Human Resources/Personnel Policies

Code of Conduct/Ethics

Sample 1 – (Abby)

Because of the role we play in the community and the lives of the students entrusted to us, School employees have a special responsibility to the highest standards of public trust, honesty, and integrity. Our conduct must exemplify the highest professional standards of behavior. Accordingly:

Legal

• All employees of the School must fully comply with the laws and regulations that apply to the School.
• Employees are expected to report any illegal or questionable activities promptly to a supervisor.
• Falsification of any records and documents, including employment applications, time sheets, etc. is strictly forbidden.

Inappropriate Behavior

• Employees must not treat discourteously, or have inappropriate contact with, any students, parents, members of the    public or fellow employees.
• Employees must not engage in sexual harassment.
• Employees must not refuse to perform or follow reasonable work requests, instructions, directions, or prescribed    procedures.
• Employees must never have any unapproved absences or departures from assigned work areas.
• Failure to call-in as required, failure to report to work on time, and excessive absenteeism or tardiness will not be    allowed.
• Employees must have no electronic or telephone contact with students.  Any contact should be made through the    parent/guardian.  Employees must not socialize with students outside of school sponsored functions.

Safety

• Possession of firearms or weapons of any kind on school property is not allowed.
• Any action that jeopardizes the health, safety, or well-being of a student, parent or other employee is forbidden.

Financial Matters

• No employee may ever use School funds or assets for any purpose that would be in violation of any applicable laws or    regulations.
• No fund or asset may exist which is not fully and properly recorded on the books and records of the School.
• No political contributions from School funds are allowed.
• No funds or assets of the School may be used as payments, gifts, or favors to government officials or employees,    including members of the School’s Board of Trustees.
• Gifts may be made to individuals representing entities with which the School has a business interest provided the    following conditions are met:
• Gifts in the form of cash or its equivalent are not given;
• Gifts are in accordance with normally-accepted business practices;
• Gifts are legal;
• Gifts to an individual do not exceed $25.00 in any one-year period;
• Gifts are recorded accurately in the records and treated properly for tax purposes.

Solicitation

• Employees and parents should not be put in a position of feeling compelled to donate money or participate in    unwanted solicitation. Therefore, the School does not allow solicitation on school property without the permission of    the Superintendent. Non-employees may not solicit on school property at anytime.

This is in no way intended to be an exhaustive list.  Failure to comply with any of these guidelines may result in corrective action, up to and including termination of employment.

Sample 2 – (CDCPS)

Community Day Charter Public School strives to achieve the highest possible standard of business and personal ethics.  The School requires compliance by its employees with all applicable laws, and regulations in the performance of their responsibilities and functions for and on behalf of CDCPS.  In all areas of operations and all functions that support those operations, no employee will engage in any conduct in violation of law or act inconsistently with the high standards of honesty, integrity and ethical behavior requested of them.  In addition, employees may not engage in activities, discussion, agreements or exchange of information with competitors.  All employees are to acquaint themselves with and perform their duties in accordance with the requirements of the Personnel Policies. 

CDCPS expects all employees to demonstrate the highest degree of performance, integrity, and professional conduct at all times.  Unacceptable behavior or inadequate performance of job responsibilities may be subject to progressive levels of discipline.  Management has the discretion to determine the level of discipline warranted, depending on the nature and severity of the performance deficiency or conduct.

Sample 3 – (APR)

Every employee deserves a respectful, cooperative and safe working environment.  To accomplish this goal, we must all adhere to certain standards of behavior.  The APR expects that you will conduct yourself in accordance with the highest standards of professional behavior and will treat others with dignity, courtesy, and respect.

