Policy 107



    I.       PURPOSE


    The purpose of this policy is to set forth policies and guidelines for access to the Richfield Public School District’s digital technologies, digital network system and acceptable and safe use of the Internet, including electronic communications.



    In making decisions regarding student and employee access to the school district digital technologies, digital network system, and the Internet, including electronic communications, the school district considers its own stated educational mission, goals, and objectives.  Electronic information research skills are now fundamental to preparation of citizens and future employees.  Access to the school district computer system and to the Internet enables students and employees to explore thousands of libraries, databases, bulletin boards, and other resources while exchanging messages with people around the world.  The school district expects that faculty will blend thoughtful use of the school district computer system and the Internet throughout the curriculum and will provide guidance and instruction to students in their use.




    A.           Communications equipment and networks: includes, but is not   limited to, telephones, voice mail, fax machines, computers, tablets, computer networks, electronic mail, and the Internet.


    B.           Electronic Communications:  The sharing of information and ideas through the use of electronic communications devices.  Electronic communications may have a permanency like that of paper communication and may be traceable to the sender.  Applicable modes of communication include, but are not limited to, telephone/cell phone, voice mail, fax transmissions, computers, software, operating systems, computer networks, electronic mail, storage media, file transfer protocol (FTP), portable electronic devices, social media, and the Internet.


    C.           Intellectual property:  An individual's own thoughts and ideas expressed through a product such as a drawing or written document which may be viewed in the form of a tangible, "hard copy" such as paper or stored electronically and viewed on a monitor.  Student homework is a specific example.


    D.           Internet:  A world-wide network of computers.  Internet access is viewed both as an extension of the district's electronic mail and as an extension of the schools' digital resources. This includes electronic mail, World Wide Web, social media, streaming media and other similar electronic content.


    E.           Copyright:  The exclusive right granted by the Federal Government to reproduce, publish, and sell the matter and form of a literary, musical, or artistic work. Permission must be received from copyright holders before copyrighted works can be used by others.


    F.            Fair use: A copyright law doctrine which permits educational organizations and staff rights to legal, non-licensed citation or incorporation of copyrighted materials within the confines of the educational environment for criticism, comment and instructional purposes.


    G.           Eligible students: All rights and protections given parents under this policy transfer to the student when the student reaches eighteen (18) years of age or enrolls in an institution of post-secondary education. The student then becomes an “eligible student.” However, the parents of an eligible student who is also a “dependent student” are entitled to gain access to the educational records of such student without first obtaining the consent of the student.


    H.        Bullying: Refer to Board Policy 113 (Bullying Prohibition Policy)




    The school district is providing students and employees with access to the school district digital network system, which includes Internet access. The purpose of the district digital network system is more specific than providing students and employees with general access to the Internet. District communications systems have a limited educational purpose, which includes use of the system for classroom activities, educational research, and professional or career development.  Users are expected to use access through the district digital network system to further educational and personal goals consistent with the mission of the school district and school policies.  Uses which might be acceptable to user’s private personal account or equipment on another system may not be acceptable on this limited-purpose system.





    A.     The following uses of the school district system and Internet resources or accounts are considered unacceptable:


    1.      Users will not use the school district system to access, review, upload, download, store, print, post, receive, transmit, or distribute:


    a.      pornographic, obscene, or sexually explicit material or other visual depictions that are harmful to minors;


    b.      obscene, abusive, profane, lewd, vulgar, rude, inflammatory, threatening, disrespectful, or sexually explicit language;


    c.      materials that use language or images that are inappropriate in the education setting or disruptive to the educational process;


    d.      information or materials that could cause damage or danger of disruption to the educational process;


    e.      materials that use language or images that advocate violence or discrimination toward other people (hate literature) or that may constitute harassment or discrimination.


    2.      Users will not use the school district system to knowingly or recklessly post, transmit, or distribute false or defamatory information about a person or organization, or to harass another person, or to engage in personal attacks, including prejudicial or discriminatory attacks.


    3.      Users will not use the school district system to engage in any illegal act or violate any local, state, or federal statute or law.


    4.      Users will not use the school district system to vandalize, damage, or disable the property of another person or organization, will not make deliberate attempts to degrade or disrupt equipment, software, or system performance by spreading computer viruses or by any other means, will not tamper with, modify, or change the school district system software, hardware, or wiring or take any action to violate the school district’s security  system, and will not use the school district system in such a way as to disrupt the use of the system by other users.


    5.      Users will not use the school district system to gain unauthorized access to information resources or to access another person’s materials, information, or files without the implied or direct permission of that person.


