Review the Employee Acceptable Use of Technology Resources Agreement and the Artificial Intelligence Addendum below. Employees complete the required acknowledgment electronically through the district form.
Employee Acceptable Use of Technology Resources Agreement
The Grant Parish School District (GPSB) recognizes the role of educational technologies in stimulating innovative approaches to teaching and learning and shifting the way educators and students access and transmit information, share ideas, and contact others. In addition, technology is a key component in transacting the business of the system and Board. The connection of schools and offices to the global online community brings new opportunities as well as responsibilities.
Acceptable use of these technology resources shall be consistent with the philosophy, goals and objectives of the School Board. Terms and Conditions within the district’s Acceptable Use of Technology Resources Agreement are provided so that all employees are aware of the responsibilities they will assume when using GPSB resources. Responsibilities include efficient, ethical, and legal utilization of the district’s technology resources. Each employee shall sign the Acceptable Use of Technology Resources Agreement. The signature shall be legally binding and will indicate that he/she has read the agreement carefully and agrees to abide by all terms and conditions.
Technology resources, as used herein, may include, but shall not be limited to, the following: Internet access, wired and wireless network, servers, cloud services, content filter, desktop computers, mobile computers (laptop, iPad, Chromebook), email, videoconferencing capabilities, electronic files, online collaboration capabilities, and numerous instructional resources delivered with computer technology.
Terms and Conditions of Use
The School District does not allow the use of technology resources for any illegal or inappropriate activities and shall not be responsible for such use by employees. The School District expects all users of district technology resources to apply them in appropriate ways for the performance of responsibilities associated with their positions and assignments. The following regulations, terms, and conditions for the use of technology resources shall not be all-inclusive, but only representative and illustrative. An employee who commits an act of misconduct or inappropriateness which is not listed may also be subject to disciplinary action. All users, including employees, students, or any other user of school district technology resources shall abide by all policies of the School Board including the District Technology Acceptable Use Policy, EFA and the Internet and Safety Policy both found in the Parish Policy Manual, along with any applicable administrative regulations and procedures.
Accountability
- Employee shall be accountable for the proper use and care of technology resources and for the repair or replacement of willfully or negligently damaged equipment.
- Employee shall appropriately supervise and monitor all students to ensure proper use of technology resources in his/her classroom.
Access and Use of Content/Resources
- Employee use of technology resources shall be reserved for educational purposes and the conducting of business aspects of the school system. Educational purposes include classroom activities and assignments, directed student research, interpersonal communication, professional development, collaborative projects, and dissemination of successful educational practices, methods, and materials.
- Employee shall not use GPSB’s technology resources for activities such as online shopping, listening to online radio stations, viewing streaming videos, downloading large files, gaming, and watching movies unless such activity is part of the curriculum or job responsibility as directed by appropriate authorities.
- Employees shall not store any personal information (e.g. personal pictures, personal files, etc.) on any district-owned computer or server.
- Employee materials or files, such as, but not limited to, lesson plans, schedules, letters, memos, documents, programs, spreadsheets, databases, and/or presentations created using district resources, or during periods for which the employee is compensated by the School Board become the intellectual property of the district. All files stored on the network shall be treated as district property subject to control and inspection by authorized district personnel.
- Employee shall respect copyright materials and other intellectual property. Employee may not duplicate, copy, or distribute electronic resources without the appropriate permission, documentation, or citation.
- Employee shall not download or install copyrighted software from any source on any school device. Any software not created by the user shall be considered copyrighted.
- Employee shall use GPSB-provided email account for educational purposes and school-related communication. Employee shall be responsible for the content of email messages in his/her account. Email communication is not a confidential medium for transmitting information and should be viewed as public in nature. An IT system administrator may review communications to maintain integrity system-wide and ensure that staff members are using the system responsibly.
- Employee shall not allow others to have access to or use his/her email account.
- Employee email account shall not be readily accessible by others.
- Employee shall not post or forward email “chain letters” or send annoying or unnecessary messages to others.
- Employee will not use district email to mass email and “spam” any users (internal or external) with unauthorized communications or solicitations.
- Employee will subscribe only to high-quality discussion group mail lists that are relevant to educational or professional development activities.
Illegal Activities
- Employee shall not attempt to gain unauthorized access to or “hack” into the district’s network, any computer system through the district’s network, or go beyond employee authorized access. This includes attempting to access, alter and/or delete another person’s account or files.
- Employee shall not tamper with hardware and/or software and/or make deliberate attempts to disrupt the computer system performance or destroy data by spreading computer viruses or by any other means.