Confidentiality

Sample 1 – (CDCPS)

All staff are responsible for assuring confidentiality of the services given by the organization.   CDCS's confidentiality policy follows:  Except as properly authorized by Community Day Charter Public School, it is the responsibility of all employees to maintain the confidentiality of:

• Proprietary information of the School
• Information entrusted to the School by principals or customers that is otherwise not readily available to the public

All CDCPS staff are responsible for assuring confidentiality of the information and services provided to consumers of Community Day Charter Public School.  Specifically, any and all information on customers that is received by staff will remain with staff.  The information will be input into the computer database, as required, and/or will remain in the consumers file.  Information gathered by staff will not be used by staff or shared with anyone outside the School and will only be shared with a supervisor and, with co-workers as necessary. 

All information gathered includes any and all information given to staff by consumers over the telephone, in person, via mail and/or email.  Some of the customer information identified as confidential includes:  name, address, telephone number, SSN, work history, income (all sources), size of family, marital status, ethnicity, religion, etc. 

CDCPS also requires compliance by its employees with all applicable laws and regulations in performance of their responsibilities and functions for and on behalf of CDCPS.  No employee will engage in any conduct in violation of law or act inconsistently with the high standards of honesty, integrity and ethical behavior requested of them. 

Employees should refrain from discussing confidential School business with outsiders and with anyone else who does not have a legitimate "need to know" the information.  Employees should refer outside inquiries regarding the School to the persons in the School authorized to respond to the particular inquiry, i.e. the Head of School, the Executive Director, and/or the Development Director.

Sample 2 – (Excel)

The protection of the School's confidential information is vital to the interests and the success of the School.

It is the policy of the School to ensure that the operations, activities and business affairs of the School are kept confidential to the greatest possible extent.  If during the course of employment, you acquire confidential information or proprietary information about the School and its students, such information is to be handled in strict confidence and not to be discussed with persons outside the School.  Such confidential information includes, but is not limited to, the following examples: student records, compensation, certain policies and procedures, and building and security-related information.

Employees are also responsible for the internal security of such information.

Please remember that keeping all of the School's proprietary information confidential is part of your employment arrangement with the School.  This obligation shall remain in effect during your employment at the School and at all times thereafter.  Violation of this policy is a serious breach of confidence and may lead to disciplinary action, up to and including immediate termination.

Sample 3 – (Abby)

Our students and their families trust that all information about them will be protected and kept confidential by the School.  As with student information, all information about employees, policies, and procedures is proprietary and confidential.

Information that is to remain confidential includes, but is not limited to:

• Student records
• Employee personnel files
• School information in hard copy or electronic format
• Computer passwords
• Instructional materials
• Instructional and management methods
• Any other methods and materials developed by the School
• Financial and other business information

This, or any other student/parent/confidential/proprietary information, is not to be given or disclosed to any outside organization or non-employee without proper authorization such as a written release, a duly authorized court order or subpoena, and authorization from the Superintendent.

Immediately upon termination of employment, you will be required to return all confidential information to the School.

Sample 4 – (APR)

Family Educational Rights and Privacy Act (FERPA) - FERPA affords parents and students over 18 years of age certain rights with respect to the student’s education records.  The Model Notification of Rights and the school’s directory information public notice are posted in a public employee area and will be addressed in detail during faculty orientation.

Conflict of Interest

Sample 1 – Excel

Employees have an obligation to conduct School business within guidelines that prohibit actual or potential conflicts of interest.  The purpose of these guidelines is to provide general direction so that employees can seek further clarification on issues related to the subject of acceptable standards of operation.

An actual or potential conflict of interest occurs when an employee is in a position to influence a decision that may result in a personal gain for that employee or for a relative as a result of the School's dealings.  For the purposes of this policy, a relative is any person who is related by blood or marriage, or whose relationship with the employee is similar to that of persons who are related by blood or marriage.

No "presumption of guilt" is created by the mere existence of a relationship with outside organizations.  However, if an employee has any influence on transactions involving purchases, contracts, or leases, it is imperative that the employee disclose to the Executive Director as soon as possible the existence of any actual or potential conflict of interest so that safeguards can be established to protect all parties.

