Digital Citizenship Manual

They are familiar situations— 

• There’s a great text we want to use with students, and no funding to purchase a class set.
• We found the perfect graphic or photo pulled from the web to go with a presentation.
• That piece of popular music fits nicely as the theme for a classroom video. 

With digital tools now everywhere, it easy to copy and use the materials without a second thought. We are educators, after all, not making any money from the work. Isn’t that fair use?

Copyright Basics

The answer is not that simple. A copyright is the legal protection granted to a creator’s ownership of and control over the work he or she creates. If someone else wants to use that work, they must receive permission from the copyright holder to use, share or perform that work. Written material, including books, magazines, poems, news stories and more; websites, art, graphics, logos, architectural designs, photographs, music and lyrics, audio recordings, movies, TV shows, videos, and video games may be copyrighted.

The easiest way to tell if a work is copyrighted is to look for the © symbol or the word “copyright,” “all rights reserved,” or something to that effect. However, a work has copyright protection even if the © symbol and/or the word “copyright” are not included. If you aren’t sure if something is copyrighted or if the creator allows use by others, it is your responsibility to find out before you use it.

If you want to use something that is copyrighted, there are steps you must follow before you use it.

• Check to see who owns it
• Get permission to use it
• Give credit to the creator
• Buy it (if necessary)
• Use it responsibly

Considering Fair Use

There are times when you can use a small part of another person’s copyrighted material without permission or paying a fee – this is called fair use. Fair use only applies when using content in certain instances including schoolwork and education, news reporting, criticizing or commenting, and comedy or parody. It’s still a good idea to give credit to the creator of the work you use. Specific guidelines must also be followed:

• only use a small amount of the work
• add new meaning to the work to make it original
• rework it and use it in a totally different way
• use it for nonprofit purposes

Additional Definitions

Content that is classified as public domain is not protected by copyright and is free to be used in any way.  In general, government works are in the public domain as well as works where copyright has expired. The internet  is not the same as the public domain. Creative Commons is a type of license that allows work to be used for free as long as the creator is given credit for it. A work that says it may be used for commercial purpose that means the work may be used for a fee if the work will be used directly or indirectly for profit.

Examples of Practice

• There’s a great text we want to use with students, and no funding to purchase a class set. If that text is published online, you can give the students the direct link to read it digitally instead of making multiple paper copies. You could also use a short selection from the text, or ask the author for permission to use the whole piece.
• We found the perfect graphic or photo pulled from the web to go with a presentation. Check the copyright to see if it has a Creative Commons license for reuse, then cite the source in the final presentation.
• That piece of popular music fits nicely as the theme for a classroom video. If it is not copyrighted for reuse, find a different piece with permission, or use just a few bars as an intro instead of the whole piece.

RESOURCES

• • US Copyright Law
  • Copyright & the Creative Commons
  • Fair Use Checklist
  • Thinking Through Fair Use
  • Fair Use Chart & Guide

VIDEOS

Copyright and Fair Use Animation

Lessons in Action: Copyrights & Wrongs

BASIC RECOMMENDATIONS

• • Use material in the public domain.
  • Ask creators for permission to use their work (it’s easier than it sounds!).
  • Purchase copies or licenses for all intended users as required by the publisher.
  • Give students a link to resources or work instead of making copies.
  • Use the option to filter for licensing permissions in Internet website searches.
  • Use Creative Commons licensed resources.
  • Cite sources.
  • Design assignments that are personal and don’t invite plagiarizing.

Cyberbullying is bullying that takes place between students using electronic technology.

Electronic technology includes devices and equipment such as cell phones, computers, and tablets as well as communication tools including social media sites, text messages, chat, and websites. Cyberbullies can be classmates, online acquaintances, and even anonymous users, but most often they do know their victims. The majority of cyberbullying incidents escalate over time because students do not report the situation to adults, according to StopBullying.gov.

