• Email is not an effective medium for contentious , emotional , or highly confidential issues . These issues are more effectively dealt with through a phone call or personal meeting .
• Email messages to parents should be consistent with professional practices used for other correspondence . This includes grammar , format , and salutation .
• Email to students should be consistent with professional practices for other correspondence and may not include content of a personal nature .
• All emails that reside on the District servers are not confidential . Email messages may be requested by the public under the Right-to-Know Law and may , unless they are exempt under the law , be open to public inspection .
• Emails should be short and directional in nature and include only the facts .
• Communicate only with parents at email addresses listed in the Student Information System ( SIS ) unless steps have been taken to verify that the communication is occurring with a parent / guardian that has educational rights for the student .
• Communicate with students using only the email address listed in the SIS . That email address is the official , district-provided student email account .
• Carbon copy parents on emails to students .
• Care should be given when using student names . Refer to students by first name , initials , or “ your son / daughter ,” depending on the content . Do not discuss nonrelated students .
Staff are required to :
• Check email at least daily
• Respond to email messages in a timely fashion , usually considered to be within 2 working days .
• Delete messages after reading them . If you need to keep messages for any reason , file them in personal folders rather than the Exchange server folders .
• Avoid sending enclosures larger than 1 MB . For large file transfers , used shared folders on building servers .
• Subscribe only to list services that are critical to your job responsibilities .
• Do not forward or otherwise respond to “ chainmail ” type communications .
• Do not respond to spam or phishing attempts by clicking on any links or providing any account information . Know that district network / communications staff will NEVER ask for account information via email .
• Do not send email messages to all staff . Messages you would like to send to all staff should be sent to the Communications and Public Relations Department for inclusion in staff e-newsletter if appropriate .
Student email : Secondary ( grades 6 through 12 ) students will be provided district email accounts through our Anoka-Hennepin Apps system to promote effective communication . District-provided student email accounts are a privilege and district guidelines regarding the use of student email must be strictly followed . Student email accounts must be used for educational purposes only . If a student receives email with libelous , defamatory , offensive , racist , or obscene remarks , they are required to retain the mail and report it to a teacher immediately . Acceptable use of student email includes :
• Email should be used to communicate with a teacher regarding assignments , class projects , and class activities .
• Email should be used to include links to share homework documents created in Google Docs with the teacher or fellow students . Enclosing documents in an email is discouraged .
• Email communication between students should be used to facilitate collaboration , planning , and research for schoolrelated projects and activities .
• Email is not confidential or private and can be ready by teachers or district personnel .
Unacceptable use of student communication includes :
• Email must not contain libelous , defamatory , threatening , offensive , racist , or obscene remarks .
• Email should not be forwarded without the senders ’ permission .
• Students cannot attempt to send email from another person ’ s account or attempt to impersonate another student ’ s email address .
• Students cannot forward spam , jokes , images , executable files , or viruses . Doing so will cause a loss of internet and email privileges .
• Students cannot send inappropriate links , images , or executable files . Student Google websites : Secondary ( grades 6 through 12 ) students are provided access to Google Sites through the Anoka-Hennepin Apps system to promote effective communication and collaboration . District provided student websites are a privilege and district guidelines regarding the use of student created websites must be followed . Student created websites must be used for educational purposes only . Students can , upon graduation , transfer their Google Sites from their AHApps account to a personal account . Contact your technology teacher for instructions on how to transfer your digital portfolios . Acceptable use of student created Google Sites includes :
• Google Sites used to communicate with a teacher regarding assignments , class projects , and class activities .
• Google Sites between students should be used to facilitate collaboration , planning , and research for school-related projects and activities .
• Google Sites are not confidential or private and can be read by teachers or district personnel . Student created Google Sites should not include personal information including : addresses , birth dates , phone numbers , or personal identifiers . Unacceptable use of student Google Sites includes :
• Google Sites that contain libelous , defamatory , threatening , offensive , racist , or obscene remarks .
• Google Sites with inappropriate links , images , or executable files .
• Google Sites for non-educational uses .