WAKEFIELD SCHOOL DEPARTMENT School Committee Policy

Title: School Committee Policy #: Policy Type: Accepted: MOU Voted by S.C. Published

I.

POLICY DOCUMENT

General Acceptable Use Policy GP-050-10

(Town of Wakefield Policy: TOW-ITD-0001) General Policy December 14, 2010 August 23, 2011 April 24, 2012

Purpose

This General Acceptable Use Policy (Policy) establishes the general acceptable use of the Town of Wakefield’s Information Technology Resources (ITRs).

II.

Scope

This Policy applies to all Town-employed management, staff, third-party contractors, service providers and all others granted access to ITRs subject to this Policy in the following departments and divisions: Department Public Works, all divisions Wakefield Police Department Wakefield Fire Department Wakefield Municipal Gas & Light Department 1 Wakefield Public Schools All other minor Town departments All ITRs are subject to this Policy. This Policy is not intended to be all-inclusive. Other Technical Policies will serve to supplement this document and define the appropriate use of specific ITRs in more extensive detail. This Policy may conflict with other information system policies currently in effect. Where conflicts exist, the more restrictive Policy governs. The development of future policies or standards will specifically identify and retire any superseded portions of current policies or standards.

III. Authority The Town Administrator is the final reviewing authority on all IT Policies. No Policy is deemed in effect without the Town Administrator’s review and approval. The IT Director has been directed by the Town Administrator to:

1

Scope applies to the use of Town systems only. WMGLD assets are excluded from the scope of this version of the Policy. General Acceptable Use Policy

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WAKEFIELD SCHOOL DEPARTMENT School Committee Policy

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draft IT Policies for his review publish, distribute and enforce IT Policies upon his approval schedule regular reviews of the Policy and modify as necessary conduct preliminary review or clarification with Department Heads upon request assign the role of Information Security officer to an IT staff member to perform these and other related tasks in the IT Director’s absence Each Department Head is generally responsible for: ensuring the prompt adoption of and active internal compliance with this Policy within their respective departments reporting known or suspected violations of this Policy to the IT Director or IT Security Officer requesting review or clarification of this Policy from the IT Director as necessary

IV.

Asset Management

For the purposes of Asset Management, all ITRs, regardless of procurement method or funding source, are considered the sole property of the Town of Wakefield.2 The Town Administrator has empowered the IT Department with the responsibility of overall Asset Management of Town ITRs. This role may require, from time to time, that IT Department staff maintain, collect, reassign or take custody of ITRs. These actions will be performed at the sole discretion of the IT Director as the best interests of the Town may dictate, or at the explicit direction of the Town Administrator. The physical transfer of ITRs to an individual, department office or facility should not be construed to mean that ‘ownership’ of the resource has been transferred to the user or department.3 As ITRs may be deployed in any Town department or facility, and as the maintenance of these resources may need to be performed at any time, the IT Department will have unassisted access to all Town facilities on a 24x7 basis. Any such off-hour maintenance, seizure or other event that the IT Department believes will have a substantial impact to any user or department will be documented and reported to the respective department head as soon as possible.

V.

User Responsibilities

It is the responsibility of any person using Town ITRs to read, understand, and follow this Policy. In addition, users are expected to exercise reasonable judgment in interpreting this Policy and in making decisions about the use of ITRs. Any user with questions regarding the application or meaning of this Policy should seek clarification from their Department Head. 2

Unless classified otherwise with the approval of the Town Administrator. User responsibilities related to assigned mobile devices, including laptop PCs, smartphones and similar devices are expanded significantly and will be defined in a separate policy. 3

General Acceptable Use Policy

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WAKEFIELD SCHOOL DEPARTMENT School Committee Policy VI.

