E-Mail, Internet, and Social Media
Acceptable Use and Risk Policy
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2010-2011
SANTA ROSA DISTRICT SCHOOLS
Overview
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 Entirely new policy
 Social media now included
 Use electronic media but understand your liability
Rationale
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 Enormous growth of social media & social
networking
 Courts decisions: we have NO EXPECTATIONS OF
PRIVACY when using electronic communications,
especially with respect to social media
 Increased litigation related to electronic
communications and school employees
Electronic Communications
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E-mail
Facebook and Other Similar Websites
Twitter
Blogs
Personal Websites
Text Messages
Instant Messages
Chat Rooms
List Serves
Podcasts
Cell Phone
Blackberry
Personal Vs Work-Related Business
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 Conduct work-related electronic communications on
district resources only
 Conduct personal electronic communications on
personal equipment only
 Avoid mixing the two to minimize potential for
litigation
 Mixing is RISKY and your privacy can no longer be
guaranteed
Student Communications
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 Have NO personal electronic communications with
students
 Electronic communications with students must be
work-related
 Do not “Friend” students on Social Networks
 Do not post student information ANYWHERE
without prior approval
E-Mail and Social Media Risks
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 A single message automatically multiplies
 Data may be hacked
 Your messages can be forwarded and rewritten to
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unauthorized receivers
Your use of a personal e-mail account at work doesn’t always
guarantee privacy
You can destroy a person’s reputation instantaneously and
permanently with one message
You can invade a person’s privacy by revealing health or other
private facts
Your opinions may be not be protected speech under the First
Amendment
Your messages could violate Florida’s public record laws (F.S.
119)
Public Record
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 You are custodian of job-related electronic
communications (i.e., public record) EVEN when
created on your personal equipment
 You must safeguard and make available any jobrelated electronic communication EVEN when
created on your personal equipment
 Bottom line: don’t mix work and personal
Not All Speech Protected or Personal
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 Not always protected speech:
 E-mails or social media opinions that defame
 Hateful opinions
 Opinions that may incite a riot or harm
 Opinions that have no literary, scientific, or artistic value
 Personal opinions on public issues sent electronically
not always considered personal
E-mailing Student Information
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 Educational need to know
 Treated with higher level of care
 Use phone or mail to communicate sensitive
information with parent/guardian
 Be aware of new procedures for parents requesting
student information via email
General Network Acceptable Use
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 Use site Technology Contact for troubleshooting
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equipment
Ensure the security of any account issued in your
name
Maintain school or district-related webs on districtapproved hosts
Retain/archive all messages sent “that are used to
perpetuate, communicate, or formalize knowledge”
and those that are received by other agencies in
connection with official business
Comply with Copyright laws
Summary
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 Understand the risks associated with using electronic
communications
 Read the entire Acceptable Use and Risk Policy
before signing
 Use district resources for work-related
communications and personal equipment for
personal communications
 We have little or no expectation of privacy when
using email and social media at school (or at home
when related to school business)