- Employee will not use GPSB’s technology resources to transmit any material or to engage in any illegal activity in violation of any national, state, or local law.
- Employee shall not use GPSB technology resources for commercial, political, or religious purposes, or for personal or financial gain, fraud, or to engage in any other illegal acts.
- Employee will not use GPSB’s technology resources to participate in cyberbullying. Cyberbullying includes sending, posting, or sharing negative, harmful, false, or mean content about someone else. Cyberbullying can include sharing personal or private information about someone else causing embarrassment or humiliation.
- Employee will not attempt to impersonate another individual or organization using GPSB technology resources for any reason (i.e. “Phishing” or “Spoofing”).
- Employee shall not install any unauthorized or unlicensed school district software on his/her personal computer.
Inappropriate Language/Content
- Employee will not use obscene, profane, lewd, vulgar, rude, inflammatory, threatening, unprofessional, or disrespectful language in any electronic format using GPSB’s technology resources. This includes personal attacks or harassment of another person.
- Employee shall not use GPSB’s technology resources to access and/or display obscene, profane, lewd, vulgar, rude, inflammatory, threatening, harmful, unprofessional or disrespectful content in any electronic form including audio, images, video and text.
- Employee shall not post information in any electronic format that could cause damage, pose a danger of disruption, or incite confusion or panic, or may result in a disruption of the educational process of the district or school.
- Employee shall not attempt to remove, modify, or bypass district content filters, security systems, software, and/or configurations installed in order to access inappropriate content.
- Employee shall immediately report to school administration any website inadvertently accessed with inappropriate content. Note: GPSB, in compliance with the Children’s Internet Protection Act, will use its best effort to block content as described above; however, given the ever-changing nature of the Internet, there is no filtering system that is capable of blocking 100% of the objectionable material available on the Internet.
Personal Privacy
- Employee shall have no expectation of privacy in their use of GPSB’s technology resources. Employee use of the technology resources will be monitored, accessed, reviewed and retained. Illegal activity will be reported to appropriate authorities.
- Files or programs stored on a computer, server, or external drive that are in violation of this agreement may be removed by an IT system administrator without notice.
- Employee’s network activity and/or data stored on the district’s system including but not limited to a district computer, is a matter of public record.
Security
- Employee shall be responsible for maintaining the confidentiality of passwords. Under no condition should the employee give his/her password to others nor post the password in written form to be viewed by others. Likewise, using another person’s credentials to gain access is not permitted.
- Employee shall not allow others to have access to or use his/her accounts including, but not limited to, computer login credentials, email, district software accounts.
- Employee shall log off or lock user account anytime the device is not in use to prevent unauthorized access.
- Employee shall immediately notify district technology department authorities if a possible security problem is detected. Employee shall not search for security problems, attempt to circumvent security safeguards or in any way gain unauthorized access to any system or files.
- Employee is responsible for maintaining up-to-date antivirus software, provided by the district, on all devices in his/her charge. Employee must notify an IT system administrator immediately if computer(s) is not automatically updating. Employee may not remove, disable, or replace district antivirus solution for any reason.
- Employee may only use memory storage devices (i.e. external hard drives, flash drives, etc.) that have been scanned and found to be free of viruses.
- Employee shall not download, install, or execute programs from the Internet and/or external devices without permission from an IT system administrator.
- Employee shall not attach any device to the network. This includes personal devices and school purchased technologies acquired without approval from the district technology department. Devices may include but are not limited to computers, laptops, Chromebooks, printers, wireless routers. Authorized district level IT staff has the right to confiscate any personally-owned devices.
- Employee should not open or distribute files or programs of unknown or untrusted origin.
- Employee is expected to take reasonable safeguards against the transmission of security threats over network resources.
- Employee shall not use technology resources for unauthorized disclosure of personal or student information protected by Family Education Rights and Privacy Act and/or La. Rev. Stat. Ann. §17:3914, for inappropriate contact with an employee or student, or for use and/or dissemination of personal identification or confidential information regarding any student or employee. With proper permission from the Superintendent or his/her designee, an employee may send selected information in an encrypted form.
- Employee activity and files residing on GPSB’s technology resources will be treated as district property subject to control, inspection, and/or search by an IT system administrator.
- Employee is responsible for immediately reporting the improper use of district’s technology resources by others (employee or student) to an IT system administrator.
District-Owned Mobile Devices
- Employee is expected to treat the device with extreme care and caution. This includes, but is not limited to, no eating or drinking near the device, no loaning the device to family and friends, and maintaining functionality of antivirus.
