Information Technology Acceptable Use Policy

PURPOSE

Brentwood College School ("the School") has the obligation to keep our students and staff safe, and ensure our technology is both secure and reliable. The goal and purpose of the Brentwood College Information Technology ("IT") Acceptable Use Policy is to outline and communicate how the School's technology services and resources are to be used responsibly and respectfully, to achieve safety, security and reliability.

SCOPE

Staff:

This policy is applicable to:

All users of Brentwood College's technology services and resources, whether the user is located physically on campus or elsewhere.

All School owned, operated or licensed:

  • Hardware (for example: servers, desktop and laptop computers, tablets, printers, smartphones and cellphones, desktop phones, projectors, peripherals, etc).

  • Networking (for example: internet services, VPN, wireless WiFi, etc).

  • Software (for example: email, Google applications, Microsoft Office, Adobe Suite, Zoom, etc).

  • Documents and Files (for example: Google Docs, Google Sheets, Microsoft Word, Microsoft Excel, videos, audio recordings, voicemail, etc)

The School may access and use all information and data stored on, and communicated through, the School's IT systems, including facilitating work in an user's absence, to conduct routine technical administration, routine audits, to investigate suspicions of improper use or to comply with legal obligations. Users who engage in personal use of the School's resources are deemed to accept that this right of access may raise no expectation of privacy that prevents the School from accessing and using information and data for legitimate purposes.

Students:

This policy is applicable to:

All users of Brentwood College's technology services and resources, whether the user is located physically on campus or elsewhere.

All School owned, operated or licensed:

  • Hardware (for example: servers, desktop and laptop computers, tablets, printers, smartphones and cellphones, desktop phones, projectors, peripherals, etc).

  • Networking (for example: internet services, VPN, wireless WiFi, etc).

  • Software (for example: email, Google applications, Microsoft Office, Adobe Suite, Zoom, etc).

  • Documents and Files (for example: Google Docs, Google Sheets, Microsoft Word, Microsoft Excel, videos, audio recordings, voicemail, etc)

All personally-owned software, documents and files, computers, or handheld devices and their cloud related accounts, while the Student is in the care of the School.

The School may access and use all information and data stored on, and communicated through, the School's IT systems, including facilitating work in an user's absence, to conduct routine technical administration, routine audits, to investigate suspicions of improper use or to comply with legal obligations. Users who engage in personal use of the School's resources are deemed to accept that this right of access may raise no expectation of privacy that prevents the School from accessing and using information and data for legitimate purposes.

ACCEPTABLE USE

All Users:

Users are permitted to use the School’s services and resources for:

  • Educational activities such as learning, teaching, researching.

  • School sanctioned educational or work activities.

  • Any reasonable personal use that:

    • is not prohibited by provisions within this document.

    • does not adversely impact the daily work/learning of Brentwood Staff and Students.

    • does not cause IT service issues.

UNACCEPTABLE USE

All Users:

  • Activities prohibited by Federal or Provincial laws.

  • Activities prohibited by the Canadian Charter of Rights and Freedoms or the Human Rights Code.

  • Activities prohibited by the Copyright Act.

  • Excessive use of the network and school resources for non-school related bandwidth-intensive activities such as network games and the downloading of music/video files or serving as a host for such activities.

  • Sharing of passwords or account information.

  • Using accounts belonging to other Staff or Students.

  • Unauthorized access to any part of the School's systems and/or records. This includes the accidental unauthorized access to resources and/or records.

  • Deliberate attempts to destroy or manipulate data or disrupt systems and/or records.

  • Unauthorized disclosure, duplication and dissemination of the School's data and/or records and personal staff or student information.

  • Use of the School's systems, data and/or resources for personal commercial or financial gain, or for political purposes.

  • Creating, accessing, or publishing material that is profane, obscene, pornographic, abusive, defamatory, derogatory, threatening, violent or harassing.

  • Creating, accessing, or publishing material that is likely to adversely affect the School's reputation or otherwise affect its ability to achieve its mandate.

  • Bullying (see definition).

  • Plagiarism (see definition).

  • Displaying, transmitting, distributing or making available information that expresses or implies discrimination or an intention to discriminate.

  • Altering the hardware integrity of any School computer equipment (e.g. adjusting the monitor beyond the maximum resolution, adjusting plugs, switches, cards, or cables, etc).

Please also note the following:

  • Staff and Students are responsible to immediately report all suspected infractions of this policy to the Director of IT.

PENALTIES FOR MISUSE

Staff:

At the discretion of the School and depending upon the severity of misuse, penalties may include any or all of the following:

  • Verbal or written warnings.

  • Restriction or loss of individual system privileges.

  • Removal of material or data from the School's systems.

  • Disciplinary action and/or termination of employment.

  • Charges for costs incurred to the School or others.

  • Legal action, investigation and charges by police.

Students:

At the discretion of the School and depending upon the severity of misuse, penalties may include any or all of the following:

  • Verbal or written warnings.

  • Restriction or loss of individual system privileges.

  • Removal of material or data from the School's systems.

  • Suspension and/or expulsion from the School.

  • Charges for costs incurred to the School or others.

  • Legal action, investigation and charges by police.

DATA STORAGE

The school collects data on each student and employee. This data is both anonymous data and personally identifiable data, such as name, age, grade, email address, photo, video, etc. The majority of this information is stored on locally located systems on campus. The School strives to ensure only the minimal amount of required information is stored in systems not on campus. Employees are required to collect and share only student name and email address if the system is located offsite.

The following systems store personal student and/or employee data offsite:

Google GSuite, Microsoft Office365, Microsoft Azure, MySchool, Smugmug, Jamf, Classlink, OneSync, X2Vol, Adobe Creative Suite, ESRI ArcGIS, Boardingware, Punch Alert, Sophos AntiVirus, MyBlueprint, Brentonian Connect, Zoom, TELUS, SchoolDude, ZenDesk, Lifetouch, Insignia, Cisco Meraki.

For systems located in the United States, the School can provide a Privacy Impact Assessment (PIA).

DEFINITIONS

Authorized means related to a School course, employment and/or at the direction of the School.

Bullying, in the context of this document, is a course of conduct directed at a specific individual or group that causes substantial emotional distress and serves no legitimate purpose.

Copyright Infringement occurs when a student reproduces a work that is protected by copyright without appropriate identification of source and permissions.

Defamation of character harmful and often untrue statements that are damaging to someone’s reputation.

Educational Purpose includes classroom activities, career development, Faculty-authorized research, and communications related to approved School activities.

Plagiarism is taking an idea or creative product of another and presenting it as if it is the student’s own.