    6.      Users will not use the school district system to post private information about another person, personal contact information about themselves or other persons, or other personally identifiable information, including, but not limited to, addresses, telephone numbers, school addresses, work addresses, identification numbers, account numbers, access codes or passwords, labeled photographs, or other information that would make the individual’s identity easily traceable, and will not repost a message that was sent to the user privately without permission of the person who sent the message


    a.      This paragraph does not prohibit the posting of employee contact information on school district webpages or communications between employees and other individuals when such communications are made for education-related purposes (i.e., communications with parents or other staff members related to students).


    b.      Employees creating or posting school-related webpages may include personal contact information about themselves on a webpage. However, employees may not post personal contact information or other personally identifiable information about students unless:


       (1)    such information is classified by the school district as directory information and verification is made that the school district has not received notice from a parent/guardian or eligible student that such information is not to be designated as directory information in accordance with Policy 581; or


       (2)    Such information is not classified by the school district as directory information but written consent for release of the information to be posted has been obtained from a parent/guardian or eligible student in accordance with Policy 581.


    In addition, prior to posting any personal contact or personally identifiable information on a school-related webpage, employees shall obtain written approval of the content of the postings from the building administrator.


    c.      These prohibitions specifically prohibit a user from utilizing the school district system to post personal information about a user or another individual on social networks, including, but not limited to, social networks such as “MySpace” and “Facebook.”


    7.      Users must keep all account information and passwords on file with the designated school district official.  Users will not attempt to gain unauthorized access to the school district system or any other system through the school district system, attempt to log in through another person’s account, or use computer accounts, access codes, or network identification other than those assigned to the user.  Messages and records on the school district system may not be encrypted without the permission of appropriate school authorities.


    8.      Users will not use the school district system to violate copyright laws or usage licensing agreements, or otherwise to use another person’s property without the person’s prior approval or proper citation, including the downloading or exchanging of pirated software or copying software to or from any school computer, and will not plagiarize works they find on the Internet.


    9.      Users will not use the school district system for conducting business, for unauthorized commercial purposes, or for financial gain unrelated to the mission of the school district. Users will not use the school district system to offer or provide goods or services or for product advertisement.  Users will not use the school district system to purchase goods or services for personal use without authorization from the appropriate school district official.


    10.    Users will not use the school district system to engage in bullying or cyberbullying in violation of the school district’s Bullying Prohibition Policy 113. This prohibition includes using any technology or other electronic communication off school premises to the extent that student learning or the school environment is substantially and materially disrupted.


    B.     A student or employee engaging in the foregoing unacceptable uses of the Internet when off school district premises also may be in violation of this policy as well as other school district policies.  Examples of such violations include, but are not limited to, situations where the school district system is compromised or if a school district employee or student is negatively impacted.  If the school district receives a report of an unacceptable use originating from a non-school computer or resource, the school district may investigate such reports to the best of its ability.  Students or employees may be subject to disciplinary action for such conduct, including, but not limited to, suspension or cancellation of the use or access to the school district computer system and the Internet and discipline under other appropriate school district policies, including suspension, expulsion, exclusion, or termination of employment.


    C.     If a user inadvertently accesses unacceptable materials or an unacceptable Internet site, the user shall immediately disclose the inadvertent access to an appropriate school district official.  In the case of a school district employee, the immediate disclosure shall be to the employee’s immediate supervisor and/or the building administrator.  This disclosure may serve as a defense against an allegation that the user has intentionally violated this policy.  In certain rare instances, a user also may access otherwise unacceptable materials if necessary to complete an assignment and if done with the prior approval of and with appropriate guidance from the appropriate teacher or, in the case of a school district employee, the building administrator.






    Use of the school district system is at the user’s own risk.  The system is provided on an “as is, as available” basis.  The school district will not be responsible for any damage users may suffer, including, but not limited to, loss, damage, or unavailability of data stored on school district diskettes, tapes, hard drives, or servers, or for delays or changes in or interruptions of service or misdeliveries or nondeliveries of information or materials, regardless of the cause. The school district is not responsible for the accuracy or quality of any advice or information obtained through or stored on the school district system.  The school district will not be responsible for financial obligations arising through unauthorized use of the school district system or the Internet.




    The District will employ technical systems designed to restrict and monitor access to materials harmful to minors, including but not limited to Internet filtering systems. Access to systems such as electronic mail ("e-mail') and social media will be limited to curriculum-related work only.

