“Play, learn, Laugh, Succeed”
E-Safety and Acceptable Use Policy
E-Safety Lead: Lara Collingwood
E-Safety Governor: Teresa Dodgson
I.C.T Lead: Emma Thompson
Network Manager: Dave Wilson
C.E.O.P trained staff: Emma Thompson
Lara Collingwood
Designated Safeguarding Lead:Lara Collingwood
Date of last review: October 2017
Next review date: October 2018
Fort Royal is a generic day special school catering for pupils aged 2-11 with a wide range of SEND. It incorporates a Nursery Assessment Facility which serves the south of Worcestershire. Pupils come from a wide variety of backgrounds and the school aged children have a statement of Special Educational Needs or an Education, Health and Care Plan.
1. Introduction
1.1. Fort Royal embraces the positive impact and educational benefits that can be achieved through the appropriate use of the Internet and associated communications technologies. However, we are also aware that inappropriate or misguided use can expose both adults and young people to unacceptable risks and dangers. To that end, Fort Royal aims to provide a safe and secure environment which not only protects all people on the premises but also educates them on how to stay safe in the wider world.
1.2. The policy has been developed in consultation with the Senior Leadership Team and Governing Body.
2. Scope
2.1. This policy and related documents apply at all times to fixed and mobile technologies owned and supplied by the school and to personal devices owned by adults or pupils and used whilst on the school premises.
2.2. Where possible, this policy has been explained to the pupils of the school so that:
•They understand that there are dangers associated with the Internet and associated mobile technologies
•They know what behaviour is expected of them
•They know what to do if they encounter unacceptable, undesirable or inappropriate use of technology
3. Illegal, Undesirable or Inappropriate Activities
3.1. Fort Royal believes that the activities listed below are inappropriate in a school context and that users should not engage in these activities when using school equipment or systems in or out of school.
3.2. Users shall not visit internet sites, make, post, download, upload, transfer, communicate or pass on, material, remarks, proposals or comments that contain or relate to:
•Child sexual abuse images (illegal – The Protection of Children Act 1978)
•Grooming, incitement, arrangement or facilitation of sexual acts against children (illegal – Sexual Offences Act 2003)
•Possession of extreme pornographic images (illegal – Criminal Justice and Immigration Act 2008)
•Criminally racist material in UK – to stir up religious hatred or hatred on the grounds of sexual orientation (illegal – Public Order Act 1986)
•Promotion of any kind of discrimination
•Promotion of racial or religious hatred
•Threatening behaviour, including promotion of physical violence or mental harm
•Any other information which may be offensive, breaches the integrity of the ethos of the school or brings the school into disrepute
3.3. Additionally, the following activities are also considered unacceptable on any ICT devices provided by the school:
•Using school systems to run a private business
•Using systems, applications, website or other mechanisms that bypass the filtering or other safeguards employed by the school and Worcestershire County Council.
•Uploading, downloading or transmitting commercial software or any other copyrighted materials belonging to third parties, without the necessary licensing permissions
•Revealing or publicising confidential or propriety information (for example, financial/personal information, databases, computer/network access codes and passwords)
•Creating or propagating computer viruses or other harmful files
•Carrying out sustained or instantaneous high volume network traffic (downloading/uploading files) that causes network congestion and hinders others in their use of the internet
•On-line gambling and non-educational gaming
•Publicly criticising or blaming school management, colleagues or the county council through any medium including internet ‘blogs’, websites or social networking tools.
•Disclosing or publicising any confidential or personal information about the school, its staff, pupils or other members of the school community.
•Using social media in any way that might bring the school into disrepute or undermine its’ policies or ethos.
4. Roles and Responsibilities
4.1. The Governing Body
• is responsible for the approval of this policy and for reviewing its effectiveness by receiving regular information about e-safety incidents and monitoring reports.
4.2. The Head Teacher
•has ultimate responsibility for establishing safe practice and managing e-safety issues at Fort Royal. He, in turn, delegates responsibility for the day to day management of e-safety issues to the e-safety lead.
•will be familiar with the procedures to be followed in the event of a serious e-safety allegation being made against a member of staff.
4.3. The E-safety Lead
•enables all staff to take day to day responsibility for e-safety issues by providing systems and information that enable them to contribute to the monitoring of ICT use in the school
•ensures that all staff are aware of the procedures that need to be followed in the event of an e-safety incident
•has a leading role in establishing and reviewing the school e-safety policy
•provides advice and access to training for staff
•liaises with the Local Authority as necessary
•liaises with the school ICT and Computing Team
•reviews, at least weekly, the output from monitoring software and initiates action when necessary
•meets regularly with the Head Teacher to discuss current issues and any incident logs
•attends relevant meetings of the Governing Body when requested to do so.
