E-Safety Policy

September 1, 2016

Throughout this Policy there will be abbreviations, acronyms and, at times, technical language, a guide to these can be found in the appendices.

Policy Scope

This policy has been authorised by the Principal and is addressed to all students and teaching staff. It is available on the Ashbourne College website. In drafting this policy, the College has consulted with parents, students and staff. The policy takes into account guidance issued by the Department for Education and various school e-safety policies. This policy works in conjunction with the Student Acceptable Use Agreement and Staff Acceptable Use Agreement, which can be found in the appendices. Ashbourne College is working with Impero to utilise their software that monitors computer usage within the college. The policy relates to the use of technology, including:

  • E-mail
  • The internet
  • Virtual Learning Environments
  • Social networking sites and social mobile apps
  • Instant messaging, chat rooms, blogs and message boards
  • Mobile phones and smart devices
  • Handheld game consoles
  • Other photographic or electronic equipment

It applies to the use of any of the above on College premises and also any use, whether on or off College premises, which affects the welfare of other students or where the culture or reputation of the College are put at risk.

The aim of this policy is to:

  • Inform as to the delegation of responsibilities relating to e-safety at Ashbourne College.
  • Encourage students to make good use of the educational opportunities presented by access to the internet and other electronic communication
  • To safeguard and promote the welfare of students by preventing “cyberbullying” and other forms of abuse
  • To minimise the risk of harm to the assets and reputation of the College
  • To help students and staff take responsibility for their own e-safety
  • To ensure that students and staff use technology safely and securely

Roles and Responsibilities:

The Principal, Mike Kirby, is responsible for the safety and well being of all members of the Ashbourne community,  including e-safety. The day to day management of this is delegated to the Director of Studies (DOS) Lee Kirby.

Mike Kirby is responsible for ensuring that those in charge of technical e-safety (Facilities Department), monitoring and review, receive sufficient support to carry out this task including acquiring relevant software as and when required.

Mike Kirby should be aware of the procedures that follow a serious breach of E-Safety or Acceptable Use, or allegation there of, being made against a member of the Ashbourne community.

Contact: mike@ashbournecollege.co.uk

The Director of Studies, Lee Kirby, is responsible for the day to day management of e-safety including:

  • Taking the lead on e-safety issues that may arise throughout the college
  • Ensuring that e-Safety policies and documents are up to date
  • Regularly liaising with the Facilities Department (In charge of monitoring the computers)
  • Liaising with the Designated Safeguarding Lead (DSL), Fran Burns, when an e-Safety breach becomes, or may become a safeguarding issue, furthermore, ensuring meetings with the DSL include e-Safety reviews and discussion.

Contact: Lee@ashbournecollege.co.uk

Facilities Department, Fabio Carpene (Facilities Manager) and Tim Cooke (Facilities Assistant), are responsible for the technical aspects relating to e-Safety including:

  • Ensuring that the school’s infrastructure is secure and not open to malicious attack
  • Ensuring that adequate Internet filtering is in place across the schools network
  • Ensuring that breaches of e-Safety are followed up and reported to the appropriate person, and assisting, where possible, with any necessary follow up investigation
  • Ensuring that intuitive monitoring software is up to date and fully operational throughout the schools network
  • Producing risk assessments where required
  • Liaising with the DOS and other relevant parties to discuss current systems and updates and to also discuss ways in which systems can be improved.

Contact: Facilities@ashbournecollege.co.uk

Designated Safeguarding Lead, Frances Burns, is responsible for following up all e-Safety issues that may also be Safeguarding issues, Furthermore she is responsible for:

  • Understanding that e-Safety is largely a Safeguarding responsibility.
  • Liaising regularly with the DOS to be made aware of breaches in e-Safety which may relate, in any way, to Safeguarding.
  • Being proactive in liaising with the Facilities department if she feels a student may need to be observed more closely.
  • Updating the safeguarding database when necessary.
  • Contacting relevant government bodies.
  • Overseeing the schemes of work produced for PSHEE (Middle School) and yr 12 personal tutoring to ensure that relevant E safety matters are taught.

