Use of Technology



The Board of Education recognizes that the use of technology in the educational process is essential as part of the schooling experience.  Technology is to be viewed as a tool to enhance the learning process among other tools that are required for teachers and pupils to fully explore the curriculum.  In addition, technology can be used to enhance the administration of the schools and the district.  In order to provide direction and meaning to the use of technology as an instructional tool, the Board directs that the Superintendent and the teaching and support staff use technology as a regular part of the learning process in every area of the curriculum.


For purposes of this policy “technology” means the use of computers and computer peripherals, communications networks, access to databases and libraries of information and the integration of audio, video, multimedia devices and media.


The Supervisor of Technology Information in consultation with the teaching and support staff shall recommend to the Board the acquisition of appropriate technology to best implement the curricular, instructional and administrative program of the school district.  The Supervisor of Technology shall prepare a technology plan for the school district to encompass the following:


Curricular, Instructional, and Administrative Need


The technology plan shall define the curricular, instructional and administrative need for technological equipment, media, applications and services for each area of instruction and shall project the need to the extent possible for a three-year period.


In-service Education


The Board shall provide opportunities to participate in in-service programs for employees on all hardware or software applications, subscriptions and services to be used in the execution of educational and administrative tasks.  In-service programs may be provided on or off site.  The cost of tuition for in-service programs may be reimbursed by the Board.


Standards, Codes, and References


All technology installations shall conform to the following standards, codes and references N.J.S.A. 18A, N.J.A.C. 5:23 and 6:22, BOCA National Building Code, NEMA, EIA/TIA 568 and 569 (Electronics Industry Association/Telecommunications Industry Association), LPC NFPA 78 (Lighting Protection code) IEEE 802.3 - Ethernet and 802.5 Token Ring (Institute of Electrical and Electronic Engineers), UL (Underwriter’s Laboratories), ANSI (American National Standards Institute) and ADA (Americans with Disabilities Act).


Facilities Planning


In all facilities projects involving new constructions, additions and renovations the Superintendent or designee shall ensure that the plans include provisions for current and future technology needs in terms of the structural, electric/electronic, mechanical, acoustical and visual systems of the building(s).  All educational specifications shall include under the description of instructional activities and implications for technology and under special features, those features required for the use of instructional technology.




The school district will provide support or maintenance agreements for specified brands of computers.  All other computers purchased or donated will be subject to repair only when non-allocated funding are available and therefore may remain unrepaired until funding is available.


Computer Software Acquisition and Upgrading


With the expanding accessibility of technology in our schools and the availability of a multitude of software, it has become necessary to develop a policy defining the procedure for the preview and future selection of appropriate software consistent with the educational philosophy and goals of the district.


For the purposes of this policy, the term “software” shall include all online, stand alone or server based subscriptions, services, programs and applications used for educational, administrative, and/or management purposes.


The intent of this policy is to provide the teacher(s) with a standard procedure/guidelines to safeguard against the procurement of inappropriate materials thereby reducing unnecessary purchases.  The following guidelines shall apply:


1.    Educational computer software will be selected in the same manner in which other instructional material is selected, giving care to avoid sexual, ethnic, racial, or religious stereotypes or biases.


2.     All software purchased by the district and/or any of its schools will remain the official property of the district.


3.     All software will be subject to systematic and ongoing evaluation with respect to quality, appropriateness, and contribution to curricular objectives.


4.      An evaluation or pilot program shall be conducted by appropriate personnel prior to recommending software for purchase.


In this age of technology and the abundance of available software, we must become cognizant of certain considerations before purchasing software for the district.  Therefore, the following procedure must be adhered to before any additional software is submitted for Board of Education approval:


1.     The Standing Curriculum Committee or designee is to preview software.


2.    Upon completion of preview, the committee may recommend that the software may be utilized as a curricular component.


3.      Upon Curriculum Committee recommendation, all documentation for software recommendation will be submitted to the Asst. Superintendent of Curriculum and Instruction.


      4.     The Asst. Superintendent of Curriculum and Instruction will forward to the Office of Technology a list of recommended software in alphabetical order along with appropriate documentation, if not included as part of curriculum, for Board of Education approval.


          5.        Upon Board of Education approval, an addendum will be made available to all schools for recommended future purchase.



Site Licenses


In cases where more than one copy of a software program is required, the Supervisor of Technology shall attempt to acquire or negotiate a site license with the software developers.  In the event a site license is not possible, vendors shall be sought who will provide multiple copies at a discounted cost.



Software Copyright


It is the intent of the Union City Board of Education to adhere to the provisions of copyright laws in the area of microcomputer programs.  Though there continues to be controversy regarding interpretation of copyright laws, the following procedures represent a sincere effort to operate legally.  The district recognizes computer software piracy is a major problem for the industry and violations of computer copyright laws contribute to higher costs and greater efforts to prevent copies and/or lessen incentives for the development of good educational software.  All of these results are detrimental to the development of effective educational uses of microcomputers.  Therefore, in an effort to discourage violation of copyright laws and to prevent such illegal activities:


1.     The District will endeavor to teach the ethical and practical problems caused by software piracy.


2.     District employees are expected to adhere to the provisions of Public Law 96517, Section 10(b) (17 U.S.C. § 117 which amends Section 117 of Title 17 of the United States Code to allow for the making of a backup copy of computer programs.  This states in pertinent part that it is not an infringement for the owner of a copy of a computer program to make or authorize the making of another copy or adaptation of that computer program provided:


(a)        That such a new copy or adaptation is created as an essential step in the utilization of the computer program in conjunction with a machine and that it is not used in another manner, or


(b)       That such a new copy and adaptation is for archival purposes only and that all archival copies are destroyed in the event that continued possession of the computer program should cease to be rightful.