    A.        With respect to any of its computers with Internet access, the school district will monitor the online activities of both minors and adults and employ technology protection measures during any use of such computers by minors and adults.  The technology protection measures utilized will block or filter Internet access to any visual depictions that are:


    1.         Obscene;


    2.         Child pornography; or


    3.         Harmful to minors.


    B.        The term “harmful to minors” means any picture, image, graphic image file, or other visual depiction that:


    1.         Taken as a whole and with respect to minors, appeals to a prurient interest in nudity, sex, or excretion; or


    2.         Depicts, describes, or represents, in a patently offensive way with respect to what is suitable for minors, an actual or simulated sexual act or sexual contact, actual or simulated normal or perverted sexual acts, or a lewd exhibition of the genitals; and


    3.         Taken as a whole, lacks serious literary, artistic, political, or scientific value as to minors.


    C.        Software filtering technology shall be narrowly tailored and shall not discriminate based on viewpoint.


    D.        An administrator, supervisor, or other person authorized by the Superintendent may disable the technology protection measure, during use by an adult, to enable access for bona fide research or other lawful purposes.


    E.        The school district will educate students about appropriate online behavior, including interacting with other individuals on social networking websites and in chat rooms and cyberbullying awareness and response.




    A.           The school district maintains control of the materials on its systems contained in files on the system. Users should not expect privacy in the contents of personal files on the school district systems. Files stored on district computers and servers should not be considered the private property of individuals and may be viewed by supervisory school employees.


    B.           Routine maintenance and monitoring of school district systems may lead to a discovery that a user has violated this policy, another school district policy, or the law.


    C.           An individual investigation or search will be conducted if school authorities have a reasonable suspicion that the search will uncover a violation of law or school district policy.


    D.           Parents have the right at any time to investigate or review the contents of their child’s files and e-mail files.  Parents have the right to request the termination of their child’s individual account at any time.


    E.           School district employees should be aware that the school district retains the right at any time to investigate or review the contents of their files and e-mail files.  In addition, school district employees should be aware that data and other materials in files maintained on the school district system may be subject to review, disclosure or discovery under Minn. Stat. Ch. 13 (the Minnesota Government Data Practices Act).


    F.            The school district will cooperate fully with local, state and federal authorities in any investigation concerning or related to any illegal activities or activities not in compliance with school district policies conducted through the school district systems.




    A.        All users shall be notified of the school district policies relating to the use of the school district digital network system and Internet use.


    B.        This notification shall include the following:


    1.         Notification that use of the school district digital network system and Internet use is subject to compliance with school district policies.


    2.         Disclaimers limiting the school district’s liability relative to:


    a.         Information stored on school district diskettes, hard drives, or servers.


    b.         Information retrieved through school district computers, networks, or online resources.


    c.         Personal property used to access school district computers, networks, or online resources.


    d.         Unauthorized financial obligations resulting from use of school district resources/accounts to access the Internet.


    3.         A description of the privacy rights and limitations of school sponsored/managed Internet accounts.


    4.         Notification that, even though the school district may use technical means to limit student Internet access, these limits do not provide a foolproof means for enforcing the provisions of this acceptable use policy.


    5.         Notification that goods and services can be purchased over the Internet that could potentially result in unwanted financial obligations and that any financial obligation incurred by a student through the Internet is the sole responsibility of the student and/or the student’s parents.


    6.         Notification that the collection, creation, reception, maintenance, and dissemination of data via the Internet, including electronic communications, is governed by Policy 412, Public and Private Personnel Data, and Policy 515, Protection and Privacy of Pupil Records.


    7.         Notification that, should the user violate the school district’s acceptable use policy, the user’s access privileges may be revoked, school disciplinary action may be taken and/or appropriate legal action may be taken.


    8.         Notification that all provisions of the acceptable use policy are subordinate to local, state, and federal laws.




    A.        Outside of school, parents bear responsibility for the same guidance of Internet use as they exercise with information sources such as television, telephones, radio, movies, and other possibly offensive media.  Parents are responsible for monitoring their student’s use of the school district system and of the Internet if the student is accessing the school district system from home or a remote location.


    B.        Parents will be notified that their students will be using school district resources/accounts to access the Internet. This notification should include:


    1.         A copy of the user notification form provided to the student user.


    2.         A description of parent/guardian responsibilities.



    3.         A statement that the Internet Use Agreement must be signed by the user, the parent or guardian, and the supervising teacher prior to use by the student.


    5.         A statement that the school district’s acceptable use policy is available for parental review.




    A.        The school district administration may develop appropriate user notification forms, guidelines, and procedures necessary to implement this policy for submission to the school board for approval.  Upon approval by the school board, such guidelines, forms, and procedures shall be an addendum to this policy.


    B.        The administration shall revise the user notifications, including student and parent notifications, if necessary, to reflect the adoption of these guidelines and procedures.


    C.        The school district Internet policies and procedures are available for review by all parents, guardians, staff, and members of the community.


    D.        Because of the rapid changes in the development of the Internet, the school board shall conduct an annual review of this policy.



