Student IT Acceptable Use Policy

1. Scope

This policy applies to all students at the Royal Grammar School Guildford (RGS).

2. Purpose

The aim of this policy is to protect school staff, students, data, and the reputation of the Royal Grammar School. It ensures that all individuals using the School’s IT systems do so in a safe, responsible and productive manner. This policy must be read in conjunction with other relevant school policies.

Access to the School’s computer systems and internet will only be granted once parental permission has been confirmed by signing the declaration at the end of this document.

3. Policy Infringements

Breaches of this policy will be addressed under the School’s standard disciplinary procedures. In serious cases, the matter may be referred to the Police.

4. Monitoring and Inspection

The IT Services department reserves the right to inspect any IT equipment or service owned, leased, or provisioned by the School without prior notice.
The School may monitor, access, log and disclose all electronic communications and data (including phone calls, emails, instant messages, internet activity and use of cloud services) transmitted through the School’s network and cloud systems, to the extent permitted by law.

Monitoring may be conducted to:

Ensure compliance with school policies and procedures
Maintain operational efficiency
Support training and quality control
Investigate safeguarding concerns or suspected misconduct
Prevent or detect criminal activity

Personal communications made using school systems may be subject to monitoring.
All data traversing the school network or hosted on school cloud services is logged and may be reviewed by the Director of IT, Bursar or Headmaster.

5. Internet Filtering and Safeguarding

All devices connected to the school network are subject to internet filtering and automated safeguarding monitoring.
All school-owned or leased devices are subject to monitoring regardless of location.

These systems:

Protect users from viruses, scams and other online threats
Prevent access to harmful, inappropriate or disruptive content
Support the School’s safeguarding responsibilities
Ensure the smooth operation of the School’s network

Filtering is user-specific, based on login credentials (e.g. Sixth Form students may have broader access than First Form students).
Content requests (to block or unblock) must be submitted via email to helpdesk@rgsg.co.uk, with justification.
Inappropriate or concerning content access must also be reported to the IT Helpdesk.

Users must be aware that:

All internet activity is logged, including date and time of access.
Use of inappropriate or illegal materials will result in disciplinary action.

6. VPN (Virtual Private Network) Use

The use of VPNs on any device connected to the RGS network or on any school-provided device is strictly prohibited.
VPN use hampers safeguarding monitoring and network integrity.
Devices found using VPNs may be restricted or removed from the network without warning.
IT Services will not provide support for any device with an installed VPN until it has been removed.

7. Email Filtering

All incoming and outgoing school emails are filtered to:

Prevent viruses, hoaxes, phishing and spam
Block inappropriate content

8. Microsoft 365 Services

All students and staff receive an @rgsg.co.uk account providing access to Microsoft 365 services (e.g. OneDrive, Teams, Outlook).
All communications, including Teams chat messages, are monitored by automated safeguarding tools.

9. User Accounts

Students must:

Safeguard their school accounts and access codes
Never share account details with others
Log off when leaving devices unattended
Avoid accessing or distributing illegal, offensive or inappropriate material
Respect copyright and intellectual property rights

Account Management

Accounts will be disabled on a student’s final day unless otherwise directed.
Accounts inactive for over 20 school days will be disabled unless prior notice is given (e.g. long-term illness).
Inactive accounts and data will be permanently deleted after three months.

10. Personal Use of IT Systems

Personal use is permitted if it is:

Limited and reasonable
Does not interfere with schoolwork or others
Does not incur significant cost
Does not risk legal action or damage the School’s reputation
Not related to running a business

11. Passwords

Passwords must remain confidential and secure.
Students are responsible for all activity under their user account.
Refer to the separate School IT Account Password Policy for full guidance.

12. Removable Media

USB storage devices are disabled on most school machines.
Students must use their school OneDrive account for file storage and transfer.

13. Emails and Social Media

Emails are legally admissible and should be treated professionally.
Students must not respond to unsolicited or suspicious emails.
Personal contact details should not be shared between staff and students.
Offensive, obscene, violent or chain emails are strictly prohibited.
Report concerning messages to IT Services immediately.

14. Copyright Compliance

Students must respect copyright laws, including:

The rights of third-party material used in education
Ownership of their own work and that of peers
Teachers’ intellectual property rights

15. Printing and Photocopying

Printers and photocopiers are for school-related work only.
Students have an 80-page monthly print quota, refreshed monthly.
Teachers may request a quota increase for valid educational reasons by contacting the Director of IT.

16. Computer Misuse

Under the Computer Misuse Act 1990, it is illegal to:

Access software or data without permission
Use school systems for blackmail or malicious purposes
Plant viruses or alter/delete data without authorisation
Engage in software piracy

Hacking (including attempts or possession of hacking tools) is a serious offence and will result in disciplinary action.

17. Incident Reporting

All of the following must be reported immediately to IT Services and the Director of IT:

Security breaches or suspected misuse
Loss or theft of equipment or data
Virus infections or suspicious emails
Any breaches of this policy

18. Consent

Please indicate your agreement to abide by this policy by signing below. Parental permission is required for internet access and use of school IT systems.

I grant permission for my child to use the School’s computer systems, cloud services and the internet, and I understand that my child will be held accountable for their actions. I also understand that while some materials on the internet may be objectionable, I accept responsibility, with the School, for setting standards for my child to follow when selecting, sharing and exploring information and media. I accept that my child may unwittingly be subjected to inappropriate material, but that the School will take all reasonable steps, within its guidelines, to minimise this risk.