the School’s Improvement Plan. Submit the completed form and any vendor proposals to the MIS department. Also, fax the form signed by Principal/Director to 471-5624. School or Department completes page 1. Ask vendor to complete and/ or review pages 2 and 3 to assist the MIS department. The following to be completed by the requesting school or department. SCHOOL OR DEPARTMENT

DATE OF REQUEST

REQUESTED BY

TELEPHONE

SOFTWARE TITLE AFFECTED GRADE LEVEL(S)

SUBJECT AREA(S)

INSTRUCTIONAL/DEPARTMENT PURPOSE

What goal from the District’s Technology Plan and/or the School’s Improvement Plan is addressed? VENDOR

VENDOR MARKETING CONTACT

TELEPHONE

VENDOR TECHNICAL CONTACT

TELEPHONE

Is this vendor District approved?  Yes  No Is this vendor on State contract?  Yes  No Consider the following items when speaking with a vendor: 1. Can you provide a demonstration copy of the software?  Yes  No 2. Is this student software?  Yes  No 3. Where will the software be used?  Lab  Classroom # of Workstations __________ 4. Is a dedicated file server required?  Yes  No 5. What RAM (memory) is required for: a. Workstation __________ b. Server __________ 6. Can software be run on a virtual server?  Yes  No Workstation?  Yes  No 7. What are the disk space requirements? a. Workstation __________ b. Server __________ 8. What if any additional hardware is needed? a. Workstation __________ b. Server __________ 9. Is a web version available?  Yes  No If web version is available, indicate web server location.  School  District  Vendor 10. Is a database required?  Yes  No If a database is required, does it have an automated import function?  Yes  No 11. Has this software been used successfully in another K-12 school district?  Yes  No If Yes, where? _____________________________________________________ ____________________________ __________ SIGNATURE OF PRINCIPAL/DIRECTOR

DATE

________________________________________________ PRINT NAME OF PRINCIPAL/DIRECTOR

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MIS 07.16 03/10

MIS Technology Policies and Procedures Software Approval Request continued

SCHOOL OR DEPARTMENT

DATE OF REQUEST / /

The following to be completed by the vendor and/ or District Software Approval Committee. Does the District own comparable software?  Yes  No If yes, write title and describe why the District would benefit from another similar product.

SOFTWARE SPECIFICATIONS Check one appropriate statement only and complete information requested.  Software installation is standalone (specify workstation requirements)

 Software installation is networked (specify server and workstation requirements)

 Software is an ASP (Application Service Provider) (specify browser requirements)

Where does the data reside?

 District

 Vendor

Required plug-ins and programs__________________________________________________________ Indicate the versions that the software requires (if applicable): Operating System Browser Flash Quicktime Java Active X Windows Media Player Shockwave Player .Net Framework Other: Screen resolution _______________________________________________ Data security __________________________________________________ Access outside District WAN ______________________________________ Technical assistance from home ___________________________________

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MIS 07.16 03/10

MIS Technology Policies and Procedures

Software Approval Request continued DATABASE CONSIDERATIONS

SCHOOL OR DEPARTMENT

DATE OF REQUEST / /

Not applicable

Number of concurrent users _________________________ Maximum number of users __________ Ability to import/export student/class/teacher information

 Yes  No

File Formats __________________________________________________________________ Ability to import/export records



Yes  No

File Formats __________________________________________________________________ Ability to update database periodically

 Yes  No

Explain ______________________________________________________________________  Yes  No

Ability for teachers to manage their classes

Explain ______________________________________________________________________ Centralized reporting and management

 Yes  No

Explain ______________________________________________________________________ SUPPORT What technical support comes with the software?

What staff development comes with the software?

Is there a maintenance fee?

Cost of software upgrades:

____________________________________________________________________________________ SOFTWARE APPROVAL-to be completed by the District Software Approval Committee 

Supported  Not Supported Student data addendum required?

Yes



No

Comments

____________________________________ ______________________________ ____________ PRINT NAME SIGNATURE DATE

41

MIS Technology Policies and Procedures

Appendix F DISCLAIMER POLICY The Management Information Systems Department of the School Board of Highlands County maintains Internet access and related services for the users on its wide area network. Please note the following: The School Board of Highlands County makes every reasonable effort to assure the accuracy of information provided in web sites under its direct control. However, the District makes no warranty or guarantee that the information found on or via SBHC Web Sites is accurate, authoritative or factual. References to commercial products or trademarks, either directly (by name) or indirectly (by hyperlink), on our Web sites are for informational purposes only and do not constitute an endorsement of any company and/or product by the School Board of Highlands County, nor does the SBHC assume any liability for information accessed at other sites outside of its direct control. If you feel the information you have obtained via the World Wide Web or other access services is inaccurate or offensive, we suggest you contact the original producer/distributor of that information.

42

MIS Technology Policies and Procedures

MIS 07.05 Rev. 07/11

Appendix G

School Board of Highlands County Management Information Systems Technology Policies and Procedures Agreement & Non-Student Network Access Permission and Internet Safety Contract Acknowledgement of MIS Policies and Procedures Manual I have read the School Board of Highlands County MIS Technology Policies and Procedures Manual. I understand it is my responsibility to review the handbook, disciplinary procedures and standards in detail and request any clarification needed from my supervisor, the Human Resource, Recruitment and Professional Development Department or MIS staff. I agree to comply with the School Board of Highlands County MIS Technology Policies and Procedures. I understand that violation of any policies, procedures and standards shall be grounds for disciplinary proceedings. I understand the policies, procedures and standards established herein are to be applied in both a progressive and cumulative manner. I also understand this signed agreement will become a permanent part of my personnel file. I acknowledge that I can download and save or print a copy of the School Board of Highlands County MIS Technology Policies and Procedure Manual from the First Class E-mail system or from the “MIS Forms & Policies” section of the School Board of Highlands County website. In addition, I have access to the complete School Board of Highlands County MIS Technology Policies and Procedures Manual in hard copy at my School Board of Highlands County site location. Network Access and Internet Safety Contract I have read, understand and will abide by the policies stated in the School Board of Highlands County MIS Technology Policies and Procedures Manual. I understand that access to electronic resources is a privilege designed solely for the support of education and research consistent with the educational goals of Highlands County Schools. I understand that any violation of the established School Board of Highlands County Technology Policies and Procedures or unauthorized use which includes, but is not limited to: accessing the Internet for personal use; downloading materials that are trademarked, copyrighted or trade secrets without the permission of the owner of such materials; sending or posting threatening messages; and accessing, downloading, viewing and/or printing sexually explicit materials, may result in losing access to electronic resources or other appropriate discipline up to and including termination of employment and/or legal action taken against me. I further understand that school and district administrators decide what unacceptable use is and that their decision is final. ______________________________ Print Name

___________________ Employee ID

_______________________________ Position Title

__________________ School/Department

________________________________ Employee’s Signature

__________________ Date

White-Human Resources

Yellow-School/Department

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Pink-Employee