IIBGA - Electronic Communications
The Board is committed to the development and establishment of a quality, equitable and cost-effective electronic communications system. The system’s sole purpose shall be for the advancement and promotion of learning and teaching.
The district’s system will be used to provide statewide, national and global communications opportunities for staff and students.
The superintendent will establish administrative regulations for use of the district’s system by staff using their own personal electronic devices to download and store district proprietary information including personally recognizable information about the district students or staff. Regulations shall insure compliance with privacy rights under applicable federal and state laws and regulations, including but not limited to the Age Discrimination in Employment Act of 1967 (ADEA), the Americans with Disabilities Act (ADA), the Genetic Information Nondiscrimination Act of 2008 (GINA) and the Health Insurance Portability and Accountability Act of 1996 (HIPPA), and the Children’s Internet Protection Act:
- Technology protection measures, installed and in continuous operation, that protect against Internet access by both adults and minors to visual depictions that are obscene, child pornography or, with respect to the use of the computers by minors, harmful to minors;
- Educating minors about appropriate online behavior, including cyberbullying awareness and response, and how to interact with other individuals on social networking sites and in chat rooms;
- Monitoring the online activities of minors;
- Denying access by minors to inappropriate matter on the Internet and World Wide Web;
- Ensuring the safety and security of minors when using electronic mail, chat rooms and other forms of direct electronic communications;
- Prohibiting unauthorized access, including so-called “hacking” and other unlawful activities by minors online;
- Prohibiting unauthorized disclosure, use and dissemination of personal information regarding minors;
- Installing measures designed to restrict minors’ access to materials harmful to minors.
The administrative regulations will be consistent with sound guidelines as may be provided by the education service district, the Oregon Department of Education and/or the Oregon Government Ethics Commission and will include a complaint procedure for reporting violations.
The superintendent will also establish administrative regulations for use of the district’s electronic communications system to comply with copyright law.
Failure to abide by district policy and administrative regulations governing use of the district’s system may result in the suspension and/or revocation of system access. Additionally, student violations will result in discipline up to and including expulsion. Staff violations will also result in discipline up to and including dismissal. Violations of law will be reported to law enforcement officials and may result in criminal or civil sanctions. Fees, fines or other charges may also be imposed.
Children’s Internet Protection Act, 47 U.S.C.§§ 254(h) and (l) (2012); 47 C.F.R. Section 54.520 (2017).
Copyrights, 17, U.S.C. §§ 101-1332 (2012); 19 C.F.R. Part 133 (2017).
Oregon Attorney General’s Public Records and Meetings Manual, Appendix H,(2014).
Safe and Drug-Free Schools and Communities Act, 20 U.S.C.§§ 7101-7117 (2012).
Drug-Free Workplace Act of 1988, 41 U.S.C.§§ 8101-8107 (2012); 34 C.F.R. Part 84, Subpart F (2017).
Controlled Substances Act, 21 U.S.C.§ 812, Schedules I through V (2012); 21 C.F.R. §§ 1308.11-1308.15 (2017).
Americans with Disabilities Act of 1990, 42 U.S.C.§§ 12101-12213 (2012); 29 C.F.R. Part 1630 (2017); 28 C.F.R. Part 35 (2017).
Family Educational Rights and Privacy Act, 20 U.S.C.§ 1232g (2012); 34 C.F.R. Part 99 (2017).
Oregon Government Standards and Practices Commission, Advisory Opinion No. 98A-1003 (July 9, 1998).
Every Student Succeeds Act, 20 U.S.C. § 7131 (2012).
Americans with Disabilities Act Amendments Act of 2008.
- “Technology protection measure,” as defined by the Children’s Internet Protection Act (CIPA), means a specific technology that blocks or filters internet access to visual depictions that are:
a. Obscene, as that term is defined in Section 1460 of Title 18, United States Code;
b. Child pornography, as that term is defined in Section 2256 of Title 18, United States Code; or
c. Harmful to minors
2. “Harmful to minors,” as defined by CIPA, means any picture, image, graphic image file or other
visual depiction that:
a. Taken as a whole and with respect to minors, appeals to a prurient interest in nudity, sex or
b. Depicts, describes or represents, in a patently offensive way with respect to what is suitable
for minors, an actual or simulated sexual act or sexual contact, actual or simulated normal
or perverted sexual acts, or a lewd exhibition of the genitals; and
c. Taken as a whole, lacks serious literary, artistic, political or scientific value to minors.
3. “Sexual act: sexual contact,” as defined by CIPA, have the meanings given such terms in
Section 2246 of Title 18, United States Code.
4. "Minor," as defined by CIPA, means an individual who has not attained the age of 17. For
the purposes of Board policy and this administrative regulation, minor will include all students
enrolled in district schools.