    Legal References:              Minn. Stat. 125B.15 (Internet Access for Students)

                                                    Minn. Stat. 125B.26 (Telecommunications/Internet Access Equity Act)

                                                    Minn. Stat. Ch. 13 (Minnesota Data Practices Act)

                                                    Minn. Stat. 121A.0695 (School Board Policy; Prohibiting Intimidation and Bullying)

                                                    Minn. Stat. 122A.40 (Employment Contracts, Terms and Conditions)

                                                    Minn. Stat. 121A.40 – 121A.56 (Pupil Fair Dismissal Act )

                                                    Minn. Stat. 121A.48 – 121A.72 (Discipline of Students)

                                                    Minn. Stat. 121A.03 (Harassment)

                                                    U.S. Code 17 Copyright Act Section 107

                                                    U.S. Code 15 (Children’s Online Privacy Protection Act)

                                                    U.S. Code 20 (Enhancing Education through Technology Act of 2001)

                                                    U.S. Code 47 (Children’s Internet Protection Act of 2000 (CIPA))

                                                    C.F.R. 54.520 (FCC rules implementing CIPA)



    Cross References:       Board of Education Policy 103 (Racial Religious and Sexual       Harassment and Violence

                                              Board Policy 109 (Distribution of Nonschool-sponsored Materials on School Premises by Students and Employees)

                                              Board Policy 113 (Bullying Prohibition)

                                              Board of Education Policy 412 (Public and Private Personal         Data

                                              Board of Education Policy 452 (Evaluation and Development      of Professional Staff)

                                              Board of Education Policy 451 (Student Discipline)

                                              Board Policy 564 (School Records and Data Privacy)

                                              Board Policy 581 (Privacy of Pupil’s Records)

                                              Board Policy 601 (Curriculum and Instruction Goals)

                                              Board Policy 607 (Online Learning Options)

                                              Board Policy 608 (Students with Disabilities)

                                              Board Policy 610 (Selection of Instructional Material)

                                              Board Policy 611 (Provision for Alternative Instruction)

                                              Board Policy 612 (Curriculum Management)

                                              Board Policy 616 (School Sponsored Publications)

                                              Board Policy 802 (Crisis Management)

                                              Employee handbooks, collective bargaining agreements





    ADOPTED BY THE BOARD OF EDUCATION:    September 16, 1996


    REVISED BY THE BOARD OF EDUCATION:      August 23, 1999, October 15, 2001, November 20, 2006




    REVISED BY THE BOARD OF EDUCATION:      December 4, 2007

Policy 107.1







    Richfield Public Schools’ technology and communication resources are intended for authorized users only. The purpose of these administrative guidelines is to assist in the implementation of Board Policy pertaining to the appropriate usage of these resources.


    Inappropriate use exposes Richfield Public Schools to risks including virus attacks, compromise of network systems and services, and legal issues.  It is the responsibility of every technology resources user to know these guidelines and to conduct their activities accordingly.


    A.        NOTIFICATION


    1.            The school Principal shall develop and distribute site-specific information, which is aligned with these guidelines.


    2.            Relevant parts of these guidelines shall be distributed to all staff, students, and parents.  They shall also be posted in media centers and computer labs.


    B.        DEFINITIONS         


    1.            AUTHORIZED USER – Employees or students of the Richfield Public Schools, or visitors specifically authorized by the District.


    2.            AUTHORIZED USES – All staff are authorized to use technology resources for administration, curriculum development, student instruction, personal productivity and professional development.  Students are authorized to use technology resources for school-based programs and activities. Authorized visitors are able to utilize technology resources for school-based programs, school-based activities, or District approved activities.


    3.            TRAINING – Development opportunities include online, district provided, externally provided, on site and off site instruction.


    C.        TRAINING


    1.         TECHNOLOGY STANDARDS – Technology standards shall be periodically updated to include relevant technology expectations for staff.  Staff shall have access to training related to professional expectations.


    2.         NEW STAFF – The Director of Technology shall coordinate building plans to insure that training is provided for all new staff on network access, network accounts, email accounts, passwords and required information systems.  This training shall generally be provided by building media specialist and technology integration specialist staff members.


    3.         STUDENT INSTRUCTION – As part of the instructional program, all students will receive instruction on the following as appropriate:


    ·         responsibilities, privacy, and acceptable usage of systems


    ·         web information tools and appropriate search techniques so students will be able to use the Internet in an efficient manner


    ·         login and password use for network accounts and electronic mail


    ·         accessing online grade and attendance information from online systems utilized by the district




    1.            PLATFORM –Use of software platforms and hardware will be limited to those creating specific learning benefits.


