522.7

STAFF USE OF INFORMATION TECHNOLOGY AND COMMUNICATION RESOURCES

The District provides staff with access to information technology and communication resources to accomplish its mission of educating students. It is expected that staff use technology in a responsible manner and in accordance with established Board policies and rules outlined in the Employee Handbook. The resources within the scope of this policy and its rules are the following: 

• internet, telephones (including cell phones and the voicemail system)
• computers (whether used on or off campus) or other digital devices
• fax machines
• digital communications (including email)
• wireless access points
• printers
• cameras
• personal digital assistants (PDAs)
• removable storage devices
• and any other devices or equipment that the District reasonably deems to fall within the scope of this policy

Users of District information technology and communications resources shall have no expectation of privacy with respect to such use. Consequently, all software, email, voicemail, files, digital communications, and other information or documents used, generated, transmitted, or received over District data, voice, or video networks, or stored on District equipment, are the property of the District. The District retains the right to review, monitor, audit, intercept, access, and disclose all messages or information created, received, or sent over District data, voice, or video networks, or stored on its equipment. Additionally, email messages, text messages, video, digital media, and other documents created, sent, or received by staff may be subject to release in accordance with applicable public records law. However, the District will not access employees’ personal accounts unless required by law or in response to an investigation.

Enforcement & Disciplinary Action

The administration shall create and enforce rules for the use of information technology and communication resources. Policy or rule violations may result in one or more of the following:

• Restriction of access to District information technology and communication resources;
• Appropriate disciplinary action, up to and including termination; and
• Referral of the matter to law enforcement authorities.

At all times, staff should be aware that use of District resources is a privilege, not a right, and that privilege may be restricted or revoked at any time.

 

Cross References:
Responsible, Acceptable, and Safe Use for Technology Resources, 363 
Internet Safety Policy (CIPA), 363.2
Student Use of Personal Electronic Communication Devices, 443.5 
Staff Use of Information Technology and Communication Resources, 522.7 & Rule
Staff Use of Social Media, 522.71 & Rule
Employee Use of Mobile Phones and Other Data Devices, 522.72

Legal References:

Wisconsin State Statutes Sections 19.31 to 19.37, 19.62 - 19.80, 120.12(1),  120.44(2),  943.70,  947.0125,  995.55
Wisconsin Administrative Code ADM 12                  

Federal Laws:
Children's Internet Protection Act,
Title 17 U.S.C.,
Electronic Communications Privacy Act [I 8 U.S.C. §§ 2510-22]

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

522.7-Rule

District employees are expected to abide by the following rules when using information technology and communication resources:

