Gateway Academy
E‐Safety Policy Policy review date: August 2015 Reviewer: Ms Lochner (Headteacher) Date of next review: May 2016 1
Gateway Academy
E‐Safety Policy
Contents 1. Introduction and Overview Rationale and Scope Roles and responsibilities How the policy be communicated to staff/pupils/community Handling complaints Review and Monitoring 2. Education and Curriculum Pupil E‐Safety curriculum Staff and governor training Parent awareness and training 3. Expected Conduct and Incident Management 4. Managing the ICT Infrastructure Internet access, security (virus protection) and filtering Network management (user access, backup, curriculum and admin) Passwords policy E‐mail Academy website Learning platform Social networking Video Conferencing 5. Data Security Management Information System access Data transfer 6. Equipment and Digital Content Personal mobile phones and devices Digital images and video Asset disposal
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Appendices: 1. Acceptable Use Agreement (Staff) 2. Acceptable Use Agreement (Pupils KS1) 3. Acceptable Use Agreement (Pupils KS2) 4. Acceptable Use Agreement including photo/video permission (Parents) 5. How will infringements be handled? http://www.digitallyconfident.org/images/resources/first‐line‐information‐support‐ HQ.pdf ‐ page 23 onwards 6. What do we do if? 7. Protocol for Data Security 8. Search and Confiscation guidance from DfE https://www.gov.uk/government/publications/searching‐screening‐and‐confiscation 9. Letter template ‐ to send home if a child has been playing '18' games 10.Letter template ‐ to send home when a new, popular '18' game is put on sale 11.Letter template ‐ E‐Safety Facebook letter 12.Letter Template ‐ Academy Production 3
1. Introduction and Overview Rationale The purpose of this policy is to:
Set out the key principles expected of all members of the Gateway Academy community with respect to the use of ICT‐based technologies.
Safeguard and protect the children and staff of Gateway Academy.
Assist Academy staff working with children to work safely and responsibly with the Internet and other communication technologies and to monitor their own standards and practice.
Set clear expectations of behaviour and/or codes of practice relevant to responsible use of the Internet for educational, personal or recreational use.
Have clear structures to deal with online abuse such as cyberbullying, which are cross‐ referenced with other Academy policies.
Ensure that all members of the Academy community are aware that unlawful or unsafe behaviour is unacceptable and that, where appropriate, disciplinary or legal action will be taken.
Minimise the risk of misplaced or malicious allegations made against adults who work with students.
The main areas of risk for the Academy community can be summarised as follows: Content
Exposure to inappropriate content, including online pornography, ignoring age ratings in games (exposure to violence associated with often racist language), substance abuse
Lifestyle websites, for example pro‐anorexia/self‐harm/suicide sites
Hate sites
Content validation: how to check authenticity and accuracy of online content
Contact
Grooming
Cyber‐bullying in all forms
Radicalisation
Identity theft (including ‘frape’ (hacking Facebook profiles)) and sharing passwords
Conduct
Privacy issues, including disclosure of personal information
Digital footprint and online reputation
Health and well‐being (amount of time spent online (Internet or gaming))
Sexting (sending and receiving of personally intimate images) also referred to as SGII (self‐generated indecent images) 4
Copyright (little care or consideration for intellectual property and ownership – such as music and film)
Scope (from SWGfL) This policy applies to all members of Academy community (including staff, pupils, volunteers, parents / carers, visitors, community users) who have access to and are users of academy ICT systems, both in and out of the Academy. The Education and Inspections Act 2006 empowers Headteachers to such extent as is reasonable, to regulate the behaviour of pupils when they are off the Academy site and empowers The Academy will deal with such incidents within this policy and associated behaviour and anti‐bullying policies and will, where known, inform parents / carers of incidents of inappropriate E‐Safety behaviour that take place out of the Academy. Role Key Responsibilities Headteacher To take overall responsibility for E‐Safety provision To take overall responsibility for data and data security (SIRO) To ensure the Academy uses an approved, filtered Internet Service, which complies with current statutory requirements e.g. LGfL To be responsible for ensuring that staff receive suitable training to carry out their E‐Safety roles and to train other colleagues, as relevant To be aware of procedures to be followed in the event of a serious E‐ Safety incident. To receive regular monitoring reports from the E‐Safety post holder/ Officer To ensure that there is a system in place to monitor and support staff who carry out internal E‐Safety procedures (e.g. network manager) E‐Safety Takes day to day responsibility for E‐Safety issues and has a leading role Post Holder in establishing and reviewing the Academy E‐Safety policies / documents / Designated Promotes an awareness and commitment to e‐safeguarding throughout Child the Academy community Protection Ensures that E‐Safety education is embedded across the curriculum Lead (Mike Liaises with Academy ICT technical staff Naomi) To communicate regularly with SLT and the designated E‐Safety Governor / committee to discuss current issues, review incident logs and filtering / change control logs To ensure that all staff are aware of the procedures that need to be followed in the event of an E‐Safety incident To ensure that an E‐Safety incident log is kept up to date Facilitates training and advice for all staff Liaises with the Local Authority and relevant agencies Is regularly updated in E‐Safety issues and legislation, and be aware of the potential for serious child protection issues to arise from: o sharing of personal data o access to illegal / inappropriate materials o inappropriate on‐line contact with adults / strangers o potential or actual incidents of grooming o cyber‐bullying and use of social media
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To ensure that the Academy follows all current E‐Safety advice to keep the children and staff safe To approve the E‐Safety Policy and review the effectiveness of the policy. This will be carried out by the Governors / Governors Sub Committee receiving regular information about E‐Safety incidents and monitoring reports. A member of the Governing Body has taken on the role of E‐Safety Governor To support the Academy in encouraging parents and the wider community to become engaged in E‐Safety activities The role of the E‐Safety Governor will include: o Regular review with the E‐Safety post holder/ Officer (including E‐Safety incident logs, filtering /change control logs) Computing To oversee the delivery of the E‐Safety element of the computing Curriculum curriculum Leader (Jon To liaise with the E‐Safety coordinator regularly Mike) Network To report any E‐Safety related issues that arise, to the E‐Safety post Manager/tec holders. hnician (Jon To ensure that users may only access the Academy’s networks through Mike Said an authorised and properly enforced password protection policy, in Tarek) which passwords are regularly changed To ensure that provision exists for misuse detection and malicious attack e.g. keeping virus protection up to date) To ensure the security of the Academy ICT system To ensure that access controls / encryption exist to protect personal and sensitive information held on Academy‐owned devices The Academy’s policy on web filtering is applied and updated on a regular basis LGfL is informed of issues relating to the filtering applied by the Grid That he / she keeps up to date with the Academy’s E‐Safety policy and technical information in order to effectively carry out their E‐Safety role and to inform and update others as relevant That the use of the network/ Virtual Learning Environment/ remote access/ email is regularly monitored in order that any misuse / attempted misuse can be reported to the E‐Safety post holder / child protection lead /Headteacher for investigation /action/ sanction To ensure appropriate backup procedures exist so that critical information and systems can be recovered in the event of a disaster. To keep up‐to‐date documentation of the Academy’s e‐security and technical procedure LEARNING To ensure that all data held on pupils on the LEARNING PLATFORM is PLATFORM adequately protected Leader (Jon & Mike) Data To ensure that all data held on pupils on the Academy’s office machines Manager have appropriate access controls in place (Louisa) LGfL To ensure all LGfL services are managed on behalf of the Academy Nominated including maintaining the LGfL USO database of access accounts
Governors / E‐Safety governor
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contact(s) (Said Tarek Jon) Teachers
All staff
Pupils
To embed E‐Safety issues in all aspects of the curriculum and other Academy activities To supervise and guide pupils carefully when engaged in learning activities involving online technology (including, extra‐curricular and extended Academy activities if relevant) To ensure that pupils are fully aware of research skills and are fully aware of legal issues relating to electronic content such as copyright laws To read, understand and help promote the Academy’s E‐Safety policies and guidance To read, understand, sign and adhere to the Academy’s Staff Acceptable Use Agreement / Policy To be aware of E‐Safety issues related to the use of mobile phones, cameras and hand held devices and that they monitor their use and implement current Academy policies with regard to these devices To report any suspected misuse or problem to the E‐Safety coordinator To maintain an awareness of current E‐Safety issues and guidance e.g. through CPD To model safe, responsible and professional behaviours in their own use of technology To ensure that any digital communications with pupils should be on a professional level and only through Academy based systems, never through personal mechanisms, e.g. email, text, mobile phones etc.
