ICT Usage Policy


Meadow High School

ICT Usage Policy


Approved by Governors:

Signed:   Richard Burton

Date:  09.03.2015

Review Date:  09.03.2016


       Contents Section                                            Page  

  1. Scope      3  
  2. Purpose   3  
  3. Policy      3  
  4. Access    3  
  5. Monitoring        3  
  6. Personal Use    4  
  7. Inappropriate Use       4  
  8. Authority to Express Views   4  
  9. Confidentiality and Security of Data         4, 5  
  10. Copyright, Legal and Contractual Issues       5  
  11. Network Efficiency      5  
  12. Hardware and Software          5, 6


Appendix 1              Statement of Acceptance of the Terms and Conditions of the ICT 
                                 Usage Policy             7, 8       

Appendix 2             Professional Responsibilities : reminder           9

1.  Scope 

This policy applies to school based employees who are directly employed by the school. It applies to all users of the School’s network, and the use of the school’s computer facilities, (including telephony, hardware, software, e-mail, internet, etc) used anywhere, for professional or personal purposes whether in working time or in the employee’s own time. 

2.  Purpose  

The purpose of this policy is to: 

•Protect employees by making clear what is acceptable use of the school’s ICT facilities. 

•Protect the security and integrity of the school and its ICT facilities. 

3.  Policy  

High standards of conduct and probity are as relevant to the use of the school computer facilities as they are to all other aspects of work, and employees must conduct themselves in line with the school’s code of conduct and disciplinary code. 

Employees who are in any doubt about what is, or is not, acceptable use of the school’s computer facilities must seek advice from the Headteacher or the designated ICT Development Officer. 

Employees must conduct themselves honestly, appropriately and in accordance with the law and this policy when using the school’s computer facilities. 

Breach of this policy may lead to disciplinary action and result in withdrawal of access to some or all computer facilities. Serious breaches may be regarded as gross misconduct and may lead to dismissal. Employees are required to sign a statement agreeing to the terms and conditions of this Policy (Appendix 1). 

The school will co-operate with any law enforcement activity. 

Managers must ensure that employees have the skills to use the school’s computer facilities.  

The school will purchase all hardware and software through approved suppliers. 

4.  Access  

The school provides access to ICT to enable employees to undertake their duties.  The Headteacher or another designated senior person has authority to obtain access to an employee’s data and documents. 

5.  Monitoring  

Each employee will be required to sign the Statement of Acceptance of the Terms and Conditions of the ICT Usage Policy. 

The school’s computer facilities will be monitored to ensure this policy is adhered to and that these facilities are used properly.

Any information (including personal emails, documents, etc) within the school’s network or equipment can be inspected, at any time, without notice. 

6.  Personal use  

Employees can use the school’s computer facilities for reasonable personal use provided it: 

      •Does not interfere with the performance of their duties; 

•Is appropriate; 

•Is on an occasional, rather than a regular or substantial basis; 

•Does not compromise the security of the school’s systems or reputation. 

7.  Inappropriate Use  

Employees must not use the school’s computer facilities to: 

•Send or access messages that are, or perceived to be, libellous, harassing or defamatory, or cause offence to the dignity of an individual or group.

•No communication device whether personally owned or part of the school provision may be used to bully another person. 

•Access inappropriate internet sites or material. These may include pornographic, racist or any other sites not appropriate for a school. In the case of accidental access, the employee must immediately disconnect and inform their manager. 

•Store, view, print or redistribute any inappropriate material. 

•Access chat rooms, social networking sites or newsgroups for personal use. 

•Advertise or send personal messages to large groups internally or externally unless through a specified facility or with the permission of an authorised person. 

•Spread harmful programmes that may damage the school’s computer facilities. 

•Download, use or distribute software including entertainment software or games for personal purposes. 

•Download video and audio streaming for personal purposes. 

•Use their school e-mail address for the purchase of personal goods or financial transactions. 

8.  Authority to Express Views  

Employees using school computer facilities must communicate the school’s, and not their personal, views. 

Employees must not participate in newsgroups/chat rooms/social networking sites, unless in a professional capacity relevant to their duties and with prior agreement from their manager or the designated authorised person. 

