Staff Use of Technology, Policy 4511 – Frequently Asked Questions
Revision to Policy 4511: Staff Use of Information Technology and Information Resources
Background
The original discussion about policy 4511 started in the Fall of 2008 after a request from a high school activity advisor to open up access to Facebook (in school) so a school's activity group could communicate with its student members efficiently. While this would be an excellent application of a popular social networking tool, the uncontrollable social aspects of Facebook prevent the district from providing access during the school day on school computers. After consultation with the superintendent and assistant superintendents, our district attorney and other district administrators, the following policy language was proposed by the Chief Information Officer and approved by the Board of Education on February 10, 2009.
Extract from Policy 4511 (click here for full policy)
District employees shall use electronic communication responsibly. Practices considered irresponsible can include but are not limited to:
1. Using electronic communication devices for commercial purposes;
2. Sending obscene or patently offensive electronic communications;
3. Accessing, downloading, displaying, or distributing sexually explicit images and materials;
4. Intercepting, disrupting, or altering any electronic communication without proper authorization;
5. Accessing, copying, sending or modifying electronic messages from or within the electronic files or records of another without permission;
6. Allowing another to use one's network or electronic account for fraudulent purposes;
7. Using electronic communication to interfere with the ability of others to conduct District business;
8. Sending unsolicited "junk" electronic communication or mass electronic mailings without a legitimate District purpose or without prior authorization of the Superintendent/designee;
9. Reproducing or distributing copyrighted materials per Practice Statement 6163.2-Copyright;
10. Using electronic mail in such a way that violates District policy, state law, or federal law.
(NEW) 11. Personal communication via non-District sponsored applications/devices between staff and students, including, but not limited to, the use of social networking sites and instant messaging.
Frequently Asked Questions
Can a staff member maintain a Facebook account for class use to communicate about curriculum, assignments, activity or club news and information, or general course information?
No, use of Facebook by a staff member for school/course/activity purposes is not allowed. While it is understood that Facebook is the current popular tool of choice with our students and could be used for positive classroom interaction, the risks in supporting or endorsing the use of technology outweigh the benefits. Those risks include:
- Potential Risk to the Student: Exposure to at-risk behaviors by other teens and the potential to disclose personal or private information to strangers, colleges, or future employers
- Potential Risk to the Staff Member: Exposure to at-risk student behaviors that may be reportable to administrators, police, or social service agencies, as well as online conduct by students that would violate school rules such as inappropriate language, bullying, or slanderous comments
- From a district perspective, we also have concerns about encouraging classroom use of a technology like Facebook which could place parents in an awkward position of having to allow their child to access Facebook in order to fully participate in a class.
- Development of casual ("inappropriate") relationships between staff and students with no administration oversight
Can a staff member maintain a personal Facebook account for personal use?
Yes. While District policy does suggest guidelines for personal conduct and a code of ethics, it does not necessarily extend to the use of personal technology (non-district equipment) for personal use. However, because of the nature of Facebook, staff members are strongly encouraged to think carefully about disclosing personal information online and are discouraged from accepting current students or students still in our K-12 system as friends. Even former students as friends can connect existing students to their teachers as 'friends of friends'.
Does this policy affect teachers communicating with students through e-mail?
No. District-wide access to e-mail is provided to both staff and students and is a district-approved communication tool. With the increased use of SMART Phones by staff and students, e-mail has become a "push" technology similar to social networking tools, allowing the user some satisfaction that the message has been received. The use of district e-mail provides for additional protections such as logging of all messages and interaction between staff members and students.
Can I use Skype or other Instant Messaging (IM) applications to communicate with my students?
No. These instant messaging tools are not allowed. Exceptions to this would be instant messaging tools built into district-approved applications such as Blackboard or Moodle.
What options do I have available to me and my students to communicate using social networking tools?
Currently, the district supports two course management systems: Blackboard and Moodle. Both applications have social networking tools built into them such as blogs, wikis, chat, and discussion forums. Any of these tools can be used by staff to manage course content and classroom communication.
I have a classroom blog hosted on a non-district server (i.e. blogspot), is this still allowed?
Some teachers, primarily at the elementary level, maintain a class blog to communicate with parents and students about the activities of the week. In their use as a one-way (teacher posts content, students/parents read content) communication tool this level of blogging is acceptable. Teachers should not encourage, nor require, two-way dialogue on their classroom blog between teacher and students. Teachers should also exercise caution in encouraging students to maintain their own blog on a public blogging site, particularly without extensive conversation and consultation about what is or is not appropriate content to post on the world wide web. If student blogs are desired, the teacher should contact his/her integrator to consider the use of Moodle.
Can I text message my students on their cell phones?
Policy 4511 does not expressly prohibit text messaging, primarily because of the inability to enforce such a policy. However, staff members are encouraged to consider appropriate use, the staff code of ethics, and the risks associated with the disclosure of any personal information including personal cell phone numbers. A reasonable litmus test of staff to student text messaging answers positively the following question: "Is the content of the text message something the principal and the student's parents would approve of and find necessary?"
How should I evaluate other social networking tools (i.e. wikispaces, googledocs, etc.) and whether they are acceptable for classroom use?
I would consider the following questions when evaluating other social networking tools:
- What am I trying to accomplish and do I have any in-District tools available to me? (i.e. Wikis/Blogs are supported in Moodle, chat feature in Blackboard)
- Do all of my students have access to the tool I am considering and what will I do for those who do not?
- Do students have to submit personal information to establish an account with the tool and is that information shared with other users?
- Is the intended use of the tool for student-student communication, or staff-student? If staff-student communication is the primary objective, am I able to capture and archive that communication?
- Does the use of this tool expose me or the District to unnecessary risk or liability?
Is this policy just for high school staff?
No. This policy applies to all district staff K-12.
What is the District doing that is proactive, rather than only restricting staff use of technology?
It is not the District's current practice to just say no to a technology solution, without providing or considering alternatives. While not perfect, it is believed that Blackboard and Moodle can be used to meet some of the needs that could be provided by existing social networking sites. This summer, a blogging tool will be incorporated into our private network for students and staff use in the Fall (2009). Finally, a new web portal is currently in development for staff, students, and parents. It is anticipated these portals (one per stakeholder group) will be phased in over the summer and fall (2009) and will incorporate social networking tools in their design and use. In addition, the District will consider the purchase/integration of a social networking platform during the 2009-2010 school year.
What should I do if I have other questions?
All questions can be directed to Chris Thompson, Chief Information Officer for the School District of Elmbrook.