SCHOOL POLICY: ACCEPTABLE USE OF INTERNET, EMAIL, COMPUTER FACILITIES AND EXTERNAL NETWORKS.

This policy replaces Acceptable Use of Computer Facilities and External Networks published in Bulletin No 646 18 April 1996 and also replaces Circular Minute 66/96.PUBLISHED: September 2001 REVIEW DATE: September 2003 POLICY OWNER : Director, Information, Communications and GovernanceCONTACT: Learning TechnologiesATTACHMENTS A Central o�ce Code of Practice, B example of a school’s Code of Practice

for Sta�, C example of a Schools Code of Practice for Students D Example Parent Information Sheet for Internet and Email E Proforma Permission to Publish Personal Information or Wo rk on {Name} Website Not Including Photos F Proforma Permission to Use Photographs

RELATED POLICIES: Copyright for Schools; Management of Student Behaviour ACT G overnment Website Construction Guidelines

1. PURPOSE 1.1 This policy supports and describes the process for the acceptable use of directorate computer

facilities and external networks, including the inter net and email, for the purposes of administration and the fostering of educational activities in ACT schools, central o�ce and other directoratel non-school workplaces.

2 DEFINITIONS 2.1 Computer Facilities and External Networks Includes computers, local area networks, connections to

external electronic networks, and subscrip tions to external network services. 2.2 Licensed Software Collectively refers to copyri ghted and proprietary programs, data and

documentation. 2.3 Internet Refers to the global network of multi-platform smaller computer networks which allows the

user to access information and communicate electronically 2.4 Email Refers to a electronic communication tool which can internal or externally available to users

to distribute and receive information. 2.5 Parent Father or a mother. 2.6 Guardian - One who is entrusted by law with the care of the person or property, or both, of another,

as a minor or some other person legally incapable of managing their own a�airs. 3. POLICY STATEMENT 3.1 Access for all authorised users are for educational administration and/or learning and teaching

purposes. 3.2 All work places are responsible for establishing and maintaining on-site procedures for a secure

computing environment with regard to authorised access, student supervision and acceptable use by sta� and students consistent with the role and functions of the directorate, as well as the Copyright Act 1968 and the Privacy Act 1988.

3.3 Each school must implement a Code of Practice for acceptable use (see attached examples). 3.4 Central o�ce and other non-school workplaces must implement the attached Central O�ce Code of

Practice.

4 RESPONSIBILITIES 4.1 It is the responsibility of the directorate to:

• ensure that authorised use of computer fa cilities and external networks, including the internet and email, relates to directorate business and is consistent with principles, regulations and laws relating to the privacy and safety of students and directorate sta�.

4.2 It is the responsibility of all users to: • obtain authorisation prior to using directorate computer facilities and external networks,

including the internet, through the use of passwords and user identi�cation.

4.3 It is the responsibility of principals to: • implement a School Code of Practice (use attached examples as a guide to developing a

school-based code) for students, and if not accessing external networks and the internet through EduNET, staff;

• ensure that Codes of Practice are made available to and understood by all users; • ensure that student access will be appropriately supervised as determined by the school,

taking into account the age and capacity/skills of users; • highlight to users the possible dangers of communicating personal information including full

names and photographs on the internet;. • provide information to and acquire from the person with parental responsibility, annual

written permission for students under 18 years of age to use the internet and email as part of their learning and to publish or transmit student work which may or may not include identifying student information. This includes permission for any electronic publishing of student work which may be done by a third party on their behalf for every instance on a school website or sent via external email message;

• provide information to and acquire written permission from students 18 years and over (refer to previous point);

• manage and monitor web access to minimise the risk of exposure to offensive or inappropriate material; and

• promote practices for students and teachers to minimise such risks. The choice of Internet service provider (ISP) will influence the ability of schools to minimise the risks. When selecting an Internet Provider, schools should ask whether the ISP provides: a comprehensive web site and e-mail filter service and a comprehensive user reporting facility. These facilities should be explained in a Parent Information Sheet (refer to example at Attachment D) with the Code of Practice.

