Employee Use of Technology

Article 1 of 12

Purpose and Scope

In plain wordsThis policy explains how employees and other authorized users work with District technology.

Helendale School District provides technology to support instruction, communication, administration, research, student services, and District operations. This policy (“Policy”) establishes reasonable expectations for employee use of District technology.

This Policy applies to all employees, and to contractors, volunteers, and other authorized users of District technology who are not students. It applies whether the technology is used on or off District property, including when a personal device is connected to a District system or used for authorized District business.

District technology includes District-owned or District-managed devices, networks, internet access, email, user accounts, applications, cloud services, online platforms, electronic communications, files, and data.

Technology access is provided to support legitimate educational and operational purposes. Access may be limited or withdrawn as provided in this Policy, applicable law, District policy, and any applicable collective bargaining agreement.

Article 2 of 12

Acceptable Use

In plain wordsUse technology for District work, protect it, and treat others with respect.

Users may use District technology for legitimate educational, instructional, administrative, professional, employment-related, and school-related purposes.

Limited personal use may be permitted when it:

• Does not interfere with instruction, assigned duties, or District operations;
• Does not create an unreasonable security, privacy, legal, or financial risk;
• Does not consume unreasonable District resources; and
• Complies with this Policy and other applicable District policies.

Users are expected to:

• Use District technology lawfully, responsibly, and respectfully.
• Protect passwords, authentication information, devices, and District data.
• Use only accounts, applications, files, systems, and information for which they have authorization.
• Respect the privacy, dignity, safety, civil rights, and intellectual property of others.
• Use reasonable care when creating, accessing, relying upon, or distributing digital information.
• Follow applicable copyright, licensing, accessibility, confidentiality, records-retention, and data-security requirements.
• Obtain appropriate authorization before recording, photographing, or publicly sharing images, audio, video, student work, or information concerning students, families, or employees.
• Promptly report suspected unauthorized access, phishing, malware, ransomware, loss or theft of a device, accidental disclosure, or other security or privacy concern to a supervisor, site administrator, or the District’s technology department.

Article 3 of 12

Student and Employee Information

In plain wordsGuard confidential student and employee information, and use it only when authorized.

Users shall protect confidential and personally identifiable information obtained through District technology or employment with the District.

Confidential or personally identifiable information includes, but is not limited to:

• Student names when combined with other identifying information;
• Student identification numbers;
• Grades, assessments, individualized education program information, discipline information, or health information;
• Family contact information;
• Passwords and authentication credentials;
• Employee personnel, health, payroll, or evaluation information;
• Association or membership information; and
• Nonpublic District business, security, or financial information.

Users may access, use, or disclose confidential information only when authorized and only for a legitimate educational, employment, operational, or legal purpose.

The District will administer student information consistent with applicable student-record and student-privacy requirements, including 20 U.S.C. § 1232g, 34 C.F.R. pt. 99, Cal. Educ. Code § 49073.1, and Cal. Bus. & Prof. Code §§ 22584–22585.

Article 4 of 12

Third-Party Applications and Services

In plain wordsUse District-approved services and District accounts for District business.

The District may use third-party websites, applications, software, online platforms, cloud services, and other technology tools.

Users shall not create accounts, upload District information, or use a third-party service for District business unless the service has been approved or authorized by the District. Users may not bypass the District’s review or approval process by using a personal account, personal email address, or unapproved application.

Before approving or authorizing a third-party service, the District should consider, as appropriate:

• The educational or operational purpose of the service;
• The type and amount of information collected;
• Whether the provider sells, shares, advertises, profiles, analyzes, retains, or otherwise uses information beyond providing the service;
• Whether submitted content may be used to develop, improve, test, or otherwise repurpose the provider’s products or services;
• Security safeguards and breach-notification procedures;
• Data retention, deletion, return, and account-termination practices;
• Provider subcontractors and data-sharing practices;
• Age requirements and required parent or guardian notices or consents;
• Accessibility and nondiscrimination; and
• Whether appropriate contractual protections are in place.