According to a recent survey, more than one-third of U.S. teens say they have been cyberbullied or know someone who has. Cyberbullying can lead to low self-esteem and other negative emotional responses. Victims may feel scared, frustrated, humiliated, angry, and even depressed. They may become isolated, withdrawn, jumpy, or nervous when receiving a text or instant message, and may even stop going to school. There have been several reported cases in which cyberbullying victims have committed suicide.

Both boys and girls sometimes bully online, and just as in face-to-face bullying, tend to do so in different ways. Boys more commonly bully by sending messages of a sexual nature or by threatening to fight or hurt someone. Girls more often bully by spreading rumors and by sending messages that make fun of someone or exclude others. They also tell secrets. Victims and perpetrators of cyberbullying are twice as likely to be girls.

Examples of Cyberbullying:

• Sending someone mean or threatening emails, instant messages, or text messages
• Excluding someone from an instant messenger buddy list or blocking their email for no reason
• Tricking someone into revealing personal or embarrassing information and sending it to others
• Breaking into someone's email or instant message account to send cruel or untrue messages while posing as that person
• Creating websites to make fun of another person such as a classmate or teacher
• Using websites to rate peers as prettiest, ugliest, etc.

Basic Recommendations

• Model appropriate online behavior for students and encourage students to talk with adults about any online interactions or situations that are making them uncomfortable.
• Model and discuss social media situations that might involve cyberbullying and how students should get help in dealing with the situation.
• Refer to Saint Paul’s Bullying Policy for how to deal with cyberbullying situations in your classroom.
• Model for students how to create screen shots on devices to document cyberbullying and get help from adults.

RESOURCES

• • SPPS Bullying Prohibition Policy
  • MDE Bullying and Cyberbullying
  • StopBullying.gov
  • Technology & Youth Tip Sheet
  • Cyberbullying Research Center
  • Netsmartz on Cyberbullying

VIDEOS

5 Ways to Stop Cyberbullying

Cyberbullying Prevention Guide for Kids

Stand Up to Cyberbullying

A digital environment opens up opportunities for both positive and negative aspects of data collection and sharing.

Tools like Facebook, Twitter and Google Docs have transformed our opportunities to share and collaborate. Websites with log-ins or that track use have simplified personalizing our accounts. On the other hand, our concerns for protecting personal data are fueled by news stories about leaked access to government records, data breaches experienced by major corporations and personal experiences with information on social media sites being used for unintended purposes.

As adults, we make informed choices about what digital data to share and how much to trust applications, websites, and other users to use the data in the ways we intend.

To protect children, three federal laws govern the collection, use, and sharing of personal information. In an educational setting, this includes information contained in educational records, surveys, and the student data collected by websites, online services, and mobile apps. Understanding what data can be shared, with whom and for what purposes, is a critical aspect of teaching in the digital age.

Children’s Online Privacy Protection Act (COPPA)

This law governs the collection, use, sharing, and protection of personal information collected from children under age 13 when using website, online services, and mobile apps. Student personal information includes:

• full name;
• address;
• email address or screen name;
• geolocation information;  
• a child’s image or voice contained in a photo, video, or audio file posted online; and
• persistent device identifiers, such as IP addresses and cookies, that can be used to track a user over time and across multiple sites.

When a child is under age 13, COPPA requires sites or apps to obtain parent consent for use. School districts may act as the agent for the parents in providing consent. For this reason, SPPS reviews the data privacy and security policies for all apps in our Self Service app store and has a list of vetted websites that require access to student information, such as log-ins.

Basic Recommendations:

• Pictures, videos, and audio recordings of students may be posted on school and district websites or used in presentations only when there is a signed media release form on file with the school.
• For students who are under 13, SPPS educators must use only apps and websites vetted by the District if any personal information is shared.
• When creating student logins for online services and mobile apps, use only the student’s first name or a random means of identification. Do not use full names or student ID numbers.

Family Educational Rights and Privacy Act (FERPA)

 This law protects the privacy of student education records and requires consent from a parent/guardian or student age 18+ before student records may be disclosed. Disclosure includes access to, release, transfer, or other oral, written, or electronic communication of personally identifiable information.