    2.            ACCESS CONTROL – All computers or devices connecting to District technology resources shall have access control that restricts the use to authorized persons. 


    3.            CRITICAL AREAS – Critical Technology equipment including, but not limited to, telephone cabinets, , switches, servers and wiring racks shall be kept in locked areas.  This equipment shall include uninterrupted power supplies, surge protection, and environmental controls for temperature and humidity where applicable.


    4.            STANDARD CONFIGURATION – Hardware and software will be configured by vendors and/or technology support personnel in a known and documented manner that can be easily restored if necessary.


    5.            NETWORK RESOURCES – Use of the school network shall be in a manner as to conserve the resources of the network. This includes traffic generated on the network, as well as files saved on servers.  Individuals are expected to remove old and unnecessary files from network storage.  Student files will be deleted after the end of each school year. 


    6.            PRINTING LOCATIONS – Printers shall be strategically located for ease of use and to reduce maintenance and hardware costs.  Document printing centers shall be the primary location to print documents in excess of 10 pages. These locations will be determined by building administrators.


    7.            SCANNING FOR VIRUSES – Virus scanning software shall be installed on all school issued computers with virus definition files kept up-to-date.  Non-school issued computers will be restricted to use on a network that is separate from the internal network unless specifically authorized by the Director of Technology or authorized representative of the Technology Department.


    8.            INTERNET AND EMAIL FILTERING – A system shall be installed to block inappropriate internet sites and email messages.  This system shall allow the addition or removal of individual internet sites and email addresses from a list of those to be blocked. Staff may submit requests for changes to the blocking list to the Director of Technology for consideration by a committee made up of instructional representatives, the Director of Technology, and a member of the Technology Department.


    9.            RESPONSIBILITY FOR INTERNET USE – Each individual has the responsibility to avoid inappropriate sites, and to report any occurrence of inappropriate internet use to building staff or administration.  Although systems to block access to inappropriate Internet sites are in place, it is not possible to block all sites that may contain inappropriate or undesirable material.  If a user inadvertently accesses unacceptable materials or an unacceptable Internet site, the user shall immediately disclose the inadvertent access to an appropriate school district official.  In the case of an employee, the immediate disclosure shall be to the employee’s immediate supervisor and/or the building administrator.  This disclosure may serve as a defense against an allegation that the user has intentionally violated this policy.


    10.         REFORMAT COMPUTERS- District computers will be reconfigured when an employee leaves the District or a computer is reassigned.  Files or individual applications may be removed.  It is the responsibility of the individual to back up their files before returning their computer for reuse.




    TECHNOLOGY SUPPORT PROVIDER – The District Technology Support Team shall support network accounts, network resources, passwords and software/hardware maintenance.   Building staff shall report all technology support requests to the technology support provider via the District help desk system.  District technology support staff shall initiate or coordinate basic repairs on equipment and/or coordinate requests for repair or network services in a timely manner.


    1.            RICHFIELD SCHOOLS ACCOUNTS – User accounts shall be setup as follows:


    ·         Each user shall be authorized to use the adequate features necessary rather than all available features possible.



    ·         Accounts shall be accessible via individual logins while at school and via an intranet portal for access away from school.


    ·         Students no longer enrolled in Richfield Public Schools will have limited account access upon leaving the District, and their accounts permanently removed 30 days after being unenrolled or on June 30th of the school year they are last enrolled, whichever occurs first.


    ·         Staff no longer employed in Richfield Public Schools will have limited account access upon ending employment with the District either voluntarily or involuntarily, and their accounts permanently removed 30 days after ending employment or on June 30th of the school year they are last employed, whichever occurs first.


    2.            TENANTS’ ACCOUNTS – Tenants and other non-authorized users of District facilities desiring access to the network must follow District operating procedures in obtaining and maintaining network access and accounts.


    3.            LOG OFF – Employees should log out of accounts when finished with their use.  Computers should be turned off at the end of the day, unless specifically requested to leave them on


    4.            PASSWORDS – Staff and students are expected to use passwords and keep them secure.  Automated systems shall periodically expire passwords, yet notify users that passwords are about to expire.  Individuals are expected to respect the privacy and security of others.  Persons should not watch when others are entering their password.   Users should not write passwords where others may access them and should change a password as soon as possible if they suspect someone else knows it.


    5.            PERSONAL BACKUPS – Storage will be available on District computers or servers to support the instructional activities of staff and students.  All individuals are encouraged to make backups of their important work, since files on District computers cannot be guaranteed. Local files to be routinely backed up should be copied to a server either on a home folder or authorized share.