5. “Inappropriate matter,” as defined by the district, means material that is inconsistent with general
public education purposes, the district’s mission and goals.
6. “District proprietary information” is defined as any information created, produced or collected by
district staff for the business or education purposes of the district including but not limited to
student information, staff information, parent or patron information, curriculum, forms and like
items used to conduct the district’s business.
7. “District software” is defined as any commercial or staff developed software acquired using
8. “Incidental Personal use” is defined as:
a. Occasional use for personal purposes;
b. Of minimal time and duration;
c. Results in no additional financial costs to the school district; and
d. Results in no financial gain for the user.
Incidental Personal Use must not interfere with assigned job responsibilities or be in violation of existing security or access rules.
General District Responsibilities
The district will:
- Designate staff as necessary to ensure coordination and maintenance of the district’s electronic communications system which includes all district computers, devices, software applications, e-mail and internet access;
- Provide staff training in the appropriate use of the district’s system including copies of district policy and administrative regulations. Staff will provide similar training to authorized system users;
- Cooperate with local, state or federal officials in any investigation relating to misuse of the district’s system, as detailed in the Law Enforcement Records Request Procedures;
- Use only properly licensed software, audio or video media purchased by the district or approved for use by the district. The district will comply with the requirements of law regarding the use, reproduction and distribution of copyrighted works and with applicable provisions of use or license agreements.
- Provide technology protection measures that protect against Internet access by both adults and minors to visual depictions that are obscene, child pornography, or with respect to the use of computers by minors, harmful to minors.
- Provide systems that restrict access by minors, as defined by CIPA and this regulation, to inappropriate matter on the Internet;
- Provide systems that allow the review of online activities of students to prevent unauthorized access, including “hacking” and other unlawful activities online, and ensure the safety and security of minors when authorized to use e-mail, social media, online forums, and other forms of direct electronic communication;
- Provide student education about appropriate online behavior, including cyberbullying awareness and response, and how to interact with other individuals on social networking and social media websites and in online forums;
- Determine which users and sites accessible as part of the district’s system are most applicable to the curricular needs of the district and may restrict user access, accordingly;
- Determine which users will be provided access to the district’s systems;
- Notify appropriate system users that:
a. The district retains ownership and control of its computers, devices, hardware, software and
data at all times. All communications and stored information transmitted, received or
contained in the district’s information system are the district’s property and are to be used
for authorized purposes only. Use of district equipment or software for unauthorized
purposes is strictly prohibited. To maintain system integrity, monitor network etiquette and
ensure that those authorized to use the district’s system are in compliance with Board policy,
administrative regulations and law, district IT staff and other authorized personnel may
routinely review user files and communications;
b. Files and other information, including e-mail, sent or received, generated or stored on district
servers are not private and may be subject to monitoring. By using the district’s system,
individuals consent to have that use monitored by authorized district personnel. The district
reserves the right to access and disclose, as appropriate, all information and data contained
on district computers and district-owned e-mail system;
c. Electronic communications sent or received by a Board member or employee in connection
with the transaction of public business may be a public record and subject to state archivist
rules for retention and destruction;
d. Information and data entered or stored on the district’s computers and e-mail system may
become discoverable evidence if a public records request is made or a lawsuit is filed against
the district. “Deleted” or “purged” data from district computers or e-mail system may be
retrieved for later public records disclosure or disciplinary purposes, as deemed necessary
by the district;
e. Transmission of any materials regarding political campaigns is prohibited.
12. Notify users of known copyright infringing activities and deny access to or remove the material.
- Access to the district’s system is authorized to:
a. Board members, district employees, students in grades K-12;
b. Students, staff, Board members, volunteers, district contractors and other members of the
public may be permitted to use the district’s system for incidental personal use, in addition
to official district business, consistent with Board policy, general use prohibitions/
guidelines/etiquette and other applicable provisions of this administrative regulation.
Board member and employee use of district-owned computers may be permitted only
when such use does not violate the provisions of ORS 244.040 and use is under the
same terms and conditions that access is provided to the general public under the district’s
policy governing use of district equipment and materials.
General Use Prohibitions/Guidelines
Operation of the district’s system relies upon the proper conduct and appropriate use of system users. Students, staff and others granted system access are responsible for adhering to the following prohibitions and guidelines which require legal, ethical and efficient utilization of the district’s system.
