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District Policies

Viewing Policy: SR 4040 Employee Use of Technology








The San Benito Department of Education (“Department”) authorizes Department employees to use technology owned or otherwise provided by the Department as necessary to fulfill the requirements of their position. The use of Department technology is a privilege permitted at the Department’s discretion and is subject to the conditions and restrictions set forth in applicable County Superintendent policies and regulations, and this Acceptable Use Agreement. The Department reserves the right to suspend access at any time, without notice, for any reason.


The Department expects all employees to use technology responsibly in order to avoid potential problems and liability. The Department may place reasonable restrictions on the sites, material, and/or information that employees may access through the system.


The Department makes no guarantee that the functions or services provided by or through the Department will be without defect. In addition, the Department is not responsible for financial obligations arising from unauthorized use of the system.


Each employee who is authorized to use Department technology shall sign this Acceptable Use Agreement as an indication that he/she has read and understands the agreement.




Department technology includes, but is not limited to, computers, the Department’s computer network including servers and wireless computer networking technology (wi-fi), the Internet, email, USB drives, wireless access points (routers), tablet computers, smartphones and smart devices, telephones, cellular telephones, personal digital assistants, pagers, MP3 players, wearable technology, any wireless communication device including emergency radios, and/or future technological innovations, whether accessed on or off site or through Department-owned or personally owned equipment or devices.


Employee Obligations and Responsibilities


Employees are expected to use Department technology safely, responsibly, and primarily for work-related purposes. Any incidental personal use of Department technology shall not interfere with Department business and operations, the work and productivity of any Department employee, or the safety and security of Department technology. The Department is not responsible for any loss or damage incurred by an employee as a result of his/her personal use of Department technology.


The employee in whose name Department technology is issued is responsible for its proper use at all times. Employees shall not share their assigned online services account information, passwords, or other information used for identification and authorization purposes, and shall use the system only under the account to which they have been assigned. Employees shall not gain unauthorized access to the files or equipment of others, access electronic resources by using another person’s name or electronic identification, or send anonymous electronic communications. Furthermore, employees shall not attempt to access any data, documents, emails, or programs in the Department’s system for which they do not have authorization.


Employees are prohibited from using Department technology for improper purposes, including, but not limited to, use of Department technology to:


  1. Access, post, display, or otherwise use material that is discriminatory, defamatory, obscene, sexually explicit, harassing, intimidating, threatening, or disruptive


  1. Disclose or in any way cause to be disclosed confidential or sensitive Department, employee, or student information without prior authorization from a supervisor


  1. Engage in personal commercial or other for-profit activities without permission of the County Superintendent or designee


  1. Engage in unlawful use of Department technology for political lobbying


  1. Infringe on copyright, license, trademark, patent, or other intellectual property rights


  1. Intentionally disrupt or harm Department technology or other Department operations (such as destroying Department equipment, placing a virus on Department computers, adding or removing a computer program without permission, changing settings on shared computers)


  1. Install unauthorized software


  1. Engage in or promote unethical practices or violate any law or Superintendent policy, or regulation, or Department practice




Since the use of Department technology is intended for use in conducting Department business, no employee should have any expectation of privacy in any use of Department technology.


The Department reserves the right to monitor and record all use of Department technology, including, but not limited to, access to the Internet or social media, communications sent or received from Department technology, or other uses within the jurisdiction of the Department. Such monitoring/recording may occur at any time without prior notice for any legal purposes including, but not limited to, record retention and distribution and/or investigation of improper, illegal, or prohibited activity. Employees should be aware that, in most instances, their use of Department technology (such as web searches or emails) cannot be erased or deleted.


All passwords created for or used on any Department technology are the sole property of the Department. The creation or use of a password by an employee on Department technology does not create a reasonable expectation of privacy.


Personally Owned Devices


If an employee uses a personally owned device to access Department technology or conduct Department business, he/she shall abide by all applicable policies, regulations, and this Acceptable Use Agreement. Any such use of a personally owned device may subject the contents of the device and any communications sent or received on the device to disclosure pursuant to a lawful subpoena or public records request.




Any electronically stored information generated or received by an employee which constitutes a Department or student record shall be classified, retained, and destroyed in accordance with Department policies and regulations addressing the retention of Department or student records.




If an employee becomes aware of any security problem (such as any compromise of the confidentiality of any login or account information) or misuse of Department technology, he/she shall immediately report such information to the County Superintendent or designee.


Consequences for Violation


Violations of the law, policy, or this Acceptable Use Agreement may result in revocation of an employee’s access to Department technology and/or discipline, up to and including termination. In addition, violations of the law, policy, or this agreement may be reported to law enforcement agencies as appropriate.


Employee Acknowledgment


I have received, read, understand, and agree to abide by this Acceptable Use Agreement, SR 4040 – Employee Use of Technology, and other applicable laws and Department policies and regulations governing the use of Department technology. I understand that there is no expectation of privacy when using Department technology or when my personal electronic devices use Department technology. I further understand that any violation may result in revocation of user privileges, disciplinary action, and/or appropriate legal action.





I hereby release the Department and its personnel from any and all claims and damages arising from my use of Department technology or from the failure of any technology protection measures employed by the Department.



Name:___________________________________ Position: ______________________

(Please print)


School/Work Site: _______________________________________________________



Signature: __________________________________ Date: _______________________