    6.            UNAUTHORIZED USE OR ACCESS REVOKING ACCOUNTS – Depending on the nature and degree of the violation and the number of previous violations, unacceptable use of the School District system or the Internet may result in one or more of the following consequences:  suspension or cancellation of use or access privileges; payments for damages and repairs; discipline under other applicable school district policies, including suspension, expulsion, exclusion or termination of employment; or civil or criminal liability under other applicable laws.


    Unauthorized access could include but is not limited to network and email accounts, network administrative functions, computer lab management software, unauthorized Internet sites, infrastructure resources, printers, servers, switches, and networking closets.


    If unauthorized uses are observed or documented, the following actions may be taken:


    ·         Staff: temporary suspension of an account by an administrator or designee in accordance with provisions of employee contracts.


    ·         Students: network and email privileges may be temporarily suspended by a supervising staff member, or suspended for a period of time not to exceed one (1) school year by building administration according to the school’s discipline policies.



    The proper use of the Internet and the educational value to be gained from proper Internet use is the joint responsibility of students, parents and employees of the School District.

    ·         An Internet Use Agreement form for students must be read and signed by the user, the parent or guardian, and a classroom teacher or building media/technology specialist.  The Internet Use Agreement form for employees must be signed by the employee and filed at the school office. All users shall be notified of the District policies relating to Internet use.  Notification shall include:

    o  Disclaimers limiting the School District’s liability

    o  A description of privacy rights and limitations

    o  Notification that means used to limit student access do not provide a fool proof means for enforcing provisions of this policy

    o  Notification that violation of the acceptable use policy may result in revocation of privileges, school disciplinary action or other appropriate legal action


    PARENT OPT OUT OF STUDENT INTERNET USE – Parents may request alternative activities for their children that do not require Internet access or computer use.  If parents exercise this right, the students will have no Internet or computer access throughout the District

    F.        SOFTWARE


    1.            LEGAL LICENSING –Richfield Public Schools will install and use only legally purchased and licensed software on District computers and servers.  Richfield Public Schools will purchase software licenses for each computer, site licenses or concurrent use licenses.


    2.            CURRENT SUPPORTED SOFTWARE – Curriculum software shall be aligned with academic standards and curricular needs based on teacher recommendation and shall be approved by the District teaching and learning staff and the District network staff prior to purchase. 


    3.            INSTALLATION OF DISTRICT-WIDE SOFTWARE – Technology support staff shall load operating system software, District-wide application software, local application software, or peripherals onto District computers or onto district servers.



    5.         SYSTEM SOFTWARE – System software shall be maintained as the vendor has intended, unless modification is recommended by the District technical staff and approved by District administration.


    6.         COPYING APPLICATIONS – A software application shall not be copied to another computer without a legal license or procedure to pay for that additional license.


    7.         HOME SOFTWARE – Use of software applications (purchased for home use by staff or students) on school computers is prohibited.  Use of school applications on home computers is prohibited, unless specifically allowed in the software license.





    1.            NETWORK ACCESSIBILITY – Technology equipment purchased or obtained for use by students, teachers, administrators, and/or staff  with the capability of fully utilizing network and Internet resources, will be considered for both the intended use at the time of purchase and future, undetermined uses.


    2.            CONSIDERATIONS FOR ADDITIONAL EQUIPMENT – Criteria for identifying computer and network hardware for purchase, or for accepting donated hardware, will include:


    §  The alignment of the computer hardware to educational outcomes for students and teachers.


    §  The educational and developmental appropriateness of the hardware.


    §  The ability of technical support staff to administer and maintain the equipment.


    §  The ability to operate and communicate with the existing network configuration in place or being developed at the time of acquisition.


    §  The ability of the District to maintain low total cost of ownership (TCO), to include initial purchase cost, ongoing maintenance costs, costs for necessary and/or desired software, and purchase of replacement parts.


    3.            APPROVAL PROCEDURES – All purchases of instructional software, computer, and video and media hardware must be approved by the Director of Technology before being placed in the District’s order entry system. The Director of Technology will also approve re-installation of previously removed software after verification that such software aligns with current curriculum and student objectives.


    All purchases of network infrastructure hardware and software must be approved by the District Technology Support Department before being placed in the District’s order entry system.


    All potential donations of computer technology or equipment must be approved by the Director of Technology and Executive Director of Finance before being accepted and added to the District equipment inventory system.  Technology support personnel shall assist in the evaluation of donated equipment prior to its acceptance by the District.


    4.            TECHNOLOGY SPECIFICATIONS – Technology specifications shall be developed and updated at appropriate intervals to reflect current software and workstation requirements for new and donated equipment.




    1.            AUTHORIZED USERS – Current employees and students of the Richfield Public Schools may, upon completion of proper forms or procedures as developed, use school computer, technology and/or electronics equipment at their home for school use.


