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 Acceptable Use of ICT Policy and Agreement. 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 Email

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

2.2.1 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

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 Prichard, 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 PTs (Year 12 and Middle School)

PTs (Year 12 and Middle School), Ruching Agarwal, Philip Arnold, Emily Browne, Alex Goodwin, Sean Pillai, Katie Pettitt, Georgina Prichard and Amy Youngman 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

PT contact details:

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

Concerns about e-safety may be technical, for example if your email address as been compromised (hacked) or you have downloaded what appears to be malware (malicious software). Concerns might also be more closely related to safeguarding, for example discovering cyberbullying or abusive posts on one of the social media channels.


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 Student Behaviour and Exclusions 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 Student Behaviour and Exclusions 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 Policy. 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 known 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


September 2020

Effective date of the policy

September 2020


Teaching staff / all staff / parents / Students on request

Review date

September 2021

Appendix A

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:

Acceptable Use of ICT Policy and Agreement

Appendix B

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

Appendix C


Most of the safeguarding issues arising from online use are relevant generally regardless of their origin. For example cyberbullying is bullying and will have been dealt with our PSHEE and PT meetings with students. E-safety is part of the College’s safeguarding responsibility; nevertheless there are eight areas which particular relevance to online use:

  1. Self-image
  2. Online relationships
  3. Online reputation
  4. Online bullying
  5. Managing information
  6. Health, well-being and lifestyle
  7. Privacy and security
  8. Copyright and ownership

1. Self-image 
Dissatisfaction with your own body may arise from to exposure to advertising in various off-line media such as television, magazines and cinema. Social media throw up new challenges; for example, it is important for our students to know that ‘celebrity’ vloggers/bloggers may be paid by clothing companies to wear their gear. It is also important to know that social media companies fund themselves through knowing your profile and arranging target advertising. Students should therefore understand privacy settings and be able to distinguish adverts from editorial.

2. Relationships
Our safeguarding programme, with particular regard to Sex and Relationships Education (SRE), should help students communicate with and respond to others; understand the effect of teasing, bullying and other behaviours on themselves and others.

An important issue which relates solely to online use is sexting.

Sexting and the law
Taking, distributing, possessing or sharing sexually explicit photos of anyone under the age of 18 is illegal. It does not matter if the person has given consent nor does it matter if the person in possession of such images is also under 18. Neither does it matter if the image is a selfie. You could be investigated by the police and your future employment and education affected. 

What to do if you encounter inappropriate images/sexts:

  • Do not open
  • Do not forward to anyone
  • Do not print
  • Inform the police immediately
  • Inform the Designated Safeguarding Lead immediately

Think before you post
If you receive unsolicited images you should report to the police.
Learn to understand social pressure that may be exerted to sext, and resist.
Online contacts may be lying: never agree to meet them.

Never reveal your personal details
Another important consideration is the prevalence of grooming so through our PSHEE and Personal Tutoring programmes we will educate students to recognise attempts at grooming, how to resist it and what support is available to them.

3. Online reputation
Think before you post: what is gone is gone. All members of the Ashbourne community have considerable control in managing their online presence; for example:

  • You may delete or de-activate social media accounts. 
  • You may control the audience which receive your online posts and you may unfriend or block communication to/from anyone. 
  • You may change your privacy settings and limit the advertising which you see.

When posting, remember that information you share is irrecoverable. They may share with others and so affect your digital footprint.

4. Online bullying
As with grooming, bullying in general is dealt with through our PSHEE and Personal Tutoring programmes. We will educate students to recognise attempts at grooming, how to resist it and what support is available to them.

Online or cyber-bullying offers new opportunities for bullies. There are several things you may do to counter cyber-bullying:

  1. Unfriend/unblock
  2. Inform the site owner
  3. Inform the DSL
  4. Never give into pressure to upload embarrassing content
  5. When using shared computers at school make sure that you always log off
  6. Flaming – never get into arguments on the internet
  7. Rumours – it is illegal to post an image/video of someone else without their permission
  8. Hashtags – be careful of your posts which are available to anyone
  9. Tweets – you may restrict to people you choose. 

5. Managing online information
All members of the Ashbourne community should be aware of identity theft because of phishing and hacking.

Phishing is the fraudulent attempt to obtain sensitive information such as usernames, passwords, credit card and personal details generally by disguising as a trustworthy entity via email. Most commonly such phishing fraudsters pose as a bank asking assistance in resetting login details. You should never open suspicious emails and always be sure that the email address of the sender is authentic. 