Personal gain may result not only in cases where an employee or relative has a significant ownership in a firm with which the School does business, but also when an employee or relative receives any kickback, bribe, substantial gift, or special consideration as a result of any transaction or business dealings involving the School.

The data, designs, plans, ideas, and materials of the School are the property of the School and should never be given to an outside firm or individual.  Any improper transfer of material or disclosure of information, even though it is not apparent that an employee has personally gained by such action, constitutes unacceptable conduct.

Sample 2 – Abby

To support the School’s high standards of public accountability, all employees are expected to avoid any ethical and/or legal conflicts, or any appearance of a conflict, that might reflect poorly on the School. If you are contemplating outside employment with a school or company that provides a service in direct competition with the School, you must first request permission from the Superintendent.

For purposes of the State Ethics Statute (chapter 268A of the General Laws), the School is a state agency and its employees are state employees. The State Ethics Statute therefore applies to all of the School’s employees. Violation of its provisions, whether or not such violation has been adjudicated or held to exist by the State Ethics Commission, constitutes grounds for corrective action up to and including dismissal.

Sample 3 – CLCS

All staff members are responsible for guaranteeing that they do not place themselves in any position that will conflict with their responsibilities to the CLCS.  No staff of the CLCS shall serve on a governing board or committee of any agency contracting with, making grants to, or receiving grants from the CLCS, except under special circumstances and with the express written approval of the CLCS Principal.  In no such case shall a CLCS staff person vote or take active part in discussion of a grant or contract between the CLCS and an organization of which he or she is a member.

Drug Free Workplace

Sample 1 - CDCPS

Creating a healthy and safe work environment is a top priority and objective of Community Day Charter Public School.  This substance abuse policy has been established to help keep employees healthy, productive, and free from injury.

Employees shall not be involved in the unlawful use, possession, sale or transfer of drugs or narcotics, in any manner which may impair their ability to perform assigned duties or otherwise adversely impact the School's business, while on School premises, or on School business.   In addition to the use of illegal substances, this includes the misuse of alcohol, or over-the-counter or prescription medication.  Violation of this policy may result in corrective action, which could include termination.

Exceptions to this policy include the moderate consumption of alcohol at social functions and business entertaining.  The consumption of alcohol will be kept to an absolute minimum. Any employee who becomes intoxicated at any business related social function or event will be subject to disciplinary action which may include termination.

Any use of alcohol on School premises requires the approval of a School officer.  In addition, if alcohol has been authorized on site, the following condition must be met:  Food and alcohol-free beverages are also served.

The term "School premises" includes School offices, work locations, desks, parking lots, and any vehicle engaged in School operation. Random searches of School premises, including personal effects and employee vehicles parked at School premises, may be conducted at any time.

The School will establish such procedures, as it finds necessary to effectively enforce its substance abuse policy. That may include a requirement that employees cooperate in personal or facility searches when there is reason to believe alcohol or drugs are present, when their performance is impaired, or when their behavior is erratic. Refusing to cooperate with these procedures may be cause for disciplinary action, including termination.

Employees are responsible for promptly reporting to Human Resources any use of prescribed drugs that may affect their judgment, performance, or behavior.

If we are to fulfill our responsibility to provide reliable and safe service to our clients, as well as a safe working environment for our employees, employees must be physically and mentally fit to perform their duties in a safe and efficient manner.

Counseling and Rehabilitation Programs - CDCPS encourages employees to seek assistance for a substance abuse problem voluntarily before their employment is jeopardized.  The cost of the program is the responsibility of the employee, but may be covered, in whole or in part, by the employee's health insurance, depending upon the terms of the insurance policy.

Sample 2 – Excel

Excel Academy Charter School has always recognized the importance of maintaining drug and alcohol free workplace to enhance the welfare of its employees and students. The Federal Drug-Free Workplace Act requires the School to certify that it maintains a drug-free workplace as a condition of receiving federal grants and contracts.  This legal requirement gives the School an opportunity to reaffirm the following policy and its commitment to a drug and alcohol free workplace.

