6475

Adoption Date: 5/3/2011, Revised: 1/17/17; 1/19/21
6000 - PERSONNEL

4-ACTIVITIES
6475 USE OF EMAILS IN THE SCHOOL DISTRICT

Electronic mail or email is a valuable business communication tool, and users shall use this tool in a responsible, effective and lawful manner. Every employee/authorized user has responsibility to maintain the District’s image and reputation, to be knowledgeable about the inherent risks associated with email usage and to avoid placing the School District at risk. Although email seems to be less formal than other written communication, the same laws and business records requirements apply. School District employees/authorized users shall use the District’s designated email system, for all business email, including emails in which students or student issues are involved.

District employees and authorized users may not:

a) Provide lists or information about District employees or students to others and/or classified information without approval. Questions regarding usage should be directed to the District’s Data Protection Officer.

b) Forward emails with confidential, sensitive, or secure information without Principal/supervisor authorization. Additional precautions should be taken when sending documents of a confidential nature.

c) Use file names that may disclose confidential information. Confidential files should be password protected and encrypted,as per Ed Law 2d. File protection passwords shall not be communicated via email correspondence in any event.

d) Send or forward emails with comments or statements about the District may negatively impact it.

e) Use email to transmit any individual's personal, private and sensitive information (PPSI). PPSI includes social security number, driver's license number or non-driver ID number, account number, credit/debit card number and security code, or any access code/password that permits access to financial accounts or protected student records;

f) Send or forward email that contains confidential information subject to Health Insurance Portability and Accountability Act (HIPAA), Family Educational Rights and Privacy Act (FERPA), and other applicable laws.

Personal Use

Employees and authorized users may use the District's email system for limited personal use. However, employees and authorized users shall have no expectation of privacy in this email use.

The District's email system also will not be used for personal gain or profit.

Email Accounts

All email accounts on the District’s system are the property of the School District, Employees and authorized users. Use of personal email accounts should be limited during the workday and should not interfere with work responsibilities. Personal accounts shall not be used to conduct official business.

Receiving Unacceptable Mail

Employees and authorized users who receive offensive, unpleasant, harassing or intimidating messages via email or instant messaging shall inform their Principal/supervisor immediately.

Sanctions

The Director of Technology may report inappropriate use of email by an employee/authorized user to the Superintendent of Schools or designee who will take appropriate disciplinary action. Violations may result in a loss of email use, access to the technology network and/or other disciplinary action. When applicable, law enforcement agencies may be involved.

Notification

All employees/authorized users will be required to access a copy of the District’s policies on staff and student use of computerized information resources and the regulations establish in connection with those policies. Each user will acknowledge this/employee/designated user agreement before establishing an account or continuing his/her use of email.

Policy Cross References:
» 3320 - CONFIDENTIALITY OF COMPUTERIZED INFORMATION
» 3420 - ID BADGES
» 5670 - RECORDS MANAGEMENT
» 6410 - MAINTAINING DISCIPLINE AND CONDUCT
» 8271 - CHILDREN'S INTERNET PROTECTION ACT: INTERNET CONTENT FILTERING/SAFETY POLICY

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