Employees must not use the school or its name to endorse any non school commercial product or service. 

9.  Confidentiality and Security of Data  

The school is legally responsible for all information stored or transmitted by its computer systems and for any improper disclosure. Disclosure of data, even unintentionally, can breach the Data Protection Act. Security measures are in place to ensure the confidentiality of data held by the school and employees are accountable for breaches of security or confidentiality. 

      •Employees must not attempt to disable or evade any security facility. 

•User IDs and passwords must be kept secure and confidential, and passwords changed if an unauthorised person may be aware of them. 

•Employees must carefully address e-mails to avoid sending sensitive information to the wrong recipient. 

•Employees must ensure that data they are storing, updating or transmitting is accurate, and must not amend or alter e-mails they receive. 

•To ensure security it may be necessary to prevent machines with sensitive data from connecting to the internet, or restrict usage of file transfers. 

•Employees must use the appropriate system/method e.g., password-protected screen saver, if leaving their computer for short periods and switch computers off at the end of the working day .

•When information is being carried from one safe source at school for completion off site this must be done with care. The information must be kept safely whilst it is being used and be erased as soon as the work is complete. 

10.  Copyright, Legal and Contractual Issues 

Downloading and copying data and software or sending the work of others to third parties without permission can infringe copyright. The school retains the copyright to any original ICT based material produced by an employee in the course of their duties at the school.

•Copyright should be checked and appropriate permissions sought. In the case of subscription services the appropriate licenses must be obtained. 

•Software can only be downloaded with permission from the Headteacher or the designated authorised ICT person. Downloaded software becomes the school’s property and must be used only under the terms of its license. Employees must arrange to license and register such software, where required. Software downloaded without permission must be deleted. 

•Employees must not transfer any software licensed to the school or data owned or licensed by the school without authorisation from the Headteacher or the designated ICT person. 

•The use of computer facilities can lead to contractual obligations in the same way as verbal or written transactions. Employees must not exceed their delegated authority to enter into contracts or authorise expenditure. 

•Records of computer transactions must take place through archiving or backup. Where appropriate, confirmation of receipt of important e-mails must be gained which may be disclosed in litigation. 

•Transactions through computer facilities must be treated in the same way as transactions on the school’s headed paper. 

11.  Network Efficiency  

Employees must regularly delete or archive files no longer required or needed for immediate access. 

The school’s ICT unit will scan all files for viruses. 

Wherever possible intensive operations such as large file transfers, video downloads, mass e-mailing should be scheduled during off-peak hours. 

Video and audio streaming and downloading must be for work  or professional purposes only. 

12.    Hardware and Software  

The school must ensure all Hardware is legally licensed and is responsible for the management, maintaining and upkeep of all of the peripherals related to this equipment. The school will procure this equipment from trusted and established suppliers. No unknown equipment can be put in place without the permission of the Headteacher or the designated ICT Development Officer.  

The provision of a Laptop for every teacher in the school will be made by the school.

Members of staff must make sure that that the school Laptop (if one is supplied) is always looked after in a secure manner when it is used off site . The school Laptop should be locked securely in the boot of a car when parked although this should be avoided if possible. The Laptop should not be left unattended at any time. The information stored on the Laptop should not be disclosed to any other parties. The information on the Laptop should be password protected. If a Laptop is issued to a member of staff then they are responsible for the safety of that Laptop and the information contained on it at all times. If information is transferred on the Laptop to complete work away from school the information should be erased from the Laptop as soon as possible after the extra work is complete.

The school must ensure all software is legally licensed and is responsible for managing and maintaining the register of software and for holding licenses and the original media. 

•No software can be loaded onto or used on any computer owned or leased unless approved by and licensed to the school. 

•All software must be procured by the school and installed by the designated authorised ICT person. 

•Software must not be copied or distributed by any means without prior approval from the Headteacher or the designated authorised ICT person. 

Meadow High School 
Statement of Acceptance of the Terms and Conditions of the ICT Usage Policy 

ICT and the related technologies such as email, the internet and mobile devices are an expected part of our daily working life in school.  This policy is designed to ensure that all staff are aware of their professional responsibilities when using any form of ICT.  All staff are expected to read and sign to say that they have understood this policy and adhere at all times to its contents.  Any concerns or clarification should be discussed with the Headteacher or the designated ICT Development Officer.

