E-Safety Policy

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

1.0 Policy Scope

1.1 This policy has been developed by the Principal and sanctioned by the Director of Studies, Lee Kirby and is addressed to all students and teaching staff. This policy 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 schools 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.

1.2 The policy relates to the use of technology, including:

1.2.1 E-mail

1.2.2 The internet

1.2.3 Virtual Learning Environments

1.2.4 Social networking sites and social mobile apps

1.2.5 Instant messaging, chat rooms, blogs and message boards

1.2.6 Mobile phones and smart devices

1.2.7 Handheld game consoles

1.2.8 Other photographic or electronic equipment

1.3 This policy applies to all members of the school community, including staff, students, parents, visitors,  who have access to and are users of the school ICT systems, in and out of the school. The use of any of the above technology 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.

1.4 The aim of this policy is to:

1.4.1 Inform as to the delegation of responsibilities relating to e-safety at Ashbourne College.

1.4.2 Encourage students to make good use of the educational opportunities presented by access to the internet and other electronic communication

1.4.3 To safeguard and promote the welfare of students by preventing “cyberbullying” and other forms of abuse

1.4.4 To minimise the risk of harm to the assets and reputation of the College

1.4.5 To help students and staff take responsibility for their own e-safety

1.4.6 To ensure that students and staff use technology safely and securely


2.0  Roles and Responsibilities:

2.1 The Principal

2.1.1 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.

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

2.1.3  Mike Kirby is 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

2.2 The Director of Studies

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

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

Contact: lee@ashbournecollege.co.uk


2.3 Facilities Department

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

2.3.1 Ensuring that the school’s infrastructure is secure and not open to malicious attack

2.3.2 Ensuring that adequate Internet filtering is in place across the schools network

2.3.3 Ensuring that breaches of e-Safety are followed up and reported to the appropriate person, and assisting, where possible, with any necessary follow up investigations

2.3.4 Ensuring that intuitive monitoring software is up to date and fully operational throughout the schools network

2.3.5 Producing risk assessments where required

2.3.6 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

2.4 Designated Safeguarding Lead

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:

2.4.1 Understanding that e-Safety is largely a Safeguarding responsibility.

2.4.2 Liaising regularly with the Facilities department, who are to be made aware of breaches in e-Safety which may relate, in any way, to Safeguarding.

2.4.3 Being proactive in liaising with the Facilities department if she feels a student may need to be observed more closely.

2.4.4 Updating the safeguarding database when necessary.

2.4.5 Contacting relevant government bodies.

2.4.6 Overseeing the schemes of work produced for PSHEE (Middle School) and year 12 personal tutoring to ensure that relevant E safety matters are taught.

Contact: frances.burns@ashbournecollege.co.uk


2.5 Teaching and Operations Staff

Teaching and Operations staff are responsible for ensuring that:

2.5.1 They have read, understood and signed Ashbourne’s Staff Acceptable use Agreement. (see appendices)

2.5.2 They report any suspected misuse or problems through the appropriate channels (See e-Safety Concerns Flowchart)

2.5.3 They have, for reference, read the Student Acceptable use Agreement. (See Appendices)

2.6 Students

Students are responsible for ensuring that:

2.6.1 They have read, understood and signed Ashbourne’s Student Acceptable use Agreement. (see appendices)

2.6.2 Need to understand the importance of reporting abuse, misuse or access to inappropriate materials

2.6.3 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


2.7 Deputy Head of Administration

Deputy Head of Administration, Georgina Pritchard, is responsible for ensuring that:

2.7.1 All Students and Staff have read and signed the relevant Acceptable Use Agreements

2.7.2 Organising e-Safety training for relevant staff

2.7.3 Organising yearly e-Safety review meetings between Facilities, DOS, DSL, HOF, HOR and The Principal.

2.7.4 Ensuring Front Desk Administrators understand the procedures following an e-Safety incident being reported to them.

Contact: georgina@ashbournecollege.co.uk

2.8 PT’s (Year 12 and Middle School)

PT’s (Year 12 and Middle School), Sean Pillai, Katie Pettitt, Amjad Shah, Sarah Thompson, Amy Youngman and Frances Burns are responsible for:

2.8.1 Teaching the PSHEE (Middle School) or year 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,

2.8.2 Contacting parents if they have an e-Safety concern about a student that does not warrant the concern of the DOS or DSL

2.8.3 They report any suspected misuse or problems through the appropriate channels and take proactive action where required, any issues








2.9 The Student Council

The Student Council are responsible for:

2.9.1 Communicating e-Safety concerns of students to appropriate staff

2.9.2 Understanding the e-Safety policy and procedures

2.10 The Head of Faculties

The Head of Faculties are responsible for:

2.10.1 Communicating e-Safety concerns of students to appropriate staff

2.11 Parents and Guardians are responsible for:

2.11.1 Reading and understanding the E-Safety Policy and Student Acceptable Use Agreement

2.11.2 Being vigilant and reporting any concerns they have regarding their e-Safety to the school

2.11.3 Taking advantage of Parents Evenings to discuss e-Safety with tutors


3.0  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.


3.1 Sanctions

3.1.1 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:

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

3.1.2 Students are responsible for their actions, conduct and behaviour on smart devices 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.

3.1.3 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 feel 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.

3.1.4  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, they must talk to a staff member about it as soon as possible.


3.2 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.

3.3 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 as soon as practically possible.

3.4 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 and will also consider if existing security procedures are adequate.


3.5 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 are know to 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.


Authorised by

The Principal


November 2019

Effective date of the policy

November 2019


Teaching staff / all staff / parents / Students on request

Review date

September 2020


Staff and Student Acceptable Use Policy

All use of Ashbourne’s ICT systems by staff and students, both in and out of college, is underpinned by and must be used in conjunction with, our Acceptable Use Policy.
For full details of this policy please go to: Acceptable Use Policy


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.

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