• Electronic Communications:
  • Electronic communications are protected by the same laws and policies and are subject to the same limitations as other types of media. When creating, using, or storing messages on the network, the user should consider both the personal ramifications and the impact on the District should the messages be disclosed or released to other parties. Extreme caution should be used when committing confidential information to electronic messages, as confidentiality cannot be guaranteed.
  • The District may review email logs and/or messages at its discretion. Because all computer hardware, digital communication devices, and software belong to the District, users have no reasonable expectation of privacy, including the use of email, text messages, and other forms of digital communications, e.g., voicemail, Social Media, etc., except as noted herein. The District will not access employees’ personal accounts unless required by law or in response to an investigation.
  • The use of the District’s technology and electronic resources is a privilege that may be revoked at any time.
  • Electronic mail transmissions and other use of the District’s electronic communications systems or devices by employees shall not be considered confidential and may be monitored at any time by designated District staff to ensure appropriate use. This monitoring may include, but is not limited to, activity logging, virus scanning, and content scanning. External electronic storage devices are subject to monitoring if used with District resources.
• User Responsibilities:
  • The user, in whose name a system account is issued, will be responsible at all times for its proper use.
  • The system may not be used for illegal purposes, in support of illegal activities, or for any other activity prohibited by District policy.
  • Users may not redistribute copyrighted programs or data without the written permission of the copyright holder or designee. Such permission must be specified in the document or must be obtained directly from the copyright holder or designee in accordance with applicable copyright laws, District policy, and administrative regulations.
  • A user must not knowingly attempt to access educationally inappropriate material. If a user accidentally reaches such material, the user must immediately back out of the area on the Internet containing inappropriate material and notify the building principal and/or immediate supervisor.
• Electronic Communications with Students:
  • Employees are prohibited from communicating with students who are enrolled in the District through electronic media, except as set forth herein. An employee is not subject to this prohibition to the extent the employee has a pre-existing social or family relationship with the student. For example, an employee may have a pre-existing relationship with a niece or nephew, a student who is the child of an adult friend, a student who is a friend of the employee’s child, or a member or participant in the same civic, social, recreational, or religious organization. The following definitions apply for purposes of this administrative rule:
  • “Authorized Personnel” includes any employee designated in writing by an AASD Administrator.
  • “Communicate” means to convey information and includes a one-way communication as well as a dialogue between two or more people. A public communication by an employee that is not targeted at students (e.g., a posting on the employee’s personal social network page or a blog) is not a communication; however, the employee may be subject to District regulations on personal electronic communications. Unsolicited contact from a student through electronic means is not communication.
  • “Electronic media” includes all forms of social media, such as, but not limited by enumeration to, the following: text messaging, instant messaging, electronic mail, Web logs, electronic forums, video sharing Websites, editorial comments posted on the Internet, and social network sites, and all forms of telecommunication such as landlines, cell phones, and web-based applications.
• Limited Electronic Communication with Students: 
  • Authorized personnel may communicate through electronic media with students who are currently enrolled in the District only within the following guidelines:
    • The employee shall limit communications to matters within the scope of the employee’s professional responsibilities (e.g., for classroom teachers, items such as matters relating to classwork, homework, and tests).
    • If an employee receives an unsolicited electronic contact from a student that is not within the employee’s professional responsibilities, the employee shall not respond except to address a health or safety emergency.
    • The employee is prohibited from communicating with students through a personal social network page; the employee must create a separate social network page (“professional page”) for this purpose. The employee must enable administration and parents/guardians to access the employee’s professional page.
    • Upon request from the administration, an employee will provide the phone number(s), social network site(s), or other information regarding the method(s) of electronic media the employee uses to communicate with students.
• Retention of Electronic Communications and other Electronic Media:
  • The District archives all non-spam emails sent and/or received on the system in accordance with the District’s record retention schedule. Emails may be discarded after the retention period unless they are relevant to any pending litigation, public records request, or other lawful purpose.
• Compliance with Laws and Local Policies and Regulations:
  • For all electronic media, employees are subject to certain state and federal laws, local policies, and administrative regulations, even when communicating regarding personal and private matters, regardless of whether the employee is using private or public equipment, on or off District property. These restrictions include:
    • Confidentiality of student records.
    • Confidentiality of other District records, including educator evaluations, credit card numbers, and private email addresses.
    • Confidentiality of health or personnel information concerning colleagues, unless disclosure serves lawful professional purposes or is required by law.
    • Prohibition against harming others by knowingly making false statements about a colleague or the District.
    • Prohibitions against soliciting or engaging in sexual conduct or a romantic relationship with a student. 
    • Upon written request from a parent/guardian, the employee shall discontinue communicating with the parent/guardian’s minor student through email, text messaging, instant messaging, or any other form of one-to-one communication. 
    • An employee may request an exception from one or more of the limitations above by submitting a written request to his/her immediate supervisor.
• Personal Web Pages:
  • Employees may not misrepresent the District by creating or posting any content to any personal or non-authorized website that purports to be an official/authorized website of the District.  No employee may purport to speak on behalf of the District through any personal or other non-authorized website.
• Personal Electronic Devices:
  • The District permits staff to use personal technology devices in support of teaching and learning and to access the District’s Wireless Public Network when doing so. Personal devices include laptop computers, portable digital assistants (PDAs), cell phones, smart phones, iPods/MP3 players, wireless devices, digital cameras, e-readers, storage devices, or other electronics that may be carried on a person. Staff may use personal devices provided such use does not interfere with educational or employment responsibilities, hinder, disrupt or consume an unreasonable amount of network or staff resources, or violate board policy, administrative rules, state law or federal law. An employee using a personal device shall take adequate measures to ensure the confidentiality and proper maintenance of all student record information.  The District is not liable for the loss, damage or misuse of any personal device, including while on District property or while attending school-sponsored activities. 
• Disclaimer:
  • The District's electronic systems are provided on an "as is, as available" basis. The District does not make any warranties, whether expressed or implied, including, without limitation, those of merchantability and fitness for a particular purpose with respect to any services provided by the system and any information or software contained therein. The District does not warrant that the functions or services performed by, or that the information or software contained on, the system will meet the system user's requirements, or that the system will be uninterrupted or error-free, or that defects will be corrected. Opinions, advice, services, and all other information expressed by system users, information providers, service providers, or other third-party individuals in the systems are those of the individual or entity and not the District. The District will cooperate fully with local, state, or federal officials in any investigation concerning or relating to misuse of the District's electronic communications system.

Potential Disciplinary Actions

Violations of this policy or any related Board policies may result in consequences consistent with District employee handbooks and disciplinary procedures, including restriction or revocation of technology privileges, corrective action, or disciplinary action up to and including termination. When appropriate, the District may also refer matters to law enforcement.

Cross References:

Responsible, Acceptable, and Safe Use for Technology Resources, 363
Internet Safety Policy (CIPA), 363.2 
Student Use of Personal Electronic Communication Devices, 443.5
Staff Use of Information Technology and Communication Resources, 522.7 & Rule 
Staff Use of Social Media, 522.71 & Rule 
Employee Use of Mobile Phones and Other Data Devices, 522.72

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