A-Z Policy Directory

Staff Responsible Use of Technology Policy

Policy

DOCUMENT DETAILS

Document Owner Office of the Director
Approval Date 27 March 2019
Release Date 2 April 2019
Compliance Date 2 April 2019
Review Date 1 December 2023
Updated 12 September 2022
Version History  
12 September 2022 
  •  Addition of multi-factor authentication; minor updates as per policy review cycle

introduction and context

INTRODUCTION

Education Policy in Catholic Education Diocese of Wollongong (CEDoW) is developed to support the implementation of consistent and comprehensive practices to guide quality Catholic learning and teaching in Diocesan schools.

Education Policy is developed within the context of documents and frameworks. These include:

CONTEXT

The use of technology contributes to broadening the availability of learning and teaching options and enhances the efficiency and effectiveness of educational administration. Maintaining an ethical, safe and supportive learning and working environment in relation to the appropriate use of technology is the responsibility of all users.

This Policy sets out the basis upon which all workers are able to use technology provided by CEDoW and the responsible use of personal technologies when interacting in what can be reasonably perceived as a work-related context. The responsibilities for the use of all technologies applies to both official and personal use of technical resources.

The Policy relates to the use of all technology and applies to all CEDoW Staff and Non-staff workers. CEDoW has the right to access all technologies used in the context of undertaking CEDoW work-related activities for various purposes including auditing, forensic data gathering, planning and fault determination.

EXPECTATIONS

It is expected that workers take all reasonable measures to comply with the CEDoW Staff Responsible Use of Technology Policy.

This Policy must be implemented in conjunction with the following policies and documents where relevant:

• CEDoW Code of Conduct in the Protection of Children and Young People

• CEDoW Complaints and Grievances Policy and Procedure

• CEDoW Knowledge Management Policy  [in development]

• CEDoW Maintaining Right Relationships

• CEDoW Privacy Policy  [in development]

• CEDoW Social Media Policy

• CEDoW Staff Relations Policy

CEDoW Work Health and Safety Policy  

 

1   technology environment

workers MUST:
 1.1 be aware that technology is provided according to CEDoW Staff Technology Entitlements
 1.2 be aware that not all communication channels are filtered and therefore the use of all channels should be treated with extreme care
 1.3 maintain a secure technology environment on all technology used for CEDoW activities including a strong password and multi-factor authentication
 1.4 be aware they are liable for all use of technology using their username and password including financial and legal liabilities emanating from their account
 1.5 ensure that they do not share their password or use another worker's password at any time
 1.6

report all damage, loss or theft of technologies within 24 hours (or as soon as reasonably practicable) to the police where necessary and to the Principal/Supervisor including:

   1.6.1  CEDoW supplied technology
   1.6.2  personal technology used for CEDoW activities
1.7 use the most efficient and secure communication channel available 
1.8 make available CEDoW supplied technology for auditing purposes when requested
1.9 comply with a reasonable directive of the Principal/Head of People and Culture/Delegate to provide access for forensic data gathering, planning and fault determination where reasonable grounds exist in relation to inappropriate use or a suspected breach of CEDoW policy on:
  1.9.1  CEDoW supplied technology
  1.9.2  personal technology used for CEDoW activities
  1.9.3  personal technology used for personal purposes using CEDoW resources
 1.10 be aware that their use of technology may be monitored
       
       

2   responsible use of technology by workers

sCHOOLS/CEO MUST:
2.1 provide technology to workers according to CEDoW Staff Technology Entitlements
2.2  address any noncompliance to the CEDoW Responsible Technology Use Standards  by workers according to the CEDoW Responsible Technology Use Standards Non-Compliance Procedure
2.3  adhere to the CEDoW Data Breach Response Procedure  when a suspected data breach has occurred when using technology
       
       
workers MUST:
2.4 use technology according to the CEDoW Staff Responsible Technology Use Standards, when using:
  2.4.1 CEDoW technology for valid CEDoW-related contexts
  2.4.2 personally owned technology for CEDoW activities 
  2.4.3 CEDoW technology for limited personal purposes 
2.5 be aware that inappropriate use of technology can result in, but is not limited to:
  2.5.1 loss of individual access to systems
  2.5.2 loss of individual access to technology
  2.5.3 disconnection of entire sites from the CEDoW network
  2.5.4 notification to an external agency
  2.5.5 action according to the CEDoW Staff Relations Policy, which may include disciplinary action up to and including termination of employment
  2.5.6 criminal charges or legal proceedings
2.6 ensure that personal use of technology does not negatively impact on:
  2.6.1 their ability to meet professional responsibilities and duties and/or
  2.6.2 CEDoW or any of its school communities
2.7 report promptly to the Principal/Supervisor when they are concerned about inappropriate use of technology on:
  2.7.1 CEDoW supplied technology
  2.7.2 any technology that may negatively impact on CEDoW or any of its school communities 
2.8 adhere to the CEDoW Social Media Policy  and comply with the CEDoW Social Media Standards  when using social media
2.9 report a suspected data breach when using technology to the Principal/Supervisor according to the CEDoW Data Breach Response Procedure  
2.10 participate in the investigation of a suspected data breach as requested 
       