Parent Liaison Officer (Shipi
Read, understand, sign and adhere to the Student / Pupil Acceptable Use Policy Have a good understanding of research skills and the need to avoid plagiarism and uphold copyright regulations To understand the importance of reporting abuse, misuse or access to inappropriate materials To know what action to take if they or someone they know feels worried or vulnerable when using online technology. To know and understand Academy policy on the use of mobile phones, digital cameras and hand held devices. To know and understand Academy policy on the taking / use of images and on cyber‐bullying. To understand the importance of adopting good E‐Safety practice when using digital technologies out of the Academy and realise that the Academy’s E‐Safety Policy covers their actions out of the Academy, if related to their membership of the Academy To take responsibility for learning about the benefits and risks of using the Internet and other technologies safely both in the Academy and at home To help the Academy in the creation/ review of E‐Safety policies Educating Parents and raising awareness as instructed by Head? 7
Amina) Parents/care rs
External groups
To support the Academy in promoting E‐Safety and endorse the Parents’ Acceptable Use Agreement which includes the pupils’ use of the Internet and the Academy’s use of photographic and video images To read, understand and promote the Academy’s Pupil Acceptable Use Agreement with their children To access the Academy’s website / LEARNING PLATFORM / on‐line pupil records in accordance with the relevant Academy Acceptable Use Agreement. To consult with the Academy if they have any concerns about their children’s use of technology Any external individual / organisation will sign an Acceptable Use Policy prior to using any equipment or the Internet within the Academy
Communication: The policy will be communicated to staff/pupils/community in the following ways: o Policy to be posted on the Academy’s website/ LEARNING PLATFORM / staffroom/ classrooms o Policy to be part of Academy induction pack for new staff o Acceptable use agreements discussed with pupils at the start of each year. o Acceptable use agreements to be issued to whole Academy community, usually on entry to the Academy o Acceptable use agreements to be held in pupil and personnel files Handling complaints The Academy will take all reasonable precautions to ensure E‐Safety. However, owing to the international scale and linked nature of Internet content, the availability of mobile technologies and speed of change, it is not possible to guarantee that unsuitable material will never appear on an Academy computer or mobile device. The Academy cannot accept liability for material accessed, or any consequences of Internet access. Review and Monitoring The E‐Safety policy is referenced from within other Academy policies: ICT and Computing policy, Child Protection policy, Anti‐Bullying policy and in the Academy Development Plan, Behaviour policy, Personal, Social and Health Education and for Citizenship policies. The Academy has an E‐Safety post holder who will be responsible for document ownership, review and updates. The E‐Safety policy will be reviewed annually or when any significant changes occur with regard to the technologies in use within the Academy. The E‐Safety policy has been written by the Academy’s E‐Safety post holder and is current and appropriate for its intended audience and purpose.
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There is widespread ownership of the policy and it has been agreed by the SLT and approved by Governors. All amendments to the Academy E‐Safety policy will be discussed in detail with all members of teaching staff.
Version Control As part of the maintenance involved with ensuring your E‐Safety policy is updated, revisions will be made to the document. It is important that the document owner ensures the document contains the following information and that all revisions are stored centrally for audit purposes. Title
Gateway Academy E‐Safety policy
Version
2.0
Date
22/03/2015
Author
E‐Safety post holders & Headteacher
Approved by head teacher
Approved by Governing Body
March 2015
Next Review Date
March 2016
Modification History
Version
Date
Description
Revision Author
0.1
12/09/2013
Initial draft
E‐Safety post holders
0.2
22/03/2014
Version 2
E‐Safety post holders Headteacher
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0.3
15/08/2015
Version 3
Headteacher
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2. Education and Curriculum Pupil E‐Safety curriculum Gateway Academy:
Has a clear, progressive E‐Safety education programme as part of the Computing curriculum and PSHE curriculum. It is built on LA / LGfL e‐safeguarding and e‐literacy framework for EYFS to Y6/ national guidance. This covers a range of skills and behaviours appropriate to their age and experience, including: o o o o o o
o o o
o o o o o o
To STOP and THINK before they CLICK To develop a range of strategies to evaluate and verify information before accepting its accuracy; To be aware that the author of a web site / page may have a particular bias or purpose and to develop skills to recognise what that may be; To know how to narrow down or refine a search; [For older pupils] to understand how search engines work and to understand that this affects the results they see at the top of the listings; To understand acceptable behaviour when using an online environment / email, i.e. be polite, no bad or abusive language or other inappropriate behaviour; keeping personal information private; To understand how photographs can be manipulated and how web content can attract the wrong sort of attention; To understand why on‐line ‘friends’ may not be who they say they are and to understand why they should be careful in online environments; To understand why they should not post or share detailed accounts of their personal lives, contact information, daily routines, location, photographs and videos and to know how to ensure they have turned‐on privacy settings; To understand why they must not post pictures or videos of others without their permission; To know not to download any files – such as music files ‐ without permission; To have strategies for dealing with receipt of inappropriate materials; [For older pupils] to understand why and how some people will ‘groom’ young people for sexual reasons; To understand the impact of cyberbullying, sexting and trolling and know how to seek help if they are affected by any form of online bullying. To know how to report any abuse including cyberbullying; and how to seek help if they experience problems when using the Internet and related technologies, i.e. parent or carer, teacher or trusted staff member, or an organisation such as ChildLine or the CLICK CEOP button.
Plans Internet use carefully to ensure that it is age‐appropriate and supports the learning objectives for specific curriculum areas
Will remind pupils about their responsibilities through an Acceptable Use Policy which every pupil will sign
Ensures staff will model safe and responsible behaviour in their own use of technology during lessons
Ensures that when copying materials from the web, staff and pupils understand issues around plagiarism; how to check copyright and also know that they must respect and acknowledge copyright / intellectual property rights 11
Ensures that staff and pupils understand the issues around aspects of the commercial use of the Internet, as age appropriate. This may include, risks in pop‐ups; buying on‐ line; on‐line gaming / gambling.
Staff and governor training Gateway Academy: Ensures staff know how to send or receive sensitive and personal data and understand the requirement to encrypt data where the sensitivity requires data protection;
Makes regular training available to staff on E‐Safety issues and the Academy’s E‐Safety education program (annual updates/ termly staff meetings);
Provides, as part of the induction process, all new staff [including those on university/college placement and work experience] with information and guidance on the E‐Safety policy and the Academy’s Acceptable Use Policies.
Parent awareness and training Gateway Academy runs a rolling programme of advice, guidance and training for parents, including:
Introduction of the Acceptable Use Agreements to new parents, to ensure that principles of e‐safe behaviour are made clear;
Information leaflets; in Academy newsletters; on the Academy web site;
Demonstrations, practical sessions held at the Academy;
Suggestions for safe Internet use at home;
Provision of information about national support sites for parents.
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3. Expected Conduct and Incident management (Appendix 6) Expected conduct At Gateway Academy, all users:
Are responsible for using the Academy ICT systems in accordance with the relevant Acceptable Use Policy which they will be expected to sign before being given access to Academy systems; Understand the importance of misuse or access to inappropriate materials and are aware of the consequences; Understand the importance of reporting abuse, misuse or access to inappropriate materials and know how to do so; Understand the importance of adopting good E‐Safety practice when using digital technologies out of Academy and realise that the Academy’s E‐Safety Policy covers their actions out of the Academy, if related to their membership of the Academy; Will be expected to know and understand Academy policies on the use of mobile phones, digital cameras and hand held devices; Know and understand Academy policies on the taking / use of images and on cyber‐ bullying.
Staff
Are responsible for reading the Academy’s E‐Safety policy and using the Academy’s ICT systems accordingly, including the use of mobile phones, and hand held devices.
Pupils
Have a good understanding of research skills and the need to avoid plagiarism and uphold copyright regulations.
Parents/Carers
Provide consent for pupils to use the Internet, as well as other technologies, as part of the E‐Safety acceptable use agreement form at time of their child’s entry to the Academy; Should know and understand what the ‘rules of appropriate use’ are and what sanctions result from misuse.
Incident Management At Gateway Acacemy: There is strict monitoring and application of the E‐Safety policy and a differentiated and appropriate range of sanctions, though the attitudes and behaviour of users are generally positive and there is rarely need to apply sanctions. All members and its wider community are encouraged to be vigilant in reporting issues, in the confidence that issues will be dealt with quickly and sensitively, through the Academy’s escalation processes. All incidents and complaints relating to E‐Safety and unacceptable Internet use are reported to the E‐Safety post holder in the first instance. 13
Where the incident or complaint relates to a member of staff, the matter must always be referred to the Headteacher for action and consideration given to contacting the LADO where this is appropriate. Incidents involving the Headteacher should be reported to the chair of governors. The Academy’s E‐Safety post holder keeps a log of all E‐Safety incidents and complaints and the SLT regularly review the information for evidence of emerging patterns of individual behaviour or weaknesses in the Academy’s E‐Safety system, and use these to update the E‐Safety policy. E‐Safety incidents involving safeguarding issues, for example contact with inappropriate adults, accessing websites designed to radicalise are reported to the designated child protection teacher and Headteacher, who will make a decision as to whether or not to refer the matter to the police and/or Family Services and Social Work. The Academy will contact the Police if one of our staff or pupils receives online communication that we consider is particularly disturbing or breaks the law.
