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15 Acceptable Use Policy for Staff

Version 1.0 · issued 31 October 2026 · next review 31 October 2027

Purpose

This policy sets strict professional and safeguarding expectations for staff who use school platforms for live group lessons and recorded content, so that safeguarding and online safety risk is kept as low as it can be.

SignedProf. Rushna Sulyman

Who it applies to

It applies to all staff, trustees, contractors and volunteers while working for the school, including any work done inside school-approved accounts and tools.

SignedProf. Rushna Sulyman

Mandatory rules

Use only approved platforms and accounts

  • Staff must use school accounts and approved systems for pupil contact and teaching.

No private one-to-one communication

  • Staff must not message pupils through personal accounts, private social media, direct messages or any off-platform channel.
  • All communication must happen inside approved group lesson spaces.

Group-only communication

  • Staff must communicate with pupils only in the group lesson channel, chat and tools.
  • Staff must not create private chats or groups with individual pupils.

Professional boundaries

  • Staff must keep an appropriate tone, language and conduct.
  • Staff must not behave in a way that could be read as intimate, harassing or overly personal.

Camera use and supervision

  • Staff must supervise live sessions and moderate chat appropriately.
  • Staff must apply camera instructions clearly and proportionately where safeguarding or learning requires it.

No misuse of recordings

  • Staff must not open recordings outside what their teaching or role requires.
  • Staff must not download, re-upload or share recordings outside the school platform.

Safeguarding escalation

  • Any safeguarding concern or online safety incident must be reported immediately to the Designated Safeguarding Lead or the Deputy.
SignedProf. Rushna Sulyman

Prohibited

Personal contact with pupils

  • Using personal email, WhatsApp, SMS, social media direct messages or any other off-platform contact with a pupil.

Screenshots and screen recording

  • Screenshots of pupils or of recording content may be taken only for safeguarding or required reporting, and must be stored securely.

Bypassing moderation controls

  • Staff must not switch off safety features or work around the school's reporting tools.
SignedProf. Rushna Sulyman

Data protection and confidentiality

  • Staff treat all pupil information as confidential.
  • Staff must not leave devices logged in and must use secure access controls, including multi-factor authentication where it is available.
SignedProf. Rushna Sulyman

Incident reporting

Staff must report:

  • misuse of chat;
  • bullying or harassment;
  • harmful content;
  • attempts to screenshot or record;
  • account compromise;
  • any data or privacy breach.
SignedProf. Rushna Sulyman

Review

This policy is reviewed at least once a year and after any serious safeguarding or online safety incident.

SignedProf. Rushna Sulyman

Signed for and on behalf of Growing Roots ltd

Prof. Rushna Sulyman

Acceptable Use Policy for Staff · version 1.0 · issued 31 October 2026 · next review 31 October 2027