Acceptable Use Policy and Agreement 2024[...]
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Acceptable Use Policy and Agreement

**KCSIE 2023 but adapting to changes which may be implemented to the current information only KCSIE document September 2024**

This policy is designed to enable acceptable use of ICT equipment at Roselyn House School.

The School provides a range of ICT resources which are available to staff members and students. (This may include on occasion, any other persons (AOPs) who have been authorised in connection with the school.)  In order to ensure the safety of staff and students it is important that the guidelines are followed below.

This policy aims to:

  • Promote the professional, ethical, lawful and productive use of the School’s ICT systems and infrastructure.
  • Define and identify unacceptable use of the School’s ICT systems and external systems.
  • Educate users about their data security responsibilities.
  • Describe why monitoring of the ICT systems may take place.
  • Define and identify unacceptable use of social networking sites and school devices.
  • Specify the consequences of non-compliance.


This policy applies to all users of the School’s ICT systems who are expected to read and understand this policy. To confirm acceptance of the policy, users will sign an Acceptable Use Agreement which is attached to this policy. Breach of this policy may result in disciplinary action.

The use by staff and monitoring by the School of its electronic communications systems is likely to involve the processing of personal data and is therefore regulated by the Data Protection Act 2018, together with the Employment Practices Data Protection Code issued by the Information Commissioner. Staff are referred to the School's Data Protection Policy for further information.

If you are in doubt and require clarification on any part of this document, please speak to Mrs Smith (Business Manager).

Provision of ICT Systems

All equipment that constitutes part of the School’s ICT systems is the sole property of Roselyn House School.

No personal equipment should be connected to or used with the School’s ICT systems. Users must not try to install any software on the ICT systems without permission from Mr Somers. If software is installed without permission, it may cause extensive damage to the ICT systems and users could be held personally liable for any costs incurred in rectifying the damage.

Mr Somers is responsible for purchasing and/or allocating ICT equipment to individuals. Individual laptops/desktop computers or ICT equipment may be removed at any time and without prior warning for regular maintenance, reallocation or any other operational reason. Maintenance includes but is not limited to, new software installations, software updates, reconfiguration of settings and computer re-imaging.


System Access and Security

Users are not permitted to make any physical alteration, either internally or externally, to the School’s computer or system hardware.

All users of the ICT systems at the School must first be registered by the IT administrator. Following registration, staff will be given a school username and temporary password by Mr Somers. This will enable staff to access the school system (Desktops or Laptops in various rooms/classrooms). On the initial login with the password provided, there will be a prompt and the original password will become redundant. This will need to be changed to a password the user creates. All passwords should be of a complex nature to ensure data security. All user account details are for the exclusive use of the individual to whom they are allocated. Staff are responsible for ensuring their password remains confidential and their account is secure. Passwords must be regularly changed. The above procedure is for system, laptop and desktop use within the school.

Access to Office 365 will require a different set of login credentials, including a school email address and password (In some cases, this requires Two Factor Authentication). The above credentials are provided by Mr Somers. Again, the same procedures apply in regards to the use of Office 365. All passwords should be of a complex nature to ensure data security. Staff are responsible for ensuring their password remains confidential and their account is secure. Staff must ensure that they are using the ‘forget device’ function on shared computers & laptops. This ensures that credentials are deleted from that specific workstation.

All users are personally responsible and accountable for all activities carried out under their user account(s). Users must take all reasonable precautions to protect their user account details and must not share them with any other person, except to designated members of staff which are Miss Damerall, Mr Somers and Mrs Smith for the purposes of system support. Users must report any security breach or suspected breach of the system, email or application account credentials to Mr Somers as soon as possible.

Users should only access areas of the Schools computer systems to which they have authorised access. When any computer is left unattended, it must either be logged off or locked. Activity that threatens the integrity of the School ICT systems or activity which attacks or corrupts other systems, is forbidden. Users’ internet activity must not compromise the security of the data on the School ICT systems or cause difficulties for any other users.

School Email

Under no circumstances should a student be allowed to use a staff computer account, unless being directly supervised by the account owner.

Where email is provided, it is for academic and professional use with no personal use being permitted. The School’s email system can be accessed from both the School computers and via the internet from any computer. Wherever possible, all School related communication must be via the School email address.

The sending of emails is subject to the following rules:

  • Language must not include swear words, be offensive or abusive.
  • Emails or attachments of a pornographic, illegal, violent, sexist or racist nature are not permitted.
  • Sending of attachments which contain copyright material to which the School does not have distribution rights is not permitted.
  • The use of personal email addresses by staff for any official school business is not permitted.
  • The forwarding of any chain messages/emails etc. is not permitted. Spam or junk mail will be blocked and reported to the email provider.
  • Any electronic communication which contains any content which could be subject to data protection legislation (e.g., sensitive or personal information) will only be sent using a secure method including:


  • Email encryption.
  • A secure upload portal (whereby the recipient will be required to log in to retrieve the email/documentation sent).
  • Password protection on sensitive documents. The sender must ensure that the password is sent separately to the intended recipient (i.e., in a separate email or over the phone).