Unintentional access of inappropriate websites
If a pupil or member of teachers accidently opens a website that has content which is distressing or upsetting or inappropriate to the pupils’ age, teachers should immediately (and calmly) close or minimise the screen. Teachers should reassure pupils that they have done nothing wrong and discuss the incident with the class to reinforce the E‐Safety message and to demonstrate the Academy’s “no blame” approach. The incident should be reported to the E‐Safety post holder and details of the website address and URL provided. The E‐Safety post holder should liaise with the network manager or learning platform provider to ensure that access to the site is blocked and the Academy’s filtering system reviewed to ensure it remains appropriate.
Intentional access of inappropriate websites by a pupil
If a pupil deliberately accesses inappropriate or banned websites, they will be in breach of the acceptable use policy and subject to appropriate sanctions. The incident should be reported to the E‐Safety post holder and details of the website address and URL recorded. The E‐Safety post holder should liaise with the network manager or learning platform provider to ensure that access to the site is blocked. The pupil’s parents should be notified of the incident and what action will be taken.
Inappropriate use of IT by staff If a member of staff witnesses misuse of IT by a colleague, they should report this to the Headteacher and the E‐Safety contact officer immediately. If the misconduct involves the Headteacher or governor, the matter should be reported to the chair of governors.
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The E‐Safety post holder will notify the network manager so that the computer, laptop or other device is taken out of use and securely stored in order to preserve any evidence. A note of any action taken should be logged. The E‐Safety post holder will arrange with the network manager or learning platform provider to carry out an audit of use to establish which user is responsible and the details of materials accessed. Once the facts are established, the Headtecher will take any necessary disciplinary action against the staff member and report the matter to the governors and the police where appropriate. Where appropriate, consideration will be given to contacting the LADO for advice. If the materials viewed are illegal in nature the Headteacher or governor should report the incident to the police and follow their advice, which should also be recorded in the E‐Safety incident log.
Risk from contact with violent extremists The Academy has a duty to prevent children and young people being radicalised. This is set out in the following documents: Counter Terrorism and Security Act 2015 Keeping Children Safe in Education 2015 Prevent Duty Guidance 2015 Working Together to Safeguard Children 2015 Many extremist groups who advocate violence use the Internet as a means of either inciting violence against specific groups or providing information on preparing explosives or carrying out terrorist acts. Because of their personal circumstances, some pupils may be susceptible to these influences. The Academy ensures that adequate filtering is in place and review filtering in response to any incident where a pupil or staff member accesses websites advocating violent extremism. Pupils and staff are warned of the risks of becoming involved in such groups and informed that accessing such websites is against Academy policies. All incidents will be dealt with as a breach of the acceptable use policies and the Academy’s behaviour and staff disciplinary procedures will be used as appropriate. Where staff are aware that a pupil is accessing such websites, they will immediately inform the Headteacher or to the Designated Safeguarding Lead if they are not available. Who will decide whether to refer to Social Services or the LA PREVENT team. Staff accessing website avocation violet extremism with be subject to disciplinary procedures. (Reference Appendix 5)
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4. Managing the ICT infrastructure Internet access, security (virus protection) and filtering Gateway Academy: o Has the educational filtered secure broadband connectivity through the LGfL and so connects to the ‘private’ National Education Network; o
Uses the LGfL Net Sweeper filtering system which blocks sites that fall into categories such as pornography, race hatred, gaming, sites of an illegal nature, etc. All changes to the filtering policy is logged and only available to staff with the approved ‘web filtering management’ status;
o
Uses USO user‐level filtering where relevant, thereby closing down or opening up options appropriate to the age / stage of the pupils;
o
Ensures network healthy through use of Sophos anti‐virus software (from LGfL) etc. and network set‐up so staff and pupils cannot download executable files;
o
Uses DfE, LA or LGfL approved systems such as S2S, USO FX, secured email to send personal data over the Internet and uses encrypted devices or secure remote access were staff need to access personal level data off‐site;
o
Blocks all Chat rooms and social networking sites except those that are part of an educational network or approved Learning Platform;
o
Only unblocks other external social networking sites for specific purposes / Internet Literacy lessons;
o
Has blocked pupil access to music download or shopping sites – except those approved for educational purposes at a regional or national level, such as Audio Network;
o
Uses security time‐outs on Internet access where practicable / useful;
o
Works in partnership with the LGfL to ensure any concerns about the system are communicated so that systems remain robust and protect students;
o
Is vigilant in its supervision of pupils’ use at all times, as far as is reasonable, and uses common‐sense strategies in learning resource areas where older pupils have more flexible access;
o
Ensures all staff and students have signed an acceptable use agreement form and understands that they must report any concerns;
o
Ensures pupils only publish within an appropriately secure environment: the Academy’s learning environment/ the London LEARNING PLATFORM/ LGfL secure platforms such as J2Bloggy, etc.;
o
Requires staff to preview websites before use [where not previously viewed or cached] and encourages use of the Academy’s Learning Platform as a key way to direct students to age / subject appropriate web sites; Plans the curriculum context for Internet use to match pupils’ ability, using child‐friendly search engines where more open Internet searching is required; e.g. yahoo for kids or ask for kids, Google Safe Search;
o
Is vigilant when conducting ‘raw’ image search with pupils e.g. Google image search; 16
o
Informs all users that Internet use is monitored;
o
Informs staff and pupils that that they must report any failure of the filtering systems directly to the teacher. Our system administrator(s) logs or escalates as appropriate to the Technical service provider or LGfL Helpdesk as necessary;
o
Makes clear all users know and understand what the ‘rules of appropriate use’ are and what sanctions result from misuse – through staff meetings and teaching programme;
o
Provides advice and information on reporting offensive materials, abuse/ bullying etc. available for pupils, staff and parents;
o
Immediately refers any material we suspect is illegal to the appropriate authorities – Police – and the LA.
Network management (user access, backup) Gateway Academy: o Uses individual, audited log‐ins for all users ‐ the London USO system; o
Uses guest accounts occasionally for external or short term visitors for temporary access to appropriate services;
o
Uses teacher ‘remote’ management control tools for controlling workstations / viewing users / setting‐up applications and Internet web sites, where useful;
o
Has additional local network auditing software installed;
o
Ensures the Systems Administrator / network manager is up‐to‐date with LGfL services and policies / requires the Technical Support Provider to be up‐to‐date with LGfL services and policies;
o
Storage of all data within the Academy conforms to the UK data protection requirements;
o
Pupils and Staff using mobile technology, where storage of data is online, will conform to the EU data protection directive where storage is hosted within the EU.
To ensure the network is used safely, Gateway Academy: o
Ensures staff read and sign that they have understood the Academy’s E‐Safety Policy. Following this, they are set‐up with Internet, email access and network access. Online access to service is through a unique, audited username and password. We also provide a different / use the same username and password for access to our Academy’s network;
o
Staff access to the Academy’s management information system is controlled through a separate password for data security purposes;
o
We provide pupils with an individual network log‐in username. From Year 3 they are also expected to use a personal password;
o
All pupils have their own unique username and password which gives them access to the Internet, the Learning Platform and (for older pupils) their own Academy approved email account;
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o
We use the London Grid for Learning’s Unified Sign‐On (USO) system for username and passwords;
o
Makes clear that no one should log on as another user and makes clear that pupils should never be allowed to log‐on or use teacher and staff logins as these have far less security restrictions and inappropriate use could damage files or the network;
o
Has set‐up the network with a shared work area for pupils and one for staff. Staff and pupils are shown how to save work and access work from these areas;
o
Requires all users to always log off when they have finished working or are leaving the computer unattended;
o
Where a user finds a logged‐on machine, we require them to always log‐off and then log‐on again as themselves;
o
Requests that teachers and pupils do not switch the computers off during the day unless they are unlikely to be used again that day or have completely crashed. We request that they DO switch the computers off at the end of the;
o
Has set‐up the network so that users cannot download executable files / programmes;
o
Has blocked access to music/media download or shopping sites – except those approved for educational purposes;
o
Scans all mobile equipment with anti‐virus / spyware before it is connected to the network;
o
Makes clear that staff are responsible for ensuring that all equipment that goes home has the anti‐virus and spyware software maintained up‐to‐date and the Academy provides them with a solution to do so;
o
Makes clear that staff are responsible for ensuring that any computer or laptop loaned to them by the Academy, is used solely to support their professional responsibilities and that they notify the Academy of any “significant personal use” as defined by HM Revenue & Customs;
o
Makes clear that staff accessing LA systems do so in accordance with any Corporate policies; e.g. Borough email or Intranet; finance system, Personnel system etc.