•receives appropriate training and support to fulfil their role effectively
4.4. School Staff
All school staff have certain core responsibilities within and outside the school environment. They should
•safeguard the welfare of children and refer any concerns to the Designated Safeguarding Lead
•have an up to date awareness of e-safety matters and of the current school e-safety policy and practices
•use technology responsibly
•read, understand and sign the school’s Acceptable Use Agreement for staff
•accept responsibility for their use of technology
•report any suspected misuse, incidents or problems to the e-safety lead or a member of the Senior Leadership Team
•model best practice when using technology
•embed e-safety issues in the curriculum and other school activities
•understand that all network activity and online communications are monitored and be aware that in certain circumstances, where unacceptable use is suspected, enhanced monitoring and procedures may come into action
4.5. Network Manager (School based) ensure
•the school’s ICT infrastructure and data are secure and not open to misuse or malicious attack
•the school meets the e-safety technical requirements
•users only access the school’s networks through password protection
•any shortcomings in the infrastructure are reported to the e-safety lead or Head Teacher so that appropriate action may be taken.
5. Acceptable Use Policy Agreements
5.1. All members of the school community are responsible for using the school ICT systems in accordance with the appropriate acceptable use policy, which they will be expected to sign before being given access to school systems. In addition, any pupil, member of staff or visitor who use their own personal devices in order to access the school network or internet are also required to sign an acceptable use policy agreement.
5.2. Acceptable use policy agreements are provided for:
•Pupils (where it is appropriate)
•Staff and volunteers
•Parents / Carers
•Visitors / Community users of the school’s ICT system
(see appendices 1-5)
5.3.Pupils with severe or profound and multiple learning difficulties, who are unable to independently access the internet or mobile technologies are not required to sign an acceptable use policy agreement. Wherever possible, the acceptable use policy will be explained to pupils at a developmentally appropriate level.
5.4.With the exception of pupils with severe or profound and multiple learning difficulties, all users are required to agree to an acceptable use policy before being allowed to log on to the school network.
5.5.All employees of the school and volunteers sign a written acceptable use policy when they take up their role in school and in the future if significant changes are made to the policy.
5.6.Parents will be asked to sign a written acceptable use policy for those children who take home communication devices e.g. mini iPads and also to show that they are aware of the importance of online safety and are involved in the education and guidance of young people with regard to their on-line behaviour.
5.7.Visitors / Community users sign when they first request access to the school’s ICT system. This is then valid for any future visits.
6. Internet Access
6.1. Central filtering of websitesis provided bySmoothwall and managedthrough the IBS Schools Broadband Serviceandschools Network Manager. Staff requiring access to a restricted site are required to submit a request to the Network Manager and this will be granted or denied once the website has been reviewed.
6.2. Requests for changes to the filtering are directed to the e-safety lead in the first instance who forwards these on to Network Manager or liaises with the Head as appropriate. Change requests are also recorded in the e-safety log.
6.3. All staff and students (where appropriate) understand that if an inappropriate site is discovered it must be reported to the e-safety lead who will report it to the Network Manager in order for it to be blocked.
6.4. If any incidents occur, where it is suspected that an inappropriate website has been accessed, then this will be recorded in the e-safety log book for audit purposes.
7. Email
7.1. Access to email is provided for all users in school through Office 365managed by the network manager. All staff and pupils (where appropriate) are provided with Global Ids and passwords.
7.2. All staff are given a school e-mail address and understand that this must be used for all professional communications. Where appropriate, pupils are also given a school e-mail address that can be used for educational purposes.
7.3. Everyone in the school community who is able to use email is informed, through the acceptable use policy (and explained to pupils where appropriate), that the e-mail system may be monitored and should not be considered private communication.
7.4. The school encourages the use of e-mail to contact the school via the school office or staff e-mail addresses. The school does not publish any contact details for the pupils.
7.5. Staff are allowed to access personal e-mail accounts on the school system outside of directed time and understand that any messages sent using the school equipment should be in line with the acceptable use policy. In addition, they are made aware that these messages will be scanned by Visigo, (we cannot guarantee the confidentiality of the data once it is used on a school system.)
7.6. Pupils may be given the opportunity to check their own e-mail outside of lesson time and understand that any messages sent using the school equipment should be in line with the Acceptable Use policy. In addition, they are made aware that these messages will be scanned by the monitoring software.
