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Teeslearn

ICT Acceptable Use Policy (AUP)

The use of ICT for both teaching, management and administration purposes has increased tremendously in recent years. Networked resources, including Internet access and access to the Virtual Learning Environment (Moodle), are available to learners and staff. Teeslearn is a partnership of six local authorities. In order to ensure the safety of all users of Teeslearn this policy has been developed to provide some key guidance on what is/is not acceptable use of such systems. All users are required to follow the conditions laid down in this policy. Any breach of these conditions may lead to withdrawal of the user's access and or retrospective investigation of the user's use of services, and in some instances could lead to criminal prosecution. A serious breach of the conditions will also be considered a disciplinary matter. This policy has been developed in line with local authority security policy guidelines.

Networked resources are intended for educational purposes, and may only be used for legal activities consistent with the rules of the Teeslearn partners. Any expression of a personal view about any Tees Valley or County Durham authority matters in any electronic form of communication must be endorsed to that effect. Any use of the network that would bring the name of the Teeslearn partners into disrepute is not allowed.

Teeslearn expects that staff will use all technologies as appropriate within the curriculum and that staff will provide guidance and instruction to learners in the use of such resources. All computer systems will be regularly monitored to ensure that they are being used in a responsible fashion.

Personal Responsibility

Access to the networked resources is a privilege, not a right. Users are responsible for their behaviour and communications while using computer equipment. Staff and learners will be expected to use the resources for the purposes for which they are made available. Users are to take due care with the physical security of hardware they are using. Users will accept personal responsibility for reporting any misuse of the network to your service contact.

Security & Safety

• Learners and staff are informed that use may be monitored and if needs be traced to the individual user.
• The Teeslearn partners may place Learners and Staff that are under reasonable suspicion of misuse under retrospective investigation. Alternatively Teeslearn will actively monitor users suspected of misuse. This misuse may be in terms of time or content.
• A discussion on responsible Internet use will be included within the partner induction programmes.
• Users should inform their service contact person immediately if a security problem is identified. A security problem can be anything identified as suspicious activity including the actions of people or software. Do not demonstrate this problem to other users.
• Users must login with their own user ID and password and must not share this information with anyone. Users are responsible for their password security and must take all reasonable safeguards to protect it. Users will be held accountable for any misuse recorded under their account details if reasonable care was not demonstrated.
• Users who consider that their password has been compromised should contact their service representative as soon as possible.
• Users identified as a security risk will be denied access to the network.
• Methods to identify, assess and minimise risks will be reviewed regularly.

Teeslearn partner organisations are responsible for keeping up to date records of all staff and learners who are granted Internet access. For instance a member of staff may leave or a learner's access may be withdrawn. Partner organizations are responsible for disabling and or ultimately deleted their own user accounts.

The use of computer systems without permission or for inappropriate purposes could constitute a criminal offence under the Computer Misuse Act 1990.

Acceptable Use

Users are expected to utilise Teeslearn in a responsible manner. It is not possible to set hard and fast rules about what is and what is not acceptable but the following list provides some guidelines on the matter:

Network Etiquette and Privacy (Internet and Email)

Users are expected to abide by the rules of network etiquette. These rules include, but are not limited to, the following:

• Professional conduct must be maintained at all times.
• Be polite - never send or encourage others to send abusive messages. Defamatory comments could result in legal action. E-mail has been used successfully as evidence in libel cases.
• Use appropriate language - users should remember that they are representatives of their authority on a global public system. Illegal activities of any kind are strictly forbidden.
• Do not use language that could be calculated to incite hatred against any ethnic, religious or other minority group.
• Do not view, send or retain any offensive or illegal material. This includes any jokes or content such as that contains racist terminology, violence, pornography or any material that might constitute harassment.
• Privacy - do not reveal any personal information (e.g. home address, telephone number) about yourself or other users. Do not trespass into other user's files or folders.
• Password - do not reveal your password to anyone. If you think someone has learned your password then please get in touch with your authority contact. Users are responsible for any misuse recorded under their username.
• Electronic mail is not guaranteed to be private. Messages relating to or in support of illegal activities will be reported to the authorities.
• Disruptions - do not use the network in any way that would disrupt use of the network by others.
• Staff or learners finding unsuitable websites through Teeslearn should report the web address to their authority contact as soon as reasonably possible.
• Do not introduce portable media devices such as floppy disks, pen drives, into the network without having them checked for viruses unless authorised by your service.
• Do not attempt to visit websites that might be considered inappropriate. All sites visited leave evidence on the network if not on the computer. Downloading some material is illegal and the police or other authorities may be called to investigate such use.
• Unapproved system utilities and executable files will not be allowed in learners' work areas or attached to e-mail.
• Files held on Teeslearn may be regularly checked by a service representative.
• It is the responsibility of the User to take all reasonable steps to ensure compliance with the conditions set out in this Policy document, and to ensure that unacceptable use of the Internet/Intranet does not occur.
• The Teeslearn (VLE Moodle) must be used to support learning. Any misuse could result in this provision being removed from any user.

Chat Rooms

Chat is a conferencing application offering instantaneous exchange of text and images between groups of users via the Internet. Learners will not be allowed access to unsupervised and/or unauthorised chat rooms and should not attempt to gain access to them.

