Marion County Schools
Bylaws & Policies
 

7530.01 - STAFF USE OF ELECTRONIC COMMUNICATION DEVICES

The Board of Education realizes that electronic communication devices have become an essential part of the work place and the schoolhouse. The use of these devices has many implications for the instructional programs for Marion County. The Marion County Board of Education believes that school programs have a vested interest in teaching staff on the merits of using such devices in appropriate ways in public settings and such use is connected directly with the incorporation of the 21st Century learning skills.

Staff Use of Board Provided Electronic Communication Devices

The Board of Education will provide electronic communication device to employees who by the nature of their job have a routine and continuing business need for the use of electronic communication devices for official Board business. Electronic communication devices are provided as tools to conduct Board business and to enhance business efficiencies. Electronic communication devices are not personal benefits and shall not be a primary mode of communication, unless they are the most cost-effective means to conduct Board business (i.e., because electronic communication devices accounts are billed on a time-used basis. Board-owned electronic communication devices and services should not be used when a less costly alternative method of communication is safe, convenient and readily available).

The Superintendent or his/her designee is expected to see that:

 A.the need for each Board-owned electronic communication device and electronic communication device service account is clearly justified for Board business purposes;
 B.alternative solutions for work production and communication have been considered;
 C.employees provided with electronic communication device service accounts understand the purpose and limitations of usage;
 D.electronic communication device service account invoices outlining the details of usage are received and reviewed for conformance with this policy;
 E.employees reimburse the Board for non-business use if required by this policy;
 F.use of electronic communication device service account is terminated when no longer justified by business requirements, the employee leaves the Board's employment, and/or when the employee has, by actions, demonstrated a disregard for the limitation of this policy.

Since certain designated staff members are expected to be readily accessible day and night, seven (7) days a week during the course of their employment, the Board considers electronic communication devices to be essential equipment for the performance of their duties, and believes that the provision of electronic communication devices to those designated staff members by the Superintendent serves a valid public purpose.

Electronic Communication Devices enable certain designated individuals to be reached whenever a situation arises necessitating immediate contact and communication regardless of the person's location at the time. Therefore, the Superintendent as well as the following staff members are designated for Board owned electronic communication devices: Assistant Superintendent, Administrative Assistants, transportation and maintenance supervisors, principals, bus drivers, technology technicians and integration specialists, and teachers when and as appropriate. All of these designations are subject to approval of the Board of Education.

Board-owned electronic communication devices may be used for the following:

 A.to place calls in emergency situations;
 B.to place calls for the purpose of communicating with the administration, other staff members, or parents concerning classroom, school or county activities.

Board-owned electronic communication devices may not be used for the following:

 A.to place calls during classroom instructional time unless it is for an emergency or the call is an integral part of a learning activity;
 B.for calls by students at any time unless specifically authorized by the teacher or principal for school-related purposes only.

Electronic communication device services accounts are expected to be set at the minimum level that fulfills the business need for the position in question. The electronic communication device's contract that is selected for an employee should be the one that provides a combination of services including number of minutes, coverage, and local call zone most nearly matching the employee's recurring business needs. If the electronic communication devices contract is based on minutes used, a minimal plan shall be utilized. In other words, the smallest plan available to accommodate the particular business need shall be utilized.

The Board shall approve the Superintendent's recommendation regarding the level of electronic communication device service appropriate for each staff member. The Superintendent or his/her designee shall take the steps necessary to secure the most economical and responsible service available.

Possessing Board-owned electronic communication devices is a privilege, and all employees are expected to use the devices appropriately and responsibly. Employees are responsible for managing the cost effectiveness of electronic communication devices use by utilizing assigned landlines as available and appropriate. Employees should know that calls outside the immediate area might result in roaming charges, in addition to long distance and regular charges, and that the Board is charged for both outgoing and incoming electronic communication device's calls.

Employee safety is a priority of the Board, and responsible use of electronic communication devices includes safe use.

