EHAA - Computer Security, Email and Internet Communications

The District has established this policy with regard to access and disclosure of electronic Data composed, stored, sent, or received by employees using the District computer system. This policy is designed to protect the safety and security of the District’s computer systems including E-mail and internet use.

The following shall apply:

1. The computer hardware system, software and E-mail system (the System) are owned by the District, and all messages or data composed, stored, sent, or received using the System are and remain the private property of the District. They are not the property of the employee.
2. The System is to be used for business purposes only.
3. The System shall not be used for religious or political causes, outside organizations, or other non-job-related solicitations.
4. The District prohibits discriminatory, harassing, or offensive materials in any form of media. Among those considered offensive are any messages which contain sexual implications, racial slurs, gender-specific comments, or any other comments that offensively address someone’s age, sexual orientation, religious or political beliefs, national origin, or disability.
5. The System shall not be used to send (upload) or receive (download) copyrighted materials, trade secrets, proprietary financial information, or similar materials without prior authorization. (Except as allowed under Policy EGAD Copyright Compliance.)
6. The District reserves, and may exercise without prior notice, the right to read, review, audit, intercept, access or disclose any and all information on an employee’s computer system or messages created, received or sent over The System for any purpose, even if coded or password protected.
7. The confidentiality of any message or data should not be assumed. Even when a message is erased, it is still possible to retrieve and read that message. The use of passwords for security does not guarantee confidentiality, or that the District will not retrieve it. All passwords must be disclosed to the computer administrator.
8. Any communications created, sent, or retrieved using E-mail may be read by individuals other than the intended recipient.
9. Notwithstanding the District’s right to retrieve and monitor any E-mail messages, such messages should be treated as confidential by other employees and accessed only by the intended recipient. Employees are not authorized to retrieve or read any E-mail that is not sent to them. Any exception to this policy must receive prior approval by the Superintendent or designee.
10. Any employee who violates this policy or uses the System for improper purposes shall be subject to discipline up to and including discharge.
11. Time sensitive information should not be communicated solely by electronic mail since there is no guarantee that an addressee will receive, read and/or respond to a message in a timely manner.

Law Reference: RSA 194:3-d, School District Computer Networks 

First Reading: January 5, 2012
Second Reading: January 12, 2012
Date Adopted: January 12, 2012
Revision Dates: N/A
Last Review Date: N/A