Acceptable Use of Technology Policy

Company Name: Toronto Montessori School (TMS) Policy Title: Acceptable Use of Technology Policy Policy Owner: Vince Haines, CAO Approver: Andrew Cross, Head of School Version: 1 Last Review: September 30th 2021

Policy Statement

The staff at TMS use technology every day in order to communicate with one another and fulfill job responsibilities effectively and efficiently. Access to these resources is a privilege, and thus brings with it the need for responsible behaviour. Each staff member has a responsibility to uphold the School's ethics and values and to use all technology, including the Internet, in a responsible, productive and professional manner. This policy has been established to ensure the security and the integrity of the School's computing and communication systems. Any staff found to be violating this policy will be subject to disciplinary action up to and including possible termination of employment.

Purpose

The purpose of this policy is to set out conditions for the use of the School's technology, including all computers, computer related equipment, database/records systems, networks, software, the e-mail system, voicemail, fax transmissions and use of and access to the intranet and the Internet at the School.

Access

The use of technology is intended for school purposes. The staff may make limited personal use of the technology provided that such individuals do not compromise their normal work obligations and they comply at all times with the terms of this policy and other policies and guidelines applicable to the staff.

Appropriateness

Each member of staff shall use the technology in a fashion consistent with the School's values and in an ethical and lawful manner. Examples of conduct that violate the policy are as follows: ● using the technology to create, process, distribute or access illegal, offensive, pornographic and/or inappropriate materials ● sending/receiving defamatory, abusive, obscene, profane, sexually oriented, threatening or racially offensive messages ● downloading or storing obscene or offensive material on school-owned computer systems ● accessing sites containing sexually explicit, racist or other material clearly inappropriate to a school environment ● uses that are malicious, unethical or in violation of accepted community standards or school policies ● uses that violate any federal or provincial laws, including the Ontario Human Rights Code ● creating, exchanging, transmitting and/or downloading of messages or data that are offensive, harassing, obscene, libelous, abusive, discriminatory, or threatening or that encourage violence ● soliciting or conducting business activities which are unrelated to the staff member's duties and responsibilities at the School ● sending/receiving "chain" or "pyramid" letters

● spamming ● advertising or soliciting, including advertising of personal services ● computer-hacking and related activities or attempting to circumvent the School’s firewall ● attempting to disable or compromise the security of information contained on the School's computers; and/or using the systems for non-work related purposes ● modifying or attempting to modify another user’s network account or workstation without the consent of the user

Employees of TMS will ensure that all communication is in compliance with applicable privacy legislation, and that all records that contain personal information pertaining to a student or staff member in the custody and control of TMS will be maintained in strict confidence.

Content

Each member of staff is responsible for the content of all text, audio or images that they access or send via the Internet and phone systems, and for ensuring that the communications and messages conform in all respects to this policy, the School's morals and ethics. Staff members are responsible for saving and organizing their files and backing up their data to the School network.

Copyright and Software Installation

Staff members are not permitted to install software that is not licensed to TMS on TMS computers. Under no circumstances shall illegal copies of copyrighted software be made or used on school equipment. Any software deemed as free or freeware should not be installed without consulting with the IT Department first. Free software is not supported and may be removed permanently if it interferes with the normal operation of the computer system. Staff members are not permitted to install any software or application utility that modifies, interferes with or customizes the primary operating system. When saving files from the Internet, staff members should be aware that they may not use the technology or the Internet to transmit copyrighted materials belonging to entities other than TMS. Staff members are not permitted to copy, transfer, rename, add or to delete information or programs belonging to others, unless given the express permission to do so by the owner. Staff members shall, at all times, respect the rights of copyright owners, including software manufacturers, and abide by the terms of all licence agreements relating to the technology. Copyright infringement occurs when an individual inappropriately reproduces all or part of a work that is protected by copyright. A staff member who fails to comply with the terms of licence agreements, or engages in other conduct that fails to respect the rights of copyright owners or violates this policy may be subject to disciplinary action, up to and including possible termination of employment. Examples of copyright violations could include, but are not limited to, copying a picture, making illegal copies of software or music and/or reproducing part of a third party text and claiming credit for authoring that work.