7.7. Users must immediately report, to the e-safety lead or designated safeguarding lead, the receipt of any email that makes them feel uncomfortable or is offensive, threatening or bullying in nature. They must not respond to such emails.
7.8. Where appropriate, pupils are made aware of the dangers and good practices associated with the use of email through the e-safety program that forms a part of the long term plan for ICT and Computing.
7.9. It is recognised that e-mail or instant messages received or transmitted by children can contain language or content that is unacceptable. It is also recognised that some people may try to use e-mail to identify and contact children for unacceptable reasons. To help to avoid these problems the Fort Royal has adopted the following practice:
•Pupil (and staff) email accounts are scanned for viruses
•Visago monitors all messages sent or received using school owned equipment, whether or not it is connected to the school network, and captures all inappropriate content that can then be reviewed by authorised staff and also reports 24/7 artificial intelligence, which is then transferred to Human and/or police if it is severe.
7.10.However, it must be acknowledged that the authority’s email system is web based and can be accessed by pupils at home, as can instant messaging systems and social networking sites on machines that are not owned by school and do not have monitoring software installed on them. As such, parents also need to be encouraged to be vigilant and carefully monitor their child’s use of technology.
7.11.To avoid children revealing their identification within e-mail messages pupils are taught:
•never to reveal their address
•never to give information that might reveal his / her whereabouts
•never to reveal any other personal information that may allow strangers to identify them.
This message is frequently re-enforced in order to ensure that pupils retain the information and can be reminded about what to do if they have a problem.
7.12. If staff believe that children have been targeted with e-mail messages by parties with criminal intent, the messages will be retained, the incident recorded, and the Governors and the child's parents informed. Advice from the Local Authority will also be taken regarding any further action.
8. Fort Royal School Website
8.1. The Fort Royal website can be found at
8.2. Fort Royal uses its website in order to share information with and beyond the school. This includes, from time-to-time, celebrating the work and achievements of pupils.
8.3. Personal information will not be posted on the school website and only official email addresses will be used to identify members of staff.
8.4. Pupils are not identified by name on the school website. If, for any reason, a pupils name does need to be included, only his/her first name will be used and only then following parental consent.
8.5. Pupil’s work is only published on the school website following permission from their parents or carers.
8.6. The Head Teacher takes overall responsibility for content published to the school web site but delegate’s general editorial responsibility to Lara Collingwood (e-safety lead and assistant head teacher) andLydia Hood (school business manager).
8.7. Class teachers and subject leaders are responsible for the editorial control of any work published by their students.
8.8. The school will hold the copyright for any material published on the school web site or will obtain permission from the copyright holder prior to publishing with appropriate attribution.
11. Anti Virus Software
11.1. Sophos Enterprise Edition anti-virus software is installed on all computers by the school.It is managed by the network manager through a
console on the server. He will detect, view and remove viruses from the
console. Any files which are infected will be removed without warning or consent from the user, in order to maintain security on the network.
12. Monitoring of the Use of Computers, Software, Email and Internet Use
12.1. Visago is installed on all desktops and laptops that connect to the school network. Visago works by monitoring all computer activity and generating screen captures of any activity that contains a trigger word from one of its many libraries. The screen captures are stored centrally on a server hosted by Forensic Software Ltd. Visago continues to work when laptops are used off site, capturing screen shots and forwarding these to the forensic software servers using any wifi connection.Visigo is installed on all Desktops and Laptops that are owned by the school. Visigo works by monitoring keyboard input and on screen content. If visigo detects a word or phrase which could pose a risk, it will be automatically sent to Visigo’s artificial intelligence server to determine the severity. If the artificial intelligence determines it poses a severe risk, this will then be reviewed by a Human moderator, who will then contact the school and/or appropriate emergency services.
Visigo continues to work when off site, and when the computer is disconnected from the internet. Once an internet connection is established, all data Visigo has stored will be sent for analysis.
12.2. Reporting functions within Visago provide information that can be used both to identify any inappropriate use of computers and also to identify vulnerable young people who may be suffering from modern day life pressures including abuse, bullying, anxiety, and depression disorders.
12.3. Monitoring of staff and pupil behaviour using Visago is carried out, on a regular basis (at least weekly), by the e-safety lead / designated safeguarding lead. In addition, the software live reports to offsite servers for Artificial Intelligence moderation. The system generates an email to the e-safety lead if a certain threshold number of captures for any particular individual or computer is reached They also call the school / police if it is severe. Should this occur, Visgio is accessed, as soon as possible, in order to investigate any potential issues.