4.4 It is the responsibility of managers/relevant staff to: • implement the Central Office Code of Practice (attached); and • ensure that Codes of Practice are available to and understood by all users.

5 MANDATORY PROCEDURES 5.1 Acceptable use is:

• related to learning and teaching; • related to educational administration; • to facilitate and disseminate knowledge; • to encourage collaborative projects and resource sharing; • to aid technology transfer; • to foster innovation; • to build broader infrastructure in support of education and research; • to foster professional development; • to undertake administrative functions and any other tasks which support the business of the

directorate; and • minimal personal use that does not contravene this Policy and is in the spirit of users

becoming comfortable and confident in using information and communication technologies. 5.2 Supervision of computer facilities and external networks Workplaces and schools must take measures to ensure that computer networks are used in an

acceptable manner. Procedures to ensure this must include: • school codes of practice for students and, if not accessing external networks and the internet

through EduNET, staff; • a central office code of practice; • security procedures to ensure authorised access to computing network; • appropriate supervision of users that considers the age and the capacity of users; • the use and ongoing management of appropriate software, either on site or by the service

provider, to allow access to appropriate online sites only; • education programs that focus on ethical and acc eptable uses of the internet and email, as

well as correct online etiquette; and • ensuring logging procedures of system use are in place and widely publicised including

specifying the positions of officers authorised to view logs and the process for informing and acting on breaches of this Policy.

5.3 Prohibited Activities • For students under 18 years of age, use of internet and email, and/or publishing or

transmitting student work which may or may not include identifying student information including full name or photographs, without at leastwritten permission from the person with parental responsibility. Students 18 and over must give their own written permission. (Refer to Attachments E and F for proformas).

• Using chat rooms that are not coordinated through a teacher or staff member. • Creating email addresses that identify student personal details. • Uses that unduly interfere with the work of other users of the network or with their host

systems or that seriously disrupt the network, or that result in the loss of a user's work. • Transmitting or deliberately accessing material, the use of which may be harmful emotionally

or physically (eg, instructions to make a bomb). • Uses that contravene existing laws regarding transmitting or deliberately accessing

information (eg, hacking), which contains profane language or panders to bigotry, sexism, or other forms of discrimination.

• Transmitting or deliberately accessing information which contains sexually explicit material. • Uses that violate Commonwealth, State or Territory laws. • Uses that violate the privacy of individuals. • Communicating any information concerning any password, identifying code, personal

identification code or other confidential information without the permission of its owner or the controlling authority of the computer facility to which it belongs.

• Creating, modifying, transmitting or using any computer program or instructions intended to gain unauthorised access to, or make unauthorised use of, a computer facility, software or licensed software.

• Use of the departmental computing network for commercial or excessive private purposes. • Creating, modifying, transmitting or using any computer program or instructions intended to

obscure the true identity of the sender of electronic mail. • Accessing or intentionally destroying software or licensed software in a computer facility

without the permission of the owner of such software or licensed software or the controlling authority of the facility.

• Making unauthorised copies of licensed software. • Communicating any credit card number or other financial account number without the

permission of its owner. • Effecting or receiving unauthorised electronic transfer of funds. • Violating any laws or participating in the commission or furtherance of any crime or other

unlawful or improper purpose. • Loading unauthorised software onto computer facilities. • Using the computer facilities and external networks in a manner inconsistent with the

department's contractual obligations to suppliers of computer facilities and external networks or with any published departmental policy.

ATTACHMENT A

Central Office Code of Practice Acceptable Use of Internet, Email, Computer Facilities and External Networks

Purpose This code of practice has been developed for all Central Office and other directorate non-school workplace staff and is consistent with the directorate’s policy on Acceptable Use of Internet, Email, Computer Facilities and External Networks. Executive Directors, Directors and Managers are responsible for ensuring that staff are familiar with the policy and Code of Practice, and operate within the parameters of these documents. This includes supervision of students who may be utilising facilities within Central Office. The directorate can take action against officers in the event of a breach the code of practice. Staff are reminded of their obligations under s.9 of the Public Sector Management Act 1994. MANDATORY PROCEDURES Security ˜ ensure your login and password are unique (ie don’t use shared passwords) ˜ log your workstation off the network before leaving the building It is Acceptable to: ˜ facilitate and disseminate knowledge; encourage collaborative projects and resource sharing; aid

technology transfer; foster innovation; build broader infrastructure in support of education and research; foster professional development; undertake administrative functions and any other tasks which support the business of the directorate.

