Staff Acceptable Use Policy

Responsible Use of Technology and Electronic Media for Staff

Updated on April 26, 2024

Gwinnett County Public Schools recognizes that the use of technology has a significant role in teaching and learning and the operation of the school system. Students and staff have access to the Internet and a variety of technology tools, applications, and devices, including Artificial Intelligence (AI) technology to learn, interact, share, create and innovate. Staff members utilize these same resources to effectively engage, motivate, and direct student learning and collaborate with colleagues.

When using GCPS devices, accounts, technology, and/or network either at a GCPS facility or off-site, staff are expected to follow guidance, laws, and practices aligned with Board Policy IFBG and associated procedures, Georgia Code of Ethics, the GCPS Employee Handbook, and the GCPS Guidance for Human-Centered AI Use. GCPS credentialed accounts should be used for legitimate educational or operational purposes and will be subject to monitoring and review, including review of text and attachments. At NO TIME should staff consider GCPS email, networked applications, or account or technology access private or confidential in any way. Staff should follow professional communication expectations and be cautious when sharing private or confidential information via email, chats, or other communication tools.

All staff should be models to students by treating these learning tools with respect and responsibility. GCPS devices, accounts, technology, and network must not be used to:

● Harm other people.
● Interfere with other people’s work.
● Steal property.
● Gain unauthorized access to other people’s files or programs.
● Gain unauthorized access to online resources, including obtaining or using someone else’s password.
● Make changes to the hardware or software configuration of any machine, unless authorized.
● Improperly use the network, including introducing software viruses and/or bypassing local school or office security policies.
● Steal, alter, or damage data and/or computers and network equipment.
● Access, upload, download, and/or distribute pornographic, hate-oriented, profane, obscene, or sexually explicit material.
● Misrepresent or plagiarize work.
● Share data and/or information in ways that violate laws and policy.

Children’s Online Privacy Protection Act (COPPA)

COPPA applies to operators of commercial websites and online services and limits their ability to collect personal information from children under the age of 13. COPPA allows the school to act as the parent’s agent and consent to the collection of a student’s information on the parent’s behalf within the educational context— where an operator collects personal information from students for the use and benefit of the school, and for no other commercial purpose. By signing the response form, parents grant consent for Gwinnett County Public Schools, and Gwinnett County Public Schools’ employees, to act as the parent’s agent in providing consent for the collection of student information within the educational context.

Family Educational Rights and Privacy Act (FERPA)

Teachers should be aware of Family Educational Rights and Privacy Act (FERPA) and applicable state laws, along with GCPS policies regarding the use of educational products and services from educational technology vendors and the use of student data. Information that is tied to individual students is referred to as directory information and non-directory information. Directory information includes educational records that are generally not considered harmful to students if publicly released, such as name, age, address, and grade level. Non‐directory information is educational records that are more sensitive than directory information, such as social security number, student ID, grades, disciplinary history, and attendance record.

Personally identifiable information, or PII, can be either directory information or non-directory information. PII is information that, alone or in combination, is linked or linkable to a specific student that would allow a person, who does not have personal knowledge of the relevant circumstances, to identify the student with reasonable certainty. Under FERPA, you cannot share non‐directory, PII information without parental consent.

Artificial Intelligence (AI) Tools

Artificial intelligence refers to computer systems that are trained with data to automate tasks normally requiring human intelligence. AI is used across industries and communities. To ensure staff are equipped for current and future work, staff should learn to evaluate if and how they should use AI and develop responsible and ethical practices when using AI tools. Staff are responsible for modeling and providing expectations related to responsible and ethical use of AI tools. Staff members should follow the most recent version of GCPS Human-Centered Guidance for AI.
● AI Output Review: Always review and critically assess outputs from AI tools before submission or dissemination. Staff and students should never rely solely on AI-generated content without review.
● Bias and Misinformation: Be aware that AI-generated content may possess biases or inaccuracies. Always verify AI-produced results using trusted sources before using or acting on output.
● Safety & Respect: Users must not use AI tools to create or propagate harmful, misleading, or inappropriate content.
● Transparency: Guidance should be provided to students on if or how AI can be used in student work. Any use of AI to aid assignments, projects, or research must be declared and cited by students and staff.
● Usage: AI tools will be used for educational purposes or staff productivity only. Misuse or malicious use of AI technologies will lead to disciplinary action.
● Personal Information: Staff and students should never input personal, sensitive, or confidential data into any AI system without prior authorization, including any data related to student education records.

Failure to follow these guidelines can violate O.C.G.A. § 16-9-90, § 16-9-91, § 16-9-93, and § 16-9-93.1 as well as Title XVII of The United States Public Law 106-554, known as the Children’s Internet Protection Act (CIPA). Such use can also lead to disciplinary actions.