  • Emails should not contain children’s full names in the subject line and preferably, not in the main body of the text either. Initials should be used wherever possible.
  • Access to school/setting email systems will always take place in accordance to data protection legislation and in line with other appropriate school/setting policies e.g., confidentiality.
  • Members of the community must immediately tell a designated member of staff if they receive offensive communication and this will be recorded in the relevant files/records (such as safeguarding).
  • Staff will be encouraged to develop an appropriate work life balance when responding to email.
  • Emails sent to external organisations should be written carefully and checked before sending, in the same way as a letter written on school headed paper would be.
  • School email addresses and other official contact details will not be used for setting up personal social media accounts.
  • Where possible, emails must not contain personal opinions about other individuals e.g., other staff members, children or parents. Descriptions of individuals must be kept in a professional and factual manner.




Internet Access

Internet access is provided for academic and professional use only.

The School’s internet connection is filtered meaning that a large amount of inappropriate material is not accessible. However, on occasions it may be possible to view a website which is inappropriate for use in a school. In this case, the website must be reported immediately to Mr Somers.

Therefore, staff must not access from the School's system any web page or any files downloaded from the web which could be regarded as illegal, offensive, in bad taste or immoral.

Misuse of the internet may in certain circumstances, constitute a criminal offence. In particular, misuse of the e-mail system or inappropriate use of the internet by viewing, accessing, transmitting or downloading any of the following material or using any of the following facilities will amount to gross misconduct (this list is not exhaustive):

  • Accessing pornographic material (that is writings, pictures, films, video clips of a sexually explicit or arousing nature), racist or other inappropriate or unlawful materials.
  • Transmitting a false and/or defamatory statement about any person or organisation.
  • Sending, receiving, downloading displaying or disseminating material which is discriminatory, offensive, derogatory or may cause offence and embarrassment or harass others.
  • Transmitting confidential information about the School and any of its staff, students or associated third parties.
  • Transmitting any other statement which is likely to create any liability (whether criminal or civil and whether for the employee or for the School).
  • Downloading or disseminating material in breach of copyright.
  • Engaging in online chat rooms, instant messaging, social networking sites and online gambling.
  • Forwarding electronic chain letters and other materials.
  • Accessing, downloading, storing, transmitting or running any material that presents or could present a risk of harm to a child.

Any such action will be treated very seriously and may result in disciplinary action up to and including summary dismissal.

Where evidence of misuse is found, the School may undertake a more detailed investigation in accordance with our Disciplinary Policy, involving the examination and disclosure of monitoring records to those nominated to undertake the investigation and any witnesses or members of management involved in the disciplinary procedure.

If necessary, such information may be handed to the police in connection with a criminal investigation.

Digital Cameras

The School encourages the use of digital cameras and video equipment. However, staff should be aware of the following guidelines:

  • Photos should only have the student’s name if they are on display in school only. Photos for the website or press must only include the child’s first name.
  • The use of personal digital cameras in school is not permitted, including those which are integrated into mobile phones, iPads or similar.
  • All photos should be downloaded to the School network / sent to Mr Somers as soon as possible.

File Storage

Staff members have their own work specific area on the OneDrive, where they can save documents for their individual work use (OneDrive in the ‘My File’ drop down). Any school related work should be stored in the appropriate folder(s) on the OneDrive. Personal files are not permitted on any of the schools Office 365 applications. Staff are responsible for ensuring they have rights for the storage of any file in their area for example, copyright music files.

Removable data

Any files stored on removable media must be stored in accordance with the Electronic Information and Communication Policy, summarised as follows:

  • If information/data is to be transferred, it must be saved on an encrypted, password protected, storage device.
  • No school data is to be stored on a home computer or un-encrypted storage device.
  • No confidential or school data which is subject to the Data Protection Act should be transferred off site unless it is sent by secure email.

Mobile Phones

Mobile phones are permitted in school with the following restrictions:

  • They are not to be used when members of staff are directly supervising or working with children.
  • All phone contact with parents regarding school issues will be through the Schools phones or Mobile App. Personal mobile numbers should not be given to parents at the School.

Use of WhatsApp

WhatsApp is not permitted for use on School issued devices or personal devices for School business. Staff should not communicate internally with other staff members for School business using their personal WhatsApp accounts, sharing School related information which could include categories of personal data.


