Reports, guides, handbooks Policy Handbook 2019-20 | Page 56

Network Devices Before any network devices can be added to an individual building’s network, Network Services must grant permission. To gain this permission, a letter should be written to the supervi- sor of Network Services detailing the need and intended use. In the case of servers, the letter must also include the informa- tion content of the server, along with the name and credentials of a staff member who ultimately will be responsible for the use, maintenance, and content of the server. Authorization of Building Remote Access Staff wanting remote access to the district network must submit an application to the Network Services department. Upon ap- proval of the application, Network Services will supply remote access to district computing resources. The remote access user must follow recommended security practices of the network, including the use of up-to-date antivirus software. Basic Standards for Desktops and Laptop Computers • Employing Active Directory when logging onto district computers and servers provides a high level of security when using district-defined password criteria (password requirements are addressed later in this document). • Your computer should be secured whenever it is not in use by invoking the password on the computer and/or logging off the network. Leaving a computer open or logged in while you are away enables anyone to potentially access your grade book, email, and other information-sensitive files. • Desktop and laptop computers connected to the network must have an up-to-date version of antivirus software with current definition files. • All district workstations should be completely powered off at the end of each workday. Maintenance of Local Hard Drives Situations do occur that require hard drives to be reformatted and erased. • Only software considered part of the “district image,” which is consistent throughout the district, will be reinstalled. • Approved software purchased by the building will need to be reinstalled by the building technology support staff. With this in mind, installation disks of specific school purchased software should be kept in an identified location at your building. • Unlicensed software will not be reinstalled, nor will we be able to retrieve personal data files from the local hard drive. • Individuals are responsible for making backups of their data files. Removable Media All removable media (USB devices, external hard drives, CDs, flash drives, etc.) with sensitive data must be securely protected with a password or stored in a secure location. Software and Hardware Purchases Keep in mind that not all software available may work on our dis- trict computers or network. By the same token, not all hardware is compatible with our network. Therefore, it is essential that all curriculum areas, central departments, and site technology staff collaborate with Network Services, Desktop Services, and their Technology Facilitator before decisions involving purchases of hardware or software are made. 54 • Software should be ordered directly through the district Purchasing Department, using the TIES finance system. Information on standard district software can be found on the district website, Purchasing Department pages. • No unlicensed software should be installed on district computers. • For technology/hardware purchases, refer to the district web- site, Technology Purchasing pages. For items not listed on the website, contact your technology facilitator. Passwords All users that have access to the district WAN, either to access files on servers or to use the district email system, must maintain a password for their account. Users are not authorized to share their user credentials with anyone, except with authorized technology support staff. Users who share their credentials (username and password) will lose access to all district resources/applications for at least one day and will be counseled by their supervisor/teacher about the acceptable use guidelines. All users are required to change the default password assigned when their network account is created. In addition, all staff users must change their password every 120 days (this includes a 14-day reminder period) or on request from building technology support personnel. Electronic Devices The District defines electronic devices as, but not limited to, the following: • Laptop and desktop computers • Tablets • Wireless email and text-messaging devices, i.e., iPod • Smart Phones For purposes of this document, the term “Personal Electronic Device” refers to staff- or student owned electronic devices. District Electronic Device Standards and Support District technology staff provides basic installation, synchroniza- tion, and specific software support for district electronic devices. District technology support staff includes the building’s technol- ogy teacher, technology para, and technology facilitator, as well as Network Services, Desktop Services, and Communications Technology Department staff. Buildings should purchase an ex- tended protection plan (warranty) in situations where conditions promote breakage. District electronic devices contain sensitive data, posing a security risk to both individuals and the school district. These devices also have the added risk of being stolen, misplaced, or left unattended. Therefore, password protection is required on all District electronic devices. In cases where the device is lost or stolen, the owner’s direct supervisor must be notified. If the user is using active sync with the device in order to check district email, the device owner and/or supervisor must inform the Communications Technology Department to ensure sensitive data can be removed from the device. Staff-Owned Electronic Device Standards and Support District technology staff are not responsible for supporting staff- owned electronic devices. Users can access their district email using District-approved security protocols, which currently include https:// or SSL and are listed in the Guidelines for Staff Access to ahschools.us/policies 2019-20 School Handbook