9327 - Electronic Mail Communications

Policy 9327

Bylaws of the Board

Meetings

Electronic Mail Communications
The Board of Education believes that Board members electronically connected to other Board members is an efficient and convenient way to communicate. The main goal of electronic mail (e-mail) is to expedite the passage of information. E-mail gives Board members quick access to one another. Communication among Board members via e- mail should conform to the same standards as other forms of communication. (i.e., committee meetings, etc.) as directed by the Freedom of Information Act. When used properly, e-mail is an effective communications tool and can provide a formal record. Board members are encouraged to use district provided or approved electronic mail accounts.

Guidelines for Board E-Mail Usage
The Freedom of Information Act mandates that all meetings of public bodies such as school Boards be open to the public. It is the policy of the Board of Education that email shall not be used in such a manner as to deprive the public of the rights given to it under the Freedom of Information Act. For this purpose, this bylaw sets forth guidelines for the uses intended to be made of e-mail by Board members when communicating with other Board members.

E-mail, like other written forms of communication relating to the conduct of the public business, is subject to the Freedom of Information Act and subject to disclosure.
Board members shall not use e-mail for deliberations and/or shall not discuss policy matters or vote informally on any issues.
E-mail should be used to pass along factual information.
Personnel issues and other sensitive subjects should never be discussed on- line. The confidentiality of employee data, student data, and other sensitive subjects must always be maintained.
Security of e-mail communication cannot be assured. Board members shall not reveal their passwords to others in the network or to anyone outside of it. If any Board member has reason to believe a password has been lost or stolen, or that e-mail is being accessed by someone without authorization, he/she shall notify the Superintendent, who will notify the district’s technology specialist.

Any usage contrary to the aforementioned shall be reported immediately to the Superintendent.

Accessing E-Mail
In the event a Board member elects not to access e-mail, a hard copy of all e-mail directed to "Board" will be placed in the Board packet and will also be accessible in the Board of Education Office.

Legal Reference: Connecticut General Statutes

The Freedom of Information Act. 1-200 Definitions.

1-210 Access to public records. Exempt records
1-211 Disclosure of computer-stored public records

Adopted: March 3, 2020