Social Media Policy

The School has a Social Media Policy which should be read in conjunction with this policy. The key requirements for staff are as follows:

  • Staff members have a responsibility to protect the reputation of the School, staff and students at all times and must treat colleagues, students and associates of the School with professionalism and respect whilst using social networking sites.
  • Social networking sites should be used responsibly, and users should ensure that neither their personal or professional reputation and/or the School’s reputation, nor the reputation of individuals within the School are compromised by inappropriate postings.
  • Use of social networking sites for school business is not permitted, unless via an officially recognised school site and with the permission of the Miss Damerall.
  • Members of staff will notify Mrs Smith if they consider that any content shared or posted via any information and communications technology, including emails or social networking sites conflicts with their role in the School/setting.
  • No school information, communication, documents, videos and/or images should be posted on any personal social networking sites.
  • No details or opinions relating to any student are to be published on any website.
  • Users must not knowingly cause annoyance, inconvenience or needless anxiety to others (cyber bullying) via social networking sites.
  • No opinions regarding another member of staff, which could cause offence, are to be posted.
  • No photos or videos which show students of the School who are not directly related to the person posting them, should be uploaded to any site other than the School's website.
  • No comment, images or other material may be posted anywhere, by any method that may bring the School or the profession into disrepute.
  • Users must not give students access to their area on a social networking site (for example, adding a student as a friend on Facebook). If in exceptional circumstances, users wish to do so, please seek advice from Mrs Smith.

Filtering and Monitoring

The School may exercise its right to monitor the use of its ICT systems. This includes websites accessed, the interception of e-mail and the viewing of data stored, where it believes unauthorised use of the School’s ICT system is or may be taking place or the system is or may be being used for criminal purposes. Any inappropriate material found will be deleted. Monitoring software (Rawstream) is installed to ensure that use of the network is regularly checked by Mr Somers, to ensure there are no pastoral or behaviour concerns or issues of a safeguarding or prevent nature. (See Filtering and Monitoring Standards audit and Online Safety Audit). These are checked on a weekly basis with monitoring logs kept. Mr Somers has regular meetings with the DSL and SLT to discuss appropriate access, settings and usage and to discuss trends over time. This will help to inform future student need and curriculum. Students are made aware of Online Safety and reasons for filtering and monitoring throughout the PSHE and RSHE Curriculum. This can be discussed in Form time and during Mentor sessions. Parents/ Carers are kept fully informed to any change of practice/ policy and are provided with updated information with the ever-altering IT trends. They are reminded of age-appropriate content and filtering.

Roselyn House School follows the 3 approaches recommended by the Safer Internet Centre of:

  • Physical Monitoring.
  • Internet and web access.
  • Active/ Pro-active technology monitoring services.

Other reasons for monitoring the ICT systems include the need to:

  • Ensure operational effectiveness of the services provided.
  • Maintain the systems.
  • Prevent a breach of the law, this policy or any other school policy.
  • Investigate a suspected breach of the law, this policy or any other school policy.

Training is provided to all DSLs with regard filtering and monitoring and the IT Co-ordinator in line with KCSiE 2023, along with all staff.

An annual audit and risk assessment is completed for Online Safety where this is included.

Failure to Comply with Policy

Any failure to comply with the policy may result in disciplinary action. Depending upon the severity of the offence, a breach of this policy may be considered gross misconduct leading to summary dismissal.

Monitoring of the ICT Systems

Any unauthorised use of the School’s ICT systems, cloud-based ICT systems, the internet, e-mail and/or social networking site accounts which the Headteacher considers may amount to a criminal offence or is unlawful shall, without notice to the user concerned, be reported to the police or other relevant authority.

The School reserves the right to audit and/or suspend a user’s network, e-mail and/or application account(s) pending an enquiry, without notice to the user concerned.

S. Damerall

Reviewed: June 2024

A copy of the ‘Acceptable Use Agreement’ is included below.

Acceptable Use Agreement

To be completed by all staff

As a school user of the network resources/equipment I hereby confirm that I have read and understood the Acceptable Use Policy and that I agree to follow the School rules (set out within this policy) on its use. I will use the network/equipment in a responsible way and observe all the restrictions explained in the School Acceptable Use Policy. If I am in any doubt, I will consult Mr Somers.

I agree to report any misuse of the network to Mr Somers. Moreover, I agree to report any websites that are available on the School internet that contain inappropriate material to Mr Somers.

Finally, I agree to ensure that portable equipment such as cameras, iPads or laptops will be kept secured when not in use and to report any lapses in physical security to Mr Somers.

Specifically, when using school devices:

  • I must not use these devices for inappropriate purposes.
  • I must only access those services for which permission has been granted.
  • I will not download, use or upload any material which is unsuitable within a School setting or that may cause disruption to the School network.

If I do not comply with the rules, I understand that this may result in loss of access to these resources as well as other disciplinary action. I realise that staff under reasonable suspicion of misuse in terms of time or content may be placed under retrospective investigation or have their usage monitored.

I understand that the School will monitor communications in order to uphold this policy and to maintain the School’s network (as set out within this policy).




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