    2.            APPROVAL PROCEDURES – Procedures for the sign-out of school equipment shall be maintained by the building administration or designee.  Signatures will be obtained from the appropriate building administrator, building media specialist or technology support provider, and the employee or student making the request.  Procedures and criteria for approving the request will include completion of a request form that addresses all personal care and responsibility guidelines listed under H.3 of these administrative guidelines.




    §  Building administrators or designee will record the dates when equipment may be taken off the school property and deadline date by which equipment should be returned.


    §  Equipment should be in the same working order when returned as when signed out.


    §  No unauthorized changes or additions will be made to the equipment.


    §  The School District is not liable for any damages to personal property that may result from the use of school equipment by the user outside the schools.


    §  The user is liable for repair or replacement costs, which may arise due to damage or loss of the equipment.         




    1.            AUTHORIZED USERS – Current employees, students, and authorized visitors of the Richfield Public Schools may, with prior approval, use their personal digital devices for school related tasks on the District guest network.




    §   The date when equipment is added to the District network will be recorded.


    §  Personal computers or digital devices shall not be repaired, maintained, nor have other hardware changes or additions provided by District staff.


    §  The school district is not liable for any damages or loss (including theft) to personal property that may result from the use of personal equipment at the school work site.




    1.            ETIQUETTE – Individuals sending messages using District technology such as voicemail and email should keep in mind that they are perceived as a representative of the Richfield Public Schools.


    2.            VOICE MESSAGES– Voicemail messages are not backed up or archived by network personnel.  Messages are automatically deleted after 90 days..


    3.            STAFF ELECTRONIC MAIL- Staff electronic messages are archived for a period of 3 years from the date the message was sent or received.


    4.            STUDENT ELECTRONIC MAIL- Student electronic messages, sent or received, are archived for a period of 1 year from the date the message was sent or received, or upon removal of the account, whichever comes first.


    5.            MESSAGES ARE NOT PRIVATE – Messages stored on District systems or District authorized systems shall not be considered private property and may be accessed by District administrative employees.  This would generally be done to resolve technical problems or at the request of administration. 


    6.            CONSERVE RESOURCES – Individuals should use the voicemail, electronic mail and fax systems in a manner to conserve resources


    7.            AVOID AUTOMATIC FORWARDING – Emails sent to District email addresses should not be setup to automatically forward to external email locations in order to avoid the distribution of sensitive student or employee information.


    8.            900 NUMBERS – Calls to 900 numbers shall not be permitted.


    K.        WEB SITE MANAGEMENT         


    1.            WEB SITES – Buildings and District programs shall have the opportunity to establish web sites to enhance communication with students, parents, and the community.  These web sites shall be established within systems agreed upon by the District Webmaster and the District Technology Committee.


    a.    Internet:  Each building shall identify web directors to manage the organization, creation, training, and maintenance of the building web site and coordinating that building’s web site efforts with the District Webmaster and other building web directors.


    b.    Intranet:  An internal “intranet” web site system will be maintained for uses specific to internal Richfield Public Schools authorized users.  Technical management of the intranet will be done Technology Support department.  Content for the site will be determined by District administration.  Teachers, building staff, and building administration may provide recommendations for additional site content.


    2.            WEB SITE PUBLISHING RIGHTS – The District Webmaster and Director of Technology have the responsibility for granting publishing rights to District/building web sites.  These rights may be extended to employees, students, parents and community members.  Training shall be provided to all users prior to granting of publishing rights to ensure effective use of the system, and to emphasize proper etiquette and accepted format to professionally and appropriately represent Richfield Public Schools.


    3.            WEB SITE PUBLISHING EXPECTATIONS – Teaching staff, program leaders, and administrators are expected to maintain current web sites containing information of interest to Richfield staff, students and community. Expectations shall be developed by the District Webmaster and district administration, monitored at the building level by building Web Directors and building administration.


    4.            STUDENT WEB SITES – Training shall be provided to students prior to granting publishing rights to ensure effective use of the system, and to emphasize proper etiquette and industry accepted formats, which appropriately represents Richfield Public Schools.  Sites that contain inappropriate content, inaccurate information, or are not a positive representation of Richfield Public Schools will be edited or removed, generally at the recommendation of the District Webmaster and the appropriate building or District administrator.



    Dated:            February 5, 2001


    Reviewed:     November 4, 2007, April 6, 2015


    Revised:        November 20, 2006








    Richfield Public Schools recognizes the continually growing presence and potential social media has in our daily experiences and educational settings. The purpose of this document is to guide social media practices and outline specific expectations that are designed to increase the effectiveness of social media in our educational settings.