POLICY DOCUMENT

Acceptable Use

The Town firmly believes that ITRs empower Town employees and make their jobs more fulfilling by allowing them to deliver better services at lower costs. As such, employees and contractors are encouraged to use ITRs to the fullest extent in pursuit of their department’s goals and objectives. (Verbiage is different)

VII. Prohibited Use Unless such use is reasonably related to a user's job, it is prohibited for any person to use Town ITRs: in furtherance of any illegal act, including violation of any criminal or civil laws or regulations, whether state or federal for any personal, political, commercial, religious or ideological purpose to send threatening or harassing messages, whether sexual or otherwise to access or share sexually explicit, obscene, or otherwise inappropriate materials to infringe any intellectual property rights to gain, or attempt to gain, unauthorized access to any computer or network for any use that causes interference with or disruption of network users and resources, including propagation of computer viruses or other harmful programs to intercept communications intended for other persons to misrepresent either the Town or any of its departments, or a person's role therein to distribute chain letters to access online gambling sites to access social networking sites; e.g., Facebook, Myspace, etc., or to libel or otherwise defame any person. The act of physically or logically connecting, disconnecting, adding, removing, relocating or redistribution of ITRs, including but not limited to: computers, laptops, printers, scanners by anyone except for the ITD staff is prohibited. Only Town of Wakefield ITRs are authorized to access the Town of Wakefield Network. Any and all other devices, software, applications and hardware not exclusively owned by the Town of Wakefield, are prohibited from accessing the Town of Wakefield Network.

VIII. Additional Conditions Data Confidentiality In the course of performing their jobs, Town employees and contractors often have access to confidential or proprietary information, such as personal data about identifiable individuals or commercial information about business organizations. Under no circumstances is it permissible for employees or contractors to acquire access to confidential data unless such access is required by their jobs. Under no circumstances General Acceptable Use Policy

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WAKEFIELD SCHOOL DEPARTMENT School Committee Policy

POLICY DOCUMENT

may employees or contractors disseminate any confidential information that they have rightful access to, unless such dissemination is required by their jobs. Copyright Protection Computer programs are valuable intellectual property. Software publishers can be very aggressive in protecting their property rights from infringement. In addition to software, legal protections can also exist for any information published on the Internet, such as the text, graphics or scripts on a web site. As such, it is important that users respect the rights of intellectual property owners. Users should exercise care and judgment when copying or distributing computer programs or information that could reasonably be expected to be protected by copyright law. Computer software or hardware purchased and licensed by the Town of Wakefield shall be restricted to Town of Wakefield ITRs. Installation, transfer, or copying Town of Wakefield owned software or hardware to personal devices is prohibited. No Expectation of Privacy Town ITRs are the property of the Town of Wakefield and are to be used in conformance with this Policy. All electronic communications such as email, instant messaging, fax transmissions and web access are public record and therefore there is no expectation of privacy. The Town retains, and when reasonable and in pursuit of legitimate needs for supervision, control, and the efficient and proper operation of the workplace, the Town will exercise the right to inspect any user's computer, any data contained in it, and any data sent or received by that computer. Users should be aware that network administrators, in order to ensure proper network operations, routinely monitor network traffic. Use of the Town’s ITRs constitutes express consent for the Town to monitor and/or inspect any data that users create or receive, any messages they send or receive, and any web sites that they access.

IX.

Sanctions and Violations

Users should report any known or suspected violations of this Policy to their Department Head or the IT Director if necessary. The IT Department may disable a user’s access to Town ITRs upon obtaining knowledge of a known or suspected violation of this Policy. This action will be taken at the IT Director’s discretion and will generally be proportional to the threat or risk the violation may pose to the Town. Failure to observe this Policy may subject individuals to disciplinary action, including termination of employment. Discipline of School Department employees will fall under the Superintendent of Schools.

X.

Revisions and Updating Schedule

August 3, 2010: Modified Scope (II) to include Wakefield Public Schools. Added final bullet under Prohibited Use (VII).

XI.

Contact Information

Any questions regarding this Policy may be directed to: Jeff Pullen Systems Manager & Information Security Officer General Acceptable Use Policy

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WAKEFIELD SCHOOL DEPARTMENT School Committee Policy

POLICY DOCUMENT

[email protected] Elaine Hughes Wakefield Public Schools Education Technology Administrator [email protected] -

Or –

David Knox IT Director [email protected]

XII. Definitions Information Technology Resources (ITRs): Includes all IT hardware, software, systems, data and services procured and owned by the Town of Wakefield.

XIII. Related Documents * Memorandum of Understanding: Voted by School Committee August 23, 2011 * School Committee Policy SA-100-04 – Cyber Bullying Policy * Student Useage Policy (to be created) * Future documents yet to be created, will be attached to the Policy once created and voted by the Wakefield School Committee. * Sign Off Sheet for School Department Employees shall be attached.

General Acceptable Use Policy

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