The following conduct is strictly prohibited:
a. Attempts to use the district's system for:
(1) Unauthorized solicitation of funds:
(2) Distribution of chain letters;
(3) Unauthorized sale or purchase of merchandise and services;
(4) Collection of signatures;
(5) Membership drives;
(6) Transmission of any materials regarding political campaigns.
b. Attempts to upload, download, use, reproduce or distribute information, data, software,
or file share music, videos or other materials on the district’s system in violation of copyright
law or applicable provisions of use or license agreements;
c. Attempts to degrade, disrupt or vandalize the district’s equipment, software, materials or
data or those of any other user of the district’s system or any of the agencies or other
networks connected to the district’s system;
d. Attempts to evade, change or exceed resource quotas or disk usage quotas;
e. Attempts to send, intentionally access or download any text file or picture or engage in any
communication that includes material which may be interpreted as:
(1) Harmful to minors;
(2) Obscene or child pornography as defined by law or indecent, vulgar, profane or lewd as
determined by the district;
(3) A product or service not permitted to minors by law;
(4) Harassment, intimidation, menacing, threatening or constitutes insulting or fighting words,
the very expression of which injures or harasses others;
(5) A likelihood that, either because of its content or the manner of distribution, it will cause a
material or substantial disruption of the proper and orderly operation of the district,
school or school activity;
(6) Defamatory, libelous, reckless or maliciously false, potentially giving rise to civil liability,
constituting or promoting discrimination, a criminal offense or otherwise violates any law,
rule, regulation, Board policy and/or administrative regulation.
f. Attempts to gain unauthorized access to any service via the district’s system which has a
cost involved or attempts to incur other types of costs without specific approval. The user
accessing such services will be responsible for these costs;
g. Attempts to post or publish personal student contact information unless consistent with
applicable Board policy pertaining to student directory information and personally
h. Attempts to use the district’s name in external communication forums without prior district
information, resources or networks to which the user has not been given access.
System users will:
a. Adhere to the same standards for communicating online that are expected in the classroom
and consistent with Board policy and administrative regulations;
b. Respect the privacy of others. Do not read the mail or files of others without their permission;
c. Protect password confidentiality. Passwords are the property of the district and are not to
be shared with others.
d. Report violations of the district’s policy and administrative regulation or security problems
to the supervising teacher, system coordinator or administrator, as appropriate
e. Comply with IT procedures and guidelines posted on the staff intranet.
The district’s established complaint procedure will be used for complaints concerning violations of the district’s Electronic Communications System policy and/or administrative regulation. See Board policy KL – Public Complaints.
a. Students who violate general system user prohibitions shall be subject to discipline as
detailed in the Student and Family Handbook.
b. Violations of law will be reported to law enforcement officials and may result in criminal
or civil sanctions.
a. Staff who violate general system user prohibitions shall be subject to discipline as detailed
in the Code of Professional Conduct.
b. Violations of law will be reported to law enforcement officials and may result in criminal or
c. Violations of applicable Teacher Standards and Practices Commission (TSPC), Standards for
Competent and Ethical Performance of Oregon Educators will be reported to TSPC as
provided by OAR 584-020-0041.
d. Violations of ORS 244-040 will be reported to the Oregon Government Ethics Commission
a. Other guest users who violate general system user prohibitions shall be subject to
suspension of system access up to and including permanent revocation of privileges.
b. Violations of law will be reported to law enforcement officials or other agencies, as appropriate,
and may result in criminal or civil sanctions.
The district assumes no responsibility or liability for any membership or phone charges including, but not limited to, long distance charges, per minute (unit) surcharges and/or equipment or line costs incurred by any home usage of the district’s system.
System users and parents of student system users are advised that use of the district’s system may provide access to materials that may be considered objectionable and inconsistent with the district’s mission and goals. Parents should be aware of the existence of such materials and monitor their student’s home usage of the district’s system accordingly.
- Opinions, advice, services and all other information expressed by system users, information providers, service providers or other third-party individuals are those of the providers and not the district.
- System users may, with supervising teacher or system coordinator approval, order services or merchandise from other individuals and agencies that may be accessed through the district’s system. These individuals and agencies are not affiliated with the district. All matters concerning merchandise and services ordered including, but not limited to, purchase terms, payment terms, warranties, guarantees and delivery are solely between the seller and the system user. The district makes no warranties or representation whatsoever with regard to any goods or services provided by the seller. District staff and administration shall not be a party to any such transaction or be liable for any costs or damages arising out of, either directly or indirectly, the actions or inactions of sellers.
- The district does not warrant that the functions or services performed by or that the information or software contained on the system will meet the system user’s requirements or that the system will be uninterrupted or error-free or that defects will be corrected. The district’s system is provided on an “as is, as available” basis. The district does not make any warranties, whether express or implied including, without limitation, those of merchantability and fitness for a particular purpose with respect to any services provided by the system and any information or software contained therein.
 As inappropriate matter is not defined in the CIPA or regulations, districts should define the scope of what it will regard as inappropriate matter. The language provided in #5 is intended as a guide only.