Basic Recommendations:

• Student data should only be shared with SPPS staff who need to know the information for legitimate educational purposes. Parents sign consent forms for sharing information with other agencies.
• Student records or data must be secured, and should not be left in an easily accessible location or open on a computer.
• Students should not record scores or grades of other students.

RESOURCES

• • SPPS BOE Policy 520.00
  • Data Records Management BOE Policy 304. 00
  • Access to Data for Individual Data Subjects Policy 304.00.04
  • Summary of COPPA, CIPA, FERPA
  • FERPA FAQ
  • COPPA & Schools

VIDEO

Protecting Student Privacy While Using Online Educational Services

Digital footprint is the term that refers to the digital traces, trail, or footprint that is left behind after online activities and is available for others to find. Digital life is both public and permanent. Your digital footprint is impacted by what you post online and also by what others post about you. Something that happens on the spur of the moment - a funny picture, an angry post - can resurface years later. If we are not careful, our reputations can be harmed. In addition, a bad digital footprint can affect our future livelihood. Colleges are now checking the social media postings of potential students, and employers are doing the same for applicants.

What contributes to your digital footprint?

A simple Google search of your name should give you a glimpse into your web presence. The following are examples of online sources that reflect your digital identity and contribute to your overall digital footprint.

• Classroom and personal websites
• Twitter account postings
• Facebook postings
• Instagram posts
• YouTube uploads and channel subscriptions
• Blog postings
• Social bookmarking
• Conference presentations
• Product evaluation comments
• Digital portfolio

From http://instructionaltechtalk.com/digital-footprints-what-to-look-for-when-hiring-teachers/

Web Permanence

What you post on the web and through social media is permanent. Even if you decide to delete the content that you posted later, anyone who has access to the internet and the same social media sites as you may have downloaded or copied your content and uploaded or re-posted it to other websites or social media postings over which you have no control. Internet engines and social media sites also regularly search the internet, archive content, and republish information.

Basic Recommendations

• Always think twice before posting any content or opinions on the internet or social media sites.
• Consider creating separate accounts for personal and professional use if you think anything you post might reflect poorly on you or your school, department, or SPPS.

This page includes text used with permission from Houston Public Schools.

RESOURCES

• • Looking at a Digital Footprint
  • StopBullying.gov
  • Technology & Youth Tip Sheet

VIDEOS

5 Ways to Make a Positive Digital Footprint

6 Degrees of Information

Digital Footprint

The use of technology in Saint Paul Public Schools is regulated by School Board Policy 520 Technology Usage and Safety. This Board policy is supported by the following procedures and guidelines for acceptable use by staff and students.

• Board Procedure 520.00.1 Technology Usage and Safety
• Guidelines for Acceptable Use of Technology by Students
• Guidelines for Acceptable Use of Technology by Employees, Contractors, and Board Members

It is important to know whom we can trust with our information on the internet. If we do not protect personal information and understand digital security risks, our devices can be damaged, we can fall prey to scams, and we can increase our risk of identity theft.

For instance, allowing students to use staff computers and iPads provides them with access to your Lotus Notes email account and other important documents on your computer or device. Installing unknown software from the Internet might use a file-sharing program that passes along a virus to your computer.

Basic Recommendations:

• Create strong passwords. A powerful password does wonders to protect accounts. A password should be hard to guess; be a combination of letters, numbers, and symbols; and never include private identity information such as birthdays or addresses. Staff and students should be encouraged to never share their passwords with others.
• Think twice before downloading. Content downloaded from non-secure sources can plague a computer with problems. Free software may come with spyware and viruses. Fill out a Service Desk ticket to check with your Field Tech before installing any software that does not come from a secure site such as Self Service, the App Store, or the Chrome Store.
• Be careful when sharing information. Students and staff should be careful when sharing information such as full name, address, and account numbers. Messages that ask them to share private information are red flags for scams. If you suspect a scam, report it in a Service Desk ticket and do not reply or click on links in the message.
• Identify and deal with spam. Spam is internet junk mail that should not be opened because if you click on links or respond, you will just receive more of it. The best strategy is to delete spam email immediately.
• When sharing student work or images online, include only the student’s first name even with parent media permission.

