4220 Employees Telecommunications Equipment and Use

Policies

**Middletown Public Schools                                                                                        No. 4220 **

Employee Telecommunications Equipment and Use Policy

EMPLOYEES TELECOMMUNICATIONS EQUIPMENT AND USE POLICY

PURPOSE

The Middletown Public School District recognizes that telecommunications devices (including cellular phones, smartphones, tablets, and similar communication devices) may be necessary to support efficient district operations and to help ensure the safety and security of students, staff, and property while on district property or engaged in school-sponsored activities.

This policy establishes guidelines governing the issuance, use, monitoring, and management of district-owned telecommunications equipment and the use of personal devices for district business in compliance with:

●                   Rhode Island Public Records Law (R.I. Gen. Laws § 38-2-1 et seq.)

●                   Family Educational Rights and Privacy Act (FERPA)

●                   Children’s Internet Protection Act (CIPA)

●                   Applicable Rhode Island and federal laws governing distracted driving and data security

PROVISIONS __**

A district-issued cellular phone may be approved when an employee’s duties:

●                   Require frequent off-site, itinerant, or emergency response responsibilities

●                   Include on-call obligations outside normal working hours

●                   Require immediate accessibility for student or staff safety matters

●                   Involve district leadership responsibilities requiring urgent communication

Requests for devices must be submitted through the employee’s supervisor and approved by the Superintendent.

STAFF RESPONSIBILITIES __**

Employees issued a district device must:

●                   Safeguard the device at all times

●                   Report loss or theft within 24 hours (including police report when applicable)

●                   Return the device upon request, reassignment, or separation from employment

●                   Make devices available for inventory and inspection

●                   Not instal unauthorized software or applications

●                   Not connect unauthorized devices to district systems

Failure to exercise reasonable care resulting in damage or loss may require reimbursement.

CELLULAR PHONES AND DRIVING__**

In compliance with Rhode Island law and district safety expectations:

●                   Employees are prohibited from using any cellular phone or communication device (hands-free or handheld)  while operating a district vehicle.

TELECOMMUNICATIONS USE__**

1. Employees understand that the district cellular phones are property of the district, and  are therefore revocable at any time.

2. A district-owned cellular phone is considered public property and subject to the public  records law and to release upon appropriate request. Users of a district-owned cellular  phone waive any legal expectation of privacy in its usage. Cellular phone usage statements are subject to district audit.

3. A personal-owned cellular phone that is configured to provide access to a district  assigned email account is also considered public property and subject to public records  law and released upon appropriate request. Text messages sent to and from a personal  cellular phone with respect to district business are also considered public property and  subject to public record law and released upon appropriate request.

4. Employees are subject to discipline for violating acceptable use procedures and  guidelines as described in this agreement, the Computer & Internet Acceptable Use Policy  and the District Code of Ethics. Use of cellular phones in violation of School Committee  policies, administrative regulations, and/or state/federal laws will result in discipline,  up to and including dismissal, and referral to law enforcement officials, as appropriate.

Employees are prohibited from:

●                   Using district devices in violation of district policies or law

●                   Using personal devices to circumvent district filtering or CIPA compliance

●                   Sharing personal devices with students

●                   Installing unauthorized applications or services

●                   Using devices for illegal, unethical, or inappropriate purposes

We recognize that most cellular phones have cameras and camcorders, but taking  pictures while at work is discouraged unless it is being done to ensure the safety and  security of people and/or facilities. Be advised that a video or photograph of students is  considered a student record as defined by Federal and State law. The use of the camera or  video capability portion of any cell phone is subject to the District’s policy on  photographing students.

RIGHT TO TERMINATE__**

The District may terminate or revoke a device at any time if:

●       The employee’s duties change

●       Budgetary constraints require

●       Misuse or misconduct occurs

●       Use violates law or district policy

Employees who violate this policy will be subject to disciplinary actions, up to and  including employment termination. Any misuse of a cell phone or violation of this policy will  be subject to appropriate discipline.

1st Reading – August 23, 2012

2nd Reading and Approval – September 20, 2012

1st Review and Revision - March 19, 2026

2nd Review - April 16, 2026

3 Year Review Due - April 2029