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363 - Responsible, Acceptable, and Safe Use of Technology Resources

363


RESPONSIBLE, ACCEPTABLE, AND SAFE USE OF TECHNOLOGY RESOURCES

Technology and network resources are valuable tools for students, staff, and the community. The Appleton Area School District (AASD) provides computer facilities, equipment, software, and a local and wide-area network that is accessible for the primary purpose of supporting the educational mission of the District. Among the resources within the scope of this policy and its implementing rules are the following: the internet, telephones (including cell phones and the voicemail system), computers and supporting software (whether used on or off campus), fax machines, digital communications (including email), wireless access points, printers, cameras, removable storage devices, and any other device or equipment that the District reasonably deems to fall within the scope of this policy. 

Unless otherwise specified, the following regulation shall apply equally to all AASD users, including employees, contractors employed by the AASD, students, volunteers, and guests. By connecting a computing device to the District Network, the user implicitly agrees to the terms of this and all other related AASD policies. Users may have additional obligations given the nature of their positions and/or access privileges. 

Use of the District technology system is a privilege, not a right. Users should not expect privacy regarding the content of their personal files, communications, and online activity records within the District’s system. The AASD reserves the right to monitor, review, and access all files, communications, and use of the District’s technology system at all times, within legal parameters. However, the District will not access employees’ personal accounts unless required by law or in response to an investigation.

It is the responsibility of users to provide for the reasonable care of all District technology. The AASD reserves the right to hold users accountable for vandalism, misuse, and damage to the system in violation of the rules outlined in this policy, including revoking privileges, taking disciplinary and/or legal action. 
 

Adoption Date: July 16, 2001

Amended Date: May 22, 2006, August 27, 2012, May 28, 2013, October 27, 2014, November 23, 2020, December 8, 2025

363-Rule

 

  1. NETWORK GUIDELINES
  2. ELECTRONIC COMMUNICATIONS GUIDELINES
  3. SOCIAL MEDIA GUIDELINES
  4. SOFTWARE GUIDELINES
  5. WEB PUBLISHING GUIDELINES
  6. PRIVACY GUIDELINES
  7. PROHIBITIONS AGAINST DISCRIMINATION, HARASSMENT, BULLYING, AND DEFAMATION
  8. COPYRIGHT GUIDELINES
  9. MONITORING, SUPERVISION, AND CONSEQUENCES
  10. PERSONAL TECHNOLOGY USE IN SCHOOL
  11. ONE-TO-ONE (1:1) DEVICE PROGRAM
  12. ARTIFICIAL INTELLIGENCE (AI) USE GUIDELINES

A. NETWORK GUIDELINES

The Appleton Area School District (AASD) maintains a local and wide-area network that links schools together and also provides access to public networks. This network consists of a hard-wired and wireless network.  The wireless network includes, but is not limited to, the District-provided wireless access and any other wireless data provider (e.g., cell phone or personal wireless hotspot). The purpose of the AASD network is to facilitate the exchange of information to further communication, education, and research consistent with the educational mission of the AASD. Users are responsible for their actions/behavior, and communication on the network in order to maintain a safe, lawful, and efficient network.

Network use or attempted use that is unacceptable at all times includes, but is not limited to:

  • Disrupting the educational environment with District or personal computing devices
  • Accessing the network for illegal and/or unethical activity
  • Placing unlawful information on the network
  • Accessing inappropriate content, including pornographic or obscene items.
  • Disrupting network traffic, overloading or crashing the network and attached systems
  • Unauthorized monitoring or capturing of network traffic
  • Gaining unauthorized access to information resources or accessing, changing, deleting, or damaging another person’s materials, information, or files
  • Installing or running a program that damages or places an excessive load on technology and network resources
  • Sending offensive or objectionable material to others (e.g. cyberbullying). 
  • Ignoring or intentionally circumventing licensing restrictions or terms of service agreements

The AASD places a high priority on the security of its technology and network resources. The District has systems in place that can monitor and record all network usage, including email and browsing activity. The AASD accepts no responsibility for any damage caused by sending or receiving messages through the electronic communications system. The Technology Services Department may create filters to scan for and eliminate viruses and large files that are unrelated to the District’s educational mission.