This page includes text used with permission from Houston Public Schools.

RESOURCES

• • Common Sense Online Security Tip Sheet
  • Common Sense Media Internet Safety
  • Five Myths and Truths About Kids’ Internet Safety
  • Internet Safety Tips
  • Netsmarz: Basic Internet Safety

VIDEO

5 Internet Safety Tips for Kids

SPPS recognizes that social media can be a powerful tool for enhancing learning and communication. Using social media also comes with potential pitfalls. With an understanding of district policy, guidelines and common sense, district employees will be better equipped to post, tweet and otherwise use social media vehicles appropriately.

Definitions and General Statement of Policy

Social media includes, but is not limited to, online media such as: websites, web logs (blogs) wikis, online forums, podcasts and social networks.

District employees are advised to maintain the highest standards of professionalism and ethics when engaging with social media. They should not use inappropriate language or behavior when referring to the District, schools, students, colleagues or the SPPS community. And they must maintain appropriate boundaries when interacting on sites that represent students or other SPPS communities.

Social Media for Schools and Departments

• The Office of Communications has reserved Facebook pages for all schools that currently do not have one. 
• Departments should not have their own Facebook page. Departments with districtwide events for families should email kate.ryan@spps.org, to have the events posted on the main SPPS facebook page.
• The Superintendent, or Superintendent’s designee (principal and department directors), may authorize establishment and use of Twitter and Instagram accounts by schools or departments
• Use district contact information (email, address, phone, etc.) for creating and maintaining SPPS accounts.
• Account managers must share their username/passwords with The Office of Communications, email kate.ryan@spps.org.
• Please follow the District’s apps/website vetting process for any other social media tools not currently authorized.
• When employees engage in social media sites that represent students, families or groups within the District, they do so as employees of the district. Employees are advised to maintain appropriate boundaries at all times and must follow the requirements for mandated reporting.
• An employee is responsible for any content communicated by them on social media.
• Adhere to the user guidelines set by the social media site including account age requirements.

Social Media in the Classroom

• Social media accounts by teachers and/or classrooms should be managed and monitored at the school level.
• The Superintendent, or Superintendent’s designee (school principal), may authorize establishment and use of public online social media accounts by teachers for educational uses for their classes. 
• Use district contact information (email, address, phone, etc.) for creating and maintaining accounts. Make parents aware the account is used for educational purposes only.
• Employees must share their username/passwords with their Principal. The Principal should manage this information and share the school based account usernames with The Office of Communications, email kate.ryan@spps.org.
• An employee is responsible for any content communicated by them on social media.
• Adhere to the user guidelines set by the social media site including account age requirements. 
• When employees engage in social media sites that represent students, families or groups within the District, they do so as employees of the district. Employees are advised to maintain appropriate boundaries at all times and must follow the requirements for mandated reporting.

Guidelines for Taking Photos and Videos of Students

Photos have the largest impact for posts on social media. However; due to privacy concerns, the Office of Communications is recommending that teachers and staff do not take photos of students on their personal mobile devices, and instead use a district-issued iPad.

• Staff must follow the SPPS Guidelines for Acceptable Use of Tech 520:
• Employees who use personal electronic devices or district-owned electronic devices while at school or school sponsored activities shall respect the privacy of all individuals.
• The use of an electronic device to take photographs or record audio or video during the school day is limited to instructional and operational use and to activities that are considered to be in the public arena such as sporting events or public performances.
• Employees and other authorized users shall not email, post to the Internet or otherwise electronically transmit images, videos or audio recordings of other individuals taken at school without their written consent and a signed media release form from a student's parent/guardian.

If you currently have photos of students on your personal mobile device, please download them onto a district-issued computer or iPad and delete them from your device. This also applies to staff who manage a school or site’s social media page.