Hardware and Hardware Installation

TMS makes advanced technology available to staff. The technology hardware may be in many forms, including but not limited to a computer, still or video camera, telephone, tablet or projector. TMS reserves the right to scan and evaluate the status of any TMS computer at any time. In addition, the staff member is responsible for the following: ● The staff member must return the hardware to the proper location when s/he is finished ● The hardware must never be left unattended ● The staff member is responsible for the cost of repair of any physical and software damage to the hardware; this includes damage from carelessness and obvious abuse ● No food or drink is allowed near the hardware, whether in use or not ● The staff member will operate the hardware in a safe and careful manner at all times, including proper shutdown procedures when not in use Staff members are not permitted to install or connect personal computer hardware locally or remotely without proper authorization from the School’s IT Department or Network Administrator. Personal laptops or tablets are not permitted on the school network unless approved by their Head of Department and Network Administrator. Any illegal file sharing or security compromising software on the personal device must be removed or deactivated before connecting to the network and up-to-date antivirus software must be present. Technical support for personal computers is not provided by TMS and should be directed to the manufacturer of the device. ● Personal Wi-Fi devices are not permitted on the school network. These devices include but are not limited to: IPod or equivalent MP3 devices ● IPhone, Blackberry, Android or equivalent mobile devices

Work Laptops

TMS provides a laptop computer when necessary to carry out day-to-day functions pertaining to their work and is not for personal use. TMS Staff should not be storing personal data on the laptop. The laptop computer is in good repair at the time it is provided, and is to remain in good repair while in the possession of the employee. ● TMS Staff are not permitted to use or install any of the following types of software: Peer to peer, Torrent or equivalent file sharing programs ● Server, network or proxy programs ● Gaming or media server programs TMS Staff who have been provided with a laptop are expected to comply with the Acceptable Use of Technology while on and off school property. In addition, the employee is also responsible for the following: ● placing the laptop on a flat, stable surface when in use ● storing the laptop securely when it is not in use ● ensuring a virus free and secure environment when the laptop is not on school property ● using the laptop bag provided or a laptop approved bag when travelling ● avoiding food or drink within the vicinity of the laptop ● replacing the cost of lost equipment or accessories

● the cost of repair from any physical or software damage as a result of carelessness or abuse ● keeping the laptop battery adequately charged ● frequently backing up their files to their network drive, external hard drive or USB drive

Upon termination of employment for any reason, the computer and all accessories shall be returned immediately. Laptops provided on a temporary basis are expected to be returned at the end of the predetermined duration.

Work Mobile Devices

TMS provides a mobile device where approved to carry out day-to-day functions pertaining to their work. The mobile device is in good condition when provided and is to remain in good condition while in possession of the employee. TMS Staff who have been provided with a mobile device are responsible for the following: ● keeping the battery adequately charged ● backing up any data stored on the device ● securing the device with a password (PIN or alphanumeric recommended), if applicable ● the cost from loss or repair from any physical or software damage as a result of carelessness or abuse ● ensuring the device is never left unattended ● avoiding food or drink within the vicinity of the device Upon termination of employment for any reason, the mobile device and all accessories shall be withdrawn immediately.

Internet

TMS gives its staff Internet access and expects them to use the Internet responsibly. Although TMS has put in place a blocked website list to prevent inappropriate material being passed through the network, it does not ensure 100% prevention. Acceptable Internet usage remains the responsibility of the staff member. TMS reserves the right to monitor all Internet access and deny access from any devices in violation of this policy. While using the Internet: ● Access Internet sites which are school appropriate ● Do not engage in any activity in violation of federal or provincial law ● Be mindful of copyright laws, and do not disseminate or print copyrighted materials ● Do not download or stream video, audio or image files that are not work related ● Do not introduce worms, Trojans, viruses, or any other software that maliciously interferes with computing operations ● Protect TMS’ competitive edge by not sending, receiving, printing or otherwise disseminating proprietary data, trade secrets or other confidential information ● Access the Internet for personal use only when it does not interfere with workplace productivity, and never use it for personal gain, personal business transactions or entertainment purposes ● Do not violate student privacy by transmitting student information without written permission from the student and parent as applicable

