ICT ACCEPTABLE USE POLICIES FOR STUDENTS, STAFF, VISITORS AUGUST 2023

As a professional organisation with responsibility for children’s safeguarding it is important that all staff take all possible and necessary measures to protect data and information systems from infection, unauthorised access, damage, loss, abuse and theft. All members of staff have a responsibility to use the college’s computer system in a professional, lawful, and ethical manner. To ensure that members of staff are fully aware of their professional responsibilities when using Information Communication Technology and the college systems, they are asked to read and confirm compliance with this Acceptable Use Policy.
This is not an exhaustive list and all members of staff are reminded that ICT use should be consistent with the college ethos, other appropriate college policies, relevant national and local guidance and expectations, and the Law.

1. I understand that Information Systems and ICT include networks, data and data storage, online and offline communication technologies and access devices. Examples include laptops, smartphones, tablets, email and social media sites.

2. College owned information systems must be used appropriately. I understand that the Computer Misuse Act 1990 makes the following criminal offences: to gain unauthorised access to computer material; to gain unauthorised access to computer material with intent to commit or facilitate commission of further offences or to modify computer material without authorisation.

3. I understand that any hardware and software provided by my workplace for staff use can only be used by members of staff and only for educational use. To prevent unauthorised access to systems or personal data, I will not leave any information system unattended without first logging out or locking my login as appropriate.

4. I will respect system security and I will not disclose any password or security information.

5. I will not attempt to install any purchased or downloaded software, including browser toolbars, or hardware without permission from the IT support dept.

6. I will ensure that any personal data of pupils, staff or parents/carers is kept in accordance with the Data Protection Act 1998. This means that all personal data will be obtained and processed fairly and lawfully, only kept for specific purposes, held no longer than necessary and will be kept private and secure with appropriate security measures in place, whether used in the workplace, hosted online (only within countries or sites with suitable data protection controls that meet the EU and UK regulations) or accessed remotely. Any images or videos of students will only be used according to the appropriate college policies (contact SLT for clarification) and will always take into account parental consent.

7. I will not keep or access professional documents which contain college-related sensitive or personal information (including images, files, videos, emails etc.) on any personal devices (such as laptops, digital cameras, mobile phones), unless they are suitably secured / encrypted. Where possible I will use the College Learning Platform to upload any work documents and files in a password protected environment. I will protect the devices in my care from unapproved access or theft.

8. Any stored personal information on the college computer system including any college laptop or similar device issued to members of staff that is unrelated to college activities, such as personal photographs, files or financial information must comply with all CTC policies.

9. I will report all incidents of concern regarding children’s online safety to the Designated Safeguarding Lead (Patricia Brown). I will report any accidental access, receipt of inappropriate materials, filtering breaches or unsuitable websites to the Head of IT (Winston Wong), and Designated Safeguarding Lead immediately in person.

10. I will not attempt to bypass any filtering and/or security systems put in place by the college. If I suspect a computer or system has been damaged or affected by a virus or other malware, or if I have lost any college related documents or files, then I will report this to the Head of IT immediately in person.

11. I will respect copyright and intellectual property rights.

12. My electronic communications with students, parents/carers and other professionals will only take place within clear and explicit professional boundaries. Any pre-existing relationships or situations that may compromise this will be discussed with the Senior Leadership Team and/or Principal.

13. I will ensure that my online reputation and use of ICT and information systems are compatible with my professional role. I will take appropriate steps to protect myself online and will ensure that my use of ICT and internet will not undermine my professional role, interfere with my work duties and will be in accordance with the college AUP and the Law.

14. I will not create, transmit, display, publish or forward any material that is likely to harass, cause offence, inconvenience or anxiety to any other person, or anything which could bring my professional role, the college, into disrepute.

15. I will promote online safety with the students in my care and will help them to develop a responsible attitude to safety online, system use and to the content they access or create.

16. If I have any queries or questions regarding safe and professional practise online either in college or off site, then I will raise them with the Designated Safeguarding Lead or the Principal.

17. I understand that my use of the college information systems (including any devices provided by the college), college Internet and college email may be monitored and recorded to ensure the safety of students and staff and to ensure policy compliance. This monitoring will be proportionate and will take place in accordance with data protection, privacy and human rights legislation.

The college may exercise its right to monitor the use of information systems, including Internet access and the interception of emails in order to monitor policy compliance. Where it believes unauthorised and/or inappropriate use of the college information system or unacceptable or inappropriate behaviour may be taking place, the College will invoke its disciplinary procedure. If the college suspects that the college system may be being used for criminal purposes then the matter will be brought to the attention of the relevant law enforcement organisation.

Using CTC ICT equipment confirms that I have read and understood and agree to comply with the Staff Acceptable Use Policy.