It is Unacceptable to: ˜ access networks without proper authorisation; ˜ undertake illegal activities as defined under the Australian Commonwealth Government

Telecommunications Act 1989, or other applicable State and Commonwealth laws; ˜ transmit or deliberately access and/or receive material that may be considered inappropriate, including

threatening, sexually explicit, or har assing materials, offensive or discrim inatory material or material that may be harmful either physically or emotionally;

˜ communicate any information concerning any password, identifying code, personal identification code or other confidential information without the permission of its owner or the controlling authority of the computer facility to which it belongs;

˜ interfere with or disrupt network users, services, or equipment. Disruptions include, but are not limited to, distribution of unsolicited advertising, propagation of computer worms or viruses, and using the network to make unauthorised entry to any other machine accessible via the network;

˜ breach copyright laws, including software copyright; or use material downloaded from a network without correct referencing. Officers of the Education and Training directorate may access the Internet via the ACTNET Wide Area Network after signing the following declaration. I declare that I have read and understood the Education & Training Directorate policy on Acceptable Use of Internet, Email, Computer Facilities and External Networks and the accompanying Code of Practice. I also understand that the directorate can take action against me in the event that I breach the code of practice. Surname: ________________________ Given Name: ________________________ Location: ________________________ Position: ____________________________ Signature: _______________________ Date: ____/____/____ This original declaration is to be returned to:- ManagerLearning TechnolgiesEducation & Training Directorate

Office use only Date:____/____/____ Signed _______________________

A copy will be returned to you for your records

ATTACHMENT B Example of a School’s Code of Practice for Staff

Acceptable Use of Internet, Email, Computer Facilities and External Networks [to be used by schools as a guide to developing a school-based Code of Practice]

Purpose This Code of Practice has been developed for staff at __________________________{name of school} and is consistent with the directorate’s policy on Acceptable Use of Internet, Email Computer Facilities and External Networks. Principals are responsible for ensuring that staff has read the Policy, Code of Practice and Parent Information Sheet, and operate within the parameters of these documents. The directorate can take action against officers in the event of a breach the code of practice. Staff are reminded of their obligations under s.9 of the Public Sector Management Act 1994. MANDATORY PROCEDURES Security ˜ passwords are only to be made known to authorised staff; ˜ passwords for administrative networks are only to be given to authorised staff; ˜ students may be given low level access only to educational networks; ˜ identifying student information can only be published on the internet with the informed written permission of the parent/carer (refer to Attachment E and F for Permission Letter proformas for photographs photographs and publishing personal information). ~ chat rooms are only to be used under the supervision and co-ordination of teachers. Supervision ˜ Student activity on computer networks will be supervised appropriately by staff. Staff will take all

reasonable steps to ensure that student activity on networks is in accordance with the School Code of Practice.

It is Acceptable to - ˜ facilitate and disseminate knowledge; encourage collaborative projects and resource sharing; aid

technology transfer; foster innovation; build broader infrastructure in support of education and research; foster professional development; and any other tasks which support the educational goals of the department.