Users must be responsible for taking security precautions when accessing the District’s technology and network resources, which include: 

  • Protecting accounts and locking unattended devices
  • Keeping all accounts and passwords confidential and inaccessible to others
  • Respecting the rights and property of others
  • Taking reasonable precautions to prevent viruses, spyware, and malware on District devices
  • Reporting unusual activity, such as spam and phishing schemes, to the AASD Helpdesk

B. ELECTRONIC COMMUNICATION GUIDELINES

Use of the AASD electronic communication systems is provided to students and staff to further the educational mission of the AASD. These systems include, but are not limited to: email, social media, learning management systems, telecommunication systems, and other web-based/electronic tools. Interpretation of the appropriate use of electronic communication is the responsibility of the AASD Administrative Team. The Technology Services Department is responsible for the efficient use of the District technology system.

Electronic Mail and Other AASD Messaging Systems

AASD employees:

  • Are required to check and maintain their email, as it is the official means of communication and business for the District
  • May have used email for personal reasons, as long as it conforms to school etiquette standards and is not used excessively

AASD students:

  • May use the communication systems for contacting school employees, accessing outside resources related to school assignments (varies by grade level), and collaborating on school activities
  • May only receive emails on the network from District employees, other AASD students, and persons approved by the District (varies by grade level)
  • Will have their accounts archived from the systems after graduation or withdrawal from the District.

Communicating with Students

(See Policy 522.7 Rule - Staff Use of Information Technology and Communication Resources Rules)

C. SOCIAL MEDIA GUIDELINES

(See Policy 522.71 - Staff Use of Social Media)

Social media is defined as “websites and applications that enable users to create and share content or to participate in social networking”, encompassing a wide range of written, audio, and visual communication.

The AASD recognizes the importance of online social media networks as communication and learning tools for its staff and students. The AASD also recognizes its obligation to teach and ensure responsible and safe use of these technologies. The AASD may use social media networks and other communication technologies in fulfilling its responsibility for effectively communicating with the general public. 

The District takes no position on AASD employees’ decision to participate in the use of public social media networks for solely personal use on personal time. However, AASD employees' use of these media outside those approved by the District during school hours is prohibited unless given special permission by the administration or the Technology Services Department.

All employees are expected to serve as positive ambassadors for our schools and are role models to students in the community. Readers of social media networks may view the employee as a representative of the school and the District. Therefore, the AASD requires employees, when referring to the District, its schools, students, families, programs, activities, employees, coaches, advisors, volunteers, and communities on any public or District-approved social media networks, to observe the following requirements, which include, but are not limited to: 

  • Use of any social media network or postings, displays, or communications on any social media network must comply with all state and federal laws and AASD policies
  • Communications by word, image, or other means must be respectful and professional
  • Authorized spokespersons for the District must disclose their employment relationship with the District
  • Confidential or proprietary information of the District, its students, or employees or that which is protected by data privacy laws, may not be disclosed
  • The AASD name or its logo may not be posted or used without permission from the Superintendent or their designee
  • No nonpublic images of the District premises and property, including floor plans, may be posted
  • Engagement with student groups online, whether within the District or in the public, must be as a District employee, maintaining appropriate employee-student relationships and addressing inappropriate behavior or activity on the networks, including protecting the safety of minors online
  • Employees and adults working on behalf of the AASD (e.g., student teachers, substitute teachers, interns, contractors for the AASD, volunteers) must treat student images and information with confidentiality in accordance with AASD Policy 492, Photographing and Videotaping in the Schools. Unless guardians/parents have opted out of having student pictures or videos posted or identified on District/School-created web pages, student images may be posted online, including identifiable images of students taken in the public arena
  • Purposeful or inadvertent disclosure of confidential or private information that violates the privacy rights or other rights of a third party, or the content of anything posted on any social media network, is the responsibility of the employee 
  • Employees (unless they are related to the student) may not send messages to students via tools or social media platforms (excluding District-provided tools such as email and Canvas Inbox) without approval from their administrator and the student’s parent/guardian

AASD students' use of social media during instructional time will be limited to educational purposes.