It is the policy of the School to maintain an alcohol-free and drug-free workplace.  The unlawful manufacture, distribution, dispensation, possession or use of controlled substances or alcohol is prohibited while on duty or on school department property.  Employees are also prohibited from coming to work under the influence of alcohol or smelling of alcohol. 

It is a condition of employment that each employee abides by this policy and notifies the Executive Director of any criminal drug conviction within five (5) days of such a conviction.  Excel Academy Charter School has an obligation to notify the appropriate federal agency within ten (10) days of receiving such a notice of conviction.  The Executive Director will take appropriate disciplinary action up to and including employment termination.

Sample 3 – Sturgis

It is the policy of the Sturgis Charter Public School that the students and all members of the faculty have the absolute right to expect that persons employed by the School will be free from the effects of drugs and alcohol. The School, as the employer, has the right to expect its employees to report for work fit and able for duty and to set a positive example for the school community. The purposes of this policy shall be achieved in such a manner as not to violate any established constitutional rights of an employee of the School.

Prohibitions - Employees shall be prohibited from:

• Consuming alcohol at any time during or just prior to the beginning of the work day or anywhere on any School    premises, including School buildings, properties, and vehicles while engaged in supervising students.
• Possessing, using, selling, purchasing or delivering any illegal drugs or misusing legal drugs at any time and at any    place.

Sample 4 - CLCS

In compliance with federal requirements under the Alcohol and Drug Free Workplace Act of 1988, the CLCS is committed to establishing and maintaining a drug-free environment for all staff.

Recognizing that alcohol and drug abuse are treatable conditions, the CLCS will try to assist staff in an effort to identify substance abuse problems at the earliest possible stage and to seek help from the most appropriate community resource available.

The CLCS also recognizes that substance abuse impairs a staff member’s job performance and their health and safety, as well as the health and safety of other staff members and students, and prohibits the following conduct in the workplace:

• The unlawful manufacture, distribution, sale, dispensing, possession, consumption, or use of a controlled substance    or alcohol.
• Reporting to work under the influence of a controlled substance or alcohol.

Disciplinary action up to and including termination of employment may result from violation of this policy.

Personal Appearance

Sample 1 – Abby

All of our employees must serve as positive role models for our students. Accordingly, our employees must maintain a professional image and maintain the highest standards of personal hygiene.

The following is a list of some dress code standards. It is not intended to be exhaustive:

• All attire should be kept neat, clean, and in good condition at all times.
• Personal hygiene must meet the highest standards.
• Hair must be kept clean and neatly styled.
• Pierced earrings are allowed but should be worn in a tasteful way. Other than earrings, jewelry for body piercing    should not be worn at work. No jewelry may be worn which could interfere with your safety or job performance or which creates excessive display.
• Body tattoos that are visible and considered to be offensive will need to be covered while at work.
• All employees are to refrain from wearing tank tops, T-shirts, shorts, bodysuits, blue jeans and sneakers.
• Men are required to wear collared shirts and neckties. Maintenance Department and Food Services staff are exempt    from this requirement.
• Flip flops are not allowed when school is in session.

Sample 2 – Excel

We expect all staff to dress professionally in “business casual” attire that they would feel comfortable wearing in the presence of an important visitor (e.g. funder, government official, etc.).

The following items are considered inappropriate: jeans, shorts, tank tops, sweat suits, flip-flops, sneakers and overly revealing clothing.  In addition, ripped or soiled clothing is always inappropriate.

Exceptions to this policy will be made on certain occasions (e.g. field trips, etc.) and for certain staff, such as the fitness instructor.

Sample 3 – CLCS

Employees should be mindful that the school is a public institution and that a professional appearance reflects the educational environment.  Employees are naturally expected to practice good personal hygiene and use good judgment in their choice of clothing and personal grooming techniques.  While the CLCS does not dictate a particular dress code, it is expected that employees will not dress casually (e.g., avoid blue jeans, flip flops, cargo pants, and the like).