Social Networks, Websites and Blogs

TMS recognizes the value to TMS Staff of social networking websites (e.g. Facebook, Twitter) as a means of communicating with friends and relatives. Nonetheless, TMS Staff must understand the public nature of social networks and be aware of the responsibility and accountability that they must assume when using them. TMS Staff must not use social networking sites as a means of communicating with students. It is inappropriate to have current students as "friends" on these sites and any invitations from students to join a social network site must be declined. All communication with current students should be through the usual communication vehicles available through the School. Examples of inappropriate channels of communication include but are not limited to: ● Personal mobile phone ● Texting ● Personal email ● Instant messaging (e.g. MSN Messenger, Skype, BBM) Use of Web sites and blogs: ● Official Web sites or blogs to be used to conduct TMS business must be pre-approved by the Head of School and the Director of Marketing ● TMS Staff are cautioned to respect the rights of individuals and the School when utilizing non-official Web sites or blogs.

Email and Voicemail

Staff members of TMS are provided with email and voice mail access. These corporate assets are critical components of the TMS communication system, and employees are expected to use them responsibly. Employees who violate this policy are subject to disciplinary action, up to and including possible termination of employment. TMS reserves the right to monitor all email and voicemail messages. Email, voice mail, Internet access, and other computer access are not private. ● Do not use email or voice mail for personal use in a manner that interferes with school or business activity ● Maintain the security of your accounts and passwords. Change your password regularly, and log off when your terminal is unattended ● Maintain your accounts by purging old emails or voicemails when necessary ● Do not display or transmit images, sounds, or messages that are sexually oriented or discriminatory or that could make others uncomfortable ● Use corporate resources for business only. Sending or forwarding chain letters, sending confidential messages to non-TMS employees, and soliciting are prohibited

Passwords and Information Security

The use of passwords is intended to ensure that only authorized individuals have access to the School's technology and the private and confidential information they contain. Staff members shall not disclose passwords issued to the individual to any other person. Staff members shall not disclose passwords or use passwords provided to that individual to permit other persons to access the School's technology. Each staff member shall be responsible for all activities arising from the use of his or her password. Each member shall take reasonable precautions to protect the integrity of the School's systems and to prevent unauthorized access to the technology. For example, staff members, before leaving computers unattended, should lock the workstation, lock the room in which the individual's computer sits, or log off.

Privacy

Each staff member recognizes that employees do not have a reasonable expectation of privacy with regard to use of voice mail, email and data. TMS has the right, but not the obligation, to inspect any computer or computer systems, and to monitor the use of any of the technology, including, without limitation, inspecting the contents of voice mail and email messages. Members will not necessarily be notified when such monitoring is to take place, or whether monitoring has occurred. In certain situations, the School may be compelled to access, read, copy, reproduce, print, retain, move, store, destroy and/or disclose messages, files or documents stored in or sent over its email, Internet or computer systems. These situations may include the following: ● in the course of regular maintenance of the computer system ● in the event of a request for documents as part of litigation or similar proceedings ● where the School has reason to believe that the computer system is being used in violation of this Policy. Unauthorized access by any staff member of another individual's electronic information is a violation of school policy. Access by a staff member of another individual's electronic information will only be permitted with the written approval from either the Head or designate.

Violations

Staff members of TMS are expected to maintain the School's values and the integrity of its technology. For this reason, any staff member found to be abusing the privilege of the School regarding use or access to its technology or contravening the terms of this policy will be subject to disciplinary action, up to and including possible termination of employment. TMS reserves the right to inform appropriate law enforcement authorities or other officials of any offences or possible offences under the Criminal Code or other applicable statutes. TMS will not provide compensation for any work loss incurred if any disciplinary action is taken. If any employee needs clarification regarding the appropriate use of the School's technology, they are encouraged to direct their questions or concerns to the Manager of Information Technology, their direct supervisor, or the Manager of Human Resources.