o
Maintains equipment to ensure Health and Safety is followed; e.g. projector filters cleaned by TA; equipment installed and checked by approved Suppliers;
o
Has integrated curriculum and administration networks, but access to the Management Information System is set‐up so as to ensure staff users can only access modules related to their role; e.g. teachers access report writing module; SEN coordinator ‐ SEN data;
o
Ensures that access to the Academy’s network resources from remote locations by staff is restricted and access is only through Academy systems e.g. teachers access their area / a staff shared area for planning documentation via a VPN solution / RAv3 system;
o
Does not allow any outside Agencies to access our network remotely except where there is a clear professional need and then access is restricted and is only through approved systems; e.g. technical support or MIS Support, our Education 18
Welfare Officers accessing attendance data on specific children, parents using a secure portal to access information on their child; o
Provides pupils and staff with access to content and resources through the approved Learning Platform which staff and pupils access using their username and password (their USO username and password);
o
Makes clear responsibilities for the daily back up of MIS and finance systems and other important files;
o
Has a clear disaster recovery system in place for critical data that includes a secure, remote back up of critical data, that complies with external Audit’s requirements;
o
Uses our broadband network for our CCTV system and have had set‐up by approved partners;
o
Uses the DfE secure s2s website for all CTF files sent to other schools;
o
Ensures that all pupil level data or personal data sent over the Internet is encrypted or only sent within the approved secure system in our LA or through USO secure file exchange (USO FX);
o
Follows ISP advice on Local Area and Wide Area security matters and firewalls and routers have been configured to prevent unauthorised use of our network;
o
Our wireless network has been secured to industry standard Enterprise security level /appropriate standards suitable for educational use;
o
All computer equipment is installed professionally and meets health and safety standards;
o
Projectors are maintained so that the quality of presentation remains high;
o
Reviews the Academy’s ICT systems regularly with regard to health and safety and security.
Password policy
At Gateway Academy we make it it clear that staff and pupils must always keep their password private, must not share it with others and must not leave it where others can find it.
All staff have their own unique username and private passwords to access Academy’s systems. Staff are responsible for keeping their password private.
We require staff to use STRONG passwords for access into our MIS system.
We require staff to change their passwords into the MIS, LGfL USO admin site, every 90 days.
E‐mail Gateway Academy:
Provides staff with an email account for their professional use, London Staffmail / LA email and makes clear personal email should be through a separate account;
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Does not publish personal e‐mail addresses of pupils or staff on the Academy website. We use anonymous or group e‐mail addresses, for example office@gateway‐ academy.co.uk for communication with the wider public; Will contact the Police if one of our staff or pupils receives an e‐mail that we consider is particularly disturbing or breaks the law;
Will ensure that email accounts are maintained and up to date;
Reports messages relating to or in support of illegal activities to the relevant Authority and if necessary to the Police;
Knows that spam, phishing and virus attachments can make e‐mails dangerous. We use a number of LGfL‐provided technologies to help protect users and systems in the Academy, including desktop anti‐virus product Sophos, plus direct email filtering for viruses, Trojans, pornography, phishing and inappropriate language;
The LGfL WebScreen2 filtering monitors and protects our Internet access to the World Wide Web.
Pupils We use LGfL LondonMail with pupils and lock this down where appropriate using LGfL SafeMail rules.
Pupils’ LGfL LondonMail e‐mail accounts are intentionally ‘anonymised’ for their protection.
Pupils are introduced to, and use e‐mail as part of the ICT/Computing scheme of work.
Year R/1 pupils are introduced to principles of e‐mail through the Visual Mail facility in the London LEARNING PLATFORM OR closed ‘simulation’ software.
Pupils can only receive external mail from, and send external mail to, addresses if the SafeMail rules have been set to allow this.
Pupils are taught about the safety and ‘netiquette’ of using e‐mail both in the Academy and at home i.e. they are taught: o
Not to give out their e‐mail address unless it is part of a Academy managed project or to someone they know and trust and is approved by their teacher or parent/carer;
o
That an e‐mail is a form of publishing where the message should be clear, short and concise; That any e‐mail sent to an external organisation should be written carefully and authorised before sending, in the same way as a letter written on Academy headed paper; They must not reveal private details of themselves or others in e‐mail, such as address, telephone number, etc.; To ‘Stop and Think Before They Click’ and not open attachments unless sure the source is safe; That they should think carefully before sending any attachments; Embedding adverts is not allowed; That they must immediately tell a teacher / responsible adult if they receive an e‐mail which makes them feel uncomfortable, is offensive or bullying in nature; Not to respond to malicious or threatening messages;
o
o o o o o o
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Not to delete malicious of threatening e‐mails, but to keep them as evidence of bullying; o Not to arrange to meet anyone they meet through e‐mail without having discussed with an adult and taking a responsible adult with them; o That forwarding ‘chain’ e‐mail letters is not permitted. Pupils sign the Academy Agreement Form to say they have read and understood the E‐ Safety rules, including e‐mail and we explain how any inappropriate use will be dealt with. o
Staff Staff can only use the LA or LGfL email systems on the Academy system.
Staff only use LA or LGfL email systems for professional purposes.
Access in the Academy to external personal e‐mail accounts may be blocked.
Staff use a ‘closed’ LA email system which is used for LA communications and some ‘LA approved’ transfers of information.
Staff never use email to transfer staff or pupil personal data. We use secure, LA / DfE approved systems. These include: S2S (for school to school transfer); Collect; USO‐FX, named LA system.
Staff know that e‐mail sent to an external organisation must be written carefully, (and may require authorisation), in the same way as a letter written on Academy headed paper. That it should follow the Academy ‘house‐style’: o
The sending of multiple or large attachments should be limited, and may also be restricted by the provider of the service being used; The sending of chain letters is not permitted; Embedding adverts is not allowed.
o o All staff sign our Academy Agreement Form AUP to say they have read and understood the E‐Safety rules, including e‐mail and we explain how any inappropriate use will be dealt with.
The Academy website
The Headteacher takes overall responsibility to ensure that the website content is accurate and the quality of presentation is maintained.
Uploading of information is restricted to our website authorisers: e.g. John Hardwood.
The Academy web site complies with the statutory DfE guidelines for publications.
Most material is the Academy’s own work; where other’s work is published or linked to, we credit the sources used and state clearly the author's identity or status.
The point of contact on the web site is the Gateway Academy, Capland Street London NW8 8LN, 0207 723 4977 and we use a general email contact address, admin@gateway‐ academy.co.uk. Home information or individual e‐mail identities will not be published.
Photographs published on the web do not have full names attached.
We do not use pupils’ names when saving images in the file names or in the tags when publishing to the Academy website. 21
We do not use embedded geodata in respect of stored images.
We expect teachers using’ Academy approved blogs or wikis to password protect them and run from the Academy website.
Learning platform
Uploading of information on the Academy’s Learning Platform / virtual learning space is shared between different staff members according to their responsibilities e.g. all class teachers upload information in their class areas.
Photographs and videos uploaded to the Academy’s LEARNING PLATFORM will only be accessible by members of the Academy’s community.
In the Academy, pupils are only able to upload and publish within Academy approved and closed systems, such as the Learning Platform.
Social networking
Teachers are instructed not to run social network spaces for pupil use on a personal basis or to open up their own spaces to their pupils, but to use the Academy’s preferred system for such communications.
Academy staff will ensure that in private use: o o o o
No reference should be made in social media to pupils, parents / carers or Academy staff; They do not engage in online discussion on personal matters relating to members of the Academy community; Personal opinions should not be attributed to the Academy or local authority; Security settings on personal social media profiles are regularly checked to minimise risk of loss of personal information.
Video Conferencing Gateway Academy: o Only uses the LGfL / Janet supported services for video conferencing activity; o
Only uses approved or checked webcam sites.
CCTV
We have CCTV in the Academy as part of our site surveillance for staff and pupils safety. We will not reveal any recordings (retained by the Support Provider for 28 days), without permission except where disclosed to the Police as part of a criminal investigation.
We use specialist lesson recording equipment on occasions as a tool to share best teaching practice. We do not reveal any such recordings outside of the staff and will not use for any other purposes.
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5. Data security: Management Information System access and Data transfer Strategic and operational practices
The Head Teacher is the Senior Information Risk Officer (SIRO).
Staff are clear who are the key contact(s) for key Academy information (the Information Asset Owners) are. We have listed the information and information asset owners in a spreadsheet.
We ensure staff know who to report any incidents where data protection may have been compromised.
All staff are DBS checked and records are held in one central record.
We ensure ALL the following Academy stakeholders sign an Acceptable Use Agreement form. We have a system so we know who has signed. o staff, o pupils o parents This makes clear staffs’ responsibilities with regard to data security, passwords and access.
We follow LA guidelines for the transfer of any data, such as MIS data or reports of children, to professionals working in the Local Authority or their partners in Children's Services / Family Services, Health, Welfare and Social Services.
We require that any Protect and Restricted material must be encrypted if the material is to be removed from the Academy and limit such data removal. We have an approved remote access solution so staff can access sensitive and other data from home, without need to take data home.
Academy staff with access to setting‐up usernames and passwords for email, network access and Learning Platform access are working within the approved system and follow the security processes required by those systems.
We ask staff to undertaken at least annual house‐keeping to review, remove and destroy any digital materials and documents which need no longer be stored.
Technical Solutions
Staff have secure area(s) on the network to store sensitive documents or photographs.