Contact: Frances.burns@ashbournecollege.co.uk

Teaching and Operations Staff, are responsible for ensuring that:

  • They have read, understood and signed Ashbourne’s Staff Acceptable use Agreement. (see appendices)
  • They report any suspected misuse or problems through the appropriate channels (See e-Safety Concerns Flowchart)
  • They have, for reference, read the Student Acceptable use Agreement. (See Appendices)

Students, are responsible for ensuring that:

  • They have read, understood and signed Ashbourne’s Student Acceptable use Agreement. (see appendices)
  • Need to understand the importance of reporting abuse, misuse or access to inappropriate materials
  • Are responsible for using the school’s technology, and their own devices on school property, in a way that complies with the Student Acceptable use Agreement, which they have read, understood and signed

Head of Reception, Marcus Loudon, is responsible for ensuring that:

  • All Students and Staff have read and signed the relevant Acceptable Use Agreements
  • Organising e-Safety training for relevant staff
  • Organising yearly e-Safety review meetings between Facilities, DOS, DSL, HOF, HOR and The Principal.
  • Ensuring Front Desk Administrators understand the procedures following an e-Safety incident being reported to them.  

Contact: marcus@ashbournecollege.co.uk

PT’s (Year 12 and Middle School) Rupert Browett, Sean Pillai, Katie Pettitt, Amjad Shah, Sarah Thompson and Rob Kocho are responsible for:

  • Teaching the PSHEE (Middle School) or yr 12 groups matters that encompass e-Safety issues to help safeguard students – This scheme of work should be agreed in advance with the Designated Safeguarding Lead,
  • Contacting parents if they have an e-Safety concern about a student that does not warrant the concern of the DOS or DSL
  • They report any suspected misuse or problems through the appropriate channels and take proactive action where required to notice any issues

Contact:

rupert@ashbournecollege.co.uk

sean@ashbournecollege.co.uk

katie@ashbournecollege.co.uk

amjad@ashbournecollege.co.uk

sarah@ashbournecollege.co.uk

rob@ashbournecollege.co.uk

The Student Council are responsible for:

  • Communicating e-Safety concerns of students to appropriate staff
  • Understanding the e-Safety policy and procedures

The Head of Faculties are responsible for:

  • Communicating e-Safety concerns of students to appropriate staff

Parents are responsible for:

  • Reading and understanding the E-Safety Policy and Student Acceptable Use Agreement
  • Being vigilant and reporting any concerns they have regarding their e-Safety to the school
  • Taking advantage of Parents Evenings to discuss e-Safety with tutors

Procedure: In the event an e-Safety concern is raised the following procedures should be taken:

Ashbourne College e-safety procedure

If none of these channels are available contact any front desk administrators, who will follow up with the relevant person.

Sanctions: Where a Student breaches any of the College’s protocols, the Principal has authorised the Director of Studies to apply any sanction which is appropriate and proportionate to the breach including, in the most serious cases, expulsion.

Other sanctions might include:

  • Increased monitoring procedures, detention and withdrawal of privileges.
  • Confiscation: unacceptable use of electronic equipment could lead to confiscation in accordance with the protocols outlined and the College’s Behaviour Policy.

Procedures: Students are responsible for their actions, conduct and behaviour on smart devices in the same way that they are responsible during classes or at break time. Use of technology should be safe, responsible and lawful. Any misuse of smart devices will be dealt with under the College’s Behaviour Policy.

Students must not use their own or the College’s technology to bully others. Bullying incidents involving the use of technology will be dealt with under the College’s Anti-bullying Procedures. If students think that they might have been bullied or if they think another person is being bullied, they are advised to talk to a staff member about it as soon as possible.

If there is a suggestion that a student is at risk of abuse, the matter will be dealt with under the College’s Safeguarding Procedures. If students are worried about something that they have seen on the internet, talk to a staff member about it as soon as possible.

