Online & technology safety policy

Online & technology safety policy

DATE CREATED: September 2014
DATE REVIEWED: September 2020
DATE OF NEXT REVIEW: September 2021

1. PURPOSE:
Alert Training UK Ltd (hereafter “the company”) recognises the benefits and opportunities which new technologies offer to teaching and learning. We encourage the use of technology in to enhance skills and promote achievement. However, the accessible and global nature of the internet and variety of technologies available mean that we are also aware of potential risks and challenges associated with such use. Our approach is to implement safeguards within the company and to support staff and learners to identify and manage risks independently. We believe this can be achieved through a combination of security measures, training and guidance and implementation of our associated policies. In furtherance of our duty to safeguard learners and the Prevent Agenda, we will do all that we can to make our learners and staff stay technology safe and to satisfy our wider duty of care. This On-Line/Technology Policy should be read in conjunction with other relevant Company policies e.g. Safeguarding, Prevent, Conflict of Interest, Staff and Student Disciplinary Policy.

2. DEFINITION:
On line/internet/modern technology, sometimes referred to as digital technology safety, on-line safety or cyber safety, is a relatively new concept that has grown with advances in the internet. There are many aspects to internet safety. Broadly, the term refers to practices and precautions we should all observe when using the internet, to ensure personal information, computer and other digital equipment remains safe.

3. SCOPE/OBJECTIVES & PROCEDURE:
Authorised Access:
Internet access for learners should be seen as an entitlement on the basis of educational need and an essential resource for staff. Parental permission should be sought at least at the start of each programme and use of home school authorisation document is acceptable.
The company receives Internet Service Provision (ISP) from BT and will request monitoring reports from the ISP which will be regularly checked to identify any attempts to access illegal content and should notify the local police and Wiltshire Council in these instances.
The company will keep a record of all staff and learners who are granted Internet access. The record will be kept up-to-date; for example if a learner’s access is withdrawn.

Filtering and Monitoring:
Despite careful design, filtering systems cannot be completely effective due to the speed of change of web content. Internet access must be appropriate for all staff and learners.
A log of all staff with unfiltered access to the Internet will be kept and regularly reviewed.
A designated member of staff will review the popular permitted and banned sites accessed by the company.
The company will work in partnership with parents, host schools, Wiltshire Council, DFE and its ISP to ensure systems to protect learners are reviewed and improved.
If staff or learners discover unsuitable sites, the URL (web address) and content must be reported to the Internet Service Provider.
Website logs will be regularly sampled and monitored by a senior member of the company
Senior staff will ensure that regular checks are made to ensure that the filtering methods selected are appropriate, effective and reasonable.
Any material that the company believes is illegal or may place an individual at risk must be referred to the appropriate authorities i.e. Head teacher, LADO, Police, Internet Watch Foundation.

Risk Assessment:
As the quantity and breadth of the information available through the Internet continues to grow it is not possible to guard against every undesirable situation. The company will address the issue that it is difficult to remove completely the risk that learners might access unsuitable materials via the company system.
In common with other media such as magazines, books and video, some material available via the Internet is unsuitable for learners. The company will take all reasonable precautions to ensure that users access only appropriate material. However, due to the international scale and linked nature of Internet content, it is not possible to guarantee that unsuitable material will never appear on a company computer. The company cannot accept liability for the material accessed, or any consequences of Internet access.
Methods to identify, assess and minimise risks will be reviewed regularly.
The directors will ensure that the Internet policy is implemented and compliance with the policy monitored.
The use of computer systems without permission or for inappropriate purposes could constitute a criminal offence under the Computer Misuse Act 1990. Counter & Terrorism & Security Act 2015.
Counter Terrorism & Security Act 2015 – This places a duty to have due regard to the need to PREVENT people from being drawn into terrorism. See Company (Safeguarding & Prevent Policy).

The Learning Programmes:
The Internet is an essential resource to support teaching and learning. In delivering the learning programmes, tutors need to plan to integrate the use of communications technology such as web-based resources, email and mobile learning. Computer skills are vital to access life-long learning and employment; indeed ICT is now seen as an essential life-skill.
Internet use is a part of the statutory curriculum and a necessary tool for staff and learners.
The purpose of Internet use in the centre is to raise educational standards, to promote learner achievement, ensure wellbeing, to support the professional work of staff and to enhance the company’s management information and business administration systems.
Whilst Internet access is an entitlement, users will need to show a responsible and mature approach to its use or this privilege may be removed.
The Internet is an essential part of everyday life for education, business and social interaction. The company has a duty to provide learners with quality Internet access as part of their learning experience.
Learners use the Internet widely and need to learn how to evaluate Internet information and to take care of their own safety and security.

