Vestavia Hills City Schools

Vestavia Hills City Schools

ACCEPTABLE USE POLICY 

Vestavia Hills City Schools (VHCS) is pleased to provide network and Internet access to students, staff, long-term subs, contract employees, and volunteers (referred to as users in this AUP). While staff, long-term subs and contract employees will make reasonable efforts to supervise student use of networks and Internet access, they must have student cooperation in exercising and promoting responsible use of this access. The Acceptable Use Policy of VHCS is detailed below.

To ensure that students receive a quality education, and that staff, long-term subs, and contract employees can work in a professional and intellectually stimulating environment, VHCS intends to provide all students, staff, long-term subs, and contract employees with access to a variety of technology resources. All Vestavia students, staff, long-term subs, and contract employees must acknowledge and adhere to this AUP. This acknowledgement can be found on the VHCS online enrollment portal, VHCS website, and the VHCS online compliance training portal.

Please read the following carefully. Violations of the Acceptable Use Policy (AUP) may cause access privileges to be limited or revoked. Disciplinary action may be taken against any user according to the VHCS Policy Manual, including, but not limited to, the Student Code of Conduct. In addition, School Board disciplinary action and/or appropriate legal action may also be taken. VHCS uses filtering software to help prevent access to inappropriate websites for any device connected to our network. Every attempt is made to protect all users from exposure to objectionable material as required by federal law. Students within VHCS will only have access to age appropriate technology resources and materials.

Access:

1. The use of all VHCS technology resources is a privilege, not a right. District and school administrators, and/or the local school technology personnel, will determine when inappropriate use has occurred (as identified by the guidelines in the Vestavia Hills City Schools’ Policy Manual) and have the right to deny, revoke, or suspend specific user privileges and accounts.
2. Staff, Long-Term Subs, Contract Employees, and Students may use only accounts, files, software, and technology resources that are assigned to him/her. Students, staff, long-term subs, and contract employees are prohibited from logging in to the network as another person or using a computer that is logged on by a staff/long-term sub member or another student.
3. Staff, Long-Term Subs, Contract Employees, and Students must not reduce the efficiency of use for others or attempt to modify technology resources, utilities, and configurations, or change the restrictions associated with his/her accounts, or attempt to breach any technology resources’ security system, either with or without malicious intent.
4. All passwords are required to be kept private and may not be posted. They may only be shared with local or district technology personnel or those authorized by the superintendent, superintendent’s designee, or district technology department.
5. Staff, long-term subs, and contract employees must actively monitor student use of technology resources at all times.
6. Staff, long-term subs, and contract employees are responsible for notifying the administration and the school technology staff of any violation of the Acceptable Use Policy.
7. Staff, long-term subs, contract employees, and students are not permitted to connect, access, or install any computer hardware, components, or software to district equipment, which is not district property, without prior approval from the district technology department.
8. Staff, long-term subs, and contract employees must log off or lock any computer they are logged in to before leaving it unattended.
9. Any technology purchased for the district must comply with the VHCS Specification List, regardless of funding source. The technology department will only support devices that are on the district’s approved specification list.
10. This AUP applies to all technology resources owned, leased, operated, or maintained by the Board, regardless of the physical location of the resource or the user. It also applies to all technology resources (regardless of ownership) brought onto school grounds during school hours or functions.

Privacy:

1. Data stored on Vestavia Hills City Schools equipment is property of VHCS and is not private; therefore, users are advised to avoid storing personal and/or private information on the district and/or schools’ technology resources.
2. VHCS cannot guarantee the privacy, security, or confidentiality of any information sent or received via the Internet.
3. Student data will only be collected with district approved data collection resources to protect minors from unauthorized disclosure, use, and dissemination of personal data in compliance with the Family Educational Rights and Privacy Act (FERPA).
4. VHCS Technology Staff:

1. Monitors all technology resource utilization.
2. Deactivates a user account in the event of unauthorized or unlawful activity, including but not limited to hacking or any violation of this AUP.

1. VHCS Technology Department performs routine backups of network data. However, all users are responsible for the storage of any critical data on both local storage devices (I.E. removable media and local hard drives) and cloud hosted platforms.

Data Security:

1. Students, staff, long-term subs, and contract employees are expected to follow all local, state, and federal laws in addition to this AUP regarding the protection of student and staff/long-term subs' confidential data.
2. Individuals may not attempt to log into the network using any network account and/or password other than the login(s) assigned to him/her. Individuals may not allow someone to use his/her network account and/or password to access the network, email, or the Internet.
3. In emergency situations, student pictures or other personally identifiable information can be shared with outside agencies in accordance with this signed Acceptable Use Policy and in accordance with FERPA guidelines.
4. District or school data, such as but not limited to Power School information, accessed through district technology resources, may not be used for any private business activity.
5. See Data Governance Policy 4.10.1 on Systems, Software, Access, and Information Control.

Copyright:

1. All users are expected to follow the Fair Use Guidelines for Educational Multimedia.
2. Staff, long-term subs, and contract employees must follow legal and ethical practices of appropriate use.

1. Copies of software without a valid license or web subscriptions may not be used on school equipment. The district requires all users to consult the technology staff before purchasing or licensing software or subscribing to website services.
2. Only those software applications approved and purchased with school funds and only approved extensions may be installed or accessed on district owned equipment. Staff/long-term sub members who purchase such applications are responsible for maintaining a license compatible with our operating system.

