2010

DEVELOPING ACCEPTABLE USE POLICY

Michael D. King
Tech N Tuit
5/15/2010
 DEVELOPING ACCEPTABLE USE POLICY
By
Michael D. King

With the current push for computer technology in the classroom, many schools are facing a
greater liability regarding technology and online learning. Schools can help defuse these
problems by adopting an Acceptable Use Policy, or AUP, for the Internet. The Acceptable Use
Policy (AUP) is one of the most important documents a school will produce, as it will outline
rules regarding Internet use on school property. Creating a workable AUP requires thoughtful
research and strategy. The document must address a number of issues including personal safety,
illegal activities, system security, privacy, plagiarism, copyright infringement and access to
inappropriate materials. In addition, it should unequivocally rule the school’s technology
property for educational purposes only. Student’s rights, such as free speech, access to
information and due process, should be outlined in the document, as should the consequences for
violating the Acceptable Use Policy. In Exhibit 1 A Checklist for Planning, Developing and
Evaluating an AUP, the authors have developed a checklist for the planning, development and
evaluation of an Acceptable Use Policy.

Exhibit 1
A CHECK LIST FOR PLANNING, DEVELOPING, AND EVALUATING AN AUP

Does the school’s Acceptable Use Policy:

 Protect students from objectionable or questionable material?

 Protect students from contact with questionable persons who may exhibit deviant or
objectionable behavior ?
 Protect students from materials that encourage students to participate in destructive
behavior ?
 Provide consideration for privacy and access rights for students?
 Ensure that the Internet and related school equipment be used for educational uses only?

Source: Author
Procedures For Developing An Acceptable Use Policy

To achieve the maximum level for the school’s cyber security, it will be important to develop
faculty and community involvement. This involvement would include procedures for
communicating with school employees and key community members. Formal involvement will
include communication strategies that allow for the identification and analysis of issues
surrounding cyber security implementation, specifically issues that address policy development,
and safety and ethical instruction of students. There are three important goals the committee will
meet: studying the issues of cyber security, analyzing the effects an AUP will have on
individuals using information technology, and making content decisions regarding the AUP.

When the committee studies cyber security issues, they should set goals in order to address these
issues. Committee members should formulate program goals in terms of expected results, such as
what the school wishes to achieve when implementing the cyber security plan. Schools usually
address these goals in the preamble of the AUP document.

As the second level of their involvement, committee members should analyze the cause and
effect that the acceptable use policy will have on individuals who will be subject to its
regulations. Since any strategic planning requires knowledge of the community’s make-up, the
best way to ascertain information is to survey the present level of practice regarding cyber
security. This type of assessment is valuable because it informs school officials what type of
regulatory and protective Internet policy members of the community are likely to accept for their
children. Identifying the present level of cyber security practices will help set the boundaries and
acceptance of the AUP’s implementation, as well as help in the development of future planning.

As the third level of their involvement, committee members should help develop and organize
the content that will be included in the school’s AUP. They would be responsible for describing
why the policy is necessary, defining specific examples of what constitutes unacceptable use,
and addressing what consequences will occur when individuals violate cyber security policies.
The authors have outlined four critical components that committee members should include
when formulating the content of the AUP.
The four necessary components of AUP
 a preamble,
 a policy statement,
 an acceptable and unacceptable uses section, and
 a violations/sanctions section.

The Preamble
The first step in developing an AUP is to address the purpose it will serve in guiding the school
toward its mission regarding the limited use of the Internet. The preamble or philosophy
statement should describe why the policy is necessary, communicate the intent of the policy as
well as outline the goals the policy will achieve. This section should describe the school's
overall code of conduct as it applies to student online activity. (See Exhibit 2 for Example of
AUP Preamble)
Exhibit 2
EXAMPLE OF AUP PREAMBLE
______________________________________________________________________________
In a free and democratic society, access to information is a fundamental right of
citizenship. Electronic information research skills are now necessary to prepare students
for the future. The Board expects that the staff will integrate such information throughout
the curriculum, as well as provide guidance and instruction to students regarding the
appropriate use of such resources. The staff is responsible for consulting the guidelines
for instructional materials contained with, and as an employee, will honor the goals for
selection of instructional materials contained therein.

School employees and students are responsible for appropriate conduct on school
computer networks just as they would be in any democracy. Since any information on the
network can be viewed by others at all times, general school rules for behavior and
communications apply. The network is provided for school employees and students to
conduct research and to communicate, as it relates to school business and learning.
School employees and students must sign a documentation of agreement before they will
be granted access to the school’s network services. Students (under the age of 18) must
submit parent permission forms before they will be allowed to use the school’s network
services.
 example of AUP preamble continued
Access to telecommunications is a privilege that will enable school employees and
students to explore information sources such as libraries, databases, and bulletin boards
while communicating with others. Woodville High School ultimately believes parents and
guardians are responsible promoting the positive standards individuals should follow
when using information sources. Therefore, the Woodville High School allows each
family or individual the privilege to decide whether or not to apply for network access.
Source: Author

The AUP Policy Statement

The second component of an Acceptable Use Policy includes a policy statement, which should
describe what limited computer services are covered by the AUP and the situations under which
students can use computer services. (See Exhibit 3 for Sample Policy Statement) Most AUP
address multiple issues as the policy statements try to meet all possible scenarios and concerns.
One method for constructing acceptable use statements are to review other school districts
AUP’s and analyze them to fit your individual schools needs.