The AASD may use social media networks and other communication technologies in fulfilling its responsibility for effectively communicating with the general public.

D. SOFTWARE GUIDELINES

District-wide software and applications, including online services, will be approved, installed, and maintained by the Technology Services Department in coordination with the Assessment, Curriculum, and Instruction (ACI) Department, when applicable.

E. WEB PUBLISHING GUIDELINES

The AASD believes that certain guidelines must be followed when creating school web pages in order to maintain high standards. These guidelines are intended to provide direction, consistency, and integrity to maximize accessibility, not to limit creativity.

Guidelines that apply to school web pages include, but are not limited to, the following:

  • Student information beyond directory data (as defined by Student Records 347) can only be published with permission from parents/guardians 
  • Created web pages may not contain copyrighted material without proper permission 
  • Parent(s)/guardian(s) may opt out of having pictures, videos, or the name of their student(s) posted or identified on District/School-created web pages and social media
  • Created web pages may not contain confidential information or information that is in violation of state or federal laws or Board policy
  • Links will be limited only to provide educational information about other youth activities, agencies, or organizations that are known to be nonsectarian, nondiscriminatory, and devoted to school/community interests or child welfare
  • The user who creates a web page that is linked to the AASD homepage is ultimately responsible for the content, including links.  The AASD reserves the right to review and approve the pages
  • The principal/supervisor of each school site or administrator of each department is responsible for ensuring compliance with these guidelines

F. PRIVACY GUIDELINES

AASD network users should not expect privacy regarding the content of their personal files, communications, or online activity while using the District’s technology system. Network content, including but not limited to documents and other communications, may be considered public and subject to disclosure. The AASD reserves the right to retrieve content and user files on its system for legitimate reasons, including but not limited to finding lost messages, conducting internal investigations, complying with open records requests, investigating wrongful acts, or recovering from system failure. However, the District will not access employees’ personal accounts unless required by law or in response to an investigation.

The District also reserves the right to retrieve content and user files for conducting student investigations related to suspension or expulsion, and personnel investigations related to discipline or termination.

The use of the AASD Student Information System (SIS) is solely for facilitating the exchange of information to further communication, education, and research, consistent with the mission of the AASD. The SIS, along with the communications transmitted and documents created on it, is the property of the District. The AASD reserves the right to supervise the use of such property. Each user requesting access to the SIS must contact the AASD Technology Services Department. Student records and communications between students or families and staff are protected by the Family Educational Rights to Privacy Act (FERPA).

Users must be responsible for their own privacy and personal safety, as well as that of others, when using the District’s network. Unacceptable use includes, but is not limited to: violating the privacy rights of oneself or others by providing personal information not considered directory data (see Student Records 347), and any type of recording, such as audio, video, images, and photographs, in violation of Board Policy 492 - Photographing and Videotaping in the Schools.

Users of District technology, networks, and communication systems should have no expectation of privacy in their use of these resources. The District reserves the right to monitor, review, and access any communications or stored data. However, the District will not access employees’ personal accounts unless required by law or in response to an investigation.

G. PROHIBITIONS AGAINST DISCRIMINATION, HARASSMENT, BULLYING, AND DEFAMATION

The District is obligated to provide a school environment free of discrimination, harassment, bullying, and defamation. Users of the District’s technology must comply with state and federal laws and Board policy regarding these issues.  Unacceptable use includes, but is not limited to:

  • Accessing, displaying, or sending messages and materials that use language, audio, or images that are discriminatory, harassing, bullying, or defaming
  • Circumventing District content filters, access the content listed above

Cyberbullying, harassment, or misuse of technology off-campus that disrupts school operations may result in disciplinary action for both students and staff. The District retains the right to investigate and act upon off-campus incidents that impact the school environment.

H. COPYRIGHT GUIDELINES

The AASD recognizes and supports the limitations imposed by copyright laws. These laws specifically prohibit unauthorized duplication of software and online resources except to provide for archival backup copies. The AASD declares it to be inappropriate to use “pirated” or otherwise illegally obtained software or protected online resources on the District systems.  The use of District technology equipment or systems to make unauthorized copies of District-owned, privately-owned, or illegally obtained software or protected online resources is prohibited.  