Pictures and Media Permission Forms

• Be sure to keep student data private, whether it be names, locations or pictures. Check with your office before putting any photos of students to be sure there is a media release form for every student pictured.
• A best practice for using students names on social media is to use their first name only in the description of the photo. 

Etiquette and Reputation 

Professional vs. Private

• At the end of the day, it’s all public. Don’t think someone won’t put all the pieces together. Remember anything you put on social media is a reflection on the school district and your peers.
• SPPS employees are in positions of public trust. Avoid making comments or post that erode that trust.
• SPPS respects every employee’s free speech rights. However, we are obligated to act on public comments that are discriminatory, malicious, threatening and that result in a disruption of operations.
• Maintain professional boundaries between your personal and professional sites and materials. Never misrepresent your position, status or influence within the district.
• Do not post negative information about students, co-workers or school administrators. If you would not want those parties to read it, then don’t post it.
• District-issued devices should only be used for instructional purposes and in support of district operation. Do not access inappropriate sites on your school-issued devices.

Followers and “Likes”

• Who you choose to follow will publicly and posts you “like” reflect the District and your reputation. Be mindful that as public employees you are setting examples for your students.

SPPS Policies for Social Media

SPPS does not have a policy specifically addressing social media, but we believe these policies and resources can help with issues that may arise on social media.

• Policy 415: Discrimination, Harassment, Violence and Retaliation 
• Policy 505: Bullying Prohibition
• Policy 520: Technology Usage and Safety
• Rights and Responsibilities Handbook
• Digital Citizenship Manual
• Policy 426: Use of Social Media

• I can understand the basic data sharing guidelines of the FERPA law.
• I can identify who has rights to access student data.
• I can set SPPS Google document sharing rights appropriately to protect student data.
• I am aware that anything created on work time or the district network is subject to public access.

https://www.spps.org//cms/lib/MN01910242/Centricity/Domain/13621/Data Privacy - FERPA.pdf

SPPS students and staff access course materials on-line through a learning management system called Schoology.  Is it OK for students to see see each other's postings in Schoology?

• Yes, this is a collaborative feature as long as no grades are visible

Can parents help grade student papers?

• FERPA does not support parent access to other students' grades.

Can I post assignments in the hallway that include grades or feedback?

• Not if the student work has grades on them.

Can I use a Google doc to share test scores with my PLC?

• Yes, as long as there is a purpose in sharing the data with all members of your PLC and you have carefully checked the sharing settings.

https://www.spps.org//cms/lib/MN01910242/Centricity/Domain/13621/SPPS Google Docs and Student Data Privacy.pdf

Anything created on work time or the district network is subject to public access, including staff email if requested by parents or the public.

• Procedure 304.00.3

Be mindful about writing and forwarding emails that include:

• Comments or opinions about students.
• Comments or opinions about parents.
• Subjective or opinion statements about work environment.
• Inappropriate email forwarded to you.

• Student Records and Your Rights
• Procedure 304.00.3 - Access to Public Data
• Procedure 304.00.4 - Access to Data for Individual Data Subjects
• Overview of COPPA, CIPA, FERPA
• Minnesota Department of Education - Data Privacy Guidelines
• Service Desk Ticket - New apps and websites that require student accounts will be vetted for FERPA concerns.

If you have questions about student records or about what student information can be released, please contact:

     Erin Moline
     Supervisor, Student Records
     Saint Paul Public Schools Student Placement Center
     erin.moline@spps.org
     651-632-3740

If you have other questions about FERPA or data privacy or this course, please contact:

    Office of Teaching & Learning
    

If you have additional questions related to student data privacy, please click on this link to submit your question.

Please download and sign this form if your program or supervisor requires your agreement to follow SPPS data privacy practices guidelines.

Provide the signed form to your supervisor or the Saint Paul Public Schools Office of Human Resources, 360 Colborne St., whichever your program requires.

• SPPS Data Privacy Practices Agreement