Common use of School Email Clause in Contracts

School Email. Where email is provided, it is for academic and professional use. The School’s email system can be accessed from both the school computers, and via the internet from any computer. Wherever possible, all school related communication must be via the school email address. The sending of emails is subject to the following rules: • Language must not include swear words, or be offensive or abusive. • Emails or attachments of a pornographic, illegal, violent, sexist or racist nature are not permitted. • Sending of attachments which contain copyright material to which the School does not have distribution rights is not permitted. • The use of personal email addresses by staff for any official school business is not permitted. • The forwarding of any chain messages/emails etc. is not permitted. Spam or junk mail will be blocked and reported to the email provider. • Any electronic communication which contains any content which could be subject to data protection legislation (e.g. sensitive or personal information) will only be sent using secure and encrypted email or password protection. • Emails should never contain children’s full names either in the subject line or preferably not in the main body of the text. Initials should be used wherever possible. • Access to school /setting email systems will always take place in accordance to data protection legislation and in line with other appropriate school/setting policies e.g. confidentiality. • Members of the community must immediately tell a designated member of staff if they receive offensive communication and this will be recorded in the relevant files/records (such as safeguarding). • Staff will be encouraged to develop an appropriate work life balance when responding to email. • Emails sent to external organisations should be written carefully and checked before sending, in the same way as a letter written on school headed paper would be. • School email addresses and other official contact details will not be used for setting up personal social media accounts. • Where possible emails must not contain personal opinions about other individuals, e.g. other staff members, children or parents. Descriptions of individuals must be kept in a professional and factual manner.

School Email. Where email is provided, it is for academic and professional use, with no personal use being permitted. The School’s email system can be accessed from both the school computers, and via the internet from any computer. Wherever possible, all school related communication must be via the school email address. The sending of emails is subject to the following rules: • Language must not include swear words, or be offensive or abusive. • Emails or attachments of a pornographic, illegal, violent, sexist or racist nature are not permitted. • Sending of attachments which contain copyright material to which the School does not have distribution rights is not permitted. • The use of personal email addresses by staff for any official school business is not permitted. • The forwarding of any chain messages/emails etc. is not permitted. Spam or junk mail will be blocked and reported to the email provider. • Any electronic communication which contains any content which could be subject to data protection legislation (e.g. sensitive or personal information) will only be sent using secure and encrypted email or password protection. • Emails should never contain children’s full names either in the subject line or preferably not in the main body of the text. Initials should be used wherever possible. • Access to school /setting email systems will always take place in accordance to data protection legislation and in line with other appropriate school/setting policies e.g. confidentiality. • Members of the community must immediately tell a designated member of staff if they receive offensive communication and this will be recorded in the relevant files/records (such as safeguarding). • Staff will be encouraged to develop an appropriate work life balance when responding to email. • Emails sent to external organisations should be written carefully and checked before sending, in the same way as a letter written on school headed paper would be. • School email addresses and other official contact details will not be used for setting up personal social media accounts. • Where possible emails must not contain personal opinions about other individuals, e.g. other staff members, children or parents. Descriptions of individuals must be kept in a professional and factual manner.

School Email. Where email is provided, it is for academic and professional use. The School’s email system can be accessed from both the school computers, and via the internet from any computer. Wherever possible, all school related communication must be via the school email address. The sending of emails is subject to the following rules: •  Language must not include swear words, or be offensive or abusive. •  Emails or attachments of a pornographic, illegal, violent, sexist or racist nature are not permitted. •  Sending of attachments which contain copyright material to which the School does not have distribution rights is not permitted. •  The use of personal email addresses by staff for any official school business is not permitted. •  The forwarding of any chain messages/emails etc. is not permitted. Spam or junk mail will be blocked and reported to the email provider. •  Any electronic communication which contains any content which could be subject to data protection legislation (e.g. sensitive or personal information) will only be sent using secure and encrypted email or password protection. •  Emails should never contain children’s full names either in the subject line or preferably not in the main body of the text. Initials should be used wherever possible. •  Access to school /setting email systems will always take place in accordance to data protection legislation and in line with other appropriate school/setting policies e.g. confidentiality. •  Members of the community must immediately tell a designated member of staff if they receive offensive communication and this will be recorded in the relevant files/records (such as safeguarding). •  Staff will be encouraged to develop an appropriate work life balance when responding to email. •  Emails sent to external organisations should be written carefully and checked before sending, in the same way as a letter written on school headed paper would be. •  School email addresses and other official contact details will not be used for setting up personal social media accounts. • Where possible emails must not contain personal opinions about other individuals, e.g. other staff members, children The school email for an employee absent from work for three or parentsmore consecutive calendar months with no return to work date will be temporarily suspended. Descriptions of individuals must Emails to the account will be kept in a professional and factual mannerredirected to the school Office email. The employee’s school email will be reinstated upon his or her return to work.