- Employee use of the device shall be reserved for educational purposes and the conducting of business aspects of the school system. Personal use is strictly prohibited.
- Employee shall abide by the same acceptable use policies when using the device off the district network as when on the district network.
- Employee shall immediately report any loss, damage, or malfunction of the device to school administration and submit a work order. In the event of theft, a police report must be filed. Employee may be financially accountable for any damage resulting from negligence or misuse.
- Employee must immediately return device to school administration when employment with the school districts ends. Failure to do so will be considered theft and law enforcement agencies will be contacted.
- Employee is responsible for all activity generated from and all files residing on the device. The employee is responsible for backing up his/her data.
- An IT system administrator has the right to monitor, track, and document the overall activity of the device. This includes, but is not limited to, auditing the computer for usage, software installed, etc.
Discipline and Due Process
- Compliance with this agreement shall be a condition of employment. Any employee who violates this agreement shall be subject to disciplinary action that may include suspension, termination, legal action and/or prosecution.
- The employee shall cooperate fully with local, state, or federal officials in any investigation concerning or relating to any illegal activities conducted over the district’s technology resources.
- The results of any investigation conducted under this policy shall be considered admissible evidence in any proceeding related to workers’ compensation or claims for unemployment compensation and in any other administrative proceeding, hearing or civil litigation when the inappropriate use of the district’s technology resources is relevant. Action to discipline/terminate an employee under this agreement shall be subject to any due process hearing that may be required by law and/or School Board policy.
- Inappropriate use may require restitution for costs associated with system restoration, hardware, or software costs.
Acceptable Use Policy AI Addendum
Addendum to the Acceptable Use of Technology Systems Policy
Grant Parish School District
This addendum supplements the District’s Acceptable Use of Technology Systems Policy and establishes expectations for the use of artificial intelligence tools on District networks, devices, and systems. Users of District technology are expected to read and follow this addendum in addition to the full Acceptable Use Policy.
The District’s complete Artificial Intelligence Use Policy (Board Policy – AI) governs all AI use in the District and should be consulted for detailed requirements. This addendum provides a summary of key expectations.
A.1 Scope
This addendum applies to all students, staff, volunteers, contractors, and other users of District technology systems, including District-owned devices, District networks, District accounts, and personal devices used for District purposes.
A.2 Ethical Use
Users must use AI tools ethically and responsibly. Ethical use means:
- Not using AI to cheat, plagiarize, fabricate work, or misrepresent authorship
- Not using AI to harass, threaten, bully, impersonate, or harm others
- Not generating content that is sexually explicit, violent, harmful, or otherwise inappropriate for a school setting
- Critically evaluating AI-generated content for accuracy, bias, and appropriateness before use
- Disclosing AI use when required by teacher instructions, District policy, or professional obligation
A.3 Privacy and Data Protection
Users must protect the privacy of students, employees, and others when using AI tools:
- Do not enter student personally identifiable information (PII) into AI tools that have not been approved by the District
- Do not enter confidential employee information, IEP/504 data, health records, discipline records, or login credentials into unapproved AI tools
- Use only District-approved AI tools for work involving student data or official District operations
- Comply with FERPA, COPPA, and Louisiana student privacy law (La. R.S. 17:3914) in all AI interactions
A.4 No Expectation of Privacy
Users have no expectation of privacy when using District networks, devices, accounts, or systems, including when interacting with AI tools. The District reserves the right to monitor, log, and review activity on District technology resources to ensure compliance with this policy and applicable law.
A.5 Monitoring and Enforcement
The District may block or restrict AI tools that are unsafe, misused, inappropriate, or not approved for District use. Violations of this addendum may result in:
- Suspension or revocation of technology access
- Disciplinary action under the Student Code of Conduct or employee handbook
- Notification to parents, guardians, or supervisors as appropriate
- Legal action in cases involving violations of law
A.6 Student-Specific Expectations
Students may use AI tools only when the teacher or assignment directions specifically permit it. If AI use is not specifically allowed, students should assume it is not permitted for that assignment. Students who use AI without authorization may face academic and disciplinary consequences.
A.7 Staff-Specific Expectations
Staff must use only District-approved AI tools for instructional and operational work involving student data. Staff may not independently contract for, purchase, or require students to use AI tools that have not been approved through the District’s review process. AI outputs in official District communications and documents must be reviewed by an appropriate employee before use.
A.8 Policy Reference
For complete requirements regarding AI use, data privacy, the tool approval process, vendor obligations, academic integrity, and consequences, see the District’s Artificial Intelligence Use Policy (Board Policy – AI) and the Administrative Procedures for AI Implementation.