Article 5 of 12

Prohibited Uses

In plain wordsIf it is unlawful, unsafe, dishonest, or unauthorized, it does not belong on District technology.

Users shall not use District technology to:

• Violate federal, state, or local law, regulation, court order, or District policy;
• Threaten, harass, bully, intimidate, discriminate against, or substantially disrupt others;
• Access, alter, damage, destroy, disclose, or distribute information without authorization;
• Share passwords or use another person’s account, identity, or credentials;
• Circumvent security controls, content filters, access restrictions, or monitoring tools;
• Introduce malware, ransomware, viruses, spyware, or other harmful code;
• Engage in unlawful discrimination, harassment, exploitation, or the creation or distribution of unlawful material;
• Obtain, possess, or distribute confidential information without authorization;
• Conduct unauthorized commercial activity, fundraising, or solicitation using District resources;
• Engage in political activity during assigned work hours or use District resources in a manner prohibited by law, District policy, or an applicable collective bargaining agreement;
• Infringe copyrights, trademarks, licenses, or other intellectual-property rights;
• Record or distribute communications, images, or other content without required authorization;
• Use technology in a manner that creates an unreasonable risk to the safety, security, or operations of the District;
• Impersonate another person or falsely suggest that a communication is made on behalf of the District; or
• Misrepresent, alter, falsify, conceal, or improperly delete District records or information.

This section does not prohibit lawful academic discussion, reporting, criticism, association activity, employee representation, grievance activity, or other expression protected by law or an applicable collective bargaining agreement. Such activity remains subject to reasonable, content-neutral rules concerning security, privacy, access, time, place, and operational requirements.

Article 6 of 12

Privacy, Monitoring, and District Records

In plain wordsDistrict systems may be monitored for legitimate purposes. Employee rights and contractual protections remain in place.

Monitoring under this Policy is intended primarily to protect District systems, information, students, employees, and operations. For employees, monitoring is not independent authorization to change negotiated evaluation standards, impose new employment conditions, bypass contractual procedures, or place information in a personnel file.

Any investigation, evaluation, discipline, adverse employment action, or placement of material in an employee’s personnel file shall comply with applicable law, District policy, and the employee’s collective bargaining agreement. Retention of an electronic record does not, by itself, constitute placement of the record in an employee’s personnel file.

The District will maintain technology protection measures and internet-safety procedures as required by applicable law, including 47 U.S.C. § 254(h)(5). Filtering tools may not block all inappropriate or harmful content, and users remain responsible for complying with this Policy.

Electronic communications and other information created, received, or maintained through District technology may constitute District records and may be subject to applicable retention, disclosure, investigation, or litigation-hold requirements. Users shall not delete, alter, or conceal records after being directed to preserve them.

Article 7 of 12

Security and Personal Devices

In plain wordsLock devices, protect credentials, and report concerns promptly. Personal devices connect only as authorized.

Users shall use reasonable care to protect District technology and information. Users shall:

• Lock devices when unattended;
• Protect passwords and authentication credentials;
• Install required security updates;
• Use District-approved security tools;
• Avoid connecting unauthorized devices or storage media to District systems;
• Store confidential District information only in approved locations; and
• Report lost, stolen, compromised, or improperly accessed devices or accounts promptly.

The District will provide required equipment, applications, and security tools as determined by the District and applicable law or agreement. This Policy does not independently require an employee to furnish personal tools or equipment for District work.

A personal device may connect to District systems only as authorized by District procedures. Employees are not required by this Policy to use a personal device, work outside assigned or agreed working hours, remain continuously available, or participate in remote work. Any remote-work arrangement, required equipment, work schedule, or material change in assigned duties shall be administered consistent with applicable law, District policy, and the employee’s collective bargaining agreement.