School Email. Where email is provided, it is for academic and professional use. The School’s school email system can be accessed from both the school computers, and via the internet from any computer. Wherever possible, all school related communication must be via the school email address. The sending of emails is subject to the following rules: •  Language must not include swear words, or be offensive or abusive. •  Emails or attachments of a pornographic, illegal, violent, sexist or racist nature are not permitted. •  Sending of attachments which contain copyright material to which the School does not have distribution rights is not permitted. •  The use of personal email addresses by staff for any official school business is not permitted. •  The forwarding of any chain messages/emails etc. is not permitted. Spam or junk mail will be blocked and reported to the email provider. •  Any electronic communication which contains any content which could be subject to data protection legislation (e.g. sensitive or personal information) will only be sent using secure and encrypted email or password protection. •  Emails should never contain children’s full names either in the subject line or preferably not in the main body of the text. Initials should be used wherever possible. •  Access to school /setting email systems will always take place in accordance to data protection legislation and in line with other appropriate school/setting policies e.g. confidentiality. •  Members of the community must immediately tell a designated member of staff if they receive offensive communication and this will be recorded in the relevant files/records (such as safeguarding). •  Staff will be encouraged to develop an appropriate work life balance when responding to email. •  Emails sent to external organisations should be written carefully and checked before sending, in the same way as a letter written on school headed paper would be. •  School email addresses and other official contact details will not be used for setting up personal social media accounts. •  Where possible emails must not contain personal opinions about other individuals, e.g. other staff members, children or parents. Descriptions of individuals must be kept in a professional and factual manner. Internet Access Internet access is provided for academic and professional use. The school internet connection is filtered, meaning that a large amount of inappropriate material is not accessible. However, on occasions it may be possible to view a website which is inappropriate for use in a school. In this case the website must be reported immediately to the Head Teacher. Staff must not therefore access from the school system any web page or any files downloaded from the web which could be regarded as illegal, offensive, in bad taste or immoral. Misuse of the internet may, in certain circumstances, constitute a criminal offence. In particular, misuse of the e-mail system or inappropriate use of the internet by viewing, accessing, transmitting or downloading any of the following material, or using any of the following facilities, will amount to gross misconduct (this list is not exhaustive):  Accessing pornographic material (that is writings, pictures, films, video clips of a sexually explicit or arousing nature), racist or other inappropriate or unlawful materials;  transmitting a false and/or defamatory statement about any person or organisation;  sending, receiving, downloading displaying or disseminating material which is discriminatory, offensive, derogatory or may cause offence and embarrassment or harass others;  transmitting confidential information about the School and any of its staff, students or associated third parties;  transmitting any other statement which is likely to create any liability (whether criminal or civil, and whether for the employee or for the School);  downloading or disseminating material in breach of copyright;  engaging in online chat rooms, instant messaging, social networking sites and online gambling;  forwarding electronic chain letters and other materials;  accessing, downloading, storing, transmitting or running any material that presents or could present a risk of harm to a child. Any such action will be treated very seriously and may result in disciplinary action up to and including summary dismissal. Where evidence of misuse is found the Trust may undertake a more detailed investigation in accordance with our Disciplinary Policy, involving the examination and disclosure of monitoring records to those nominated to undertake the investigation and any witnesses or members of management involved in the disciplinary procedure. If necessary, such information may be handed to the police in connection with a criminal investigation. Digital cameras The Trust encourages the use of digital cameras and video equipment; however staff should be aware of the following guidelines:  Photos should only be named with the pupil’s name if they are to be accessible in school only. Photos for the website or press must only include the child’s first name.  The use of personal digital cameras in school is not permitted, including those which are integrated into mobile phones, iPads or similar.  All photos should be downloaded to the school network as soon as possible.  The use of mobile phones for taking photos of pupils is not permitted. File Storage Staff members have their own personal area on the network, as well as access to shared network drives. Any school related work should be stored on one of these network drives. Personal files are not permitted on the network areas. Staff are responsible for ensuring they have rights for the storage of any file in their area, for example copyright music files. Any files stored on removable media must be stored in accordance with the information access and security policy, summarised as follows:  If information/data has to be transferred it must be saved on an encrypted, password protected, storage device.  