Exhibit 3
SAMPLE POLICY STATEMENT
________________________________________________________________________

So that electronic resources will adequately complement the curriculum, school

personnel will review information resources so that they may offer resources that comply
with board guidelines regarding educational and instructional materials. The school’s
staff will be instructed to offer developmentally appropriate guidance to students when
they us electronic information resources, such as the Internet. Teachers will inform
students of their rights as they pertain to the network, before students are allowed to
access the district’s network.

Although most resources will have already been screened, students may be able to access
materials which have not been previously viewed by school personnel. Students will be
given a list of rules and resources that will apply when surfing outside predetermined
screened areas. Students may access information from the network, only if they have
signed parental permission forms in their cumulative file. Permission is not transferable
and may not be shared.

Source: Author
Defining Acceptable Use
The acceptable uses section of this policy should define appropriate student use of the computer
network. The acceptable use section should define how students will use Internet for
"educational purposes.” In the unacceptable uses section, the AUP should give clear, specific
examples of what constitutes unacceptable student use. (See Exhibit 4 Example of Acceptable
and Unacceptable Use) The following represents guidelines committee members should include
in the policy in order to describe what constitutes unacceptable uses:

 "what kind of computer network sites, if any, should be off limits to students;
 what kind of student sending, forwarding, or posting of information, if any, should be
prohibited, and
 what kind of student behavior will be destructive to the computer network services and
should, therefore, be restricted."

Additionally, the policy will prohibit

students from using online term paper
vendors or will place restrictions on
certain chat rooms. AUPs place strong
restrictions on students sending,
forwarding, or posting sexually explicit
messages, profanity, and harassing or
violent messages. In fact, district officials
must decide whether students will have
any type of access to electronic mail or
student WebPages.
 Exhibit 4
EXAMPLE OF ACCEPTABLE AND UNACCEPTABLE INTERNET USE
________________________________________________________________________

Using the school’s network and computer systems is a privilege and not a right. Students
may have this right revoked at anytime if they are found exhibiting behaviors that violate
the district’s AUP or other board policies.

Students should use good judgment, as well as exhibit responsible behavior, while using
the school’s network and computer resources. In addition, they are expected to honor the
district’s technology use agreement as signed. Network administrators reserve the right to
review any materials viewed, created or transferred by students.

The following are considered inappropriate uses of technology and are not permitted:
 Using the network to participate in unlawful or unethical activity or to post unlawful
or unethical materials or information
 Violating copyright laws and regulations while using the network
 Using the network for non-educational purposes
 Destroying or changing computer equipment or network files or resources
 Disrupting or vandalizing the work of another user
 Using limited resources in a wasteful manner
 Using the network to invade the privacy of another person.
 Using offensive language on the network
 Gaining access to unauthorized resources or sites, also known as “hacking”
 Using the network to post anonymous messages or messages of another without
proper consent
 Using the system to send viruses or messages that may cause the receiver to lose data
or cause damage to the receiver’s system or equipment
 Sending chain letter messages to others that may cause congestion on the network,
also known as “spamming”
 Using the network to access materials that may be considered damaging or obscene,
using legal or ethical standards as set by the community and/or state.
________________________________________________________________________
Source: Author
Violations
Unfortunately, at times there will be cases where students violate the AUP. The
violations/sanctions section of the policy should address what the consequences will be when
this occurs. The AUP should tell students how to report violations of the policy or whom to
question about its application. Violations, as illustrated in Exhibit 5 Sample Violation Policy,
should be handled in accordance with the school's general student disciplinary code.

Exhibit 5
SAMPLE VIOLATION POLICY
________________________________________________________________________

Violation of the Internet/Computer Network Acceptable Use Policy will result in

forfeiture of all user privileges. Violators shall also be subject to appropriate disciplinary
action. Pending investigation into a student/staff complaint of inappropriate use of the
networks, user privileges will be suspended.

The district shall not be liable for users' inappropriate use of electronic communication
resources or violations of copyright restrictions, users' mistakes or negligence, or costs
incurred by users. The district shall not be responsible for ensuring the accuracy or
usability of any information found on the Internet.

SANCTIONS
1. Violations may result in a loss of access.
2. Additional disciplinary action may be determined at the building level in line with
existing practice regarding inappropriate language or behavior.
3. When applicable, law enforcement agencies may be involved.

Source: Author

The Importance Of Parent Permission

To ensure AUP practices, it is highly recommended that there be a provision within the policy of
written agreement. The agreement should be outlined as a written contract between two parties:
the individual and the school. The school should clearly specify the rules for usage and the
consequences involving violations of the agreement. School officials should require individuals
wishing to use electronic communication systems belonging to the school to sign the agreement.
Officials should then file the document for reference in the individual’s cumulative file. In order
to be effective, the governing agency must require the specific monitoring of individuals who use
electronic information retrieval systems and make no exceptions for the lack of an assigned
agreement. It is highly recommend that school officials distribute all forms of the agreement at
the start of each school year and that parents are made aware of the permission forms.