It is Unacceptable to - ˜ access networks without proper authorisation; ˜ undertake illegal activities as defined under the Australian Commonwealth Government

Telecommunications Act 1989, or other applicable State and Commonwealth laws; ˜ transmit or deliberately access and/or receive material that may be considered inappropriate, including

threatening, sexually explicit, or harassing materials, offensive or discriminatory material or material that may be harmful either physically or emotionally;

˜ communicate any information concerning any password, identifying code, personal identification code or other confidential information without the permission of its owner or the controlling authority of the computer facility to which it belongs;

˜ interfere with or disrupt network users, services, or equipment. Disruptions include, but are not limited to, distribution of unsolicited advertising, propagation of computer worms or viruses, and using the network to make unauthorised entry to any other machine accessible via the network;

˜ breach copyright laws, including software copyright; ˜ use material downloaded from a network without correct referencing. _______________________{Name of School} Date Code implemented__ /__/__ [Section below to be signed if staff do not access a network and/or internet through EduNET – EduNET Users will be required to accept this policy prior to logging into EduNET] Staff of ________________________{name of school} may access the Internet after signing the following declaration. I declare that I have read and understood the Education & Training Directorate'spolicy on Acceptable Use of Internet, Email, Computer Facilities and External Networks, Parent Information Sheet and Code of Practice designed for __________________________{name of school}. I also understand that the directorate can take action against me in the event that I breach the code of practice. Surname:___________________________ Given Name:_________________ School:_____________________________ Position:_____________________ Signature:___________________________ Date:_____/_____/_____ This original declaration is to be returned to:- Principal Date:_____/_____/_____ _________________________{name of school} Signed:_______________

ATTACHMENT C Example of a School’s Code of Practice for Students

Acceptable Use of Internet, Email, Computer Facilities and External Networks [to be used by schools as a guide to developing a school-based Code of Practice]

Purpose This Code of Practice has been developed for students at __________________________{name of school} and is consistent with the directorate’s policy on Acceptable Use of Internet, Email Computer Facilities and External Networks. Principals are responsible for ensuring that students and their parents/guardians have read the policy, Code of Practice and Parent Information Sheet, and operate within the parameters of these documents. The Code of Practice is to be signed after these documents outlined above have been read. MANDATORY I will use the school computers for schoolwork only as directed by my teacher. I will always act with caution when communicating with unknown people using the school computers (1) I will be courteous and use appropriate language when communicating to others I will ask my teacher for help if I find or receive information that I feel uncomfortable with or is inappropriate I will not use the school computer facilities for illegal (2) or dishonest (3) purposes. I will not copy software programs on school computers, or copy material, graphics or music owned by others without their permission. I will not send, produce, show or search for things that might upset others (4). I will not intentionally create congestion or disrupt the school computer equipment (5). I will not tell other people my password or leave my computer logged in when leaving the room (6). I will not send photographs or publish the full names of others or myself to unknown people without permission. I will not send email to users outside of this school unless the teacher approves it. I will not use chat facilities unless supervised by school staff. I understand that the school records where I have gone on the internet. I understand that disciplinary action may be taken if I do not follow this Code of Practice, which may include loss of access to the internet, email or networks for a period of time determined by the Principal. (Notes: Refer to Parent Information Sheet for further explanatory notes)

_______________________{Name of School} Date Code implemented__ /__/__ Students of ________________________{name of school} may access the Internet and Email after signing the following declaration. I declare that I have read and/or understood the Education & Training Directorate'sServices policy on Acceptable Use of Internet, Email, Computer Facilities and External Networks and Code of Practice for __________________________{name of school}. Surname:___________________________ Given Name:_________________ School:_____________________________ Date: _____/_____/______ PARENT PERMISSION I agree to ____________________________________ using the internet and email at school for educational purposes in accordance with the Student Agreement above. I understand that steps will been taken in the school to minimise risk of exposure to unsuitable material. I have read the Policy, Code of Practice and Parent Information Sheet and have discussed the information contained in these documents with my child. I agree to my child having access to: (Please tick) Internet (WWW) External (Internet) Email Internal Email only Parent/Guardian:_____________________ Signature:___________________________ Date:_____/_____/_____ This original declaration is to be returned to:- Principal Date:_____/_____/_____ _________________________{name of school} Signed:_______________ A copy will be returned to you for your records

ATTACHMENT D

Example Parent Information Sheet on Internet and Email in (Name) School (Information to relate specifically to the policy within the school)