    Information produced, shared, retrieved, or highlighted through the use of social media reaches a magnified audience and has a significant level of impact. As an ever-emerging medium, social media reaches its audiences and establishes its impacts in new ways on a continual basis.


    Richfield Public Schools expects that when staff and students use social media in the educational setting, they maintain the highest ethical and educational standards. These guidelines are designed to create an atmosphere of positive will, honesty, individual accountability, and safety. Failure to meet or follow these guidelines may result in professional intervention and/ or disciplinary action.


    B.        DEFINITIONS         


    1.            SOCIAL MEDIA - Social media are any electronic communication programs, applications, or networks that allow communication between and among multiple individuals, allowing individuals to retrieve, share, exchange and produce information, or allow individuals to highlight information that they did not directly create.




    The following guidelines are established to meet the expectations in the purpose and general statement provisions set forth above. These general guidelines apply to staff and students engaging in the use of social media.


    1.            Treat all information and ideas contained in social media as being fully accessible to the public.


    2.            Treat all information and ideas contained in social media as being subject to all of the Richfield Public Schools’ policies, specifically including discipline, anti-bullying, anti-harassment, and internet usage policies.


    3.            Treat all information and ideas contained in social media as permanent public information that represents the staff member or student now and in the future.


    4.            Staff and students must self- identity and may not misrepresent oneself using someone else’s identity.


    5.            Follow copyright regulations and give appropriate credit to the source of the information.


    6.            Post and/or link appropriate and relevant information that does violate any Richfield Public School District policy relating to the treatment of other individuals.


    7.            Respond to others with respect and avoid comments that may be hurtful.


    8.            Communicate without the use of profanity, obscenities, or threatening language.


    9.            Only accept invitations to share information from people you know and trust.


    10.         Utilize privacy settings to control access to your information and ideas.


    11.         Keep passwords and other personal information secure and monitor and track their disclosure.


    12.         Notify a staff member immediately when coming across inappropriate material, or material that is disrespectful or discriminatory in content or language, or is in violation of any Richfield Public School District policy.




    The decision to make personal use of social media is left to the discretion of each employee. Richfield Public School District does not affirmatively monitor employee use of social media; However, it may take appropriate responsive action when it becomes aware of, or suspects, conduct or communication on social media that adversely affects the workplace or violates applicable professional codes of ethics. Employees will be held responsible for their disclosure, whether purposeful or not of confidential or private information; information that violates the rights or privacy of individuals or of a third party, or for the content of anything communicated by the employee on social media. For that reason, employees shall observe the following when using social media:


    1.            Employees must consider their role as a school employee before posting or communicating content that is obscene, profane, vulgar, harassing, threatening, bullying, libelous, or defamatory, or content that discusses or encourages any illegal or the inappropriate use of alcohol, use of illegal drugs, sexual behavior and/or sexual harassment.


    2.            Views expressed on personal social media are the employee’s alone and do not necessarily reflect the view of the Richfield Public School District. Employees cannot act as a spokesperson for the District or post comments as a representative of the District, except as authorized by the superintendent or the superintendent’s designee.


    3.            Employees may not disclose information on social media that is private, confidential or proprietary to the Richfield Public School District, its students, or employees or that is protected by data privacy laws.


    4.            The Richfield Public School District recognizes that student groups or members of the public create and use social media representing students or groups within the district. When employees, including coaches/ advisors, choose to join or engage with these social media tools, they do so as an employee of the District.


    Employees have a responsibility for maintaining appropriate employee-student relationships at all times. This includes exercising good judgment and professionalism in any interpersonal relationship with students, for the safety of the students online, and responding as required as mandated reporters when applicable.




    When using social media in the educational setting, students and staff are subject to all disciplinary policies. Disciplinary consequences are assigned as related to the severity, frequency, and/ or extenuating circumstances of the event. Primary consideration is given to those consequences that are educational in nature and designed to bring about the desired change in behavior. The District reserves its right to consider the full range of disciplinary consequences outlined in District policy and/or Minnesota Statute should the circumstances warrant a more stringent disciplinary approach.




    Richfield Public Schools reserves the right to remove content posted in our educational setting and the district social media sites that contain ideas or information that:


    1.            Provides an unauthorized commercial endorsement.


    2.            Presents discriminatory, unlawful, misleading, untrue, or malicious content. This includes content intended to bully, demean, intimidate, or harass and content that uses ideas or information in an inappropriate manner.


    3.            Advocates illegal or illicit activity.


    4.            Is repeatedly posted information identical or very similar content in a counter-productive manner, including aggressive promotion (spam).


    5.            Uses ideas or information that are not attributable to a specific source or uses the ideas or information from a specific source without required approval or source cite.


    Dated:            April 6, 2015