Enhancing Teaching and Learning:
Benefits of using the Internet modern technology in education include:
Access to a variety of worldwide educational resources;
Educational and cultural exchanges between learners worldwide;
Vocational, social and leisure use in libraries, clubs and at home;
Access to experts in many fields for learners and staff;
Professional development for staff through access to national developments;
Educational materials and effective curriculum practice;
Collaboration across networks of industry, support services and professional associations;
Improved access to technical support including remote management of networks and automatic system updates;
Access to learning wherever and whenever convenient.

Evaluating Content:
Information received via the web, e-mail or text message requires good information-handling and digital literacy skills. In particular it may be difficult to determine origin and accuracy, as the contextual clues may be missing or difficult to read. A whole curriculum approach may be required.
Ideally inappropriate material would not be visible to learners using the web but this is not easy to achieve and cannot be guaranteed. Learners should be taught what to do if they experience material that they find distasteful, uncomfortable or threatening.
Learners will be taught to be critically aware of the materials they read and how to validate information before accepting its accuracy.
Learners will use age-appropriate tools to research Internet content.
The evaluation of online materials is a part of teaching and learning in every subject and will be viewed as a company requirement across the curriculum.
If staff or learners discover unsuitable site or content they consider to be inappropriate, the URL (address) and content should be reported to their tutor
The company will ensure that the use of Internet derived materials by staff and by pupils complies with copyright law.
Learners will be taught to acknowledge the source of information used and to respect individuals and intellectual property when using Internet material in their own work.

Website Content:
Publication of any information online should always be considered from a personal and company security viewpoint.
The point of contact on the company website should be the business address, e-mail and telephone number. Staff or learner’s personal information will not be published.
Written permission from individuals, parents or carers will be obtained before photographs of learners are published on the company website. Photographs will be selected carefully and will not enable individuals to be clearly identified.
Learners full names will not be used anywhere on the website, particularly in association with photographs.
The nature of all items uploaded will not include content that allows the learners to be identified, either individually or through aggregated pieces of information.
The directors will take overall editorial responsibility and ensure that content is accurate and appropriate.

Managing e-mail
E-mail is an essential means of communication for both staff and learners. Directed e-mail use can bring significant educational benefits. However, the use of e-mail requires appropriate safety measures.
Email accounts will be for the use of staff only in normal business activities.
No email account will be offered to learners.

Online communications and Social Media.
Online communications, social networking and social media services may be filtered in the centre by their ISP but are likely to be accessible from home.
All staff should be made aware of the potential risks of using social networking sites or personal publishing either professionally with students or personally. They should be made aware of the importance of considering the material they post, ensuring profiles are secured and how publishing unsuitable material may affect their professional status.
Learners should be encouraged to think about the ease of uploading personal information, the associated dangers and the difficulty of removing an inappropriate image or information once published.
Users will be advised about how to keep personal information safe when using online services.
Users must not reveal personal details of themselves or others in online communication, including the tagging of photos or video, or to arrange to meet anyone.
Staff wishing to use Social Media tools with students as part of the curriculum will risk assess the sites before use and check the sites terms and conditions to ensure the site is age appropriate. Staff will obtain documented consent from the Senior Leadership Team before using Social Media tools in the classroom.
Staff official blogs or wikis should be password protected and only operate with approval from the SLT.
Personal publishing will be taught via age appropriate sites that are suitable for educational purposes. They will be moderated by the company where possible.
Learners will be advised on security and privacy online and will be encouraged to set passwords, deny access to unknown individuals and to block unwanted communications. Learners will be encouraged to approve and invite known friends only on social networking sites and to deny access to others by making profiles private.
No member of the company should publish specific and detailed private thoughts about the business especially those that may be considered threatening, hurtful or defamatory.
Concerns regarding students’ use of social networking, social media and personal publishing sites will be raised with their parents/carers, particularly when concerning students’ underage use of sites.
Staff personal use of social networking, social media and personal publishing sites will be discussed as part of staff induction and safe and professional behaviour will be outlined Code of Conduct policy
In line with, ‘Guidance for Safer Working Practice for Adults who Work with Children and Young People’ it will not be considered appropriate for staff to engage in personal online communications with children and young people, parents or carers. Express care is also to be taken regarding the use of social networking sites.