The Internet and other information and communication technologies including email can provide a range of positive experiences in teaching and learning in ACT schools. The internet allows for: • the use of a range of information sources in class work, projects and assignments and • collaboration and communication with other students across the ACT, or the world, sharing ideas,

knowledge and information Using these technologies will assist in students developing skills in electronic media throughout their lives in everyday situations. ACT schools are currently involved in striving to integrate the use of information and communication technologies where relevant and appropriate into all curriculum areas, and all levels of schooling. It is important to introduce students to these technologies in a safe environment, where students are taught how to discriminate between relevant and irrelevant information, use and cite online sources, and share knowledge and information with others using appropriate language for the online environment. There are a number of ways this school endeavours to minimise the risk to students accessing inappropriate information that is available on the internet. All staff, students and parents in this school are required to read the Acceptable Use of Internet, Email, Computer Facilities and Networks Policy and sign the Code of Practice. This Information Sheet also provides information on how this school is monitoring use of the internet and email to protect the security and privacy of all staff and students. Parents and guardians should also encourage children to access the internet during their class work, and to follow the basic guidelines and procedures through discussion, and where possible, demonstration of acceptable behaviours. Guide to the Code of Practice for Students [Mandatory information] The notes refer to the Code of Practice for Students (1) Examples of unsafe actions

• revealing your full name, address, phone number, etc. to an unknown person by email or chat session

• using a chat facility that is not supervised by your teacher • placing your personal details on a web page • giving out credit card details to strangers or to unverified or unsecure websites. • putting personal details in your email signature • accepting offers to meet strangers who you have met via an electronic medium, unless you are

confident of your safety (2) Examples of illegal activity:

• copying software onto computers, disks or networks without permission by the copyright owner • sending threatening or profane electronic mail • ordering materials over the Web using other people's credit cards • copying digital art works, music or printed material without permission by the copyright owner • using the Web to distribute pornographic material

(3) Examples of dishonest activity: • copying another person's work and submitting it as your own. • claiming personal ownership of material that was developed by a group. • setting up an unofficial web site which claims to be the official school site. • sending electronic mail using a faked e-mail address or someone else’s account.

(4) Things which could upset others:

• spreading untrue rumours and gossip through e-mail • publishing racist or sexist material • downloading or displaying offensive pictures • playing offensive songs from websites.

Each school and community may have its own view on what is unacceptable and hence the interpretation of "offensive " may vary.

(5) Things which could disrupt other users:

• breaking or damaging the computer equipment • spilling food or drink on computer equipment • downloading large files from the Internet during class time without seeking approval • introducing viruses into the system • deleting or changing critical files, or the files of others • attempting to hack into the school computer system • using the computer system to gain unauthorised entry into other computer systems.

(6) Examples of irresponsible actions:

• leaving a computer logged on after departing the room • leaving personal information on a shared computer where others can use it • neglecting to back up important pieces of work • telling other people your password.

Safe Areas [Desirable information] The Australian education community appreciates the need for students and teachers to have access to fully evaluated safe sites that enhance learning and teaching. Most state departments have their own network of resources that teachers and students can use. Examples are: O’Connell Information and Resource Centre (ACT) http://www.occ.act.edu.au/ocirc/teach1.htm EdNA Online - A national database of evaluated educational resources http://www.edna.edu.au/ SOFWEB (Victoria) http://sofweb.vic.edu.au/ DISCOVER (Tasmania) http://discover.tased.edu.au/ Network for Education (NSW) http://www.dse.nsw.edu.au/stand.cgi/staff/F1.0/index.htm

