Policies and Procedures

Staff who have left SPPS may request access from Technology Services to their Outlook email, Google drive or related accounts. In most instances, staff data remains accessible in cloud platforms for up to 12 months after an employee leaves the district, though recovery may not be possible and will be taken with a ‘best effort’ approach. Local files on computer hard drives are wiped when staff exchange or return their device and are not considered eligible for recovery.

Reminder: BOE 520 Technology Usage Policy pg 6, LIMITATIONS ON SCHOOL DISTRICT LIABILITY

Use of district technology resources is at the user's risk. The system is provided on an "as is, as available" basis. Regardless of the cause, the District will not be responsible for any damage users may suffer, including but not limited to the following:

a. Loss, damage, or unavailability of data stored on or transmitted through district technology resources

b. Delays, changes, or interruptions of service

c. Missed or non-delivery of information or materials

Staff Data Access Request steps:

1. Individuals needing access to previous SPPS files or data contacts their former supervisor or department leader and communicates their request.
2. Supervisor or department leader contacts Human Resources for approval.
3. Supervisor or department leader submits a ‘Data Access Request’ service ticket, cc’ed and approved by HR or designee.
4. Technology Services completes the request if possible and resolves the ticket.

Any data requests involving legal or investigative materials must be approved or originated by Security and Emergency Management, Human Resources and General Counsel.

In alignment with the 520 Technology Usage and Safety Policy, Technology Services is committed to maintaining a secure and reliable fleet of computing devices that fully supports the instructional and operational needs of our students and staff. To ensure optimal performance and reliability, security update and state testing requirements, device operating systems must be technically capable of:

• Updating to the prior or current macOS or iOS versions (Apple Devices)
• Fully-supported Microsoft operating system, typically the latest or immediately preceding version. (Windows PC)

Devices outside of these technical requirements will be identified and removed from the SPPS environment. Technology Services contacts building administrators and district leaders preemptively about devices needing to be removed to ensure there is not a disruption to student academic needs, budgeting conversations and other logistical factors. 

Together, maintaining an up to date fleet of devices helps safeguard data, enhance security, and provide a consistent user experience across the district.

What is a Security Incident?

A computer security incident is any attempted or successful breach, misuse of, or damage to computing systems, data, or networks.  This includes unauthorized access; disclosure of passwords or data; and theft of equipment.  A computer security incident may involve any or all of the following:

• Computer or device theft
• Violation of district policies and Guidelines for Acceptable Use of Technology
• Sharing or revealing passwords
• Unauthorized computer or system access
• Posting of confidential or restricted data to a publicly-accessible web site
• A denial of service attack against data, a network, or a computer
• Misuse of services, systems, or information
• Vandalism or physical damage to a district technology resource
• Unusual network connections to a computer
• Sudden appearance of unexpected or unusual programs on a district technology resource
• Presence of a virus, spyware, or other malicious program

Student Misuse / Abuse of District Technology Resources

Incidents involving student misuse or abuse of district technology resources must be reported to the building or program administrator, and will be dealt with at the building level in accordance with the discipline guidelines established in the Student Rights and Responsibilities Handbook. Minor incidents such as removing keys from keyboards should be dealt with at the building level.  The building or program administrator must immediately report serious incidents to their designated HR or SEM contact. Please review our Device Investigation Internal Process Doc for specific procedures.