The Cobb County School District (District) uses numerous methods such as written and widely distributed documents, spoken announcements, electronic mail, and cellular phones and other wireless communication devices to transmit official information to employees quickly and accurately. Employees are responsible for keeping themselves informed of official information distributed through these means. Supervisors and managers are responsible for ensuring effective communication occurs within their areas of responsibility.

RULE:

A. GENERAL PROVISIONS:
    The District inter- and intra-communication system (to include computers, wired and

    cellular phones and other wireless communication devices, regular mail and e-mail,

    bulletin boards and employee mailboxes) is District property and is to be used primarily

    for business purposes of the District. The District permits some limited, incidental use of

    this system for personal communications. Such personal use must not:
    1. Interfere with any District operation or activity,
    2. Be for a personal business or personal monetary gain,
    3. Cause any harm or embarrassment to the District, our schools or our employees,
    4. Be for any unethical purposes or illegal activity, or
    5. Negatively affect the District’s mission or any employee’s effectiveness or ability
        to perform his/her duties and responsibilities.

    Employees may be disciplined, up to and including employment termination, for violating

    District Administrative Rule IJNDB (Use of Technology Resources in Instruction), this

    Rule, or using the District communication system to violate any other Board of Education

    Policies or District Rules.

B. GUIDELINES FOR USE OF THE INTER- AND INTRA-SCHOOL COMMUNICATION

    SYSTEM:
    The following guidelines govern the use of County Mail, employee mail boxes, employee

    bulletin boards by employee and non-profit organizations, cellular phones and other

    wireless telecommunication devices.
    1. Electronic Mail (E-Mail):
        The District’s E-mail System is a non-public forum administered by the Technology

        Services Division and is provided solely for District business and communications.

        Employee use, including limited personal use, of the District’s e-mail system is

        governed Administrative Rule IJNDB (Use of Technology Resources in Instruction).

        Personal use should in no case interfere with the employee’s ability to perform his/her

        job duties or responsibilities.

    2. County Mail:
        a. The District County Mail system is a non-public forum administered by the Human
            Resources Division for the efficient and effective distribution of written
            communications to and between all schools and facilities within the District. It is
            primarily designed to assist in the efficient operation of the District’s instructional
            program.
        b. An employee or non-profit organization desiring to use the County Mail system is
            subject to the following guidelines:
            (1) Requests must be authorized by the official governing body of the organization
                 and must be in the form of a letter or e-mail from the president or designee of
                 the organization. Send all requests to Director Support Services, Human
                 Resources Division, Cobb County School District, 514 Glover Street,
                 Marietta, GA 30060.
            (2) The request must be received by Human Resources at least ten (10) working
                 days before the day use is requested.
            (3) All requests are subject to approval by the District. General announcements,
                 such as announcements of meeting times, places, and dates and program
                 information, may be approved.
            (4) Advertisements, solicitations or related items must be submitted for advance
                 approval.
            (5) Mail that includes editorial components or opinions shall not be approved.
            (6) Commercial use of, or solicitation through, County Mail is prohibited.
            (7) Seasonal/holiday greetings between and among schools and departments
                 are not subject to advance approval for distribution.
            (8) Items approved for County Mail should be delivered to the Human Resources
                 Division of the Cobb County School District, 514 Glover Street, Marietta, GA
                 30060, as soon as possible following approval.

            (9) Action by Human Resources Division to stop unauthorized access should be

                 uniform in application. A record of such action should be maintained by the

                 Human Resources Division.

    3. School Employee Mailboxes:
        a. The school employee mailboxes are considered a part of the District County Mail

            system. Therefore, the above County Mail guidelines shall apply to the use of    

            employee mailboxes and the Principal/supervisor shall be directly responsible for

            their use.
        b. Access to employee mailboxes for other than official business must be approved
            in advance by the Principal/supervisor or designee.

           (1) Action by Principals/supervisors or designee to stop unauthorized access should

                 be uniform in application. A record of such action should be maintained by the

                 school.

        c. General Boxes: Other materials may be made available to employees at the school

            level in an established location accessible only to employees, preferably at or near

            the employee bulletin board or mailboxes. This may be accomplished by a box or

            basket being provided for materials to be made available to employees interested in

            receiving information other than general announcements.
    4. Bulletin Boards:
       The District recognizes two types of bulletin boards: District (official) and employee
       (unofficial) bulletin boards.
        a. District bulletin boards are reserved for information concerning important
           business-related subjects such as Board Policies, Administrative Rules,
           guidelines, legally required notices, District-sponsored activities and events,
           safety procedures, and other topics that concern or affect the majority of our
           employees.
        b. Employee bulletin boards are for information concerning unofficial, non-District
           sponsored activities or events which may be of interest to our employees, notices
           of recreational/social clubs or organizations, want ads or other general interest
           items. All notices to be posted on any employee bulletin board must be cleared
           through the Principal/supervisor or designee prior to its posting.
           (1) Action by Principals/supervisors or designee to stop unauthorized access should

                be uniform in application. A record of such action should be maintained by the

                school.