We require staff to log‐out of systems when leaving their computer.
We use encrypted flash drives if any member of staff has to take any sensitive information off site.
We use the DfE S2S site to securely transfer CTF pupil data files to other schools.
We use the Pan‐London Admissions system (based on USO FX) to transfer admissions data.
Staff with access to the Admissions system also use a LGfL OTP tag as an extra precaution.
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We use RAv3 / VPN solution with its 2‐factor authentication for remote access into our systems.
We use LGfL's USO FX to transfer other data to schools in London, such as references, reports of children.
We use the LGfL secure data transfer system, USOAutoUpdate, for creation of online user accounts for access to broadband services and the London content
We store any Protect and Restricted written material in lockable storage cabinets in a lockable storage area.
All servers are in lockable locations and managed by DBS‐checked staff.
We lock any back‐up tapes in a secure, fire‐proof cabinet. No back‐up tapes leave the site on mobile devices.
We use LGfL’s GridStore remote secure back‐up for disaster recovery on our network / admin servers.
We comply with the WEEE directive on equipment disposal by using an approved or recommended disposal company for disposal of equipment where any protected or restricted data has been held and get a certificate of secure deletion for any server that once contained personal data.
Portable equipment loaned by the Academy (for use by staff at home), where used for any protected data, is disposed of through the same procedure.
Paper based sensitive information is shredded, using cross cut shredder.
We are using secure file deletion software.
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6. Equipment and Digital Content Personal mobile phones and mobile devices Designated ‘mobile use free’ areas are situated in the setting, and signs to this effect are to be displayed throughout. The areas which should be considered most vulnerable include: toilets, bathrooms and in some settings ‐ sleep areas and changing areas.
Mobile phones brought into the Academy are entirely at the staff member, pupils’ & parents’ or visitors own risk. The Academy accepts no responsibility for the loss, theft or damage of any phone or hand held device brought into Academy.
Pupils’ mobile phones, which are brought into the Academy, must be handed into reception on arrival at the Academy. Staff members may use their phones during break times provided that: o
Pupils are not present;
o
They are not on duty;
o
This does not prevent them from responding to requests for assistance from another member of staff or aspect of their professional duties.
All visitors are requested to keep their phones on silent.
The recording, taking and sharing of images, video and audio on any mobile phone is to be avoided; except where the Headteacher has explicitly agreed it otherwise. Such authorised use is to be monitored and recorded. All mobile phone use is to be open to scrutiny and the Headteacher is to be able to withdraw or restrict authorisation for use at any time if it is to be deemed necessary.
The Academy reserves the right to search the content of any mobile or handheld devices on the Academy premises where there is a reasonable suspicion that it may contain undesirable material, including those which promote pornography, violence or bullying. Staff mobiles or hand held devices may be searched at any time as part of routine monitoring.
Where parents or pupils need to contact each other during the school day, they should do so only through the Academy’s telephone. Staff may use their phones during break times. If a staff member is expecting a personal call they may leave their phone with the Academy office to answer on their behalf, or seek specific permissions to use their phone at other than their break times.
Mobile phones and personally‐owned devices will not be used in any way during lessons or formal Academy time. They should be switched off or silent at all times.
Mobile phones will not be used during lessons or formal school time unless as part of an approved and directed curriculum‐based activity with consent from a member of the SLT.
The Bluetooth or similar function of a mobile phone should be switched off at all times and not be used to send images or files to other mobile phones.
No images or videos should be taken on mobile phones or personally‐owned mobile devices without the prior consent of the person or people concerned.
All mobile phones and personally‐owned devices will be handed in at reception should they be brought into Academy. 25
Pupils’ use of personal devices The Academy strongly advises that pupil mobile phones should not be brought into Academy.
The Academy accepts that there may be particular circumstances in which a parent wishes their child to have a mobile phone for their own safety.
If a pupil breaches the Academy policy then the phone or device will be confiscated and will be held in a secure place in the Academy office. Mobile phones and devices will be released to parents or carers in accordance with the Academy policy.
Phones and devices must not be taken into examinations. Pupils found in possession of a mobile phone during an exam will be reported to the appropriate examining body. This may result in the pupil’s withdrawal from either that examination or all examinations.
If a pupil needs to contact his or her parents or carers, they will be allowed to use an Academy phone. Parents are advised not to contact their child via their mobile phone during the Academy day, but to contact the office.
Pupils should protect their phone numbers by only giving them to trusted friends and family members. Pupils will be instructed in safe and appropriate use of mobile phones and personally‐owned devices and will be made aware of boundaries and consequences.
Pupils will be provided with Academy mobile phones to use in specific learning activities under the supervision of a member of staff. Such mobile phones will be set up so that only those features required for the activity will be enabled.
Staff use of personal devices Staff handheld devices, including mobile phones and personal cameras must be noted – name, make & model, serial number. Any permitted images or files taken in Academy must be downloaded from the device and deleted in school before the end of the day.
Staff are not permitted to use their own mobile phones or devices for contacting children, young people or their families within or outside of the setting in a professional capacity.
Staff will be issued with an Academy phone where contact with pupils, parents or carers is required.
Mobile Phones and personally‐owned devices will be switched off or switched to ‘silent’ mode. Bluetooth communication should be ‘hidden’ or switched off and mobile phones or personally‐owned devices will not be used during teaching periods unless permission has been granted by a member of the senior leadership team in emergency circumstances.
If members of staff have an educational reason to allow children to use mobile phones or a personally‐owned device as part of an educational activity then it will only take place when approved by the senior leadership team.
Staff should not use personally‐owned devices, such as mobile phones or cameras, to take photos or videos of students and will only use work‐provided equipment for this purpose.
If a member of staff breaches the Academy policy then disciplinary action may be taken.
Where staff members are required to use a mobile phone for Academy duties, for instance in case of emergency during off‐site activities, or for contacting pupils or parents, then a Academy mobile phone will be provided and used. In an emergency 26
where a staff member doesn’t have access to a Academy‐owned device, they should use their own device and hide (by inputting 141) their own mobile number for confidentiality purposes. Digital images and video At Gateway Academy:
We gain parental / carer permission for use of digital photographs or video involving their child as part of the Academy agreement form when their daughter / son joins the Academy;
We do not identify pupils in online photographic materials or include the full names of pupils in the credits of any published Academy produced video materials / DVDs;
Staff sign the Academy ‘s Acceptable Use Policy and this includes a clause on the use of mobile phones / personal equipment for taking pictures of pupils;
If specific pupil photos (not group photos) are used on the Academy web site, in the prospectus or in other high profile publications the Academy will obtain individual parental or pupil permission for its long term use;
The Academy blocks/filter access to social networking sites or newsgroups unless there is a specific approved educational purpose;
Pupils are taught about how images can be manipulated in their E‐Safety education programme and also taught to consider how to publish for a wide range of audiences which might include governors, parents or younger children as part of their ICT scheme of work;
Pupils are advised to be very careful about placing any personal photos on any ‘social’ online network space. They are taught to understand the need to maintain privacy settings so as not to make public, personal information.
Pupils are taught that they should not post images or videos of others without their permission. We teach them about the risks associated with providing information with images (including the name of the file), that reveals the identity of others and their location, such as house number, street name or school. We teach them about the need to keep their data secure and what to do if they are subject to bullying or abuse.
Asset disposal Details of all Academy‐owned hardware will be recorded in a hardware inventory. Details of all Academy‐owned software will be recorded in a software inventory. All redundant equipment will be disposed of through an authorised agency. This will include a written receipt for the item including an acceptance of responsibility for the destruction of any personal data. All redundant equipment that may have held personal data will have the storage media forensically wiped. Alternatively, if the storage media has failed, it will be physically destroyed. The Academy will only use authorised companies who will supply a written guarantee that this will happen Disposal of any equipment will conform to The Waste Electrical and Electronic Equipment Regulations 2006 and/or The Waste Electrical and Electronic Equipment (Amendment) Regulations 2007. Further information can be found on the Environment Agency website. 27
Appendix 1
Acceptable Use Agreement: All Staff, Volunteers and Governors Agreement Form Covers use of all digital technologies in the Academy: i.e. e‐mail, Internet, intranet, network resources, learning platform, software, communication tools, equipment and systems.
I will follow the separate E‐Safety policy (including mobile and handheld devices).
I will only use the Academy’s digital technology resources and systems for professional purposes or for uses deemed ‘reasonable’ by the Head and Governing Body.
I will not reveal my password(s) to anyone.
I will follow ‘good practice’ advice in the creation and use of my password. If my password is compromised, I will ensure I change it. I will not use anyone else’s password if they reveal it to me and will advise them to change it.
I will not allow unauthorised individuals to access e‐mail / Internet / intranet / network or other Academy systems, or any other / Local Authority (LA) system I have access to.
I will ensure all documents, data etc., are printed, saved, accessed and deleted / shredded in accordance with the Academy’s network / information security policy.
I will not engage in any online activity that may compromise my professional responsibilities.