I agree to follow the rules and practices set out in the ICT Usage Policy. 

I will use the ICT network in a responsible way and observe all the restrictions explained in the Policy. 

I am responsible for the safety, storage and usage of my school Laptop at all times.(If I have a school Laptop.)  

I will ensure that all electronic communications with pupils, staff and Parents/Carers are compatible with my professional role.

I will ensure that my online activity, both in school and outside school, will not bring my professional role into disrepute.

I will not give out my own personal details, such as mobile phone number and personal email address, to pupils. 

I will only use the school’s email / Internet / Intranet / Learning Platforms(e.g. .Abacus Evolve, Oliver)/ MIS system (Bromcom) and any related technologies for professional purposes or for uses deemed ‘reasonable’ by the Headteacher or Governing Body. 

I will comply with the ICT system’s security and not disclose any passwords provided to me by the school or other related authorities. I will make sure that I do not allow any PC`s or other devices away from school to automatically remember these passwords.

I will ensure that personal data (such as data held on SIMS) is kept secure and is used appropriately, whether in school, taken off the school premises or accessed remotely.  Personal data can only be taken out of school or accessed remotely when authorised by the Headteacher or Governing Body.

I will only use the approved, secure email system(s) for any school business.

I will not install any hardware of software without permission of the Headteacher or the designated ICT Development Officer.

I will not browse, download, upload or distribute any material that could be considered offensive, illegal or discriminatory. 

I agree to report any misuse of the school’s ICT network to the Headteacher or the designated ICT Development Officer.

I also agree to report any websites that are available on the school Internet that contain inappropriate material to the Headteacher or the designated ICT Development Officer immediately.

Images of pupils and/ or staff will only be taken, stored and used for professional purposes inline with school policy and with written consent of the parent, carer or staff member.  Images will not be distributed outside the school network without the permission of the parent/ carer, member of staff or Headteacher.

I will support the school approach to online safety and not deliberately upload or add any images, video, sounds or text that could upset or offend any member of the school community

I will respect copyright and intellectual property rights.

I will support and promote the school’s e-Safety policy and help pupils to be safe and responsible in their use of ICT and related technologies.

I understand that all ICT usage (including unrestricted website activity Laptop activity, Mobile Devices, Smart Phones, Mobile Phones and memory Devices can be automatically logged by the ICT network and will be subject to spot checks. This is to confirm that the ICT Usage Policy is being adhered to.

I understand that any breaches of the Policy may result in loss of access to all of the ICT resources and can be subject to disciplinary action.

I realise that staff under reasonable suspicion of misuse in terms of time or content may be placed under retrospective investigation or have their usage monitored.   

 I agree to follow this code of conduct and to support the safe use of ICT throughout the school.

Name of Employee: ______________________________ Date: _______________

Signature of Employee: _______________________________________________ 

Job Title  __________________________________________________________


(Appendix 1)


                 When using any form of ICT, including the Internet, in school and outside school


                   For your own protection we advise that you: 


 Ensure all electronic communication with pupils, parents, carers, staff and others is compatible with your professional role and in line with school policies. 


 Do not talk about your professional role in any capacity when using social media such as Facebook and YouTube. 


 Do not put online any text, image, sound or video that could upset or offend any member of the whole school community or be incompatible with your professional role. 


 Use school ICT systems and resources for all school business. This includes your school email address, school mobile phone and school video camera

 Do not give out your own personal details, such as mobile phone number, personal  e-mail address or social network details to pupils, parents, carers and others. 


 Do not disclose any passwords and ensure that personal data (such as data held on MIS software) is kept secure and used appropriately. 


 Only take images of pupils and/ or staff for professional purposes, in accordance with school policy and with the permission of  the SMT. 


 Do not browse, download, upload or distribute any material that could be considered offensive, illegal or discriminatory. 


 Ensure that your online activity, both in school and outside school, will not bring your organisation or professional role into disrepute. 


You have a duty to report any e-Safety incident which may impact on you, your professionalism or your organisation.