An Acceptable Use Policy (AUP) is an agreement between a school and those who use devices and internet provided by the school outlining rules and expectations as to how the educational technology can be used. This document aims to protect students from harmful content, encourage students to be responsible digital citizens and clarify the rules and consequences if the agreement is violated.

With educational technology developing and changing rapidly, AUPs are living documents that need to be reviewed and revised regularly.

According to a recent report by EdTech Hub, AUPs should contain the following six elements:

• The introduction/preamble states the goals of the policy and clarifies why the agreement is needed.
• A policy statement outlines which technologies the document covers– for instance, school-issued devices and email.
• The Acceptable Uses section should explicitly state how the technologies should be used.
• An Unacceptable Use section offers concrete examples of how the technologies shouldn’t be used. For example, unacceptable uses could include social media, downloading games or plagiarism.
• The sanctions section should clearly state what the repercussions will be if the policy is violated.
• The user agreement, signed by students and/or parents indicates they’ve read and understand the policy

When establishing or revising an AUP, EdTech Hub recommends the following eight steps:

1. Establishing and coordinating structures. In this initial stage, school administration would form a committee responsible for establishing the policy and ensuring that all relevant stakeholders are represented within that group. For example, a committee could include teachers, administrators, students and parents.

2. Review and research. The group reviews national policies that pertain to the AUP, which could include federal laws, national privacy policies and child rights acts. The group also should check its own policies, like code of conduct, digital learning plans and device warranties in this stage. From there, group members can study examples of existing AUPs.

3. Preparation of draft policy. As the group prepares to draft the policy, it considers any unique needs related to the school and its students. EdTech Hub also suggests that, during this phase, the group considers providing online safety information to students and families. Members will consider which, if any, content filtering tools it will use.

4. Circulation/consultation. The group distributes the drafted AUP to stakeholders, solicits and collects feedback and revises the policy as needed.

5. Ratification and communication. Once revisions are incorporated, the committee presents the policy to the school board. After the AUP is approved, the group creates a plan for circulating the policy to those who need to sign it, which could include students, parents and teachers.

6. Implementation. At this stage, the policy is in effect. The committee should elect a member or members who can address any incoming concerns or questions from students, parents and teachers.

7. Monitoring. EdTech Hub suggests the AUP committee keep a running tab of questions and feedback. Other aspects of monitoring might include asking educators to track device usage as well as any misuse or damage to the school’s technology.

8. Reviewing, evaluating, and revising. Finally, the group should regularly review the policy as well as feedback from stakeholders. Committee members should then make adjustments as needed to ensure that the policy encompasses current and developing technology.