Introduction
ICT in the 21st Century is seen as an essential resource to support learning and teaching, as well as playing an important role in the everyday lives of children, young people and adults. Consequently, schools need to build in the use of these technologies in order to arm our young people with the skills to access life-long learning and employment.
Information and Communications Technology covers a wide range of resources including web-based and mobile learning. It is also important to recognise the constant and fast paced evolution of ICT within our society as a whole. Currently the internet technologies children and young people are using both inside and outside the classroom include:
Websites
Apps
E-mail, Instant Messaging and chat rooms
Social Media, including Facebook and Twitter
Mobile/ Smart phones with text, video and/ or web functionality
Other mobile devices including tablets and gaming devices
Online Games
Learning Platforms and Virtual Learning Environments
Blogs and Wikis
Podcasting
Video sharing
Downloading
On demand TV and video, movies and radio / Smart TVs
Whilst exciting and beneficial both in and out of the context of education, much ICT, particularly web-based resources, are not consistently policed. All users need to be aware of the range of risks associated with the use of these Internet technologies and that some have minimum age requirements (13 years in most cases).
At Cayman Prep and High School, we understand the responsibility to educate our students on eSafety issues; teaching them the appropriate behaviours and critical thinking skills to enable them to remain both safe and legal when using the internet and related technologies, in and beyond the context of the classroom.
Schools hold personal data on learners, staff and other people to help them conduct their day-to-day activities. Some of this information is sensitive and could be used by another person or criminal organisation to cause harm or distress to an individual. The loss of sensitive information can result in media coverage, and potentially damage the reputation of the School. This can make it more difficult for the School to use technology to benefit learners.
Everybody in the School has a shared responsibility to secure any sensitive information used in their day to day professional duties and even staff not directly involved in data handling should be made aware of the risks and threats and how to minimise them.
Both this policy and the Acceptable Use Agreement (for all staff, governors, regular visitors [for regulated activities] and students) are inclusive of both fixed and mobile internet, technologies provided by the school (such as PCs, laptops, mobile devices, webcams, whiteboards, voting systems, digital video equipment, etc.); and technologies owned by students and staff, but brought onto school premises (such as laptops, mobile phones and other mobile devices).
Monitoring
Authorised ICT staff may inspect any ICT equipment owned or leased by the school at any time without prior notice. ICT authorised staff may monitor, intercept, access, inspect, record and disclose telephone calls, e-mails, instant messaging, internet/intranet use and any other electronic communications (data, voice, video or image) involving its employees or contractors, without consent, to the extent permitted by law. This may be to confirm or obtain school business related information; to confirm or investigate compliance with school policies, standards and procedures; to ensure the effective operation of school ICT; for quality control or training purposes; to comply with a Subject Access Request under the Data Protection Act 2018, or to prevent or detect crime.
ICT authorised staff may monitor, intercept, access, inspect, record and disclose telephone calls, emails, instant messaging, internet/intranet use and any other electronic communications (data, voice, video or image) involving its employees or contractors, without consent, to the extent permitted by law. This may be to confirm or obtain school business related information; to confirm or investigate compliance with school policies, standards and procedures; to ensure the effective operation of school ICT; for quality control or training purposes; to comply with a Subject Access Request or to prevent or detect crime.
ICT authorised staff may, without prior notice, access the e-mail or voice-mail account where applicable, of someone who is absent to deal with any business-related issues retained on that account.
All monitoring, surveillance or investigative activities are conducted by ICT authorised staff and comply with the Data Protection Act 2021 (revision).
Please note that personal communications using School ICT may be unavoidably included in any business communications that are monitored, intercepted and/or recorded.
Breaches
A breach or suspected breach of policy by a school employee, contractor or student may result in the temporary or permanent withdrawal of school ICT hardware, software or services from the offending individual.
For staff any policy breach is grounds for disciplinary action in accordance with the school Disciplinary Procedure or, for Support Staff, in their Probationary Period as stated.
Policy breaches may also lead to criminal or civil proceedings.
For students, reference will be made to the School’s student handbook.
Incident Reporting
Any security breaches or attempts, loss of equipment and any unauthorised use or suspected misuse of ICT must be immediately reported to the school’s relevant responsible person. Additionally, all security breaches, lost/stolen equipment or data, virus notifications, unsolicited emails, misuse or unauthorised use of ICT and all other policy non-compliance must be reported to the relevant responsible person. The relevant responsible individuals in the School are as follows:
IT Systems Administrator
E-Safety
As eSafety is an important aspect of strategic leadership within the school, the Principal and governors have ultimate responsibility to ensure that the policy and practices are embedded and monitored. Senior Management and governors are updated by the Principal/eSafety co-ordinator and all governors have an understanding of the issues and strategies at our school in relation to local and national guidelines and advice.
This policy, supported by the School’s Acceptable Use Agreements for staff, governors, visitors and students, is to protect the interests and safety of the whole school community. It is linked to the following mandatory school policies: child protection, health and safety, home–school agreements, and behaviour/student discipline (including the anti-bullying) policy and PSHCE.
Further information on e-safety can be found at www.thinkuknow.co.uk, www.digiyen.org.uk, www.netsmartzkids.org, the safety pages for Twitter, Facebook and other social networking websites.
The School does not monitor and control the use of hardware and software owned by students but not connected through the school ICT network. Advice for parents concerning ‘new generation’ technology and e-safety will be found in Appendix 1.
Data Protection
The School will comply with the provisions of the Data Protection Act 2021 (revision). See Data Protection Policy.