 A.Employees whose job responsibilities include regular or occasional driving and who are issued electronic communication devices for business use are expected to refrain from using their electronic communication devices while driving. Safety must come before all other concerns. Regardless of the circumstances, including slow or stopped traffic, employees are strongly encouraged to pull off to the side of the road and safely stop the vehicle before placing or accepting a call. If acceptance of a call is unavoidable and pulling over is not an option, employees are expected to keep the call short, use hands-free options, if available, refrain from discussion of complicated or emotional topics, and keep their eyes on the road. Special care should be taken in situations where there is traffic, inclement weather, or the employee is driving in an unfamiliar area.
 B.In situations where job responsibilities include regular driving and accepting of business calls, hands-free equipment may be provided to facilitate the provisions of this policy.
 C.Using an electronic communication device while operating a vehicle is strongly discouraged. Employees should plan calls to allow placement of calls either prior to traveling or while on rest breaks.

Electronic communication devices' calls are not secure. Therefore, employees should use discretion in relaying confidential information, particularly as it relates to students.

Employees must safeguard any Board-owned electronic communication devices in their possession. Reasonable precautions should be made to prevent equipment loss, damage, theft and vandalism. Upon resignation or termination of employment, or at any time upon request, the employee will be asked to produce the equipment for return or inspection. Employees unable to present the equipment in good working condition when requested will be expected to bare the cost of a replacement. Employees, who separate from employment with outstanding debts for equipment loss or unauthorized charges, will be considered to have left employment on unsatisfactory terms and may be subject to legal action for recovery of the loss.

The Board reserves the right to audit all Board-owned electronic communication devices and their use, which will include but not be limited to, a review of the monthly billing by the Treasurer. Board electronic communication devices and electronic communication devices service account statements, invoices and payment documents are public records and, as such, may be subject to disclosure and review.

Each Board-owned cellular telephone will receive a monthly detailed activity statement for all charges. The employee issued the electronic communication device must review the monthly statement for billing accuracy.

Use of Electronic Communication Devices
 A.In order to protect the employee from incurring a liability for the personal use of Board-issued electronic communication devices, such equipment is to be used for business reasons only or the employee may pay for the use of the plan in a monthly check deduction format and seek reimbursement on a regular basis for business calls.
 B.The Board will seek reimbursement for any additional charges resulting from personal calls. Misuse of Board-owned electronic communication devices may result in loss of the privilege (i.e., revocation) and possible disciplinary action against the employee.
 C.If unforeseen circumstances develop where employees must use their Board-issued electronic communication devices to make a personal call (i.e., to let family know that the employee will be home late, etc.), it is up to the Superintendent or his/her designee to determine whether the employee should reimburse the Board for the telephone call.
 D.Electronic communication devices provided by the Board are a public resource and are intended to be used for Board business only unless the employee is using the Board's device per the check deduction payment method.
 E.The Board reserves the right to withhold any non-reimbursed amount from the employee's wages when the employee has overages or uses the device for personal calls. Employees will be expected to sign an agreement that allows the Board to deduct the cost of unpaid calls from the employees' paychecks.

Use of Personal Electronic Communication Devices While at Work

Board employees may carry personal electronic communication devices with them while on Board time and/or while operating Board equipment, but are subject to the following restrictions:

 A.Excessive use of personal electronic communication devices for personal business during work hours is considered outside the employee's scope of employment.
 B.Personal calls during work hours can interfere with employee productivity and be distracting to others, regardless of whether on a cellular or regular telephone. Employees are expected to use discretion in using personal communication devices while at work. Employees are asked to make personal calls during breaks and lunch period and to see that friends and family members are aware of the Board's policy.
 C.Employees are responsible for operating Board owned vehicles and potentially hazardous equipment in a safe and prudent manner, and therefore, employees should refrain from using personal electronic communication devices while operating such vehicle or equipment.
 D.The Board assumes no liability for loss or damage to employees' personal electronic communication devices carried in Board vehicles or left on Board property. Employees assume the risk of loss or damage to personal electronic communication devices carried by employees during working hours.
 E.When pre-authorized in writing by the Superintendent or his/her designee, the cost of using a personal electronic communication device for official business may be reimbursed to the employee. Having a personal electronic communication device is a choice the employee makes, and if the electronic communication device is used for business purposes, any reimbursement will be for reasonable costs in excess of the base plan plus any additional fees such as roaming fees or other fees incurred as a direct result of the business use. In no instances will the employee be reimbursed more than the monthly cost to the employee. To receive the reimbursement, the employee must document the inbound/outbound telephone number, name of person called or who called the employee, and the date and purpose of the call along with the original telephone bill.

Violation of this policy may constitute just cause for disciplinary action as prescribed within WV Code 18A-2-8.