I will only use the Academy approved e‐mail system(s) / communication systems for any Academy business, including communication with parents. This is: LGfL Staff Mail. I will only enter into communication regarding appropriate Academy business.
I will only use the Academy’s approved systems: London Mail / DB primary Learning Platform to communicate with pupils, and will only do so for teaching & learning purposes.
I will not browse, download or send material that could be considered offensive to colleagues.
I will report any accidental access to, or receipt of inappropriate materials, or any filtering breach or equipment failure to appropriate line manager ‐ Deputy Head/ Headteacher.
I will not download any software or resources from the Internet that can compromise the network or is not adequately licensed, or which might allow me to bypass filtering and security systems.
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I will check copyright and not publish or distribute any work, including images, music and videos, that is protected by copyright, without seeking the author’s permission.
I will not connect any device (including USB flash drives) to the network that does not have up‐to‐date anti‐virus software, and I will keep any ‘loaned’ equipment up‐to‐ date, using the Academy’s Sophos anti‐virus and other ICT ‘defence’ systems.
I will not use personal digital cameras or camera phones or digital devices for taking, editing and transferring images or videos of pupils or staff and will not store any such images or videos at home.
I will only use Academy approved equipment for any storage, editing or transfer of digital images / videos and ensure I only save photographs and videos of children and staff on the media drive within Academy.
I will follow the Academy’s policy on use of mobile phones / devices at Academy and only use when give permission by the Headteacher.
I will use the Academy’s Learning Platform in accordance with Academy protocols.
I will ensure that any private social networking sites / blogs, etc. that I create or actively contribute to are not confused with my professional role.
I will ensure, where used, that I know how to use any social networking sites / tools securely, so as not to compromise my professional role.
I agree and accept that any computer or laptop loaned to me by the Academy is provided solely to support my professional responsibilities, and that I will notify the Academy of any “significant personal use”, as defined by HM Revenue & Customs.
I will only access Academy resources remotely (such as from home) using the LGfL approved system and follow e‐security protocols to interact with them.
I will ensure any confidential data that I wish to transport from one location to another is protected by encryption, and that I follow Academy data security protocols when using any such data at any location.
I understand that data protection policy requires that any information seen by me with regard to staff or pupil information that is held within the Academy’s information management system will be kept private and confidential, EXCEPT when it is deemed necessary that I am required by law to disclose such information to an appropriate authority.
I will alert the Academy’s child protection officer / appropriate senior member of staff if I feel the behaviour of any child may be a cause for concern.
I will only use any other/LA system I have access to in accordance with its policies.
I understand that it is my duty to support a whole‐school safeguarding approach and will report any behaviour (of other staff or pupils), which I believe may be inappropriate or concerning in any way, to a senior member of staff / named child protection officer at the Academy.
I understand that all Internet usage and network usage can be logged, and that this information can be made available to the Head / Safeguarding Lead on their request.
Staff that have a teaching role only: I will embed the Academy’s E‐Safety / digital literacy curriculum into my teaching.
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Acceptable Use Agreement: All Staff, Volunteers and Governors Agreement Form
User Signature I agree to abide by all the points above. I understand that I have a responsibility for my own and others’ e‐safeguarding and I undertake to be a ‘safe and responsible digital technologies user’. I understand that it is my responsibility to ensure that I remain up‐to‐date and that I read and understand the Academy’s most recent E‐Safety policies. I understand that failure to comply with this agreement could lead to disciplinary action. Signature……………………………………………………..Date……………………………………………… Full Name ……………………………………………………………………………………………... (printed) Job Title / Role ........................................................................................................... Authorised Signature (Headteacher / Deputy) I approve this user to be set‐up on the Academy systems relevant to their role. Signature Date Full Name (printed)
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31
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Appendix 3 ‐ Pupils KS2
KS2 Pupil Acceptable Use Agreement These rules will keep me safe and help me to be fair to others.
I will only use the Academy’s computers for school work and homework.
I will only edit or delete my own files and not look at, or change, other people’s files without their permission.
I will keep my logins and passwords secret.
I will not bring files into the Academy without permission or upload inappropriate material to my workspace.
I am aware that some websites and social networks have age restrictions and I should respect this.
I will not attempt to visit Internet sites that I know to be banned by the Academy.
I will only e‐mail people I know, or a responsible adult has approved.
The messages I send, or information I upload, will always be polite and sensible.
I will not open an attachment, or download a file, unless I know and trust the person who has sent it.
I will not give my home address, phone number, send a photograph or video, or give any other personal information that could be used to identify me, my family or my friends, unless a trusted adult has given permission. I will never arrange to meet someone I have only ever previously met on the Internet, unless my parent/carer has given me permission and I take a responsible adult with me.
If I see anything I am unhappy with or I receive a message I do not like, I will not respond to it but I will show a teacher / responsible adult. I have read and understand these rules and agree to them. Signed:
Date:
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Appendix 4 ‐ Parents
E‐Safety Agreement Form: Parents
Parent / guardian name: Pupil name(s): As the parent or legal guardian of the pupil named above, I grant permission for my child to have access to use the Internet, the Virtual Learning Environment and other ICT facilities at Gateway Academy. I know that my child has signed an E‐Safety agreement form and that they have a copy the Academy’s rules for responsible ICT use, outlined in the E‐Safety Policy. I know the latest copy of the E‐Safety Policy is available on the Academy website at: www.gateway‐academy.co.uk or I can request a hard copy of this policy from the Academy office, and that further advice about safe use of the internet can be found on the Academy website under E‐Safety information. I accept that ultimately the Academy cannot be held responsible for the nature and content of materials accessed through the internet and mobile technologies, but I understand that the Academy will take every reasonable precaution to keep pupils safe and to prevent pupils from accessing inappropriate materials. These steps include using a filtered internet service, secure access to email, employing appropriate teaching practice and teaching E‐Safety skills to pupils. I understand that the Academy can check my child's computer files, and the Internet sites they visit. I also know that the Academy may contact me if there are concerns about my child's E‐Safety or e‐behaviour. I will support the Academy by promoting safe use of the Internet and digital technology at home and will inform the Academy if I have any concerns over my child's E‐Safety . 34
Use of digital images ‐ photography and video To comply with the Data Protection Act 1998, we need your permission before we can photograph or make recordings of your child.
We follow the following rules for any external use of digital images: o If the pupil is named, we avoid using their photograph o If their photograph is used, we avoid naming the pupil
Where showcasing examples of pupils work we only use their first names, rather than their full names.
If showcasing digital video work to an external audience, we take care to ensure that pupils aren't referred to by name on the video, and that pupils’ full names aren't given in credits at the end of the film. Only images of pupils in suitable dress are used. Staff are not allowed to take photographs or videos on their personal equipment.
Examples of how digital photography and video may be used at the Academy include:
Your child being photographed (by the class teacher or teaching assistant) as part of a learning activity; e.g. taking photos or a video of progress made by a nursery child, as part of the learning record, and then sharing with their parent / guardian
Your child’s image being used for presentation purposes around the Academy; e.g. in class or wider Academy wall displays or PowerPoint presentations Your child’s image being used in a presentation about the Academy and its work in order to share its good practice and celebrate its achievements, which is shown to other parents, schools or educators; e.g. within a CDROM / DVD or a document sharing good practice; in our Academy prospectus or on our Academy website
Social networking and on‐line media The Academy asks its whole community to promote the 3 commons approach to online behaviour: Common courtesy Common decency Common sense How do we show common courtesy online? 35
We ask someone’s permission before uploading photographs, videos or any other information about them online. We do not write or upload ‘off‐hand’, hurtful, rude or derogatory comments and materials. To do so is disrespectful and may upset, distress, bully or harass.
