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4526R Acceptable Use Regulation

4526R Acceptable Use Regulation

Acceptable Use Policy Guidelines 

For Students and For District Employees 

I.        PURPOSE

The Somers Central School District (SCSD) provides access to technology resources to support its educational mission. These resources include networks, internet services, computing devices, software, and cloud-based systems. The Board of Education has adopted an Acceptable Use Policy (AUP) and this regulation is to establish guidelines for responsible and ethical use of technology pursuant to the AUP by all students, staff, and other authorized users.

The district expects that faculty will blend thoughtful use of SCSD technology resources throughout the curriculum and will provide guidance and instruction to students on their safe and appropriate use.

II.     USE IS A PRIVILEGE

Access to SCSD technology resources is a privilege, not a right. All users must adhere to district policies, applicable laws, and ethical standards while using district resources. Any violations may result in disciplinary action, loss of privileges, or legal consequences.

II.        LIMITED EDUCATIONAL AND PROFESSIONAL PURPOSE

Technology resources are provided primarily for educational and professional purposes, including classroom instruction, professional development, research, and communication related to SCSD activities. When not explicitly prohibited in this or other district policies, personal use of technology resources should be limited, must not interfere with professional responsibilities, classroom instruction or other educational uses, and must comply with all applicable district policies.

District-issued email accounts must only be used for educational and professional purposes. Users are prohibited from registering for personal services, accounts, or platforms using their district email address. Credentials associated with district accounts must never be shared or used for non-district purposes.

IV.        USER ROLES AND RESPONSIBILITIES

4.1 Safeguarding District Devices

  • Users must take appropriate measures to protect district-owned devices from damage, loss, or theft.
  • Devices should not be left unattended in unsecured areas.
  • Users must ensure that district devices are stored securely when not in use and transported safely.
  • Any damage, loss, or theft must be reported to the IT department immediately.
  • Users may be held responsible for intentional damage, damages caused by the user’s negligence, and/or loss of district-issued devices. As a result, users may be required to cover repair or replacement costs of lost, stolen or damaged devices as per district policy.

4.2 Staff Responsibilities

  • Use technology in a professional, ethical, and lawful manner.
  • Supervise student technology use and reinforce digital citizenship principles.
  • Maintain the data privacy and confidentiality of students and staff personally identifiable information (PII) in compliance with FERPA and its implementing regulations, New York Education Law Section 2-d and its implementing regulations and other federal and state privacy laws and regulations.
  • Follow district cybersecurity protocols, including the use of Multi-Factor Authentication (MFA) and secure passwords.
  • Do not share passwords or use them for non-district purposes, access unauthorized resources, or bypass security controls.
  • Report any suspected security breaches, phishing attempts, or violations of the AUP or these guidelines to the IT department immediately.
  • Use district-approved cloud storage and communication platforms for all work-related activities.

4.3 Student Responsibilities

  • Use district technology resources responsibly and for educational purposes.
  • Adhere to guidelines for safe internet use and digital citizenship.
  • Refrain from engaging in cyberbullying, harassment, or any form of inappropriate online behavior.
  • Do not share passwords or use them for non-district purposes, access unauthorized resources, or bypass security controls.
  • Immediately report any inappropriate content or security concerns to a teacher or administrator.

4.4 Parent/Guardian Responsibilities

  • Encourage responsible technology use at home.
  • Monitor their child's use of SCSD technology resources when accessing the resources from home.
  • Understand that while SCSD implements content filtering in an effort to block access to inappropriate material, no filtering system is foolproof.

4.5 Expectations for Remote Learning and AI Tool Use

When engaging in remote or hybrid learning, all users are expected to adhere to the same behavior, academic integrity, and acceptable use standards as in-person learning. Use of remote learning platforms must be conducted through district-approved systems only.

The use of Artificial Intelligence (AI) tools must be responsible and aligned with educational goals. Users may not use AI to plagiarize, bypass learning objectives, or violate data privacy policies. Staff should review and monitor AI use in assignments, and students must use such tools only when permitted by their teacher.

Any AI use must be compliant with Education Law Section 2-d and its regulations. Student PII should not be disclosed to an AI source without prior express written permission from the district’s Data Protection Officer.  Staff must be mindful that some AI tools are free and others are not, that some AI tools are not permitted to be used by individuals under certain ages, and that some AI tools  require parent permission.

