NAG 3.7 Staff use of Laptops

 

Adopted 17th June 2019

Reviewed September 2021

The next review date is September 2024

 

Policy Statement

KingsGate School staff acknowledge and accept certain responsibilities when they are issued a laptop. Laptops provide the convenience of portability. This convenience exposes the school to certain risks. These include but are not limited to:

Theft of school property – laptops are easy to steal and their relatively high value and easiness to sell makes them a common target for theft;

Exposure of sensitive data or information – misplaced or unsecured laptops may expose sensitive information to the public. Loss of such data could be utilised by sections of the public for illegal purposes;

Damage of school property – laptops can be susceptible to damage both due to their nature and their relatively fragile construction.

Any member of staff issued with a laptop will need to confirm, by signing an acceptance of the policy, that he/she has read, understands and will comply with the policy. A signed copy of the policy needs to be retained in the teacher's file until the laptop is returned or replaced.

 

Procedural Guidelines

When a member of staff is provided with a laptop, he/she accepts responsibility for safeguarding the laptop itself as well as the data stored on the laptop. Laptop users are expected to exercise reasonable care and take the following precautions:

Ensure they have appropriate car and house insurance to be able to transport/use the laptop on school business.

Take appropriate steps to protect the laptop from theft.

Laptops, where possible, should not be left unattended in a parked car. On those occasions when there is no alternative, they should be locked in the boot out of sight.

Laptops should be carried and stored in a padded laptop computer bag or strong briefcase to reduce the chance of accidental damage.

Laptops should not be used in environments that might increase the likelihood of damage. Keep an independent record of the laptop serial number. In case of the laptop being lost or stolen, this number will be needed for insurance and police.

Do not work or save sensitive information (e.g. education records, personally identifiable information, and confidential information) on the laptop without taking proper precautions.

All members of staff are accountable for all network and systems access under their individual user ID. Passwords should be kept absolutely secret. They should never be shared with anyone.

Laptops are provided for official use by authorized employees. KingsGate School laptops must not be loaned or be allowed to be used by others.

Avoid leaving your laptop unattended. Always shut down, log off or lock the screen before walking away from the machine.

Laptops have anti-virus software installed, but laptops are vulnerable if the software is not kept up to date.

Laptops should not be connected to the Internet unless a suitable firewall package has been installed.

E-mail attachments are one of the main sources of viruses – avoid opening any email attachment unless they are expected from a legitimate source.

Report any security incidents (such as virus infections) to the Principal immediately in order to minimize the risk.

Do not download, install or use unauthorized software programmes. No personal programmes are to be used.

Any software that is required should be referred to the Principal to ensure correct permissions and licences are in place. A relevant licence will be stored securely for audit purposes.

Members of staff must comply with relevant laws, regulations and policies applying to the use of computers and information, e.g. licence, copyright, and privacy laws.

KingsGate will not tolerate inappropriate materials such as illegal, pornographic, racist, defamatory or harassing files, photographs, videos or e-mail messages that might cause offence or embarrassment. Never store, use, copy or circulate such material on the laptop.

Any damage or loss must be reported to the principal as soon as possible.

Failure to comply with this policy could lead to disciplinary action.

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