The Liability of the College: Unless negligent under the terms of this policy, the College accepts no responsibility to the Student or parents caused by or arising out of a Student’s use of mobile phones, e-mail and the internet whilst at College.

Take down policy: Should Ashbourne become aware that any resource, image or media have been uploaded which the college does not have the copyright permission to use, it will be removed within one working day.

Monitoring and Review: e-Safety incidents will be logged using the Filemaker academic share database and should the issue be safeguarding related, it will be tagged appropriately with the safeguarding reference. The Director of Studies has responsibility for the implementation and annual review of this policy, in consultation with parents, students and staff. The Director of Studies will consider the record of e-safety incidents and new technologies. The Director of Studies will consider if existing security procedures are adequate.

Technology: An early decision was taken for Ashbourne to use Apple Mac computers, as well as being fast and professional machines, they are a lot less likely to become infected with Viruses and Malware, keeping students, and their work, safer online. Our network provider, Meraki, provides us with comprehensive, smart, Internet filtering to help provide the students have a safer online experience without blanket blocking everything, including useful resources. As is previously mentioned, Ashbourne has recently began working with Impero, an Industry leader, who further protect and monitor student machines, as per the Acceptable Use Agreement. Every student now gets an Ashbourne College Gmail account which includes an email address, unlimited storage and google add-ons. Google were chosen as they take steps to protect their users, including informing administrators of suspicious login attempts, detailing where these attempts were from and blocking them, filters spam and phishing emails, monitors emails that could potentially contain viruses, furthermore, they offer end to end encryption add-ons, should students and staff wish to make their emails more secure.

Authorised by The Principal
Date September 2016
Effective date of the policy September 2016
Circulation Teaching staff / all staff / parents / Students on request
Review date September 2017

Appendices:

Staff Acceptable use Agreement

This policy is to be read and understood by all new and current staff. The policy works in conjunction with Ashbourne College’s e-Safety policy.

Social Media – Staff must ensure that their personal social media accounts are kept separate from their students. Adding students as “Friends” on social media is prohibited; this includes “following” on sites and applications such as Twitter, Facebook, Instagram and Snapchat. Ashbourne College strongly recommends staff keep their social media accounts protected and private. Ashbourne College strongly recommends staff do not add phrases such as “Works at Ashbourne College” to their personal social media accounts, and reserve this for professional accounts such as Linkedin and other online professional networking tools.

Internet Access – Staff must respect the internet at Ashbourne and not access or attempt to access sites containing any of the following: pornography; child abuse; racial or religious hatred or discrimination; anything tagged NSFW (Not Safe For Work); any other content that could be considered offensive or discriminative. Ashbourne recommends that staff use Google Chrome and install the adblock extension to protect from potentially damaging popups.

Staff Laptops – Staff issued with MacBooks are reminded that these remain school property and are not for personal use, nor are they a gift that may be sold or given away. The Facilities team may require them for hardware and software updates from time to time and ask that you cooperate at these times. Ashbourne also require that you do not delete the administrator account named “Ladmin” as it is imperative this remains on the computers in order the Facilities team can carry out upgrades and, when necessary, repairs. If you believe your laptop was stolen or is missing please notify the Facilities team immediately – Facilities@ashbournecollege.co.uk

Printers – Ashbourne College is committed to reducing its carbon footprint and asks that staff only print when absolutely necessary in order to prevent waste. If misprints occur please properly recycle waste paper in the recycling bins provided.

Photocopiers – In the event of a problem with the photocopiers please inform a College Administrator. Please do not try and fix paper jams as this often results in further damage to the machines.   

Email – All staff are issued with an Ashbourne email account upon joining the college, this includes unlimited Google Drive access. This email address and associated google add ons are not for personal use and staff will lose access to their account following their departure from the college. It is required that staff never use a personal account to communicate with students. Furthermore, we recommend email correspondence between teachers and students be within school hours.