External chat sites are banned under the Service filtering system. Under exceptional circumstances, an external chat site could be made available provided the Service takes the following measures: -

• The tutor would moderate such chat facilities and the tutor would only permit access at specific times.
• The importance of chat room safety will be emphasised to learners.
• The Chat site is only made available to staff for a specific professional purpose.

Chat rooms created for learner use on the VLE must always be run under staff supervision.

Forums

A forum is an on-line discussion group where people exchange ideas about a common interest or theme. Forums that are available to users of the internet need to be moderated to ensure correct use and no offensive posts are made. All forums created on the VLE are to be moderated by a member of staff. A forum available over the Internet will require a level of access control, whereby only authorised / registered users can use the forum. Moderators must ensure that they are qualified in the subject to which they are responding and take reasonable precautions not to give out wrongful advice.

The following rules, inline with other AUP areas, need to be communicated:

• Personal attacks, foul language, violation of privacy or abusive behaviour will not be tolerated and will be reported.
• Spamming and advertisements of any type will not be tolerated. Any type of participation in this type of activity will mean you will be reported and the possible termination of your account.

Please note, forum owners are able to contact the service contact to report misuse of forum facilities, and we can trace back the users to the service.

Additional Email protocols

• All users must follow the guidelines set out in the Network etiquette section of this document.
• Learners must immediately inform a service contact if they receive offensive e-mail.
• Learners must not reveal details of themselves or others in email communication, or arrange to meet anyone.
• The forwarding of chain emails is not permitted.
• Messages that are likely to bring the partners into disrepute should not be sent.
• Do not open suspicious emails or attachments; it may contain a virus.
• Communication with learners should take place within professional boundaries and staff should avoid any personal subject matter. Staff should be circumspect in their communications with learners so as to avoid any possible misinterpretation of their motives.

All users should also be aware that e-mail is not a secure medium and should not normally be used for sensitive or confidential information.

Unacceptable Use

Examples of unacceptable use include but are not limited to the following:

• Users must login with their own user ID and password and must not share this information with other users. They must also log off after their session has finished.
• Users finding machines logged on under other users username should log off the machine whether they intend to use it or not.
• Accessing or creating, transmitting, displaying or publishing any material (e.g. images, sounds or data) that is likely to cause offence, inconvenience or needless anxiety.
• Sharing of digital recordings of copyright material or activities that breach the ÔNetwork Etiquette' section of this policy created on any device (video, photos or sound). If a learner is found to have done this, the service may consider recommending a permanent exclusion. This may also be considered if any technology is used for intimidating behaviour or an attempt to bring the authority partners into disrepute.
• Searching for, looking at, creating or publishing offensive material.
• Accessing or creating, transmitting or publishing any defamatory material.
• Receiving, sending or publishing material that violates copyright law.
• Receiving, sending or publishing material that violates Data Protection Act or breaching the security this act requires for personal data.
• Transmitting unsolicited material to other users (including those on other networks).
• Unauthorised access to data and resources on the service network system or other systems.
• User action that would cause corruption or destruction of other users' data, or violate the privacy of other users, or intentionally waste time or resources on the network or elsewhere.
• Users must not download software without approval from their Service contact.
• Spending excessive amounts of time using the internet or email for non-service / work related reasons. Incidental personal use is permitted provided it complies with these protocols and does not interfere with work or study.

Failure to adhere to these protocols may result in loss of access to the Teeslearn as well as other disciplinary action.

Services

There will be no warranties of any kind, whether expressed or implied, for the Teeslearn offered by the partner services. The service will not be responsible for any damages suffered while on the system. These damages include loss of data as a result of delays, non-deliveries or service interruptions caused by the system or your errors or omissions. Use of any information obtained via the network is at your own risk.

Network Security

Users are expected to inform their service contact immediately if a security problem is identified. Do not demonstrate this problem to other users. Users must login with their own user id and password, where applicable, and must not share this information with other users. Users identified as a security risk will be denied access to the network.

Wilful Damage

Any malicious attempt to harm or destroy any equipment or data of another user or network connected to the service system will result in loss of access, disciplinary action and, if appropriate, legal referral. This includes the creation or uploading of computer viruses. The use of software from unauthorised sources is prohibited.

Media Publications

Written permission from users must be obtained before photographs of anyone are published.

Security and Virus Protection

Any malicious attempt to harm or destroy any equipment or data owned by another user will result in loss of access, disciplinary action and, if appropriate, legal referral. This includes the creation or uploading of computer viruses. The use of software from unauthorised sources is prohibited.

Passwords / Usernames

• Users must be vigilant at all times regarding their password security. It is advised that users regularly change their passwords every six weeks. Passwords should ideally contain a mixture of lower and uppercase letters characters, numbers and symbols. E.g. PassWorD123$%^, and at a minimum contain six characters and be a mixture of letters and numbers. 'Dictionary word' passwords are not acceptable.
• Users must always log off when finished.
• If you are in a public place and need to leave your computer for a short while you should always lock the computer if they are away from the computer [Windows Key + L]
• It is the users' explicit responsibility to ensure password security. Any computer misuse found under a username will be the responsibility of the named user, unless all reasonable care can be demonstrated

The term username and password in this AUP policy concern any software or hardware application linked to Teeslearn and its associated partners.

Policy Scope

This policy covers the following Teeslearn services:

• Computer access to the partner networks for staff or learners (where used)
• Teeslearn Moodle
• Teeslearn email
• Badger Social Network
• Hobbies and interests sections

Service contacts