How do we show common decency online? We do not post comments that can be considered as being intimidating, racist, sexist, homophobic or defamatory. This is cyber‐bullying and may be harassment or libel. When such comments exist online, we do not forward such emails, tweets, videos, etc. By creating or forwarding such materials we are all liable under the law. How do we show common sense online? We think before we click. We think before we upload comments, photographs and videos. We think before we download or forward any materials. We think carefully about what information we share with others online, and we check where it is saved and check our privacy settings. We make sure we understand changes in use of any web sites we use. We block harassing communications and report any abuse. Any actions online that impact on the Academy and can potentially lower the Academy’s (or someone in the Academy) reputation in some way or are deemed as being inappropriate will be responded to. In the event that any member of staff, student or parent/carer is found to be posting libellous or inflammatory comments on Facebook or other social network sites, they will be reported to the appropriate 'report abuse' section of the network site. (All social network sites have clear rules about the content which can be posted on the site and they provide robust mechanisms to report contact or activity which breaches this.) In serious cases we will also consider legal options to deal with any such misuse. The whole Academy community is reminded of the CEOP report abuse process: https://www.thinkuknow.co.uk/parents/browser‐safety/ 36
Appendix 5
How will infringements be handled? Whenever a pupil or staff member infringes the E‐Safety Policy, the final decision on the level of sanction will be at the discretion of the Academy’s management and will reflect the Academy’s behaviour and disciplinary procedures. STUDENT Category A infringements Use of non‐educational sites during lessons Unauthorised use of email Unauthorised use of mobile phone (or other new technologies) in lessons e.g. to send texts to friends Use of unauthorised instant messaging / social networking sites Category B infringements Continued use of non‐educational sites during lessons after being warned Continued unauthorised use of email after being warned Continued unauthorised use of mobile phone (or other new technologies) after being warned Continued use of unauthorised instant messaging / chatrooms, social networking sites, NewsGroups Use of Filesharing software e.g. Napster, Vanbasco, BitTorrent, LiveWire, etc Trying to buy items over online Accidentally corrupting or destroying others' data without notifying a member of staff of it Accidentally accessing offensive material and not logging off or notifying a member of staff of it Category C infringements Deliberately corrupting or destroying someone’s data, violating privacy of others or posts inappropriate messages, videos or images on a social networking site. Sending an email or MSN message that is regarded as harassment or of a bullying nature (one‐off) Trying to access offensive or pornographic material (one‐off) Purchasing or ordering of items online Transmission of commercial or advertising material
Possible Sanctions: Refer to class teacher / tutor Escalate to: senior manager / E‐Safety Coordinator Possible Sanctions: Refer to Class teacher/ Head of Department / Year tutor / E‐Safety Coordinator Escalate to: removal of Internet access rights for a period / removal of phone until end of day / contact with parent
Possible Sanctions: Refer to Class teacher / Year Group Leader / E‐Safety Coordinator / Deputy Head/ Head Teacher / removal of Internet and/or Learning Platform access rights for a period Escalate to: contact with parents / removal of equipment Other safeguarding actions if inappropriate web material is accessed: Ensure appropriate technical support filters the site 37
Category D infringements Continued sending of emails or MSN messages regarded as harassment or of a bullying nature after being warned Deliberately creating accessing, downloading or disseminating any material deemed offensive, obscene, defamatory, racist, homophobic or violent Receipt or transmission of material that infringes the copyright of another person or infringes the conditions of the Data Protection Act, revised 1988 Bringing the Academy name into disrepute
Possible Sanctions: Refer to Deputy Head/ Head Teacher / Contact with parents Other possible safeguarding actions: Secure and preserve any evidence Inform the sender’s e‐mail service provider. Liaise with relevant service providers/ instigators of the offending material to remove Report to Police / CEOP where child abuse or illegal activity is suspected
STAFF Category A infringements (Misconduct)
Excessive use of Internet for personal activities not related to professional development e.g. online shopping, personal email, instant messaging etc. Use of personal data storage media (e.g. USB memory sticks) without considering access and appropriateness of any files stored. Not implementing appropriate safeguarding procedures. Any behaviour on the World Wide Web that compromises the staff members professional standing in the Academy and community. Misuse of first level data security, e.g. wrongful use of passwords. Breaching copyright or license e.g. installing unlicensed software on network. Category B infringements (Gross Misconduct) Serious misuse of, or deliberate damage to, any Academy computer hardware or software. Any deliberate attempt to breach data protection or computer security rules. Deliberately creating, accessing, downloading and disseminating any material deemed offensive, obscene, defamatory, racist, homophobic or violent. Accessing website accesses websites advocating violent extremism Receipt or transmission of material that infringes the copyright of another person or infringes the conditions of the Data Protection Act, revised 1988. Bringing the Academy name into disrepute
Possible Sanctions: Referred to line manager / Head teacher Escalate to: Warning given
Possible Sanctions: Referred to Head teacher / Governors; Other safeguarding actions: Remove the PC to a secure place to ensure that there is no further access to the PC or laptop. Instigate an audit of all ICT equipment by an outside agency, Corenetworxs (Academy’s ICT managed service providers) ‐ to ensure there is no risk of pupils accessing inappropriate materials in the Academy. Identify the precise details of the material. Escalate to: report to LA /LSCB, Personnel, Human Resource, Report to Police / CEOP where child abuse or illegal activity is suspected. 38
If a member of staff commits an exceptionally serious act of gross misconduct The member of staff should be instantly suspended. Normally though, there will be an investigation before disciplinary action is taken for any alleged offence. In the first instance contact the LADO. As part of that the member of staff will be asked to explain their actions and these will be considered before any disciplinary action is taken. The Academy would involve external support agencies as part of these investigations e.g. an ICT technical support service to investigate equipment and data evidence, the Human Resources team. Child abuse images found In the case of Child abuse images being found, the member of staff should be immediately suspended and the Police should be called. Anyone may report any inappropriate or potentially illegal activity or abuse with or towards a child online to the Child Exploitation and Online Protection (CEOP): http://www.ceop.gov.uk/reporting_abuse.html http://www.iwf.org.uk How will staff and students be informed of these procedures?
They will be fully explained and included within the Academy’s E‐Safety / Acceptable Use Policy. All staff will be required to sign the Academy’s E‐Safety acceptable use agreement form.
Pupils will be taught about responsible and acceptable use and given strategies to deal with incidents so they can develop ‘safe behaviours’. Pupils will sign an age appropriate E‐Safety / acceptable use agreement form.
The Academy’s E‐Safety policy will be made available and explained to parents, and parents will sign an acceptance form when their child starts at the Academy.
Information on reporting abuse / bullying etc. will be made available by the Academy for pupils, staff and parents.
Staff are issued with the ‘What to do if?’ guide on E‐Safety issues, (see LGfL safety site). 39
Appendix 6
Guidance ‐ What do we do if? An inappropriate website is accessed unintentionally in the Academy by a teacher or child. 1. Play the situation down; don’t make it into a drama. 2. Report to the head teacher/e‐ safety officer and decide whether to inform parents of any children who viewed the site. 3. Inform the Academy technicians and ensure the site is filtered (LGfL schools report to: Atomwide via the LGFL Helpdesk). 4. Inform the LA if the filtering service is provided via an LA/RBC. An inappropriate website is accessed intentionally by a child. 1. Refer to the acceptable use policy that was signed by the child, and apply agreed sanctions. 2. Notify the parents of the child. 3. Inform the Academy technicians and ensure the site is filtered if need be. 4. Inform the LA if the filtering service is provided via an LA/RBC. An inappropriate website is accessed intentionally by a staff member. 1. Ensure all evidence is stored and logged 2. Refer to the acceptable use and staffing policy that was signed by the staff member, and apply disciplinary procedure. 3. Notify governing body. 4. Inform the Academy technicians and ensure the site is filtered if need be. 5. Inform the Lgfl they provide our filtering service. 6. In an extreme case where the material is of an illegal nature: Contact the local police and follow their advice. An adult uses Academy IT equipment inappropriately. 1. Ensure you have a colleague with you, do not view the misuse alone. 2. Report the misuse immediately to the head teacher (or named proxy) and ensure that there is no further access to the device. Record all actions taken. 3. If the material is offensive but not illegal, the head teacher should then: Remove the device to a secure place. Instigate an audit of all ICT equipment by the Academy’s ICT managed service providers or technical teams to ensure there is no risk of pupils accessing inappropriate materials in the Academy. Identify the precise details of the material. Take appropriate disciplinary action (undertaken by Headteacher). Inform governors of the incident. 40
4. In an extreme case where the material is of an illegal nature: Contact the local police and follow their advice. If requested to remove the device to a secure place and document what you have done. All of the above incidences must be reported immediately to the head teacher and E‐Safety officer. A bullying incident directed at a child occurs through email or mobile phone technology, either inside or outside of school time. 1. Advise the child not to respond to the message. 2. Refer to relevant policies including E‐Safety anti‐bullying and PHSE and apply appropriate sanctions. 3. Secure and preserve any evidence through screenshots and printouts. 4. Inform the sender’s e‐mail service provider if known. 5. Notify parents of all the children involved. 6. Consider delivering a parent workshop for the Academy community. 7. Inform the police if necessary. 8. Inform other agencies if required (LA, Child protection, LGFL) Malicious or threatening comments are posted on an Internet site (such as social networking) about member of the Academy community (including pupils and staff). 1. 2. 3. 4. 5.
Inform and request the comments be removed if the site is administered externally. Secure and preserve any evidence. Send all the evidence to CEOP at ww.ceop.gov.uk/contact_us.html. Endeavour to trace the origin and inform police as appropriate. Inform LA and other agencies (child protection, Governing body etc).