No school data is to be stored on a home computer, or un-encrypted storage device.  No confidential, or school data which is subject to the Data Protection Act should be transferred off site unless it is sent by secure email. Mobile Phones Mobile phones are permitted in school, with the following restrictions:  They are not to be used when members of staff are directly supervising or working with children. Whilst members of staff are working in the classroom they should be securely stored in a bag/cupboard/locker.  Personal mobile phone cameras are not to be used on school trips. The Trust provides [digital cameras/trip phones] for this purpose.  All phone contact with parents regarding school issues will be through the school phone.  Personal mobile numbers should not be given to parents at the school. Social networking The Trust has a Social Media Policy which should be read in conjunction with this policy. The key requirements for staff are as follows:  Staff members have a responsibility to protect the reputation of the school, staff and students at all times and that they treat colleagues, students and associates of the school with professionalism and respect whilst using social networking sites.  Social networking sites should be used responsibly and users should ensure that neither their personal or professional reputation and/or the school’s reputation, nor the reputation of individuals within the school are compromised by inappropriate postings.  Use of social networking sites for school business is not permitted, unless via an officially recognised school site and with the permission of the Head Teacher.  Members of staff will notify the Head Teacher if they consider that any content shared or posted via any information and communications technology, including emails or social networking sites conflicts with their role in the school/setting.  No school information, communication, documents, videos and/or images should be posted on any personal social networking sites.  No details or opinions relating to any pupil are to be published on any website.  Users must not knowingly cause annoyance, inconvenience or needless anxiety to others (cyber bullying) via social networking sites.  No opinions regarding another member of staff, which could cause offence, are to be posted.  No photos or videos, which show pupils of the school who are not directly related to the person posting them, should be uploaded to any site other than the school's Website.  No comment, images or other material may be posted anywhere, by any method that may bring the school or, the profession into disrepute.  Users must not give students access to their area on a social networking site, (for example adding a student as a friend on Facebook). If, in exceptional circumstances, users wish to do so, please seek advice from the Head Teacher.

School Email. Where email is provided, it is for academic and professional use. The School’s email system can be accessed from both the school School computers, and via the internet from any computer. Wherever possible, all school School related communication must be via the school School email address. The sending of emails is subject to the following rules: • Language must not include swear words, or be offensive or abusive. • Emails or attachments of a pornographic, illegal, violent, sexist or racist nature are not permitted. • Sending of attachments which contain copyright material to which the School does not have distribution rights is not permitted. • The use of personal email addresses by staff for any official school business is not permitted. • The forwarding of any chain messages/emails etc. is not permitted. Spam or junk mail will be blocked and reported to the email provider. • Any electronic communication which contains any content which could be subject to data protection legislation (e.g. sensitive or personal information) will only be sent using a secure and encrypted method including: - Email encryption; - A secure upload portal (where by the recipient will be required to log in to retrieve the email/documentation sent); - Password protection on sensitive documents. The sender must ensure that the password is sent separately to the intended recipient (i.e. in a separate email or password protectionover the phone). • Emails should never not contain children’s full names either in the subject line or preferably and preferably, not in the main body of the texttext either. Initials should be used wherever possible. • Access to school /setting school/setting email systems will always take place in accordance to data protection legislation and in line with other appropriate school/setting policies e.g. confidentiality. • Members of the community must immediately tell a designated member of staff if they receive offensive communication communication, and this will be recorded in the relevant files/records (such as safeguarding). • Staff will be encouraged to develop an appropriate work life balance when responding to email. • Emails sent to external organisations should be written carefully and checked before sending, in the same way as a letter written on school headed paper would be. • School email addresses and other official contact details will not be used for setting up personal social media accounts. • Where possible possible, emails must not contain personal opinions about other individuals, e.g. other staff members, children or parents. Descriptions of individuals must be kept in a professional and factual manner.