The District may protect or remove District data, disable District access, or require reasonable security measures for a personal device used to access District systems. This Policy does not authorize the District to inspect unrelated personal content on an employee-owned device except as permitted by law, consent, or other lawful authority.

Article 8 of 12

Training and Implementation

In plain wordsThe District provides training and procedures that respect work hours and bargaining agreements.

The District may provide or require reasonable training concerning technology use, cybersecurity, privacy, records, and approved applications.

Required employee training shall be scheduled and administered consistent with applicable law, District policy, assigned work hours, and any applicable collective bargaining agreement, including provisions concerning release time, overtime, compensation, and training expenses.

The Superintendent or designee may develop administrative procedures, user guidance, approval processes, security standards, and application-review procedures necessary to implement this Policy. Administrative procedures shall be consistent with this Policy, applicable law, and applicable collective bargaining agreements.

Article 9 of 12

Enforcement and Consequences

In plain wordsViolations are addressed consistent with law, District policy, and collective bargaining agreements.

The District may temporarily limit, suspend, or restrict access to District technology when reasonably necessary to protect students, employees, information, systems, property, or District operations. A temporary technology-access restriction imposed as a protective or security measure is not necessarily disciplinary.

Violations may result in:

• Limitation, suspension, or termination of technology access;
• Employee corrective or disciplinary action;
• Removal from a technology program or activity;
• Referral to law enforcement when appropriate; or
• Other action authorized by law, District policy, or an applicable agreement.

Employee corrective or disciplinary action shall be administered consistent with applicable law, District policy, and the employee’s collective bargaining agreement. Nothing in this Policy eliminates or modifies applicable requirements concerning notice, representation, progressive discipline, just cause, Skelly procedures, evidentiary hearings, evaluation, personnel files, grievance rights, or association rights.

The District may take immediate protective or security action when a violation presents a substantial risk to safety, privacy, cybersecurity, property, or District operations. Any employment discipline or other adverse employment action resulting from that action shall remain subject to applicable legal and contractual requirements.

Article 10 of 12

Collective Bargaining Agreements and Protected Rights

In plain wordsNothing here overrides a collective bargaining agreement or legally protected activity.

This Policy shall be administered consistently with applicable federal and state law, Board policies, and collective bargaining agreements, including agreements covering certificated and classified employees.

Nothing in this Policy supersedes, diminishes, or modifies rights, obligations, procedures, or protections provided by an applicable collective bargaining agreement. If implementation of this Policy may materially affect wages, hours, working conditions, workload, evaluation, discipline, remote work, required training, equipment, or other negotiable matters, the District shall comply with applicable meet-and-confer or bargaining obligations under Cal. Gov’t Code § 3543.2.

Nothing in this Policy is intended to restrict lawful employee-organization activity, employee representation, grievance processing, or other rights provided by law or an applicable collective bargaining agreement. Association use of District technology, facilities, telephones, mail systems, computers, or other resources shall continue to be governed by applicable agreements and reasonable, content-neutral District security and operational requirements.

Article 11 of 12

Notice and No Signature Requirement

In plain wordsThis policy applies to every covered user, with or without a signed form.

This Policy is adopted by the Helendale School District Board of Trustees pursuant to the Board’s authority under Cal. Educ. Code §§ 35160–35160.1.

The District will provide reasonable notice of this Policy through one or more appropriate methods, including employee handbooks, the District website, employee onboarding materials, technology login notices, or other District communications.

This Policy applies to covered users without requiring a separate signature, acknowledgment form, or consent form. The absence of a signature or acknowledgment does not exempt a user from complying with this Policy.

Article 12 of 12

Review and Revision

In plain wordsThe District revisits this policy as law, technology, and obligations change.

The Superintendent or designee shall periodically review this Policy and recommend revisions to the Board when necessary to address changes in law, technology, District operations, privacy practices, cybersecurity risks, or collective bargaining obligations.

Appendix

Legal References

Statutes and regulations cited in this Policy.