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413 Acceptable Use Policy for Employees

The purpose of this directive is to provide Hartley-Melvin-Sanborn Schools employees with guidance on the proper use of the district's information technology resources, including but not limited to the Internet, the Intranet, email, and the district's digital network and supporting systems and the data transmitted on those systems.


The use of district technology resources is a privilege granted to employees for the enhancement of job-related functions.  Employees may have limited access to these resources for personal use, if they comply with the provisions of this policy.  Violations of this policy may result in the revocation of this privilege.  Employeese may also face disciplinary action up to and including termination, civil litigation, and/or criminal prosecution for misuse of these resources.


Staff shall not upload or otherwise transfer out of the district's direct control any software licensed to the district or data owned or licensed by the district without explicit written authorization.  Staff shall not use IT resources to reveal confidential or sensitive information, student data, or any other information covered by existing state or federal privacy or confidentialy informaton via the district's IT resources will be subject to sanctions in existing policies and procedures associated with unauthorized release of such information.


Staff shall not download executable software, including freeware and shareware, unless it is required to complete their job responsibilities.


Staff shall not use district IT resources to intentionally disable or overload any computer system or network, or to circumvent any system intended to protect the privacy or security of the district's IT resources.  Unauthorized access to the district's private network is prohibited from any personal device.


Staff shall not access, store, display, distribute, edit, or record sexually explicit or extremist material using district IT resources.  Violation of this policy may result in immediate disciplinary action up to and including termination of employment.  The incidental and unsolicited receipt of sexually explicit or extremist material, such as might be received through email, shall not constitute a violation of this section, provided that the material is promptly deleted and neither stored nor forwarded to other parties.


Staff is prohibited from accessing or attempting to access IT resources for which they do not have explicit authorization by means of user accounts, valid passwords, file permissions or other legitimate access and authentication methods.  It is a violation of district policy to grant another individual access to any district accounts that have been authorized to you, or use another individual's district authorized accounts, user-ids and/or passwords.




Employees in receipt of district-issued equipment shall be held responsible for the safekeeping of the equipment and exercise reasonable efforts to see that the equipment is not lost, stolen, or damaged.  As devices issued to employees may have access to privileged information such as staff and student data or student-restricted internet sites, employees are expected to use password protection or similar security measures on their district-issued devices and to keep their passwords confidential, except for requested disclosure by school administration or IT personnel.  Under no circumstances should devices be left in unsupervised areas, including, but not limited to, cafeterias, open computer labs, locker rooms, libraries, unlocked classrooms, dressing rooms, and hallways.  Reckless or irresponsible use of school district equipment resulting in loss or damage may result in the user being required to reimburse the district for any associated costs of replacement or repair.




Occasional and incidental personal use of the district's IT resources and Internet access is allowed subject to limitations.


Personal use of the internet is prohibited if:

1.  It materially interfers with the use of IT resources by the district; or

2.  Such use burdens the district with additional costs; or

3.  Such use interfers with the staff member's employment duties or other obligations to the district; or

4.  Such personal use includes any activity that is prohibited under any district policy.


H-M-S Schools may install software and/or hardware to monitor and record all IT resources usage; including but not limited to email, Web site visits, or printed documents.  The district retains the right to record or inspect any and all files stored on district systems.


Staff shall have no expectations of privacy with respect to district IT resource usage.  Staff are advised that serious disciplinary action up to and including termination of employment may result from evidence of prohibited activity obtained through monitoring or inspection of electronic messages, files, or electronic storage devices.  Illegal activity involving district IT resource usage may be referred to appropriate authorities for prosecution.


All departments and schools shall implement this policy immediately upon its effective date.  At the discretion of the district, a department may adopt additional IT resources usage policies that are more restrictive than this directive, but in no case shall a department adopt policies that are less restrictive than this directive.  Prior to receiving access to the District's network resources, staff must submit a completed acceptable use policy form to the appropriate administrator.




I have read and agree to abide by the HMS Acceptable Use Policy for Employees.


Employee Name (please print)


Employee Signature






Adopted:  July 27, 2015


Reviewed:  July 11, 2016