All users need to recognize AI tools may produce false answers or information, or information that is stale, and therefore responses and content must always be carefully verified before used for district, professional or educational purposes through a reliable source such as textbooks, scientific papers, and/or reputable educational resources. Citing any AI source as a primary source of information is not permitted. 

V.     ACCEPTABLE VS. UNACCEPTABLE USE

Student users of SCSD technology resources acknowledge that the SCSD provides education regarding appropriate interaction with others via e-mail, on social networking sites, and in chat rooms as well as cyberbullying awareness and response to cyberbullying and they agree to conduct themselves appropriately when using SCSD technology.

5.1 Acceptable Use

·         Using district-approved platforms to communicate with students, parents, and colleagues.

·         Accessing educational resources to support instruction and curriculum planning.

·         Participating in professional development opportunities to enhance skills and stay current with technology integration.

·         Collaborating with students and staff in ways that align with district policies and support student achievement.

·         Utilizing cloud-based tools approved by the district (e.g., Microsoft 365) to create, store, and share instructional materials.

·         Accessing digital tools and online platforms provided by the district for academic purposes.

·         Using technology to complete class assignments, research, and educational projects.

·         Communicating respectfully and responsibly with teachers and peers through district-approved systems.

·         Participating in online discussions or collaborative activities assigned by teachers.

·         Practicing responsible digital citizenship, including protecting personal information and reporting inappropriate content or behavior.

·         Exploring approved educational websites and resources to support learning goals.

5.2 Unacceptable Use

·         Posting or reposting someone else’s personally identifiable information, such as home addresses, phone numbers, ID numbers, account credentials, passwords, photos, or physical attributes (e.g., height, weight), without their consent is prohibited. This does not apply to district personnel authorized to release directory information in accordance with the district’s student records policy (Policy 5500).

·         Student users should not reveal any identifying personal information about themselves or others, such as names or e-mail addresses, without authorization of district staff.

·         Sending any form of threatening, intimidating, or harassing communication is strictly forbidden.

·         Creating, making, transmitting and/or spreading false, defamatory, or libelous statements about individuals, groups, or organizations is not allowed.

·         Accessing, distributing, sharing or possessing pornographic, sexually explicit, obscene, or otherwise harmful materials especially those inappropriate for minors is strictly prohibited.

·         Using another individual’s password or account to access SCSD technology resources.

·         Attempting to access SCSD computers, networks, or systems without proper authorization is prohibited.

·         Intentionally disrupting or interfering with SCSD technology systems including spreading malware, viruses, or any harmful code is prohibited.

·         Accessing or attempting to access someone else’s files, passwords, or accounts without their explicit permission is prohibited.

·         Intercepting or monitoring communications not intended for you without authorization is not allowed.

·         Using SCSD systems for commercial gain or fundraising efforts without official approval is prohibited.

·         Promoting political campaigns or religious views using SCSD technology is not permitted.

·         Engaging in activities that violate local, state, or federal laws is strictly forbidden.

·         Downloading, uploading, sharing, or distributing software, media, or other materials in violation of copyright or intellectual property laws is not allowed.

·         Attempting to gain unauthorized access to SCSD systems or any external system through the district’s network or telecommunication infrastructure is prohibited.

·         Installing, using, or sharing software in violation of licensing agreements or usage terms is not allowed.

·         Using district systems to advertise, sell, or purchase goods or services for personal use whether for profit or not is strictly prohibited.

 VI.  MONITORING & PRIVACY EXPECTATIONS

By authorizing use of SCSD technology resources, the district does not relinquish control over materials on these resources or contained in files on these resources. SCSD reserves the right to monitor and audit all technology use, including internet activity, emails, and files stored on district devices. Routine maintenance, monitoring and auditing of the district’s technology resources may lead to the discovery that a user has violated the AUP, these guidelines, another district policy, or the law. An individual investigation or search will be conducted if district authorities have a reasonable suspicion that the search will uncover a violation of law or district policy. Accordingly, users should have no expectation of privacy when using SCSD technology resources.

District  employees should be aware that data and other materials in files maintained on the district devices, systems or other technology resources may be subject to review, disclosure, or discovery under federal and state statutes, such as Family Educational Rights and Privacy Act of 1974 (FERPA).

The district will cooperate fully with local, state, and federal authorities in any investigation concerning or related to any illegal activities and activities not in compliance with district policies and/or guidelines that are conducted through SCSD technology resources in accordance with the law.