School Email. Where email is provided, it is for academic and professional use. The School’s school email system can be accessed from both the school computers, and via the internet from any computer. Wherever possible, all school related communication must be via the school email address. The sending of emails is subject to the following rules: • Language must not include swear words, or be offensive or abusive. • Emails or attachments of a pornographic, illegal, violent, sexist or racist nature are not permitted. • Sending of attachments which contain copyright material to which the School does not have distribution rights is not permitted. • The use of personal email addresses by staff for any official school business is not permitted. • The forwarding of any chain messages/emails etc. is not permitted. Spam or junk mail will be blocked and reported to the email provider. • Any electronic communication which contains any content which could be subject to data protection legislation (e.g. sensitive or personal information) will only be sent using a secure and encrypted method, including: o Email encryption; o A secure upload portal (where by the recipient will be required to log in to retrieve the email/documentation sent); o Password protection on sensitive documents. The sender must ensure that the password is sent separately to the intended recipient (i.e., in a separate email or password protectionover the phone). • Emails should never contain children’s full names either in the subject line or preferably not in the main body of the text. Initials should be used wherever possible. • Access to school /setting email systems will always take place in accordance to data protection legislation and in line with other appropriate school/setting policies e.g. confidentiality. • Members of the community must immediately tell a designated member of staff if they receive offensive communication and this will be recorded in the relevant files/records (such as safeguarding). • Staff will be encouraged to develop an appropriate work life balance when responding to email. • Emails sent to external organisations organisation’s should be written carefully and checked before sending, in the same way as a letter written on school headed paper would be. • School email addresses and other official contact details will not be used for setting up personal social media accounts. • Where possible emails must not contain personal opinions about other individuals, e.g. other staff members, children or parents. Descriptions of individuals must be kept in a professional and factual manner. Internet Access Internet access is provided for academic and professional use. The school internet connection is filtered, meaning that a large amount of inappropriate material is not accessible. However, on occasions it may be possible to view a website which is inappropriate for use in a school. In this case the website must be reported immediately to the Head Teacher. Staff must not therefore access from the school system any web page or any files downloaded from the web which could be regarded as illegal, offensive, in bad taste or immoral. Misuse of the internet may, in certain circumstances, constitute a criminal offence. In particular, misuse of the e-mail system or inappropriate use of the internet by viewing, accessing, transmitting or downloading any of the following material, or using any of the following facilities, will amount to gross misconduct (this list is not exhaustive): • Accessing pornographic material (that is writings, pictures, films, video clips of a sexually explicit or arousing nature), racist or other inappropriate or unlawful materials; • transmitting a false and/or defamatory statement about any person or organisation; • sending, receiving, downloading displaying or disseminating material which is discriminatory, offensive, derogatory or may cause offence and embarrassment or harass others; • transmitting confidential information about the School and any of its staff, students or associated third parties; • transmitting any other statement which is likely to create any liability (whether criminal or civil, and whether for the employee or for the School); • downloading or disseminating material in breach of copyright; • engaging in online chat rooms, instant messaging, social networking sites and online gambling; • forwarding electronic chain letters and other materials; • accessing, downloading, storing, transmitting or running any material that presents or could present a risk of harm to a child. Any such action will be treated very seriously and may result in disciplinary action up to and including summary dismissal. Where evidence of misuse is found the Trust may undertake a more detailed investigation in accordance with our Disciplinary Policy, involving the examination and disclosure of monitoring records to those nominated to undertake the investigation and any witnesses or members of management involved in the disciplinary procedure. If necessary, such information may be handed to the police in connection with a criminal investigation. Digital cameras The Trust encourages the use of digital cameras and video equipment; however staff should be aware of the following guidelines: • Photos should only be named with the pupil’s name if they are to be accessible in school only. Photos for the website or press must only include the child’s first name. • The use of personal digital cameras in school is not permitted, including those which are integrated into mobile phones, iPads or similar. • All photos should be downloaded to the school network as soon as possible. • The use of mobile phones for taking photos of pupils is not permitted. File Storage Staff members have their own personal area on the network, as well as access to shared network drives. Any school related work should be stored on one of these network drives. Personal files are not permitted on the network areas. Staff