       
       

Implementation

staff responsible use of technology POLICY IMPLEMENTATION PLAN

POLICY RELEASE

  • The CEDoW Staff Responsible Technology Use of Technology Policy was released on 2 April 2019, as part of the release of the Social Media Policy.
  • The Policy was revised and reformatted to align more closely with the CEDoW Social Media Policy and to reflect the Policy interactive format.

POLICY IMPLEMENTATION

  • Schools are expected to be compliant to all Expectations of the Policy from 2 April 2019.
  • Schools are expected to utilise all Procedures from 2 April 2019
  • Any school that determines they will not be able to implement all Expectations from 2 April must contact the Senior Professional Officer: Education Policy.

POLICY MONITORING

  • Schools’ compliance to the Policy expectations will occur through a range of Compliance processes.
  • Additional Compliance processes may be utilised if there are concerns raised about the quality of Technology Use at the School or Catholic Education Diocese of Wollongong (CEDoW).
  • The monitoring the Staff Responsible Use of Technology Policy is challenging within the context of dynamic educational, social and technological environments and responsibility for this is jointly managed by Human Resource Services and the Information and and Communications Learning Technologies Team. 
  • Any advice about changes to the Technology environment legislatively or administratively that necessitate a change in the Policy expectations must be presented to the Senior Professional Officer: Education Policy. Where appropriate the Policy will be amended and appropriate communication to schools will be provided by the Senior Professional Officer: Education Policy. 
  • A formal evaluation process of the Staff responsible Use of Technology Policy be conducted in December 2021.

POLICY PUBLICATION

  • The Staff Responsible Technology Use of Technology Policy will be published on the CEDoW website under Education Policy. The Senior Professional Officer: Education Policy is responsible for ensuring the Policy’s version currency and accuracy.
  • Schools should contact the Senior Professional Officer: Education Policy for any clarifications regarding Policy.

LEGISLATION

Australian Education Act 2013  (Cth)
https://www.legislation.gov.au/Series/C2013A00067

State Record Act 1998  (NSW)
https://www.legislation.nsw.gov.au/#/view/act/1998/17

Defamation Act 2005  (NSW)
https://www.legislation.nsw.gov.au/#/view/act/2005/77

Workplace Surveillance Act 2005  (NSW)
https://www.legislation.nsw.gov.au/#/view/act/2005/47

Anti-Discrimination Act 1977  (NSW)
https://www.legislation.nsw.gov.au/#/view/act/1977/48

Privacy and Personal Information Protection Act 1998  (NSW)
https://www.legislation.nsw.gov.au/#/view/act/1998/133

Crimes Act 1900  (NSW)
https://www.legislation.nsw.gov.au/#/view/act/1900/40

Crimes Act 1914  (Cth)
https://www.legislation.gov.au/Series/C1914A00012

Telecommunications Act 1997  (Cth)
https://www.legislation.gov.au/Series/C2004A05145

Broadcasting Services Act 1992  (Cth)
https://www.legislation.gov.au/Series/C2004A04401

Australian Privacy Act 1988  (Cth)
https://www.legislation.gov.au/Series/C2004A03712

Privacy Amendment (Notifiable Breaches) Act 2017  (Cth)
https://www.legislation.gov.au/Details/C2017A00012

Australian Copyright Act 1968  (Cth)
https://www.legislation.gov.au/Series/C1968A00063

RELATED LINKS

NESA Registration Systems and Member Non-Government Schools (NSW) Manual
https://educationstandards.nsw.edu.au/wps/portal/nesa/regulation/school-registration/registration-system-and-member-non-government-schools-manual

NESA Australian Professional Standards for Teachers
https://educationstandards.nsw.edu.au/wps/portal/nesa/teacher-accreditation

NSW Policy Legacy Child Safety Handbook
http://nsw.childsafetyhub.com.au/handbook

Office of the eSafety Commissioner
https://www.esafety.gov.au

Smartcopying: The Official Guide for Copyright Issues for Australian Schools and TAFE
http://www.smartcopying.edu.au

Support Material

POLICY SELF-ASSESSMENT

The Staff Responsible Use of Technology Policy Self Assessment is provided to support schools in their implementation of all Policy expectations. 
Download the Staff Responsible Use of Technology Policy School Self-Assessment [Download as a Word doc, or complete the self-assessment in Google doc format by selecting 'Open with Google Docs' then going to File > Make a Copy]