Internet access in the Guilderland Central School District provides an opportunity for students, staff, parents, and community to share information. The District’s web site provides information to the community about school curriculum, instruction, school-related activities, and other general information relating to our schools and to our District’s mission. Publishers and creators of web pages need to familiarize themselves with and adhere to the following regulations and responsibilities. Failure to follow these regulations may result in the loss of authoring privileges or other more serious disciplinary measures.
A. District and School Web Pages – The District’s Communications Office, or an identified designee, will develop and post content for all district-level and school web pages. Content will be directly related to the school district, its students, or its educational programming.
- District staff and school community members are encouraged to submit web content (story ideas, photos, etc.) to the District’s Communications Office. Submitted content may be edited for appropriateness and/or space limitations.
- Content not directly related to the school district, its students, or its educational programming will not be published.
B. Teacher Web Pages – Any teachers that currently have web pages linked to building sites may continue to publish information on their pages, as long as the information is kept current.
- Teachers that wish to have web pages hosted on independent sites linked to building sites must submit an application form for site approval to the District’s Communications Office, as obtained from the Educational Technology Liaison in their respective building or in the “Staff Resources” section of the district web site.
- Teachers that wish to publish new educational web pages within the district web site are encouraged to do so, but must first consult with the District’s Communication Office.
- Teachers are responsible for the content on their individual web pages. At the bottom of each published teacher page, it is required that there be a link to the e-mail address of the person maintaining the page with this terminology: “This page is maintained according to Guilderland Central School District web publishing guidelines by teacher e-mail address on behalf of the Guilderland Central School District.”
C. Student Web Pages – Students may create a web site as part of a class activity through an outside service provider. Unfortunately, the District will not be able to provide students with access to the District web site. Material presented on a student class activity web site must meet the educational objectives of the class activity. It will not be considered a violation of a student’s free speech to require removal of material that does not meet the educational objectives or that is in violation of the Acceptable Use Policy.
- Student web pages must include the following disclaimer: “This is a student web page. Opinions expressed on this page shall not be attributed to the District.”
- Students will not be allowed to submit a user authorization request form and will not be given a user name or password by Capital Region BOCES to publish their student class activity web site.
- Should a classroom teacher wish to publish a class activity web site for his/her students, the teacher must submit a user authorization request form to the District’s Communications Office. (See item B – Teacher web Pages) The teacher will then be responsible for all content on the student site.
- Under no circumstances should teachers give students access to their user names or passwords.
- Student web pages will be removed at the end of the school year unless other arrangements have been made.
D. Extracurricular Organization Web Pages – With the approval of the building principal, extracurricular school organizations may establish web pages.
- School organizations that wish to have new web pages linked to building sites must follow the same process as outlined above for teacher web pages.
- Material presented on the organization web page must relate specifically to organization activities.
- They must display the following disclaimer: “This is a student/school extracurricular organization web page. Opinions expressed on this page shall not be attributed to the District.”
E. PTA Web Pages – With the approval of the building principal, school PTA organizations may establish web pages.
- PTA groups are encouraged to create a web page through Google sites. The District will house a basic page for the site, including officers, meeting dates, and a calendar of upcoming events, as well as a link to the PTA’s more in-depth web page, if established.
- PTA groups that wish to have new web pages linked to building sites must submit an application form for site approval to the District’s Communications Office, as obtained from the Educational Technology Liaison in their respective building.
F. Web Page Design – The standards defined in this document along with the Acceptable Use Policy provisions will govern material placed on the web site. Administrators are encouraged to create sites through Google.
- Content Standards – Building and District Administrators or their designees are responsible for web page approval. Any individual or group who wants to author a new web page within the district web site should consult with the Communications Office. The District reserves the right to edit content or remove hyperlinks to information that does not adhere to school district policies or the web page publishing standards contained in this document.
- Subject Matter – All subject matter should relate to curriculum, instruction, school-authorized activities, or general information that is appropriate and of interest to others. Neither staff nor students may publish personal home pages as part of the District web site. Home pages may not be published for individuals or organizations not directly affiliated with the District. Staff or student work may be published only as it relates to a class project, course, or other school-related activity. The author of each individual page is responsible for the subject matter contained within that page.
- Quality – All web page work must be free of spelling and grammatical errors. Documents may not contain objectionable material or link directly to objectionable sites. Objectionable material is defined as material that does not meet the standards for instructional resources specified by District policies.
- Ownership and Retention – All web pages on the District’s web site are property of the School District. Web pages will be deleted when teachers or courses are no longer associated with the District unless prior arrangements have been made with the Communications Office.
- Student Safeguards – In accordance with the District’s “opt-out” policy for the use of student directory information, web page documents may include a student’s full name, grade level, photograph, art work, academic interest, participation in officially recognized activities and sports, terms of school attendance and graduation, awards received, etc. unless the district has been notified in writing not to publish this information by September 15 in any given school year. If received, “opt-out” letters are kept on file by both the school building principal and the District’s Communications Office. Documents may not include student phone numbers, addresses, or names of family members and friends. Published e- mail addresses are restricted to staff members or to a general address where arriving e-mail is checked by a staff member.
- Technical Standards and Consistency
- Each web page that is added to the District web site must contain certain design standards to maintain general consistency throughout the site:
- At the bottom of each primary home page, there must be a link to the e- mail address of the person responsible for maintaining the page with this terminology: “This page is maintained according to Guilderland Central
- School District web publishing guidelines by page author’s e-mail address on behalf of the Guilderland Central School District.” It will be that person’s responsibility to keep the web page(s) current.
- On each page, there must be a link that returns the user to the district home page.
- Any teacher who publishes a web page, for classroom instruction or as part of a curriculum project, will edit and test the page(s) for accuracy of links. They should also verify that the page(s) conform to the standards outlined in this document.
- Web pages may not contain links to incomplete pages. If additional pages are anticipated, but not in final form, the text that will provide such a link should be included. However, the actual link should not be made until the final page is actually in place on the web server.
- All web pages must be given names that clearly identify them. Any graphics, sounds, or video used on web pages will conform to a standardized format established by the Communications Office. All images must adhere to federal accessibility guidelines.
- Web pages may not contain any student e-mail address links.
- Web pages will not contain copyrighted or trademarked material belonging to others unless written permission has been obtained from the owner.
- Web page links may not include entities whose primary purpose is commercial (sales sites) or political advertising.
Updates to the Website Regulations
Given the rapid change in technological advances, some of the standards outlined in this document may require changes in the near future. The District invites and encourages feedback on these regulations so that they can continue to be improved. The Guilderland Central School District Website Regulations will be reviewed and updated on an annual basis or more frequently if required.
Revised March 14, 2011
Revised June 6, 2011
Revised November 19, 2019