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H503P - Procedure: Website and Webpages

Procedure H503P: Website and Web Pages

The purpose of the Hancock School Department’s official website is to provide general information about Hancock Grammar School as well as information about educational programs, extracurricular activities, school events, and student and staff achievements.  The website is intended to support the educational mission of the school, to enhance the curriculum and learning opportunities for students and staff, and to provide valuable information to the larger community about our school.  The following guidelines are intended to ensure that the website meets these goals and to establish reasonable controls to protect the privacy of students and staff, to ensure that the website is in compliance with applicable laws, and to ensure that it meets the highest educational and quality standards.

1.     Website Structure

The School website includes the following components:

A.   School information such as student handbooks, event calendars, and School cancellation information;

B.    Principal’s reports and archives;

C.    School-sponsored extracurricular organization information;

D.   Periodic spotlight features to showcase achievements of students, staff, and the school;

E.    Social media components of Facebook and other networking tools;

F.    Individual classroom information (including student work and/or teacher-created work and resources);

G.   A School Department page with Central Office information, Transportation, Facilities and Food Service information;

H.   A School Committee page with School Committee information, agendas, minutes, and archives of all School Committee meetings, and approved policies; and

I.      Links to other programs as they apply.

2.     School Department Authority and Webmaster Responsibilities

A.   The School Department reserves the right to edit, delete, or modify any web page content as it sees fit to comply with the intended purposes of the website and these guidelines.

B.    The Superintendent shall designate the Principal as Webmaster, responsible for maintaining the Hancock Grammar School website, approving all material to be posted on the site, and monitoring all website activities for compliance with School Committee policies, applicable laws and regulations, and these guidelines.  The Superintendent’s Secretary shall be responsible for posting School Department information on the website.  If the Principal is unsure whether particular material is appropriate, she shall consult with the Superintendent, whose decision shall be final.  Only the Principal shall have password-protected access to the website to place and remove web pages and content.

3.     Content, Quality and Subject Matter

A.   The School Department website does not create, nor is it intended to create, a public or limited public forum.  All materials placed on the website must serve the educational mission of the school and comply with all School Committee policies, administrative procedures and school rules concerning the publication and distribution of school-sponsored materials.

B.    All materials placed on the website must meet academic standards for proper spelling, grammar, content and accuracy.

C.    All materials placed on the website must comply with all School Committee policies, administrative procedures and school rules concerning the acceptable use of technology.

D.   Web page content must be limited to school-sponsored information and activities.  No personal student or staff web pages, chat rooms, or discussion groups are permitted on the website.

4.     Confidentiality of Student Information

A.   The website shall be in compliance with all applicable confidentiality laws and regulations.

B.    At no time shall personal information about students (such as home address, telephone number, e-mail address, birth date, or social security number) or information made confidential by state or federal law appear on the website.  The website will not include any information that indicates the physical location of students at any given time, other than attendance at Hancock Grammar School or participation in school activities.

C.    Student information, photographs or work may only be published on the website if the student’s parent/guardian has signed the Parent/Guardian Agreement Form to Publish Student Information.  For purposes of these guidelines, student information includes name, class rosters, awards/honors received, and team/extracurricular activity participation lists.

5.     Confidentiality of Staff Information

A.   At no time shall personal information about staff appear on the website (such as home address, home telephone number, home e-mail address, birth date, or social security number).

B.    Because the Hancock School Department website is maintained in part to enhance communication with students and their families, the school e-mail address and/or telephone numbers of staff are published on the website.

6.     Copyright

A.   Appropriate permission will be obtained before any copyrighted or trademarked material is used on the website.  No copyrighted material may be reproduced, transmitted or stored on the Hancock School Department website without obtaining permission from the copyright owner.

B.    Students shall retain the copyright on materials that they create.

C.    An appropriate copyright notice will appear with all copyrighted material published on the website.

D.   Except for the above exceptions, all web pages and materials published on the website are the property of and owned by the Hancock School Department.

7.     Advertising

The Hancock School Department website will not include any advertising, nor will it include any selling activities outside of publicity for school-sponsored and/or approved fundraising activities. 

8.     Links to External Sites

A.   The Hancock School Department website will not include links to any personal websites of students or staff.

B.    The website may include links only to websites that have demonstrated educational value to students, staff and/or the community, as deemed appropriate by the Principal.

C.    The website shall include a disclaimer informing users that links are provided as a convenience, and that the Hancock School Department does not endorse these sites or have any responsibility for the content of these sites.

9.     Additional Requirements

A.   The website shall inform users about how to contact the Principal.

B.    Each web page will contain the date the page was last updated.

C.    The Principal will provide appropriate information to school users regarding technical requirements for publishing material on the website.


Adopted:  5/27/14