The permission form agreement should address electronic mail restrictions, as well as ethical
conduct required of individuals using electronic communication resources. In Exhibit 6 Parent
Permission Letter & Internet Permission Form, the authors have provided an example of a parent
permission form that could be used to grant students electronic communication access privileges.
(See also Appendix 9-2A Parent Permission Letter & Internet Permission Form)

Exhibit 6
PARENT PERMISSION LETTER & INTERNET PERMISSION FORM
________________________________________________________________________

Woodville High School will be offering students access to the district computer network
for the Internet. To gain such access, students under the age of 18 will be required to
obtain parental permission. The following form must be signed and returned to Mike
King, Principal. Students 18 and older may sign their own forms.

Using to the school’s network will allow students to access many educational resources
such as libraries, databases, and bulletin boards, as well as to communicate with others.
School officials intend for computer and network use to be for educational use only.

However, the Internet does include some information and materials that are illegal or
considered offensive to others. Despite all efforts by the district to avoid such incidents,
students may find a way to access this type of information. The school believes that the
advantages of using the Internet, as a resource and communication tool, far outweigh any
disadvantages it may bring. Woodville High School ultimately believes parents and
guardians are responsible promoting the positive standards individuals should follow
when using information sources. Therefore, Woodville High School allows each family
or individual the privilege to decide whether or not to apply for network access.
Exhibit 6 continued
District Internet and Rules
Using the school’s network and computer systems is a privilege and not a right. Students
may have this right revoked at anytime if they are found exhibiting behaviors that violate
the district’s AUP or other board policies.

Students should to use good judgment, as well as exhibit responsible behavior, while
using the school’s network and computer resources. In addition, they are expected to
honor the district’s technology use agreement as signed. Network administrators reserve
the right to review any materials viewed, created or transferred by students.

The following are considered inappropriate uses of technology and are not permitted:
 Using the network to participate in unlawful or unethical activity or to post unlawful
or unethical materials or information
 Violating copyright laws and regulations while using the network
 Using the network for computer use
 Destroying or changing computer equipment or network files or resources
 Disrupting or vandalizing the work of another user
 Using limited resources in a wasteful manner
 Using the network to invade the privacy of another person.
 Using offensive language on the network
 Gaining access to unauthorized resources or sites, also known as “hacking”
 Using the network to post anonymous messages or messages of another without
proper consent
 Using the system to send viruses or messages that may cause the receiver to lose data
or cause damage to the receiver’s system or equipment
 Sending chain letter messages to others that may cause congestion on the network,
also known as “spamming”
 Using the network to access materials that may be considered damaging or obscene,
using legal or ethical standards as set by the community and/or state.
User Agreement and Parent Permission Form – 2012
I hereby agree to comply with the above rules, as stated by Woodville High School.
When using the network I will act responsible, following all relevant laws and
restrictions.

Student Signature ____________________________________________________

As the parent or legal guardian of above student, I grant permission for my son or
daughter to access networked computer services such as the Internet. I understand that
individuals and families may be held liable for violations of school policy as they apply
to Internet and network use. I understand that some materials on the Internet may be
inappropriate or offensive, but I accept responsibility for teaching my child the proper
standards to follow when selecting, sharing or exploring information via electronic
communication resources.

Parent Signature ________________ Date ____Name of Student _______________

School _________________Grade __ Soc. Sec.#______________ Birth Date _________

Street Address _______________________ Home Telephone _____________________

Source: Author
References from Welcome to School AUP 2.0

Sample AUP Documents

 AUP Driven by Vision not Protection | U Tech Tips

 Model AUPs for student empowerment? | Dangerously Irrelevant
 The Digital Citizen AUP for younger students – feedback please
 Saturday Morning and I'm...
 AUP Question 1 - 4Q
 AUP - Question 2 - 4Q
 School provided laptops, should you expect privacy? | SocialStalking
 It's Free… It's Ipadio… Cell Phones, Phlogs, Speech To Text ...
 Melady Kalolsavam
 Input Sought on AUP revisions
 The zealous monitoring of students and teachers continues ...
 School AUP 2.0: The Definitive, Ever-Changing Guide | Welcome to ...
 AUP's
 School AUP 2.0 | Main / ALayeredRecipe browse
 CRSTE: Web 2.0 Apps and AUPs Jennifer Mattice
 ICT ADVICE: Smart Phones meet classrooms, Independent Schools Council
 Protecting Moodle with an AUP | DigMo!
 Acceptable Use Policy - Independent School Educators network
 School Policies, AUP, Internet, Laptop Etc......
 Ofsted: pupils need to grow into e-safety - Becta Emerging ...
 The New Frontier for your AUP
 School AUP 2.0
 Google Apps for Education and Scaling Down for Small Schools ...
 [arin-ppml] Notice of Appeal to the ARIN AUP Committee with ...
 E-Portfolios for Learning: More Questions from High School Teachers