are responsible for ensuring they have rights for the storage of any file in their area, for example copyright music files. Any files stored on removable media must be stored in accordance with the information access and security policy, summarised as follows: • If information/data has to be transferred it must be saved on an encrypted, password protected, storage device. • No school data is to be stored on a home computer, or un-encrypted storage device. • No confidential, or school data which is subject to the Data Protection Act should be transferred off site unless it is sent by secure email. Mobile Phones Mobile phones are permitted in school, with the following restrictions: • They are not to be used when members of staff are directly supervising or working with children. Whilst members of staff are working in the classroom they should be securely stored in a bag/cupboard/locker. • Personal mobile phone cameras are not to be used on school trips. The Trust provides [digital cameras/trip phones] for this purpose. • All phone contact with parents regarding school issues will be through the school phone. • Personal mobile numbers should not be given to parents at the school. Social networking The Trust has a Social Media Policy which should be read in conjunction with this policy. The key requirements for staff are as follows: • Staff members have a responsibility to protect the reputation of the school, staff and students at all times and that they treat colleagues, students and associates of the school with professionalism and respect whilst using social networking sites. • Social networking sites should be used responsibly and users should ensure that neither their personal or professional reputation and/or the school’s reputation, nor the reputation of individuals within the school are compromised by inappropriate postings. • Use of social networking sites for school business is not permitted, unless via an officially recognised school site and with the permission of the Head Teacher. • Members of staff will notify the Head Teacher if they consider that any content shared or posted via any information and communications technology, including emails or social networking sites conflicts with their role in the school/setting. • No school information, communication, documents, videos and/or images should be posted on any personal social networking sites. • No details or opinions relating to any pupil are to be published on any website. • Users must not knowingly cause annoyance, inconvenience or needless anxiety to others (cyber bullying) via social networking sites. • No opinions regarding another member of staff, which could cause offence, are to be posted. • No photos or videos, which show pupils of the school who are not directly related to the person posting them, should be uploaded to any site other than the school's Website. • No comment, images or other material may be posted anywhere, by any method that may bring the school or, the profession into disrepute. • Users must not give students access to their area on a social networking site, (for example adding a student as a friend on Facebook). If, in exceptional circumstances, users wish to do so, please seek advice from the Head Teacher. Use of WhatsApp WhatsApp is not permitted for use on School issued devices or personal devices for School business. Members of staff are able to use WhatsApp on their own devices for personal communication. However, staff should not communicate internally with other staff members for School business using their personal WhatsApp accounts, sharing School related information which could include categories of personal data.

School Email. Where email is provided, it is for academic and professional use. The School’s email system can be ., [with reasonable/no personal use being accessed from both the school computers, and via the internet from any computer. Wherever possible, all school related communication must be via the school email address. The sending of emails is subject to the following rules: • Language must not include swear words, or be offensive or abusive. • Emails or attachments of a pornographic, illegal, violent, sexist or racist nature are not permitted. • Sending of attachments which contain copyright material to which the School does not have distribution rights is not permitted. • The use of personal email addresses by staff for any official school business is not permitted. • The forwarding of any chain messages/emails etc. is not permitted. Spam or junk mail will be blocked and reported to the email provider. • Any electronic communication which contains any content which could be subject to data protection legislation (e.g. sensitive or personal information) will only be sent using secure and encrypted email or password protection. • Emails should never contain children’s full names either in the subject line or preferably not in the main body of the text. Initials should be used wherever possible. • Access to school /setting email systems will always take place in accordance to data protection legislation and in line with other appropriate school/setting policies e.g. confidentiality. • Members of the community must immediately tell a designated member of staff if they receive offensive communication and this will be recorded in the relevant files/records (such as safeguarding). • Staff will be encouraged to develop an appropriate work life balance when responding to email. • Emails sent to external organisations should be written carefully and checked before sending, in the same way as a letter written on school headed paper would be. • School email addresses and other official contact details will not be used for setting up personal social media accounts. • Where possible emails must not contain personal opinions about other individuals, e.g. other staff members, children or parents. Descriptions of individuals must be kept in a professional and factual manner.