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Online Safety and Acceptable Use Policy

 

 

1. Purpose

 

This policy establishes expectations for safe, responsible and appropriate use of online platforms, digital tools and technology within our Alternative Provision. It protects pupils, staff and the organisation from online risks, safeguarding concerns and misuse of digital systems.

 

2. Principles

 

 

  • Online activity must safeguard pupils and uphold professional standards.

  • Technology is used only for educational purposes.

  • Communication must remain appropriate, transparent and professional.

  • Risks such as cyberbullying, exploitation, grooming and data breaches are actively managed.

  • Staff and pupils follow clear boundaries for safe digital conduct.

 

 

3. Scope

 

This policy applies to:

 

  • Online learning sessions

  • Email, messaging and digital communication

  • Use of organisational devices and platforms

  • Personal devices used for work purposes (where permitted)

  • Pupils accessing online resources during sessions

  • Any internet-based activity linked to the organisation

 

 

4. Roles and Responsibilities

 

 

4.1 Organisation

 

We will:

 

  • Provide approved platforms for online teaching.

  • Ensure staff receive online safety and safeguarding training.

  • Monitor compliance with acceptable use guidelines.

  • Address incidents swiftly and effectively.

  • Protect personal data through secure systems.

 

 

4.2 Staff and Tutors

 

Staff must:

 

  • Use only approved platforms for online sessions.

  • Maintain professional boundaries at all times.

  • Ensure cameras, audio and backgrounds are appropriate.

  • Never communicate with pupils through personal accounts or devices.

  • Report online safety concerns immediately.

  • Ensure all session links remain secure and confidential.

  • Record attendance and any concerns from online sessions.

 

 

4.3 Pupils

 

Pupils must:

 

  • Use appropriate language and behaviour online.

  • Follow instructions from tutors during sessions.

  • Keep login details confidential.

  • Not record sessions unless explicitly permitted.

  • Use only organisational or approved accounts for learning.

  • Report anything that makes them uncomfortable.

 

 

4.4 Parents and Carers

 

Parents/carers must:

 

  • Support safe online behaviour.

  • Ensure the pupil’s environment is suitable for sessions.

  • Supervise where appropriate, depending on age and needs.

  • Report concerns about online safety or technology issues.

 

 

5. Acceptable Use Rules

 

 

5.1 Staff Acceptable Use

 

Staff must not:

 

  • Share personal contact details with pupils.

  • Use personal social media or messaging apps to communicate.

  • Enable screen sharing without educational purpose.

  • Download, save or share inappropriate content.

  • Leave a pupil unsupervised online during a session.

  • Allow pupils to access unsafe websites or platforms.

 

Staff must:

 

  • Use secure passwords and keep them confidential.

  • Use virtual backgrounds or neutral settings when needed.

  • Ensure all content shared is age-appropriate and safe.

  • End a session if behaviour or environment becomes unsafe.

 

 

5.2 Pupil Acceptable Use

 

Pupils must not:

 

  • Use offensive, abusive or discriminatory language.

  • Access inappropriate websites, games or media during sessions.

  • Share or post images or videos of tutors or sessions.

  • Engage in cyberbullying, harassment or unsafe behaviour.

  • Share meeting links, passwords or personal information.

 

Pupils must:

 

  • Log into sessions on time.

  • Participate respectfully.

  • Dress appropriately and appear on camera when required.

  • Keep backgrounds appropriate or use blurred/virtual backgrounds.

 

 

6. Online Session Protocols

 

 

  • Only approved adults may be present in the room.

  • Tutors must be able to see or hear the pupil unless agreed otherwise.

  • Sessions must not take place in bedrooms unless absolutely unavoidable and risk assessed.

  • All safeguarding protocols apply as they would offline.

 

 

7. Managing Inappropriate Content or Behaviour

 

If inappropriate content appears on screen or a pupil behaves unsafely:

 

  1. The tutor ends the activity or session immediately.

  2. The incident is recorded.

  3. The DSL is informed.

  4. Parents/carers or commissioning professionals are notified where appropriate.

  5. Risk assessments are reviewed.

 

 

8. Cyberbullying

 

Cyberbullying includes threatening messages, harassment, sharing harmful content or exclusion online.

 

  • Reports must be taken seriously.

  • The DSL investigates and takes action.

  • Sanctions or support plans may be implemented as needed.

  • Serious cases may involve the Local Authority or police.

 

 

9. Data Protection and Privacy

 

 

  • Only secure, approved systems may be used.

  • Personal data must be protected during sessions.

  • Recording sessions is prohibited unless expressly authorised for safeguarding or training.

  • Staff must comply with the Data Protection Policy.

 

 

10. Use of Devices

 

 

10.1 Staff Devices

 

Staff may use work devices or approved personal devices configured securely.

Devices must:

 

  • Be password protected

  • Use updated antivirus and software

  • Not be shared with others

  • Store no personal pupil data unless encrypted and authorised

 

 

10.2 Pupil Devices

 

Pupils may use home devices but must follow:

 

  • Secure login practices

  • Parental supervision where appropriate

  • Safe settings and filters

 

 

11. Reporting Online Safety Concerns

 

Concerns may include:

 

  • Inappropriate communication from pupils or adults

  • Exposure to harmful content

  • Technical issues affecting safety

  • Suspicion of grooming, exploitation or criminal activity

  • Data breaches

 

Staff must report concerns to the DSL immediately.

 

12. Sanctions

 

Breaches of acceptable use may result in:

 

  • Verbal reminders

  • Restricted access

  • Behaviour plans

  • Temporary suspension from online learning

  • Review by commissioning bodies

  • Safeguarding referrals

  • Disciplinary action for staff where appropriate

 

 

13. Review

 

This policy is reviewed annually or sooner if legislation, technology or safeguarding guidance changes.