Technology and Equipment Care
Users must handle all school-owned technology supplied by the school with care. This includes, but is not limited to computers, tablets, printers, projectors, interactive whiteboards, and any other electronic devices. (Appendix 4)
Personally Owned Laptops or Tablets are not allowed.
As stipulated in our user agreement, all school-owned devices must be handled with the highest level of respect and care to ensure their longevity, durability, and proper functioning. Although students and staff are permitted to personalize their devices with removable stickers, this must be done in a manner that does not deface, permanently damage, or compromise the integrity of the device's exterior. Under no circumstances should personalization deface, obscure or obstruct the device's original surface to the extent that it hinders identification, impairs functionality, or makes it challenging to restore the device to its original condition.
Devices should be charged regularly, and users should follow best practices for battery maintenance to prolong the life of the device.
When not in use, devices must be stored securely and not left unattended in an un safe environment. This includes locking devices in a designated area and using protective cases to prevent damage.
Users should keep devices away from extreme temperatures, moisture, and direct sunlight to prevent damage.
Reporting Issues
Damage Reporting: Any damage to school-owned devices must be reported immediately to the appropriate school staff. This includes but is not limited to cracked screens, removeal of keyboard keys, water damage, or any functional issues.
Technical Support: Users experiencing technical difficulties should contact the school’s IT support team for assistance. Users should not attempt to repair or tamper with school devices this includes taking to a third party.
Lost or Stolen Devices: If a device is lost or stolen, it must be reported to school staff immediately. The school will provide guidance on the next steps, which may include filing a police report.
Appendix 1
Advice for parents regarding ‘new generation’ technology and e-safety
Teenagers today have greater expertise and freedom to explore the world of the internet and experience all the fantastic opportunities that the ‘virtual world’ affords. However, as in the real world, there are risks attached.
At Cayman Prep and High School, we have a rolling programme of information and education on cyber-technology and its use on e-safety. This has been devised to inform and educate, in order for all our young people to make informed decisions, assess the risks and keep themselves safe. This is as important on the internet as out and about on the street.
Our filtered network enables us to supervise and safeguard school computer users. However, the recent increased ownership and use of laptop computers with built-in webcams and live video facilities such as Skype and Facetime, and ‘internet enabled’ devices which do not need a connection to the school network, such as students’ 3G/4G/5G phones, means that young people are more vulnerable, since these devices have unfiltered and unsupervised connection to the internet.
There are implications for both students and their families.
At home, families can keep computers in supervised areas. However, with the new technology, it is easier for young people to go online anywhere, at any time.
Communication takes place with parents advising them about e-Safety, and information sessions are arranged on a regular basis to keep them up-to-date with developments in technology.
Owners of new technology devices must therefore take responsibility for their use. We will continue to educate, advise and ask parents to work with us in this endeavour to enable your children to enjoy and benefit from the technology safely.
Appendix 2
Social Networking
Social networking and the use of chatrooms is ubiquitous in teenage (and younger) circles and part of adolescent culture. Cayman Prep and High School has decided to manage this development by educating students on the safe use of such websites.
We insist upon the proper and educational use of the school network. The ICT Approved Use Policy proscribes the use of chatrooms and proxy sites. Social networking sites are not to be used during lesson times, or not at all by those under the age of 13.
Monitoring will be active. In the first instance, members of staff are to remain alert to the possibility and ask any student observed to have an inappropriate site open during the school day to close it immediately.
Appendix 3
e-mail
The use of e-mail within most schools is an essential means of communication for both staff and students. In the context of school, e-mail should not be considered private. Educationally, e-mail can offer significant benefits including; direct written contact between schools on different projects, be they staff based or student based, within school or international. We recognise that students need to understand how to style an e-mail in relation to their age and how to behave responsible online.
Managing e-mail
The school gives all staff & governors their own e-mail account to use for all school business as a work-based tool. This is to protect staff, minimise the risk of receiving unsolicited or malicious e-mails and avoids the risk of personal profile information being revealed.
Staff & governors should use their school email for all professional communication.
It is the responsibility of each account holder to keep the password secure. For the safety and security of users and recipients, all mail is filtered and logged; if necessary, e-mail histories can be traced. The School email account should be the account that is used for all school business
Under no circumstances should staff contact students, parents or conduct any school business using personal e-mail addresses
The School requires a standard disclaimer to be attached to all e-mail correspondence, stating that, ‘the views expressed are not necessarily those of the school’,
All e-mails should be written and checked carefully before sending, in the same way as a letter written on school headed paper.
Students may only use school approved accounts on the school system and only under direct teacher supervision for educational purposes.
E-mails created or received as part of your school job will be subject to disclosure. You must therefore actively manage your e-mail account as follows:
Delete all e-mails of short-term value;
Organise e-mail into folders and carry out frequent house-keeping;
Students have their own individual school issued accounts using Office 365;
The forwarding of chain emails is not permitted in school;
All student e-mail users are expected to adhere to the generally accepted rules of responsible online behaviour particularly in relation to the use of appropriate language and not revealing any personal details about themselves or others in e-mail communication, or arrange to meet anyone without specific permission, virus checking attachments;
Students must immediately tell a teacher/ trusted adult if they receive an offensive or upsetting e-mail;
Staff must inform (the IT team or line manager) if they receive an offensive e-mail;
However, you access your school e-mail (whether directly, through webmail when away from the office or on non-school hardware) all the school e-mail policies apply.
Appendix 4 -
Computers provided for 1-1 Program
Shared computers in classrooms
Smartboards
Printers
Tablets
Phones
Projectors
and any other electronic devices