Mobile Phones – Staff are naturally allowed to use their phones within the college but must not take photos of students; additionally, no staff should have students as contacts in their phone or vice versa. If this is necessary for trips then Ashbourne will provide an Ashbourne College trip phone, and will never ask staff to use their personal phones.  

The Operations and Safeguarding Team have college mobile phones that they can be contacted on and the Personal Tutors may be given college mobile phones in future to improve communication with students.

Staff are reminded that the use of Ashbourne College’s email and computers are monitored.

Student Acceptable use Agreement

This policy is to be read and understood by all students. The policy works in conjunction with Ashbourne College’s e-Safety policy and Behaviour Policy. This policy is public on the website and is available on request.

Social Media – The use of social media for non educational purposes is prohibited to students on all school computers and common area computers during school hours except between 1pm and 2pm. Students should not make any attempt to add Ashbourne staff as “friends” or “follow” them on any social media; they will not accept, and it may put them in an awkward position professionally.

Students are reminded that what they put on social media is permanent and could not only affect the reputation of themselves and the college, but damage their employment prospects in the future. Should any material come to the College’s attention that is defamatory, derogatory, offensive, abusive, bullying or in anyway contravenes the ethos and/or reputation of the College, we will act in accordance with our policies on behaviour, anti-bullying, discipline and suspension & exclusion.

Remember that everything you put on social media is stored forever and no longer owned by you, Think before you post!

Internet Access – Students must respect the internet at Ashbourne and not access or attempt to access sites containing any of the following: pornography; child abuse; promotion of racial or religious hatred or discrimination; anything tagged NSFW (Not Safe For Work); gambling; any other content that could be considered offensive or discriminatory.

Library and common area computers – Students must respect all of the IT equipment provided by Ashbourne. If there is a problem with one of the computers or printers please inform a college administrator and they will contact the Facilities department. Applications should not be downloaded onto the computers unless prior consent is given by the Facilities Department.

Printing – Ashbourne is committed to reducing its carbon footprint and asks that students only print when absolutely necessary in order to prevent waste. If misprints occur please properly recycle waste paper in the recycling bins provided.

Loan Laptops – Loan Laptops may be issued to students in some circumstances on a pre agreed basis. These remain school property and are not for personal use, nor are they a gift that may be sold or given away. The Facilities team may require them for hardware and software updates from time to time and ask that you cooperate at these times. Ashbourne also require that you do not delete the administrator account named “Ladmin” as it is imperative this remains on the computers in order the Facilities team can carry out upgrades and, when necessary, repairs. If you believe your laptop was stolen or is missing please notify the Facilities team immediately – Facilities@ashbournecollege.co.uk

Email – All students are issued with an Ashbourne email account on joining the college, which includes Google Drive access. This email address and associated google add-ons are not for personal use. You will have one year’s access to your account following your departure from the college, after which your account and all of its data will be deleted.

Airplay streaming – Many classrooms at Ashbourne allow airplay streaming to projectors and speakers, these are password protected and students must not attempt to access them via phones, tablets, laptops or any other smart device without the permission of the teacher. Attempts to do so, successful or otherwise, will be taken very seriously and can be traced.

Mobile Phones, Smart Phones and Tablets – Mobile phones, Smart Phones and Tablets are permitted on the premises but are not to be used during lesson hours, when they should be switched off unless given consent by the teacher for educational purposes. It is not permitted for students to take photos of fellow students without their permission; doing so may be regarded as cyber bullying and will be taken very seriously by the college.

Comments and Complaints – We welcome comments and complaints but these should be made through the appropriate channels. Details of the Communication and Complaints policy can be found on our website.

Students are reminded that the use of Ashbourne College email and Ashbourne College computers is monitored.

Acronyms and Technical language

DOS – Director of Studies

DSL – Designated Safeguarding Lead

PT – Personal Tutor

HOF – Head of Faculty

HOR – Head of Reception

End to End Encryption – A method of secure communication that prevents third-parties from accessing data while it’s transferred from one system or device to another.

MalwareShort for “malicious software,” malware refers to software programs designed to damage or do other unwanted actions on a computer system