Parents have the right to request the termination of their child’s access to SCSD technology resources.

VII.     DATA SECURITY & CYBERSECURITY COMPLIANCE

·         Safeguarding Devices: Users must lock devices when unattended and refrain from storing sensitive data on unsecured local storage.

  • Protection of PII: Users must store student and staff PII only on district-approved platforms. All should adhere to Education Law Section 2-d, FERPA and their implementing regulations.
  • Incident Reporting: Any suspected security breach must be reported immediately to the IT department.
  • Annual Training: Staff must complete mandatory data privacy and cybersecurity awareness training annually.
  • Personal Device Use: Employees may use personal devices for work only when connected to district-approved networks and in compliance with data security guidelines. Such personal devices are subject to the same monitoring and/or review as SCDS devices if the SCDS administration has reason to believe that such device is being used to violate the Acceptable Use Policy or these guidelines.

These guidelines and associated cybersecurity procedures are informed by the National Institute of Standards and Technology (NIST) Cybersecurity Framework (CSF) and the Cybersecurity & Infrastructure Security Agency (CISA) Cybersecurity Performance Goals (CPGs), ensuring alignment with nationally recognized best practices for safeguarding information systems and data.

VIII.         INTERNET SAFETY & FILTERING

SCSD employs internet filtering tools to block inappropriate content and ensure compliance with the Children’s Internet Protection Act (CIPA). However, users must exercise caution, and any inadvertent access to inappropriate content must be reported immediately.

IX.        DISCIPLINARY ACTIONS FOR VIOLATIONS

Consequences for violating the AUP and/or these guidelines may include, but are not limited to:

  • Revocation of technology privileges.
  • For students, disciplinary actions per the district's Code of Conduct.  For staff, disciplinary actions pursuant to applicable New York State Laws and/or applicable collective bargaining agreement.
  • Legal action for severe infractions, including referral to law enforcement.

X.           ACKNOWLEDGMENT & AGREEMENT

All users must review and sign the Acceptable Use Agreement annually. By signing, users acknowledge their understanding of and obligation to comply with this policy.

 

Student Acknowledgment Form (The student should complete if they are entering fourth grade during the current year or are able to sign/print their name:
I have read and understand the SCSD Acceptable Use Policy and these guidelines relating to SCSD technology resources (e.g., internet services, tablets, laptops, other computing devices, software, etc.). Should I commit any violation my access privileges may be limited, suspended, or revoked. In addition, I understand that school disciplinary action may be taken in accordance with the SCSD’s Code of Conduct and/or appropriate legal action may be taken.

 

Name: _______________________________________

 

Signature: ____________________________________

 

Date: _________________________________________

 

Parent/Guardian Acknowledgment Form (Parent or Legal Guardian should complete this portion if the student is not age 18 or older):
As the parent or legal guardian of this student, I have read the SCSD Acceptable Use Policy and these guidelines relating to SCSD technology resources (e.g., internet services, tablets, laptops, other computing devices, software, etc.). I understand that this access to these resources is designed for educational purposes. However, I also understand and acknowledge that SCSD may not be able to restrict access to all inappropriate materials. I understand and acknowledge that my child is expected to comply with the SCSD Acceptable Use Policy and these guidelines when using SCSD technology resources. I further understand that if my child violates the SCSD Acceptable Use Policy and/or these guidelines when using SCSD technology resources, disciplinary action may be taken against my child in accordance with the SCSD’s Code of Conduct and/or appropriate legal action may be taken.

 

Student Name: _____________________________________________________

 

Parent/Legal Guardian Name: _______________________________________

 

Parent/Legal Guardian Signature: ____________________________________

Date: _________________________________________

 

Staff Acknowledgment Form:
I have read and understand the SCSD Acceptable Use Policy and these guidelines relating to same, and  I agree to comply with all terms and conditions in them.  Should I commit any violation of them my access privileges may be limited, suspended or revoked.  In addition, I understand that a violation may result in disciplinary action being taken in accordance with state law and any applicable collective bargaining agreement and/or other applicable legal action may be taken. 

 

Name: ________________________________________

 

Signature: ____________________________________

 

Date: _________________________________________

 

 

Adopted:  September 10, 2013
Revised:  June 12, 2018
Reviewed:  October 29, 2019
Revised:  July 17, 2025