Digital Essentials for Staff 24-25

Digital Essentials

for Staff

Sign Smart:

Unpacking the Acceptable Use Policy

School Year

2024/2025

FOR

What is the AUP?
Acceptable Use Policy

There are two parts to the AUP:
the Policy “The What” and the

Regulation “The How”.

Word Cloud

What is the first word that comes to mind when you hear AUP?

3

Policy: The What

“HCPS provides technology to staff to enhance the quality of the learning environment
and the efficiency of the school division” and aims to:

●Prevent transmission of and access to inappropriate material,

●Prevent unauthorized access to technology, and other unlawful activities,

●Protect the personal information of staff and students,

●Comply with the Children’s Internet Protection Act (CIPA), and

●Allow use of division approved, legally owned or licensed software

Acceptable Use Policy

Regulation: The How

The regulation governs the use of technology in HCPS and provides the
guidelines/expectations for how employees will uphold and comply with the policy.

AUP Regulation Highlights

Accountability

Staff members are accountable for complying with all relevant laws and HCPS policies while
using technology resources, communicating responsibly and professionally, and reporting any
violations of the AUP.

A

Usage

Staff members are expected to use approved HCPS technology resources only for educational
and professional purposes, protecting all equipment and networks, and avoiding misuse or
vandalism.

U

Protection

Staff members must be vigilant in protecting HCPS from security threats when using technology
and respect the privacy and confidentiality of student and staff information.

P

3. Staff members must comply with all local, state, and federal laws and
school division policies and regulations while using technology resources.

5. Staff members should communicate responsibly and professionally
when using technology resources, including appropriate language and/or
content in emails, messages, and online interactions.

7. Staff members are responsible for reporting any violations of this
regulation to the appropriate school authorities, local Technology Support
Technician (TST) and/or [e-mail].

Accountability

A

Match

What is the key difference between COPPA, CIPA, and FERPA?

• protects the online privacy of children's personally identifiable information

• regulates children's access to objectionable material on the internet

• protects the privacy of student educational records

Children's Online Privacy Protection Act

Children's Internet Protection Act

Family Educational Rights & Privacy Act

• Children's Online Privacy Protection Act

• Children's Internet Protection Act

• Family Educational Rights & Privacy Act

FERPA
Protects the privacy of education records

AUP

&

Henrico

Processes

COPPA
Safeguards the privacy of children under 13

VIRGINIA CODE

Further limits the sharing student information by adding
student email addresses as PII

4

1

2

CIPA

Protects against harmful online content and ensures education on responsible behavior online.

3

With great power comes great responsibility…

1.Staff members are authorized to use the technology resources
Henrico County Public Schools provides for educational,
professional, and administrative purposes.

2.

Staff members must respect and protect all technology equipment,
software/digital resources, and networks belonging to the school
division. Any misuse, theft, or vandalism of technology resources is
strictly prohibited. The following are also prohibited:

a. Introducing and/or piloting non-approved or unauthorized

software, hardware or digital resources on the HCPS network
or with Henrico users.

Usage

U

Fill in the Blank

Where do you find a list of all approved digital resources in Henrico? (the 4 letter acronym!)

hdrm.lifereadylearning.us

Notion – The all-in-one workspace for your notes, tasks, wikis, and databases.

You can open this webpage in a new tab.

Copy link

Open in new tab

Educator Guidance

A Guide to Selecting
Digital Resources for
Teaching and Learning

FIND IT ON THE

What toKnow
What to Do
What if…

District Review Process

for Resources with
Student Information

With Students

*Student Information includes but is
not limited to: First name, last name,
email, school location, student
artifact/record, profile photo of student

Home

Open in new tab

Copy link

4. Staff members must respect the privacy and confidentiality of
student and employee information.

6. Staff members must be vigilant in protecting technology
resources from security threats, including viruses, malware, and
unauthorized access. Staff should report any suspicious activity
immediately to their local Technology Support Technician (TST)
and [e-mail].

Protection

P

Poll

Love it or hate it- AI is here! Do you use AI in your classroom?

• I use it to create lessons.

• I use it to draft emails.

• I have students use it to create products.

• I am not touching it with a 10 foot pole.

Henrico Staff:

ResponsibleUse of Generative AI

Updated for Summer & Fall 2024

✅

Leverage GenAI tools, such as

Copilot, to elevate and enhance
your educational practices.

❌

Never enter any Personally-

Identifiable Information (PII) into
any GenAI tool.

✅

Keep a human in the loop to

ensure outputs are accurate,
unbiased, & reliable before sharing.

❌

Never direct students to use any

GenAI tool or resource that is not
listed on the HDRM.

✅

Ensure GenAI content aligns

with the Henrico Instructional
Model and Learner Profile.

❌

Never rely solely on a product

that claims it can detect GenAI to
determine misconduct.

Open Ended

Anyone know the Generative AI tool that is recommended by HCPS?

MICROSOFT
COPILOT

Low Risk: Microsoft's Commercial Data Protection
●

Prompts and responses are not saved by Microsoft

●

Data is not used to train any AI models

●

Searches are not linked to individuals or schools

With Commercial Data Protection

& access to advanced models,

Copilot is the safe and powerful

GenAI tool for Henrico staff

High Reward: with access to advanced models
●

Accesses current info from across the internet

●

Provides source links w/ responses (verify accuracy)

●

Runs advanced model (ChatGPT4) in Creative mode

Hotspot

Where do you go to share a doc?

15

Sharing Smarter

16

Sharing Smarter

What *types of information should not be shared as “anyone with the link” or shared

“Henrico County Public Schools” with the option to ‘find in search results’.

●Personally Identifiable Information (PII)

●Grades, Academic Records, and Student Work

●Health Records

●Behavioral or Disciplinary Records

●Special Education Records

●Financial Information

●Parent or Guardian Information

* Not limited to

17

AUP is the policy and regulation that guides
individuals’ behavior and interactions when
using Henrico provided technology.

●

A - Accountability: Be aware of laws, trust and
follow division processes and report violations.

●

U - Usage: Purposefully use HCPS approved
resources for teaching and learning.

●

P - Protection: Protect privacy and our digital
environment from external threats.

Key Takeaways

Drag and Drop

If I want to know what digital tools I can use with students, I need to look on the

Placeholder

.

If I want support teaching with technology, I can call my ​

Placeholder

.

If my computer isn't working, I'll go visit my ​

Placeholder

.

For anytime, anywhere resources to troubleshoot technology, I can visit ​

Placeholder

on the web!

Drag these tiles and drop them in the correct blank above

HDRM

ILC

TST

HCPS-U

You are not alone!

ILC

TST

On Demand
Technology

Support

Teaching w/
Technology
Coaching

Technology
Maintenance

& Repair

Your

Your

Resources & Support

Approved
Resources

The End

Digital Essentials

for Staff