Staff Email:

1. Email is stored on VHCS cloud storage and is considered property of VHCS and should not be considered a private means of communication.
2. Email accounts are provided to staff and long-term subs for professional and educational purposes and should not be used for political gain, personal business, commercial activity, or non-educational subscription services.
3. Email accounts are disabled immediately when an employee is terminated, resigns, or retires, unless otherwise requested by administration. 
4. Email accounts for long-term subs will be disabled immediately at the end of their employment and/or school year.
5. Users should send email only to those to whom the email applies. Mass school email should be used sparingly.
6. Only email accounts provided by the district for communication between students and staff, long-term subs, and contract employees with VHCS email accounts will be maintained and supported.
7. VHCS will keep and maintain employee emails for a period of six (6) years after the separation of the employee.

Student Email:

VHCS provides our students with a Gmail account through Google Workspace for Education (GWFE). Email is provided to our students so they can easily collaborate on documents, presentations, and spreadsheets. Email is restricted to teacher and student communication. External email addresses are blocked for student use unless approved by the superintendent or his/her designee.

Online Resources:

VHCS provides valuable online learning resources to students, staff, long-term subs, and contract employees. These resources promote collaboration and provide a safe and secure environment for course content. VHCS uses Google Workspace for Education (GWFE). Under federal law these resources must provide parental notification and obtain parental consent before collecting personal information from students under the age of 18. Parents and guardians play an essential role in guiding their children’s use of media and online information. Before a student can use the internet, parents must be informed that—while safeguards are in place—it is still possible for a student to encounter inappropriate content. Parents and students must give consent for internet access and for school staff to monitor the student’s online communications. If parents do not want their child to use Google Workspace for Education (GWFE) and its associated applications, they must notify the school administration in writing with a signature within the first two weeks of starting school. It then becomes the parent’s responsibility to explain to his/her child why he/she is not allowed to access these school provided resources. 

1. Google Workspace for Education (GWFE) services are provided to all students, staff, and long-term subs through a controlled environment that is for VHCS alone.
   1. Email accounts are provided to students for educational purposes and are only used for communication between students and VHCS employees. External email addresses are blocked for student use unless approved by the superintendent or his/her designee.
   2. Students, staff, and long-term subs will create and share documents, presentations, and other instructional materials through GWFE.
2. All school rules and guidelines for appropriate technology usage shall apply to online resources.
3. Student names, pictures, and assignments may be used in these secure environments.
4. Sometimes, students will need accounts for third-party systems to participate in school projects, practice good online communication skills, or meet other learning goals. These accounts are created according to the VHCS data governance policy and all applicable laws, such as FERPA.

Social Media:

“Social Media” is an online technology tool that allows for prompt communication of information and resources. Social media can include text, audio, video, images, podcasts, and other multimedia communications. VHCS encourages the safe use of social media outlets to extend learning opportunities.

1. All social media used will comply with the Children’s Online Privacy and Protection Act (COPPA).
2. The district requires all staff, long-term subs, and contract employees to consult technology personnel before creating any social media account used for instructional purposes.
3. Social media accounts created for instructional purposes will be approved through and follow the guidance of the Director of Communications.
4. VHCS reserves the right to remove content or disable the account if it violates any school board policy.

Student Possession and Use of Wireless Communication Devices:

Students are permitted to bring personal wireless communication devices to school. However, the use, possession, and storage of these devices during the instructional day are subject to strict guidelines to ensure minimal disruption to the learning environment. The district assumes no responsibility for the loss, theft, or damage of personal devices brought onto campus. School-issued devices are not subject to this policy.

The following guidelines apply:

1. Includes, but is not limited to, cell phones, tablets, laptops, smartwatches, earbuds (e.g., AirPods), gaming devices, pagers, and any portable electronic device capable of voice, messaging, or data communication.
2. All personal devices must be powered off and stored in a secure, non-accessible location (e.g., locker, car, or other designated area) during the instructional day.
3. This includes all times when school is in session—class periods, transitions, lunch, and other non-instructional periods—unless otherwise directed by school personnel.
4. Students cannot use, operate, or possess a wireless communication device during the instructional day except under the following limited circumstances:
   1. The use, operation, and/or possession of the device is specifically included in the student's Individualized Education Plan (IEP), 504 Plan, or an Individualized Health Plan;
   2. The use, operation, and/or possession occurs during an emergency threatening the life or safety of the student or another person.
5. Violations of this policy may result in disciplinary consequences in accordance with the Student Code of Conduct.
6. The Superintendent or designee may establish additional procedures or guidelines as necessary to implement and enforce this policy.

For full details, please refer to the VHCS Student Code of Conduct – Wireless Communication Device Policy.

Internet Safety:

1. The intent of VHCS is to provide access to educational resources available via the Internet with the understanding that staff and students will access and use information for VHCS instructional purposes.
2. All school rules and guidelines for appropriate technology usage shall apply to the usage of the Internet.
3. Teachers will screen all Internet resources prior to classroom use.
4. Teachers will model and ensure that digital citizenship is taught in the classroom setting (including cyberbullying awareness, appropriate online behavior, interacting with others on social networking websites, etc).
5. Alabama Supercomputer Authority filters Internet content for the district based on guidelines provided by the Children’s Internet Protection Act (CIPA); any attempt to bypass the content filters is a violation of the Acceptable Use Policy. VHCS assumes no liability in the event that content filtering is not 100% effective.

Web Publishing:

1. VHCS websites cannot be used for profit or commercial/non-educational purposes.
2. VHCS publishes staff directory information on the VHCS district website.
3. Student pictures, video, projects, and other personally identifiable information can only be used with parent/guardian consent located on the VHCS online enrollment portal under “VHCS Publication Consent Agreement”. 
4. To safeguard the VHCS’ property, reputation, and integrity all school-related websites must be linked to the system website.
5. Any website created by students, staff, long-term subs, and contract employees that contains students' pictures, projects, and/or images must be linked to the VHCS’ websites.
6. Any student related websites must be approved by the school sponsor.

Vestavia Hills City Schools

Acceptable Use Policy (AUP)

Revised: August 2025