Sample 4 – APR

Professional dress is expected of faculty at the Academy.  We do not follow the school uniform, but should be mindful of the standards for students.  Men should wear shirt and tie and women should wear clothing appropriate to the workplace.  We serve as models for our students of successful and serious professionals and should always demonstrate that through our appearance.

School Property, Use of

Sample 1 – CLCS

All individuals requesting the use of Conservatory Lab Charter School (CLCS) data or materials for any use whatsoever must apply to the Principal or his/her designee.  Requests given to any staff member must be forwarded to the Executive director or his/her designee.  The only exception to this policy is data that is regularly supplied according to law to state and federal agencies in order for CLCS to be in compliance with regulations.

Requests for use of CLCS data must be in writing and include the following information:

• Name, address, phone, email, institutional affiliation of the person requesting the use of the data and/or materials.
• The reason the data and/or materials are being requested (research, conference presentation, personal use, etc.)     Please note that the use of data for one request does not imply future permission to use the same data for another    presentation, research study, etc.  Each usage of CLCS materials must be preceded by a written request and approved    in advance.
• The exact data and/or materials that is/are being requested.
• All requests for data or materials must include a statement of how student confidentiality will be maintained.  For    example, student work with identifiable, real student names may not be used at any time.
• All requests for data must include a signed statement by the person requesting the use of the data that all materials    remain the sole property of the Conservatory Lab Charter School.

Additionally, please note the following requirements:

• All printed materials (for any use, including articles, research studies, charts, power point presentations, and    transparencies) that use any CLCS data or materials must include the following statement:  “COPYRIGHT © (year)    Conservatory Lab Charter School.  Used with permission.”  This permission must be on every page that uses CLCS    data.
• All requests for data and/or materials must be made at least 6 weeks in advance.
• The CLCS must receive two copies of all printed materials at least two weeks prior to publication or presentation to    review the accuracy of the use of the data and/or materials.  The CLCS reserves all rights to edit, limit, or refuse the use    of the data or materials at any time during this process.

Use of School Letterhead - The CLCS letterhead should be reserved for correspondence regarding official school business.  Please check with a school administrator before using letterhead.  All correspondence from staff to students or their families should include the name of the school and the date at the top of the page.

Smoking Policy
Sample 1 – Excel

The School is committed to enforcing the provisions of the Massachusetts Smoke-Free Workplace Law and the Boston Public Health Commission’s Workplace Smoking Restrictions.  Accordingly, the School's policy on smoking is as follows:

• It is recognized that smoking is dangerous to the health of the smoker and that second-hand smoke is a cause of   disease, including lung cancer, in healthy nonsmokers. The simple separation of smokers and nonsmokers within the   same air space may reduce, but does not eliminate, the exposure of nonsmokers to environmental tobacco smoke. This   applies to all smoking tobacco products, i.e., cigarettes, cigars, and pipes. This policy has been developed to protect all   persons from the exposure to environmental tobacco smoke and to ensure a safe working environment.
• Smoking is prohibited in all facilities and areas of the entire workplace with no exceptions. Smoking is not permitted   anywhere at the School, including all common work areas, elevators, hallways, vehicles, restrooms, conference and   meeting rooms, and all other enclosed or outdoor areas in the workplace. The policy applies to all employees,   consultants, contractors, and visitors.
• Any disputes involving smoking will be referred to your immediate supervisor.
• No person or employer shall discharge, refuse to hire, refuse to serve, or in any manner retaliate against any   employee, applicant or student because such employee, applicant or student takes any action in furtherance of the   enforcement of this regulation or exercises any right conferred by this regulation.
• The School encourages all smoking employees to quit smoking. The School is available to provide you with contact   information for Smoking Cessation resources and self-help materials for those employees who want to quit.  For   further information about these services please contact the Operations Manager or Executive Director.
• Any questions regarding the smoke-free workplace policy should be directed to the Operations Manager or Executive   Director.