Teachers are encouraged to fully research search strategies and sites that will be used in classwork to minimise risk to students of accessing inappropriate material. ACT schools can also use structured Webquests (http://www.occ.act.edu.au/home/itpd/webquests/matrix.htm) as a method of guiding student learning using evaluated sites. The school library has access to a kit for helping teachers and students evaluate internet sites for accuracy, safety, authority, currency and ease of access and use. Canberra Schools on the Net (CSN) [Mandatory with Internet Service Provider information] This school is connected to the Internet via Canberra Schools on the Net (CSN), the main internet service provider (ISP) to ACT schools. CSN provides a set of Internet management tools to schools using their service. This service includes a facility to filter web sites and e-mail, tools to monitor the use of the Internet, as well as tools to control access rights. World Wide Web filter CSN blocks sites that are unsuitable for student access. The list of such sites is updated on a regular basis by the department. If students encounter inappropriate material through the school’s CSN service, they should immediately inform their teacher and arrangements will be made to review access to the site. E-mail filter E-mail filtering allows the school to intercept mail that contains inappropriate words. This will assist in preventing students from sending or receiving inappropriate or offensive mail. This service does not filter against attachment types. Monitoring A major feature of the CSN service is the option for all school users to enter an individual username (login) and password. This will identify each user on the system. This will also allow tracking and setting of individual access privileges, including e-mail, personal homepage, and access to the World Wide Web. Reports can be generated by the school showing usage by each person. Breaches (attempts to reach blocked sites) can also be reported using the software. Disciplinary action may result from breach attempts, including warnings, loss of access to the internet, e-mail and /or networks for a specified period of time or other action at the discretion of the Principal on a case-by-case basis. Access Rights The CSN Coordinator in this school manages all users accounts. To minimise risk, internet email accounts are created using non specific identifying data about users eg. Year6B.01@kaleenps.act.edu.au or bartlc@kaleenps.act.edu.au Information stored at the school when creating accounts includes full name, class, password and group (ie. Year 6). A student’s full name is not included in any e-mail message unless the student chooses to include it. Dingo Mail CSN uses a web based e-mail system called DINGO Mail, which allows users with a CSN account to access their internet email from anywhere using the world wide web. Dingo Mail can only be accessed after entering an individual’s login and password. Users should be aware that e-mail is an insecure means of communicating. Copies of the messages may be kept (then read) on servers between the sender and the recipient. Other Issues Chat [Mandatory] The school will only use chat facilities when they are monitored by school staff. Chat is not to be used by students without supervision. References [Desirable] A further reference for parents on Children and the internet is available on the Parentlink website at http://www.parentlink.act.gov.au/guide_internet.htm Further Information [Mandatory] Please contact the school on ph. NNNNNNNN to discuss this information sheet, or discuss options of access for your child.

ATTACHMENT E

Proforma Permission to Publish Personal Information or Work on {Name} Website Not Including Photos

Dear The {name of school, etc.} website contains important information about { } to { }. This may require some personal information or works of students, staff or clients to be published on the website as general contacts for further information, or for publicity and media events. Personal information could include full or partial (eg, first) name and/or (include or remove as appropriate): • Title • Phone no. &/or fax no. (work) • Street &/or Postal address (work) • Email address • School • Year level • Work of art or prose (original, photocopy or other facsimile attached) {Name of school, etc.} may publish personal information if it is collected for a certain purpose, which needs to be specified on the permission form below. The Privacy Act 1988 allows disclosure of personal information where the individual has consented to the disclosure. If you agree to have your personal information published on the website you need to be aware of the following: • The information can be searched for using identifiers such as your name • The information can be copied and used by any web user • Once the information has been published on the web, {name of school} has no control over its

subsequent use and disclosure • It will be accessible to millions of users all over the world Alternatives may be having only positional details on the website not including your name eg. “General inquiries: ph. Nnnnnnnn” including a positional e-mail address, or publishing the art work with reference to year level but not any reference to name. Discuss this with the {Web Publisher} if you have concerns. {Web Publisher} Address and ph. Date: I hereby give permission for personal information including (name), ________________________________________ and /or work of art or prose attached to be included on the ________________________________ website in accordance with the Privacy Act 1988. I understand that these details will be published on the website for the purpose of __________________________________________________________________________ for the calendar year 20__ and can be accessed on the world wide web. Signed: ________________________________________ Full Name: _______________________________ Position/ Relationship to child under 18 _____________________________________________________________ Contact phone number (Business Hours) : _______________________ Date: ____________

ATTACHMENT F