            3.        When software is to be used on a disk sharing system, efforts will be made to secure this software from copying.


4.         Illegal copies of copyrighted programs may not be made or used on school equipment.


5.         The legal or insurance protection of the district will not be extended to employees who violate copyright laws.


6.         All software purchased must either be referenced in a curriculum guide or any Board approved software listing.


7.       Site licensing and district licensing agreements should be utilized whenever fiscally prudent.  The Supervisor of Technology or the School Business Administrator are authorized to sign licensing agreements subject to compliance with fiscal purchasing guidelines and procedures.


8.       The Building Principal with the assistance of the school Technology Coordinator is to establish procedures to enforce this policy at the school level and the School Business Administrator with the assistance of the Supervisor of Technology shall establish procedures at the district level.


Internal Communication (District)


The school district shall provide communication between schools by a variety of means including but not limited to:  Backbone Media Distribution, Unshielded Twisted Pair, Coaxial Cable, and/or Fiber Optic Cable.


External Communications


The Board encourages the use of external communications so that the schools may utilize the vast resources of external databases and communicate with other schools, external agencies and business throughout the world.  Gateways to such communications will be supported by the school district.  The use of particular gateways shall be approved by the Supervisor of Technology.  The Supervisor of Technology shall direct the installation of software in district owned computers and/or computer systems that prevents access to gateways and Internet sites that have material considered by the Supervisor of Technology to be inappropriate for use by pupils.


Equipment Acquisition


The school district shall acquire technology equipment through combination of direct, lease purchases and lease/purchases.


The Superintendent, School Business Administrator and the Supervisor of Technology shall develop a plan for the continual replacement and upgrading of equipment.


Computer Laboratories and Distributed Computing


In order to provide teacher, staff and pupil access to computers the Board directs that provisions be made as follows:


Computer Laboratories


The Board may provide computer laboratories where clusters of computers and computer peripherals are available.  When computer laboratories are provided, they shall be accessible to all teachers and pupils who have a defined educational need for computing facilities.




All audio and/or video materials shall be used in accordance with the copyright laws of the United States.  Teachers, pupils or staff who create audio or video materials containing the voices or images of the individuals involved shall obtain proper releases from those individuals, their parent(s) or legal guardian(s) or instructional use within the school.


Interactive Television, Video Conferencing and Distance Learning


Teachers or pupils may participate in interactive or on line courses provided in conjunction with other education institutions.  Pupils may obtain full credit by participating in such courses.  If the teacher involved is not the teacher of the course but rather a proctor, such assignment shall be counted as a duty rather than an instructional assignment.


Informing Parents, Legal Guardians and Interested Parties


The Superintendent or designee shall inform parent(s) or legal guardian(s) of computers and software purchased by the district in order that a computer purchased privately for home use may be compatible with the computer and software the pupil uses in the school setting.



Broadcast Rights and Copyrights


The Board specifically retains the Broadcast rights and copyrights to all materials created by employees of the Board as part of their responsibilities to the Board.  Any financial remuneration for the use of such materials shall be retained by the Board and specifically dedicated to enhance technology used as part of the educational program.


Computer Security


The Supervisor of Technology Information shall collaboratively develop security procedures with the IT Agency, in accordance with the Standard Operating Procedures and Internal Controls, to include, but not be limited to, the following areas:


1.         Physical Security of Equipment


            All computer equipment shall be maintained in a secure manner appropriate to its location.


2.          Data Security


             A.     Back-up procedures for system files, libraries, and data shall be practiced in a timely fashion.


             B.     Disaster recovery plans shall be kept up-to-date at all times.


         C.     Password protection shall be in place and updated periodically. The Superintendent of Schools shall determine access level assigned to staff.


            D.        Resource security shall be in place to prevent unauthorized access to system files, libraries, and data.


           E.       All administrative passwords to servers, applications, and web accessible programs shall be on file and secured by the Supervisor of Technology, the IT Agency, and/or Subscription Service.


           F.     Unauthorized access, use of passwords, or program functions by anyone other than the account designee shall be viewed as a breach of security.


  1. Employee Training


All new employees having, as part of their job responsibilities, access to computers and information systems will be trained in the proper security procedures outlined above.


All employees having, as part of their job responsibilities, access to computers and information systems will be kept up-to-date on current security procedures for equipment and data.


  1. Transaction Audit Trail


Appropriate procedures will be maintained in order to monitor system activity and users.  Any monitoring of users shall be authorized by the Superintendent of Schools upon receipt of a written request submitted by the Supervisor of Technology.


  1.          Email Transactions


A searchable archive of all emails shall be maintained in a secured manner and in accordance with the Open Records Laws for eDiscovery, under the direction of the Supervisor of Technology.


Use of Facsimile (FAX) Machines


Fax machines provide a useful means of communicating and shall be subject to the same rules that apply to the use of telephones.  All incoming faxes shall be considered confidential mail.  No disclosure of the contents of any fax shall be made except to the individual for whom the fax is intended.  Any individual violating this confidentiality shall be subject to discipline as provided by the policies and regulations of the Board.



N.J.A.C.          6A:26-6.2

17 U.S.C.        101 et seq.



Adopted:  26 July 2005

Revised:  18 October 2007

Revised:  21 October 2010