4118.4

4218.4

Personnel - Certified and Non-Certified

Electronic Mail--Rights, Responsibilities and Duties

Electronic mail is communication between two or more persons by computers or electronic terminals whether or not the message is converted to hard copy format after receipt and whether or not the message is viewed upon transmission or stored for later retrieval. Electronic mail includes all electronic messages that are transmitted through a local, regional, or global computer network.

All district electronic mail systems are owned by the district and intended for the conduct of official district business only. District electronic mail systems are not intended for personal use by employees of the district, and employees have no right to privacy in electronic mail systems.

Users of district E-mail systems are responsible for their appropriate use. All illegal and improper uses of the electronic mail system, including but not limited to pornography, obscenity, harassment, solicitation, gambling and violating copyright or intellectual property rights are prohibited. Use of the electronic mail system for which the district will incur an expense without expressed permission of an administrator is prohibited.

Electronic messages are not for private or confidential matters. Because there is no guarantee of privacy or confidentiality, other avenues of communication should be used for such matters. Except for directory information, student records will not be transmitted by electronic mail. If the sender of an electronic mail message does not intend for the mail to be forwarded, the sender should clearly mark the message, "Do Not Forward".

To keep district electronic mail systems secure, users may not leave the terminal “signed on” when unattended and may not leave passwords in an obvious place near the terminal or share passwords with anyone except the electronic mail system administrator. The district reserves the right to bypass individual passwords at any time and to monitor the use of such systems by employees.

The district retains the right to review, store and disclose all information sent over the district electronic mail systems for any legally permissible reason, including but not limited to determining whether the information is a public record, whether it contains information discoverable in litigation and to access district information in the employee's absence.

Except as provided herein, district employees are prohibited from accessing another employee's electronic mail. All district employees should be aware that electronic mail messages can be retrieved even if deleted and that statements made in electronic mail communications can form the basis of various legal claims against the individual author or the district.

Electronic mail sent or received by the Board, the district, or the district’s employees are public records subject to public disclosure or inspection. All Board and district electronic mail communications may be monitored.

District employees will be subject to disciplinary action for violation of this policy.

The Superintendent will ensure that all district employees are provided with a copy of this policy. In addition, each district employee will be provided with an acknowledgement form to sign stating that they have received and read the policy. A copy of the form will be maintained in the employee’s personnel file.

(cf. 5125 - Student Records)

Legal Reference:  Connecticut General Statutes

The Freedom of Information Act.

PA 98-142 An Act Requiring Notice to Employees of Electronic Monitoring by employees

Policy adopted: 10-18-10

PRESTON BOARD OF EDUCATION

Preston, Connecticut

NOTICE

Pursuant to the authority of Public Act 98-142, the Board of Education hereby gives notice to all its employees of the potential use of electronic monitoring in its workplace. While the Board may not actually engage in the use of electronic monitoring, it reserves the right to do so when determined by the Board or the Superintendent of Schools in their discretion.

“Electronic monitoring,” as defined by Public Act 98-142, means the collection of information on school district premises concerning employees’ activities or communications, by any means other than direct observation of the employees. Electronic monitoring includes the use of a computer, telephone, wire, radio, camera, electromagnetic, photoelectronic or photo-optical systems. The law does not cover the collection of information (A) for security purposes in any common areas of the Board of Education premises which are open to the public, or (B) which is prohibited under other state or federal law.

The following specific types of electronic monitoring, and others as desired, may be used in Preston schools:

A.  Monitoring of e-mail and other components of the school district’s computer system for compliance with policies.

B.  Video surveillance of employee parking areas for security purposes.

C.  Telephone monitoring (office, professional calls only) for quality control and performance assessment.

D.  Monitoring of electromagnetic card access system for security purposes.

Statutes also permit the district to use electronic monitoring without prior notice when the Board and/or the Superintendent have reasonable grounds to believe employees of the school system are engaged in conduct that (1) violates the law, (2) violates the legal rights of the Board of Education or other employees, (3) creates a hostile work environment, or (4) violates Board policy or regulation.

Questions about electronic monitoring in the workplace should be directed to the Superintendent of Schools or members of the district’s administrative staff.

Regulation approved: 10-18-10