Copyrighted material must not be posted on any District website or used as an attachment or link without permission from the creator.  Reproduction or use of copyrighted materials will be done either with the written permission of the copyright holder or within the bounds of the “fair use” guidelines provided in the copyright law under Title 17 of the United States Code. This includes 'in-house' productions, non-copyrighted works, or works in the public domain. Otherwise, the user responsible for reproduction or use may be liable for breach of copyright under existing laws.

The principal/supervisor of each school site or manager of each department is responsible for ensuring compliance with copyright law.

I. MONITORING, SUPERVISION, CONSEQUENCES

The AASD Technology Services Department has systems in place to monitor and record all network use, ensuring consistency in enforcing technology and network protocols. The District provides instruction to employees on the appropriate and inappropriate uses of its technology systems and requires employees to supervise students’ usage of District and personal computing devices.  Similarly, the District offers instruction to students on the proper and improper use of its technology and network resources in the classroom.

To reduce the risk of compromising District resource security, it is important that all users assist in reporting any inappropriate usage. This includes, but not limited to hacking, inappropriate content, phishing, and spamming, which should be reported to employees, administrators, the Helpdesk, or the Technology Services Department.

Consequences for violations of the Acceptable Use of Technology and Network Resources Policy and Procedures may include the reduction, suspension, or revocation of technology privileges, disciplinary actions up to and including suspension or expulsion for students, and up to and including termination for employees. The District will investigate and report unlawful activities to the appropriate authorities.

Appeals may be made in accordance with relevant Board policies, procedures, and employee and student handbooks.

J. PERSONAL COMPUTING DEVICE USE IN SCHOOL

District Employees:

  • See Policy 522.72 - Employee Use of Mobile Phones and Other Data Devices

District Students:

  • See Policy 443.5 - Student Use of Personal Electronic Communication Devices

K. ONE-TO-ONE (1:1) DEVICE PROGRAM

The AASD loans all students in grades 5-12 a computing device for educational purposes, holding the legal title to the device and all accessories. Right of possession and use is limited to and conditioned upon full and complete compliance with all AASD student school handbooks and Board policies and procedures, including, but not limited to: 363, 443.5, 492, and 443.92. 

The AASD does not guarantee that its technology resources will be uninterrupted or error-free. Access to the network is provided on an “as is” basis without warranties of any kind. In the event that the network is down, neither the AASD nor any of its agents or employees will be responsible for lost or missing data.

The right to use and possess a computing device and its peripherals will terminate upon removal from the District through withdrawal, suspension, expulsion, or transfer to another district, due to a District-determined need. The computing device remains the property of the AASD and cannot be loaned, sold, bartered, traded, leased, rented, or given to any other person(s).  Failure to return the computing device and peripherals within the specified time may result in a certified letter being sent to the parent/guardian or adult student requesting return of the missing computing device.  The parent/guardian or adult student will have five (5) days to return the items or pay replacement costs.  Failure to comply will be referred to local law enforcement. The parent/guardian or adult student may be charged with theft.  The AASD reserves the right at any time to require the return of the computing device.  Students may be subject to loss of privileges, disciplinary action, and/or legal action in the event of damage to or loss of the computing device or violation of AASD Board policies and guidelines.

  • Modifications to the Program

The AASD reserves the right to revoke or modify the one - to - one (1:1) program and/or its policies and procedures at any time and without notice. 

  • District Liability

The AASD assumes no liability for any material accessed on the computing device. 

  • Monitoring Usage

The AASD has installed software on its computing devices to facilitate the monitoring of student internet usage. While the AASD is committed to protecting students, no technical or human supervision is fail-safe. The AASD reserves the right to investigate, review, monitor, and restrict information stored and transmitted on District-owned devices. Any attempt by students to circumvent the monitoring and filtering systems in place,  including but not limited to resetting the device or attempting to install or use proxy servers, will result in disciplinary action. This action may result in loss of student use of the device and/or other consequences deemed appropriate by AASD administration up to and including expulsion.   

