Page 116 - School Bus Operators and Attendants Handbook

POLICIES

resources, monitoring employee’s job performance and efficiency, consideration of
disciplinary action and loss or stolen resources or equipment. Information obtained from
electronic tracking may be used for disciplinary and/or legal actions against unauthorized
movement of District equipment. If equipment in the care of an employee is lost or stolen,
the employee must immediately report it to his/her supervisor.

d. Users of District technology shall not disable or turn off District antivirus or antispyware
software. Users shall not circumvent the rules of District firewalls or filters set forth in Policy
8.125 to access sites that would otherwise be blocked.

e. The District provides a business email account for employees. The employee account owner
is responsible at all times for proper usage. Users should be aware of Florida public record
laws and recognize that their email messages may be considered a public record.

f. The District maintains an email archive system. Each user is individually responsible for
maintaining the public accessibility of his/her own incoming and outgoing email messages
that are official records as required by the Public Records Law and the District’s Records
Retention Schedule, which can be found at:
https://www.palmbeachschools.org/records/wp-content/uploads/sites/9/2018/02/Records-
RetentionSchedule-March-2018.pdf. This includes when an employee’s email is subject to
long term retention per the Schedule. Where applicable, these standards govern not only to
emails but also text messaging, instant messaging and other forms of electronic messaging
when they constitute public records.

5. Examples of utilizing employee user account/passwords can include:

a. Electronically sign District documents by e-signature.
b. Provide access to the employee's personal information.
c. Make binding legal obligations, if the employee is authorized.
d. Access District files or records to the extent the employee is authorized.

6. All passwords are to be treated as sensitive and confidential information and shall not be shared with
anyone but the employee to whom they were assigned, unless otherwise authorized by Board policy.
Employees are responsible for all activity that occurs for user accounts that have been assigned to
them as well as any e-signatures that are attributed to their account.

7. Employees shall receive annual professional development training on technology security awareness
which will include new and ongoing threats to District resources. The training program may include
online courses, video presentations, bulletins and newsletters. Exempt employees may take the
course during their regular duty hours. Non-exempt employees must take the course during their
regular duty hours unless requested by the employee and permission is received from the
appropriate supervisor/administrator for overtime/comp time per School Board Policy 6.12 or the
applicable collective bargaining agreement. Information Technology may periodically send emails to

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