Sample 2 – CDCPS

Creating a healthy and safe work environment is a top priority and objective of Community Day Charter Public School. CDCPS’s  tobacco-free policy, in accordance with Massachusetts General Laws, has been has been established to help keep employees and children healthy, productive, and free from the effects of second-hand smoke.

In accordance with State law, the use of tobacco products within the school buildings, the school facilities or on the school grounds or on the school busses by any individual, including school personnel, is prohibited.

Sample 3 – CLCS

In accordance with state law, tobacco use is prohibited within the school building, on school grounds, and on school buses and field trips.  This policy applies to all individuals, including parents and school personnel.

Technology Policy

Sample 1 – Excel

The School provides our employees with computer equipment and on-line access to internal and external networks, including the Internet, so that employees may communicate more efficiently and accomplish the School's goals.

Use of computer equipment or on-line access provided by the School is subject to the following general conditions:

• Your use of computer equipment and on-line access should be for the School's purposes and not for more than incidental personal use.
• Use of equipment or on-line access provided by the School for any illegal purpose is prohibited.  Such use includes, but is not limited to:
• Gaining unauthorized access to or intentionally damaging other computer systems or networks or the information contained within them.
• Committing theft, fraud or other criminal acts of any kind.
• Distributing or obtaining illegally copied software, graphics, sounds, text or other material.
• Sending or posting harassing or threatening messages or pornographic or indecent content.
• The School will cooperate with law enforcement authorities to prosecute offenders.  You must report any suspected, accidental, or intentional illegal action.
• The School has the right to monitor all on-line communications to ensure that appropriate and lawful purposes are being pursued and to limit connections solely to School-related resources.  All information stored on School computers including all e-mail communication belongs to the School.  The School may inspect all such computers and information at any time as necessary for the conduct of its business.
• No direct third party physical or electronic access to School facilities, information or computers of any type or for any reason may be established without the express permission of the Operations Manager or Executive Director.
• On-line communications may be subject to interception by persons outside the School and such interception may not be detectable.  Therefore, no confidential information should be sent on-line by any means without utilizing appropriate security methods such as the use of code names or (in certain cases) encryption (using software to scramble any messages before they are sent, and descramble them upon receipt).  Any encryption software should be provided or approved by the School, and the School should be given a copy of all encryption and decryption "keys" utilized by you for the above purpose.
• To protect the School from infringement actions, you may not download or save any material from any on-line source, however retrieved, unless (a) you have taken measures to verify source reliability, and (b) the material is legally permitted to be downloaded without violation of copyright or trademark.
• Downloading data, information, images, and the like from an outside source increases the risks to our computers of viruses and other damaging agents.  You should not retrieve material from outside sources, particularly from sources not known to you, unless you have good reason to do so. Any material downloaded from an outside source should be checked immediately for viruses and other damaging elements. 

In addition, the following policies apply to the specific services and capabilities described below:

Electronic Mail - The School provides e-mail for purposes of school communications.

• You are prohibited from initiating or forwarding harassing, pornographic or indecent messages, either to School employees or to anyone else.
• Electronic mail must be addressed to proper recipients.  Carefully check to reduce the possibility of communications being misdirected.
• If your job includes responding to work-related e-mail requests on an informal and unofficial basis (e.g. a personal reference for a colleague or student), make sure that your message clearly states that your views are not necessarily the views of the School.  Even so, you must be aware that the address you are sending from may well indicate the School's name and you should keep in mind that the message may be seen to be representing the School, regardless of any disclaimers.  Therefore, do not send any e-mail directly critical of the School's employees, students, or services. 
• In all cases, do not reveal any confidential information of the School or its vendors, students and employees.
• You are prohibited from misrepresenting your name, identity or position or posing as another person in an electronic mail message.

Internet Use - Please see the Student Handbook for policies related to Internet use.