  • Damaged/Lost/Stolen Computing Devices

It is understood that as materials are used, normal wear is expected. What is not expected is damage that is above what is considered normal wear. As with textbooks, students may be issued a fine at the end of the school year if excessive wear or damage is evident. 

It is also understood that when using electronic devices, damage may occur.  There are three types of damage to school property: accidental, negligent or malicious.  If a device is damaged, the student must return it to the school’s designated helpdesk to generate a repair order and to determine if the damage was accidental or malicious/negligent. If device damage is determined to be accidental, the student may be able to check out a loaner while the device is being repaired. The student will not be charged for the repair.  If a device is damaged through malice or negligence, the student will be responsible for all repair costs. The student may qualify to use a computing device for use during the school day, which is restricted to school campus use. In addition, students may face administrative or legal consequences depending on the nature of the damage.

If the device is lost or stolen, the student must notify the school administration immediately. Administration will make contact with the School Resource Officer (SRO) to generate a police report. Efforts will be made to find and return the device. If recovery efforts are unsuccessful, the parent/guardian or adult student may be responsible for reimbursing the District up to the device’s full replacement cost. The student would not be required to reimburse the District for the cost of the warranty or setup charge. A student with a lost or stolen device who fails to notify school officials in a timely fashion may be subject to disciplinary action.

  • Consequences

Consequences for non-compliance with District policy and procedures in the handbook include disciplinary actions and financial responsibilities. Any failure to comply with policy may immediately end the student’s right to access the computing device, or other devices or services. The student may also be subject to disciplinary action as set forth in the student handbooks and AASD Board policy. The AASD cooperates fully with local, state, and federal law enforcement in the investigation of all computer-related crimes.  

L. ARTIFICIAL INTELLIGENCE (AI) USE GUIDELINES

The Appleton Area School District recognizes the increasing role of Artificial Intelligence (AI) in education and professional settings. AI tools can enhance learning, streamline administrative tasks, and support decision-making. However, their use must be responsible, ethical, and aligned with the District’s mission and policies.

  1. Educational Use: AI may be utilized to enhance learning experiences and instructional practices. Educators and students must ensure that AI-generated content adheres to academic integrity standards and does not replace critical thinking, creativity, or original work.
  2. Data Privacy & Security: AI applications must comply with student data privacy laws, including FERPA, and District data security policies. Users should avoid inputting sensitive, personal, or confidential information into AI systems.
  3. Bias & Accuracy: AI-generated content may contain inaccuracies or biases. Users should critically evaluate outputs, cross-check facts, and ensure that AI-generated information aligns with the curriculum and District standards.
  4. Prohibited Uses: AI must not be used to generate misleading, harmful, or inappropriate content. Plagiarism, academic dishonesty, and unauthorized use of AI in assessments are strictly prohibited.
  5. Supervision & Oversight: Staff must provide guidance to students regarding responsible AI use. The District reserves the right to monitor AI usage and restrict access to tools that do not align with educational goals.
  6. Administrative Use: AI may be used to optimize operations and support administrative decision-making, provided it adheres to ethical guidelines and District policies on transparency and accountability.



 

Cross References:
Internet Safety Policy (CIPA), 363.2
Student Use of Personal Electronic Communication Devices, 443.5
Violence and Intimidation, 443.7
Bullying Policy, 443.71
Locker Room Privacy, 443.92
Photographing and Videotaping in the Schools, 492-Rule
Staff Use of Information Technology and Communication Resources, 522.7 & Rule
Staff Use of Social Media, 522.71 
Employee Use of Mobile Phones and Other Data Devices, 522.72

Legal References:
Wisconsin State Statutes 120.12(1), 120.13(1), 120.18(1)(i), 943.70, and 947.0125, 995.55
Wisconsin Administrative Code PI 8.01(2)(k)

Federal Laws and Regulations: 
Children’s Internet Protection Act,
Protecting Children in the 21st Century Act,
Children's Online Privacy Protection Act,
E-rate funding requirements  

 

Adoption Date: July 16, 2001

Amended Date: May 22, 2006, August 27, 2012, May 28, 2013, October 27, 2014, November 23, 2020, December 8, 2025

  • Series 300: Instruction