School Board of the City of Virginia Beach
Regulation 6-62.1

ADMINISTRATION

Computer System

A. General

1. The Department of Technology (DOT) shall establish and maintain technology standards and procedures.

2. All users must comply with established standards and procedures.

3. Any request for the disclosure of electronic information must be made in accordance with the Freedom of Information Act (FOIA) and requested through the appropriate Executive Assistant to the Superintendent. The Chief Information Officer must approve requests not governed by the Freedom of Information Act.

B. Standards

1. Virginia Beach City Public Schools (VBCPS) employees shall not save executable files to the file server. Executable files are any file with an .exe, .bat, or .com extension.

2. VBCPS employees shall use the e-mail system in accordance with School Board Policy 6-62, 6-64 and School Board Regulation 6-64.1.

3. Administrative forms for use by VBCPS employees will be centrally located on the Intranet.

4. VBCPS employees shall comply with minimum free disk space requirements established by DOT.

5. DOT shall establish and enforce standards for locking down computer configurations and software to ensure the equipment reliability and data integrity.

6. Donated hardware must meet the standards as set by DOT.


7. Workstations, servers, and all other computer equipment shall be configured in accordance with standards established by DOT.

8. Supervisory access for system rights is restricted and given only to select, trained users as determined by DOT. If given to untrained users, this access could disrupt availability of services of computer systems. Therefore, supervisory access must be limited to only select, trained users.

9. Virus scan software will be loaded and activated on all file servers, workstations, laptops, and other equipment as necessary. Viruses will be reported to the DOT help desk.

10. Remote access capabilities for the VBCPS systems will be provided in accordance with DOT standards.

11. Schools and departments must perform system backups as established by DOT for their respective areas.

12. Users must logout or power down workstations at the end of each workday and during extended breaks (e.g. lunch).

13. No VBCPS employee will install any patch, fix, or programs without the approval of DOT.

14. No privately owned software shall be installed and/or used on VBCPS equipment without the permission of DOT.

15. DOT will establish additional standards as appropriate.

C. Maintenance

1. DOT establishes priorities for all trouble calls and responds accordingly to best meet the overall needs of the school division.

2. All employees will adhere to emergency procedures as maintained and published by DOT.

D. Property of the Division

1. Inappropriate use of VBCPS computer assets as defined in School Board Regulation 6-64.1 will be dealt with to the fullest extent of the law.

2. DOT will audit use of the Internet, email and other computer resources as necessary.

3. Procedures established by DOT will be used to transfer or survey computer equipment belonging to the School Division.

4. DOT will maintain a hardware and software inventory in accordance with DOT standards.

5. Users will not modify the hardware configuration of VBCPS computers in any way.

6. DOT shall audit (randomly or on scheduled basis) software installed on VBCPS computers to ensure that only authorized and legal copies of software are installed on VBCPS computers. Violators shall be subject to appropriate disciplinary action and/or prosecution as permitted under the law. DOT shall delete all unauthorized software from user machines if user is unable to provide proof of purchase for the software in question.

7. DOT will audit compliance with password privacy and other security requirements for the use of VBCPS computers systems.

E. Data Security

1. No user shall be given access to another user's login for any reason. Access to specific files will be granted with written approval of the department head.

2. VBCPS temporary, substitute employees and authorized non-employees may have limited access to VBCPS technology resources and will comply with all applicable policies, regulations and guidelines as set forth by the DOT.

3. Users are required to logoff from the VBCPS network whenever they leave their office or assign a Windows screen saver password to their computer. The Windows screen saver password must be set to l take effect within two minutes or less for all computers located in areas where there is student or public access. Computers located in administrative areas must have the automatic screen saver lockdown set for fifteen minutes or less. Users are required to log out and power down workstations at the end of each workday.

4. No VBCPS employee shall share or leave unattended any password for the VBCPS computer systems.

5. Principal and department heads are responsible for notifying the Chief Information Officer in case an employee in their school or department is terminated. In any event, the Superintendent or designee shall notify DOT as soon as possible after a termination.

F. Responsibility

1. Department of Human Resources (DOHR) shall ensure that a signed Acceptable Use Agreement form is signed by all new employees as required by School Board Policy 6-64 and Regulation 6-64.1. DOHR is responsible for maintaining the original signed copy of the Acceptable Use Agreement in employee’s personnel folders.

2. Each principal or department head shall ensure that an Acceptable Use Agreement form is signed, before requesting network access for any non-employee, as required by School Board Policy 6-64 and Regulation 6-64.1. The principal is responsible for maintaining the original signed copy of the Acceptable Use Agreement.

Editor’s Note

The provisions listed below can be accessed through the school division Website at www.vbschools.com
See Regulation 7-3.1: Freedom of Information Process/Access to Public Information.
See Code of Virginia §2.2-3700 et seq. Virginia Freedom of Information Act
See Policy 6-64 –Acceptable Use Policy
See Regulation 6-64.1 – Acceptable Use of the Division Computer System: Students, Employees, Non-Employees, Volunteers

Emergency Procedures Manual (Internal Emergency Document)

Approved by the Superintendent: December 29, 1999
Revised by the Superintendent: August 25, 2003
Revised by the Superintendent: August 2, 2005