Hacking is the unauthorised invasion or interception of your data usually because foreign software (malware or computer viruses) have been unwittingly uploaded onto your device (laptop, i-pad, etc). You may protect against this using anti-virus software or as the College does by means of a robust firewall. You should also only use bona fide software and never use copies (this is illegal of course). You should only download data from trusted sources and you should always keep your software up to date with the latest version. 

Corruption of data Uploading data infected with a computer virus opens your system and ours to the corruption of data and hence the potential loss of information and damage to the systems as a whole.

Protecting your information
Usernames and passwords Each member of the Ashbourne community has a unique username and password which permits access to our system. These may only be changed with the authorisation of one of our IT managers and available to you only when you are part of the community. You should never reveal this to anyone as it is equivalent to providing an unfettered hacking opportunity.

Backing up data You should always have a second copy of everything you produce digitally.

Grooming You should also be aware of grooming works online. Never reveal personal information; never agree to meet anyone you encounter online; resist pressure to do things which might compromise you; be aware of support that exists to help you.

Hate crime – is one in which the victim or anyone else thinks an incident is based on prejudice with regard to race, religion, sexual orientation, disability or transgenderism.

Ashbourne does many things to protect its system and users, including the following:

  1. It monitors the system and its users constantly and expects everyone to communicate in a professional and courteous manner, for, among other things, the use of appropriate language.
  2. It ensures that each member of the community is aware of the issues surrounding digital media and that each has read and signed our Acceptable Use of IT agreement.

6. Health, well-being, life-style
Our safeguarding programme deals with both physical and emotional well-being and in particular:

  1. To help students understand themselves and others
  2. To help students cope and develop strategies to deal with feelings
  3. To break down barriers
  4. To help students develop confidence to ask for help and to become aware of support networks
  5. How to keep physically and emotionally safe.

With regard to mental health students should be able to:

  1. Talk about their emotions accurately, sensitively and with appropriate vocabulary
  2. Understand that happiness is linked to connections with others
  3. Recognise the onset of mental health problems
  4. Understand common types of mental health problems such as depression and anxiety
  5. How to evaluate behaviour of yourself and others
  6. Understand the benefits of physical exercise
  7. Understand the importance of sleep
  8. Deal with drugs, alcohol and tobacco.

Internet specific issues include:

  1. Unhealthy comparison of body images
  2. Curating your own unrealistic image
  3. Gambling, debt and extortion
  4. Addiction to online activities such as gaming
  5. Targeting from advertisers.

7. Privacy and security
Consent, permissions and cookies
All of the Ashbourne community should be aware of the need for national security, safeguarding and personal privacy. The internet is never entirely private so that most users of online services are likely to be giving up personal data which may be collected, used or sold to other services or organisations without their knowledge or, despite the use of cookies, their full consent. This information includes friends, contact, likes, images, videos, voice messages and location. Everyone should be aware of:

  • cookies and how to use permissions to limit access to their data
  • the terms and conditions that apply to each app.

Data protection
They should also be aware of their rights and responsibilities under data protection legislation and to that effect everyone must renew their understanding of data protection legislation each year and acknowledge their understanding by signing Privacy Notice to that effect. 

They should not hold, disclose or share personal information of any member of the Ashbourne community unless required by law.

Safeguarding and data protection
Everyone must understand that safeguarding trumps data protection. When children are suffering from harm or are at risk concerns must always be shared with CSC (Children’s’ Social Services), the police and the Designated Safeguarding Lead.

8. Copyright
Copyright is automatic in the UK for the following items; you need no make an application to protect your rights as an author.

  • Original literary, dramatic, musical or artistic written work
  • Non-literary written work such as software
  • Recording for film and television
  • Broadcasts
  • Layout of published editions of written, dramatic and musical works. You may © your work if you wish but your rights pertain regardless.

You may sell your copyright and also decide how your work will be used. You may also register with a licensed body who will collect royalties for you and agree licenses with others. You have the right be identifies as the author and may object to any change to the work. If you are an actor you have separate performance rights.

Copyright protects against copying, distributing, renting or lending your work or performing your work in public.

Plagiarism of any work, whether from the internet or not, may be a civil offence but will certainly lead to the disqualification of any associated work submitted by a student.

Further information can be found on Ashbourne College Child Protection and Safeguarding Policy and Procedures.