Chat Rooms and Weblogs - Access to chat rooms and weblogs (or “blogs”) is subject to similar restrictions as internet access.  In addition:

• Chat rooms and blogs are prohibited when using School computers, unless it is an official school posting.  You must be aware that the address you are sending from may well indicate the School's name and you should keep in mind that the message may be seen to be representing the School, regardless of any disclaimers.  Therefore, do not post any message to a discussion group directly critical of the School, its employees, or Trustees.
• If you have obtained express authorization to post a message in a chat room or on a blog that is not related to official School business, you must always state that any opinions expressed are not those of the School.
• Even while you are using a computer outside of the workplace to post messages in a chat room or on a blog, you should not identify or criticize (either by name or implication) the School, its employees, or Trustees.  Moreover, you should not include anything in your posting which gives the impression that the views expressed are in any way associated with the School.
• Discussion groups have their rules of on-line etiquette, or "netiquette," and extreme violations can generate uninvited responses against the School's computers, telephone lines and business.  In all school business, you are expected to learn and observe the rules of "netiquette" and to post only opinions and statements appropriate to the particular topic of the newsgroup.
• While the School provides internet access to its employees as part of its work resources, it does not monitor the content of every website which it makes available.  Provision of a particular website or posting board does not imply the School's endorsement or approval of the content of such site or posting.  The School reserves the right but is not obligated to place appropriate limits on the sites it makes available.

Disciplinary Action - Abuse of the School's computer equipment or on-line connection or other violation of this policy will result in disciplinary action, up to and including termination.

Computer Software - The following is the School's policy concerning its computers and software.  All employees shall use software only in accordance with its license agreement.  Unless otherwise provided in the license, any duplication of copyrighted software, except for backup and archival purposes, is a violation of the law.  The following points are to be followed to comply with the School's software licensing agreement(s):

• We will use all software in accordance with applicable license agreement(s).
• Legitimate licensed copies of software will promptly be provided to all employees who, in the discretion of the School, need it for the performance of their duties to the School.  No employee will make any unauthorized copies of any software under any circumstances.  Anyone found copying software other than for backup purposes is subject to termination.
• We will not tolerate the use of any unauthorized copies of software in our School.  Any person illegally reproducing software can be subject to civil and criminal penalties including fines and imprisonment.  We do not condone illegal copying of software under any circumstances and anyone who makes, uses, or otherwise acquires unauthorized software shall be appropriately disciplined.
• No employee shall give School software to any outsiders including students.  No employee shall install any software on School computers except the software provided by the School for installation.  No employee shall establish a password or encryption protection on a School computer without authorization from the School or without providing such password or the key to such encryption to the School.
• Any employee who determines that there may be a purposeful or accidental violation of the above software policy within the School shall notify the Executive Director.
• All software installed and/or used on School computers shall be properly licensed through appropriate procedures.

Sample 2 – Abby

User Responsibilities - It is the responsibility of any person using the School’s computer network 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 the School’s computer network. Any person with questions regarding the application or meaning of this policy should seek clarification from the Information Technology Manager. Failure to observe this policy may subject individuals to disciplinary action.

Acceptable Uses - The School firmly believes that its network empowers users and makes their jobs more fulfilling by allowing them to serve the students. As such, subscribers are encouraged to use the network to the fullest extent in pursuit of our goals and objectives. The School’s computer network should not be used for any personal purposes.

Unacceptable Uses of the Computer Network - It is unacceptable for any person to use the network:

• in furtherance of any illegal act, including violation of any criminal or civil laws or regulations, whether state or federal;
• to load personal software without permission;
• to connect personal equipment of any kind without prior permission;
• for any political purpose;
• for any commercial 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 School or a person’s role at the School;
• to distribute chain letters;
• to access online gambling sites; or
• to libel or otherwise defame any person.

Data Confidentiality - In the course of performing their jobs, network users may 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 to acquire access to confidential data unless such access is required by their jobs. Under no circumstances may employees 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 and graphics 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 copyrighted. For this reason, software must be purchased and distributed by the School.