        c. Each school and facility with employees will designate a bulletin board as
           the employee board. It should be located in an area that is accessible to
           employees but not the general public.
        d. Materials posted on the District bulletin board should deal with official District
            business and must be signed and dated by the person authorized to post the
            information.
        e. Employee and non-profit organizations may request use of the employee bulletin
            board. The maximum length of time information may be maintained on the bulletin
            board is ten (10) school or working days.

    5. Cellular Phones and Other Wireless Communication Devices (Cellular
         Phones/Wireless Devices):
        The District may issue a cellular phone or other wireless telecommunication device to
        an employee or contractor who is required to be immediately accessible for work-
        related communications.
        a. Guidelines:
            (1) District cellular phones/wireless devices are to be used for business purposes.
            (2) Employees/contractors are allowed minimal personal use of District cellular

                 phones/wireless devices.
            (3) An employee/contractor who uses a District-provided cellular phone/wireless
                 device is required to reimburse the District for personal use which results in

                 additional charges to the District.

                 (a) The employee/contractor’s liability is limited to the lesser of the following:

                       1) Additional charges resulting from the total number of minutes beyond the

                           plan maximum; or

                       2) Additional charges resulting from the total number of minutes used for

                           personal reasons. 
                 (b) The employee/contractor is responsible for reviewing his/her cellular
                      phone/wireless device invoice and reimbursing the District the portion of the

                      additional charges that resulted from personal use.
                 (c) All cellular phone/wireless device invoices and records are subject to audit

                      by the District and/or the Internal Revenue Service (IRS) and disclosure

                      under Georgia’s Open Record’s Act (Administrative Rule EHB [Data/Records

                      Retention]).

                 (d) A District-owned Cellular phone/wireless device used primarily for personal

                      reasons could be considered an employee taxable fringe benefit under IRS

                      regulations.
                 (e) A pattern of personal use which causes additional cost to the District may be

                      subject to corrective or disciplinary action.
            (4) Employees/contractors are responsible for protecting the District’s cellular
                 phones/wireless devices from loss, damage or theft.
                 (a) The employee/contractor must produce the equipment immediately upon
                      resignation or termination of employment or at any time upon request.
                 (b) An employee/contractor unable to present the equipment in good working
                      condition should expect to remunerate the cost of a replacement to the
                      District.
        b. Safety Issues for Cellular Phone/Wireless Devices Use:
           (1) Employees/contractors who are issued cellular phones/wireless devices must
                exercise reasonable precaution in conducting business-related communications
                on a cell phone/wireless device while driving a vehicle. Safety must come
                before all other concerns.
           (2) If employees/contractors must use a District cellular phone/wireless device
                while driving a vehicle, they should:
                (a) Dial the call when the car is stopped.
                (b) Use a hands-free phone/wireless device, if possible.
                (c) Never look up phone numbers, calendars, or read e-mails while the car is
                     moving.
                (d) Let voice mail answer incoming calls/messages when unable to safely
                     answer the call.
                (e) Keep calls/communications short and keep their eyes on the road and their
                     attention on driving.
                (f) Exercise extra care in using cellular phones/wireless devices while driving in
                     heavy traffic, inclement weather or in an unfamiliar area.
           (3) Employees/contractors who are charged with traffic violations or who cause
                accidents resulting from the use of the District’s cellular phone/wireless device
                will be solely responsible for all liabilities resulting from such actions.
           (4) Notwithstanding the above guidance, school bus drivers are strictly prohibited
                from using a cellular phone/wireless device while driving a school bus except in
                emergency situations.

        c. Personal Cell Phones:

           Employees, except bus drivers as noted in Section 5.b.(4) above and in

           Administrative Rule EEA (Student Transportation), shall be allowed infrequent use of

           personal cell phones so long as their use does not interfere with job performance.

           Classroom personnel shall be allowed to use personal cell phones during any non-

           instructional time when not in the presence of students.

Approved: 8/26/04
Reclassified an Administrative Rule: 9/1/04
Reviewed: 9/8/04
Revised: 2/8/06; 7/13/06; 8/8/07; 11/14/07