Mobile Devices including Bring You Own Device (BYOD)
Mobile devices refer to any device that provides access to the internet or internal network for example, tablet (Apple Android, Windows, and other operating systems) e-readers, mobile phone, iPad, iPod touch, digital cameras.
Mobile devices can be used to facilitate communication in a variety of ways with text, images, sound and internet accesses all common features. A policy which prohibits users from taking mobile devices to the centre could be considered to be unreasonable and unrealistic for schools to achieve. Due to the widespread use of mobile devices it is essential that steps are taken to ensure that these devices, both personally and company owned, are used responsibly.
Allowing the use of mobile devices is a school decision, and should be subject to the following key principles:
All individuals are protected from inappropriate material, bullying and harassment
users have access to resources to support learning and teaching
users should be given clear boundaries on responsible and professional use

The following points must be observed:
Mobile devices that are brought in to the company remain the responsibility of the user. The company accepts no responsibility for the loss, theft or damage of such items.
Sending abusive or inappropriate messages or content is forbidden by any user within the centre
Mobile devices may be used during lessons or formal session time as part of approved and directed curriculum based activity.
Staff should be provided with company equipment for the taking photos or videos of pupils linked to an educational intention. In exceptional circumstances staff may need to use personal devices for such a purpose and when doing so, should ensure they comply all relevant policies.
For the safeguarding of all involved, users are encouraged to connect mobile devices through the company wireless provision and service that allows the ability to filter any device that uses the company
Internet connection, without having to configure the user’s device.

Video Conferencing
Video conferencing (including FaceTime, Skype and Lync) enables users to see and hear each other between different locations. This ‘real time’ interactive technology has many potential benefits in education and where possible should take place using the company’s wireless system.
All video conferencing equipment in the classroom must be switched off when not in use and not set to auto answer.
Learners will ask permission from a tutor before making or answering a video conference call.
Video conferencing will be supervised appropriately for the learner’s age and ability.

Emerging Technologies
Many emerging communications technologies offer the potential to develop new teaching and learning tools, including mobile communications, Internet access, collaboration and multimedia tools. A risk assessment should be completed on each new technology and assessed for effective and safe practice in classroom use. The safest approach is to deny access until a risk assessment has been completed and safety has been established.
Emerging technologies will be examined for educational benefit and a risk assessment will be carried out before use in the centre is allowed.

Cyber bullying can be defined as “The use of Information Communication Technology, particularly mobile phones and the internet to deliberately hurt or upset someone” DCSF 2007.
For most, using the internet and mobile devices is a positive and creative part of their everyday life. Unfortunately, technologies can also be used negatively. It is essential that young people, staff, parents and carers understand how cyber bullying is different from other forms of bullying, how it can affect people and how to respond and combat misuse. Promoting a culture of confident users will support innovation and safety.

Cyber bullying (along with all other forms of bullying) of or by any member of the centre community will not be tolerated. Full details are set out in the child protection policies.

Data Protection
The quantity and variety of data held on learners, families and on staff is expanding quickly. While this data can be very useful in improving services, data could be mishandled, stolen or misused. The Data Protection Act 1998 gives individuals the right to know what information is held about them and provides a framework to ensure that personal information is handled properly. It promotes openness in the use of personal information.
Personal data will be recorded, processed, transferred and made available according to the Data Protection Act 1998.

4. POSSIBLE ACTIONS TAKEN BY THE COMPANY:
Internal disciplinary action may be taken if staff do not adhere to the said policy and procedure.

5. ASSOCIATED DOCUMENTS (Linked policies etc.)
Safeguarding & Prevent Policy Assessment Policy.
Appeals Statement.
Staff Grievance & Disciplinary Procedure.
Awarding Body Investigation Guidelines/Centre Codes of Practice.
Child Protection Policy.
Data Protection Policy.
Risk Assessment Policy.
Safe Recruitment Policy.
Computer Misuse Act 1990. Counter & Terrorism & Security Act 2015.
HM Government Prevent Duty Guidance Document

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