Computer Viruses - Users should exercise reasonable precautions in order to prevent the introduction of a computer virus into the School network universe. Virus scanning software should be used to check any software downloaded from the Internet or obtained from any questionable source. Finally, it is a good practice to scan floppy disks periodically to see if they have been infected.

E-mail - When using e-mail, there are several points users should consider. First, because e-mail addresses identify the organization that sent the message (username@AKFCS.org), users should consider e-mail messages to be the equivalent of letters sent on official letterhead. For the same reason, users should ensure that all e-mails are written in a professional and courteous tone. Finally, although many users regard e-mail as being like a telephone in offering a quick, informal way to communicate, users should remember that e-mails can be stored, copied, printed, or forwarded by recipients. As such, users should not write anything in an e-mail message that they would not feel just as comfortable putting into a memorandum.

No Expectation of Privacy - The School’s network is the property of the Abby Kelley Foster Charter Public School and is to be used in conformance with this policy. The School retains, and when reasonable and in pursuit of legitimate needs for supervision, control, and the efficient and proper conduct of its affairs, the School will exercise, the right to inspect any user’s email account and web space, any data contained in it, and any data sent or received. Users should be aware that network administrators, in order to ensure proper network operations, routinely monitor network traffic. Use of the network constitutes express consent for the School, by its network administrators or otherwise, 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.

Sample 3 – CLCS

All Staff will be assigned a personal email account and log-on names and passwords for using CLCS computers.  Staff members are requested to check their CLCS email daily, as school announcements, information, and updates will be posted to staff in this manner.

Staff members, while using CLCS computer systems, assume the responsibility to see that these resources are used in an appropriate manner.  Such systems are the property of the CLCS and should be used for school business only.  The CLCS reserves the right to monitor information stored in electronic systems, at any time, for a variety of valid business reasons.  Reasons may include, but are not limited to: retrieval of business information, trouble shooting of hardware/software problems, prevention of system misuse, to assure compliance with software distribution, and to ensure that all users follow the CLCS’s non-discrimination policies.  The CLCS does not guarantee the privacy of any information created, received or sent from the electronic systems.  Employees do not have personal privacy right in any matter created, received or sent from the systems.

Users are asked to bear in mind the following points:

• Staff will not examine someone else’s file or output or employ someone else’s user name without permission.  Attempts to circumvent the protective mechanisms in the computer system may be considered a violation of the CLCS policy.
• Staff may not deliberately attempt to degrade system performance or capability.
• No material that may be considered obscene or offensive may be entered into the computer system. 
• Staff may not link personal websites to the CLCS website
• The school’s computer system should be used for school business only.  Email should be limited to essential school-related matters and its use should be of short duration.  Teaching staff is expected to limit all computer use during non-contact time with students (unless it is involving students who are explicitly engaged in computer activities themselves).

Sample 4 – APR

Systems Equipment Usage - All the Academy systems equipment and material should be used in a manner which protects the equipment, systems and data from being lost, damaged, destroyed, or otherwise misused.  Such equipment is to be used only to conduct Academy business.

All computer hardware, software and information supplied to employees are the property of and licensed by the APR.  Employees should follow all software licensing agreements.  The Academy reserves the right, at any time, to search and inspect APR systems equipment and material.

Electronic Communications Policy - All computers, electronic and telephonic communications systems, including Internet Access and all communication and information transmitted by, received from, or stored in these systems is the property of the APR.  As such, they are intended to be used for job-related and business purposes only.

The Academy is a public institution.  Both internal and external communication is public domain. As such, we should all remind ourselves that anything written or documented here can be requested by any member of the public.

The Academy reserves the right to monitor or review any information stored or transmitted on its equipment.

Telephone Usage

Sample 1 – CLCS

School telephones are for school business use.  Personal calls (incoming and outgoing) should be limited to essential matters and should be of short duration.

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