The Academy may wish to consider delivering a parent workshop for the Academy community You are concerned that a child’s safety is at risk because you suspect someone is using communication technologies (such as social networking sites or gaming) to make inappropriate contact with the child 1. Report to and discuss with the named child protection officer in the Academy and contact parents. 2. Advise the child on how to terminate the communication and save all evidence. 3. Contact CEOP http://www.ceop.gov.uk/ 4. Consider the involvement police and social services. 5. Inform LA and other agencies. 6. Consider delivering a parent workshop for the Academy community. You are concerned that a child’s safety is at risk because you suspect they are playing computer games that are inappropriate or certificated beyond the age of the child 1. Report to and discuss with the named child protection officer in the Academy and contact parents. 2. Advise the child and parents on appropriate games and content. You may want to use template letters to inform all or targeted parents. 41
3. If the game is played within Academy environment, ensure that the technical team block access to the game 4. Consider the involvement social services and child protection agencies. 5. Consider delivering a parent workshop for the Academy community. You are aware of social network posts and pages created by parents about the academy. While no inaccurate information is posted, it is inflammatory and disruptive and staff are finding it hard not to respond. 1. Contact the poster or page creator and discuss the issues in person 2. Provide central staff training and discuss as a staff how to behave when finding such posts and appropriate responses. 3. Contact governing body and parent association 4. Consider delivering a parent workshop for the Academy community. All of the above incidences must be reported immediately to the head teacher and E‐Safety post holder. Children should be confident in a no‐blame culture when it comes to reporting inappropriate incidents involving the internet or mobile technology: they must be able to do this without fear. 42
Appendix 7 Dear Parent/Carer, Video Games and keeping your child safe: E‐Safety ‐ key information for parents/carers Child’s name: Class: It has been brought to our attention that your child has been playing console games such as GAME NAME, even though the certification for this game is 18 based on International PEGI ratings Gateway Academy is committed to keeping our children safe and to promoting the safe, responsible use of the technologies. As such, we feel it is our responsibility to raise this particular issue as a concern. 1) Ratings denote the content and appropriateness of games Since 2003 games have been age rated under the Pan‐European Game Information (PEGI) system which operates in the UK and over 30 other countries of Europe, in addition, where a game showed realistic scenes of gross violence or sexual activity the game had to be legally classified and received one or other of the BBFC classification certificates given for videos/DVDs The PEGI system has been effectively incorporated into UK law and video games will be age rated at one or other of the following age levels; which you will find on video game sleeves. Ratings do not denote the difficulty or the enjoyment level of a game, but that that it contains content suitable for a certain age group and above The PEGI age ratings will enable parents and carers to make an informed choice when buying a game for their children. It is important to note that the age ratings 12, 16 and 18 age ratings are mandatory and that it is illegal for a retailer to supply any game with any of these ratings to anyone below the specified age. The age ratings 3 and 7 are advisory only. An 18 Rated game is applied when the level of violence reaches a stage where it becomes gross violence and/or includes elements of specific types of violence. In general terms it is where the level of violence is so visually strong that it would make the reasonable viewer react with a sense of revulsion. This rating is also applied where the level of sexual activity is explicit which may mean that genitals are visible. Any game that glamorises the use of real life drugs will also probably fall into this category. 2) Content Indicators
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In addition to age ratings, video games will include indicators of the type of content and activities that the game includes in it. The descriptors are fairly self‐explanatory but should be read in conjunction with the age rating given for a video game. A violence descriptor with an 18 rated game will indicate a more extreme level of violence than a violence descriptor with a 12 rated game. Similarly a sex/nudity descriptor with a 12 rated game will probably indicate sexual innuendo but a sex/nudity descriptor with an 18 rated game will indicate sexual content of a more explicit nature. 3) Parental responsibility We feel it is important to point out to parents the risks of underage use of such video games, so you can make an informed decision as to whether to allow your child to be subjected to such images and content. The PEGI ratings system helps you make informed decisions about which video games to choose for your family A PEGI rating gives the suggested minimum age that you must be to play a game due to the suitability of the content As parents you can take direct control of what games your children play at home, how they play them and for how long through parental controls on video game systems such as the Xbox or Playstation Choosing and playing video games as a family is the best way to understand and enjoy them together The stories, worlds and characters in video games offer playful ways to engage with a wide range of subjects and fuels creativity, interests and imagination The recently re‐launched askaboutgames.com website provides further information about video games ratings and offers real family stories and suggestions on how video games can be a creative and collaborative experience for all the family We also recommend that all parents visit the CEOP Think U Know website for more information on keeping your child safe online www.thinkuknow.co.uk 4) Academy support and action Gateway Academy has a focussed E‐Safety week each year, as well as discussing E‐Safety issues throughout the year. We have also invited you to attend an E‐Safety workshop for parents on DATE and recommend that you attend. If you feel that you, or your child, needs further support in keeping your child safe on the internet, please make an appointment to see NAME (Head of Key Stage) or NAME (Safeguarding Coordinator). With thanks for your continued support, Headteacher 44
Appendix 8 Dear Parent/Carer, Video Games and keeping your child safe: E-Safety - key information for parents/carers Gateway Academy is committed to keeping our children safe and to promoting the safe, responsible use of the technologies. A new game, GAME NAME, has gone on sale / is going on sale. This game has a certification of 18 based on International PEGI ratings. Your child may ask you to buy this game. The age rating is a clear indication of the suitability of content and we suggest, if you wish to treat your child to a game, that you ask them to choose another title, which is appropriate for their age. 1) Ratings denote the content and appropriateness of games Since 2003 games have been age rated under the Pan-European Game Information (PEGI) system which operates in the UK and over 30 other countries of Europe, in addition, where a game showed realistic scenes of gross violence or sexual activity the game had to be legally classified and received one or other of the BBFC classification certificates given for videos/DVDs The PEGI system has been effectively incorporated into UK law and video games will be age rated at one or other of the following age levels; which you will find on video game sleeves. Ratings do not denote the difficulty or the enjoyment level of a game, but that that it contains content suitable for a certain age group and above The PEGI age ratings will enable parents and carers to make an informed choice when buying a game for their children. It is important to note that the age ratings 12, 16 and 18 age ratings are mandatory and that it is illegal for a retailer to supply any game with any of these ratings to anyone below the specified age. The age ratings 3 and 7 are advisory only. An 18 Rated game is applied when the level of violence reaches a stage where it becomes gross violence and/or includes elements of specific types of violence. In general terms it is where the level of violence is so visually strong that it would make the reasonable viewer react with a sense of revulsion. This rating is also applied where the level of sexual activity is explicit which may mean that genitals are visible. Any game that glamorises the use of real life drugs will also probably fall into this category. 2) Content Indicators
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In addition to age ratings, video games will include indicators of the type of content and activities that the game includes in it. The descriptors are fairly self-explanatory but should be read in conjunction with the age rating given for a video game. A violence descriptor with an 18 rated game will indicate a more extreme level of violence than a violence descriptor with a 12 rated game. Similarly a sex/nudity descriptor with a 12 rated game will probably indicate sexual innuendo but a sex/nudity descriptor with an 18 rated game will indicate sexual content of a more explicit nature. 3) Parental responsibility
The PEGI ratings system helps you make informed decisions about which video games to choose for your family A PEGI rating gives the suggested minimum age that you must be to play a game due to the suitability of the content As parents you can take direct control of what games your children play at home, how they play them and for how long through parental controls on video game systems such as the Xbox or PlayStation Choosing and playing video games as a family is the best way to understand and enjoy them together The stories, worlds and characters in video games offer playful ways to engage with a wide range of subjects and fuels creativity, interests and imagination The askaboutgames.com website provides further information about video games ratings and offers real family stories and suggestions on how video games can be a creative and collaborative experience for all the family We also recommend that all parents visit the CEOP Think U Know website for more information on keeping your child safe online www.thinkuknow.co.uk
4) Academy support and action Gateway Academy has a focussed E-Safety week each year, as well as discussing E-Safety issues throughout the year. With thanks for your continued support,
Headteacher 46
Appendix 10 Guidance for Parents taking Photographs and filming at Academy Productions We are staging a production/special event of on xxxxxx. We are sure some parents/carers would like to take photographs/videos of the production. As you know we have a policy in place with regards to the taking, making and use of images and you will have previously signed a consent form stating whether or not your child could be photographed. If you wish to take photos at the production there is a strong possibility that other children will also be included within the picture. At Gateway Academy we are happy for parents and carers to take photos and video of events for personal use but we request that these images are not distributed or put online. This is to protect all members of the community. We all enjoy and treasure images of our family and friends; family events, holidays and events are moments we all like to capture in photos or on video. We now have the exciting dimension of adding our images and videos to our online social network, such as Facebook, YouTube and many other websites. This means that we can easily share our photos and video with family and friends. Whilst this can be very useful to all of us we must ensure we protect and safeguard all children and staff, including those who do not want to have their images stored online. Please be aware that parents are not permitted to take photographs or to make a video recording for anything other than their own personal use. Once posted and shared online any image or video can be copied and will stay online forever. Some children are at risk and MUST NOT have their image put online. Not all members of the community will know who they are. Some people do not want their images online for personal or religious reasons. Some children and staff may have a complex family background which means that sharing their image online can have unforeseen consequences. Therefore in order to keep all members of the community safe we must all ‘Think Before We Post’ Online.
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Appendix 11‐ Protocol for Data Security
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Appendix 12 ‐ Search and Confiscation guidance from https://www.gov.uk/government/publications/searching‐screening‐and‐confiscation 49