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E-safety Policy

This e-safety policy has been developed, and will be reviewed and monitoring, by:

  • ICT Subject Leader
  • Headteacher
  • A governor representative

Schedule for Development, Monitoring and Review

Policy ratified by the Governing Body on:


The implementation of this policy will be monitored by:

ICT Subject Leader

Monitoring will take place:

Annually during Term 6

This policy will be reviewed:

Annually during Term 1

Should serious e-safety incidents take place, the following external persons / agencies will be informed:

Nick Pearce – Technical and Filtering

Jo Briscombe – Teaching and Leaning Adviser ICT

Scope of the Policy

 This policy applies to all members of the school community (including volunteers, parents/carers, visitors and community users) who have access to and are users of school ICT systems. It applies in school but also out of school where actions relate directly to school set activity or use of school online systems. The Education and Inspections Act 2006 empowers Head teachers, to such extent as is reasonable, to regulate the behaviour of students / pupils when they are off the school site and empowers members of staff to impose disciplinary penalties for inappropriate behaviour. This is relevant to incidents such as cyber-bullying, which may take place out of school, but are linked to membership of the school. The school will deal with such incidents within this policy and associated behaviour and anti-bullying policies and will, inform parents / carers of known incidents of inappropriate e-safety behaviour that take place out of school.

This policy should be read alongside the acceptable use policies for staff and pupils.

Roles and Responsibilities

These are clearly detailed in Appendix 1 for all members of the school community.

  • The governors have overall responsibility for ratifying the policy, ensuring that it is implemented and monitoring it.
  • The Headteacher is responsible for ensuring the safety (including online safety) of members of the school community, though the day to day responsibility for e-safety is delegated to the E-Safety Leader. The head teacher is also the designated person for child protection and is trained in e-safety issues and aware of the potential for serious child protection issues to arise from sharing of personal data, access to illegal / inappropriate materials, inappropriate on-line contact with adults / strangers, potential or actual incidents of grooming and cyber-bullying.

Training and Awareness Raising

There is a planned programme of e-safety training for all staff and governors to ensure that they understand their responsibilities, as outlined in this, and the acceptable use policies. The following actions are undertaken to raise awareness:

  • The Child Protection and Online Safety Leader receive regular updates through attendance at relevant training such as SWGfL and LA training sessions and by receiving regular e-safety updates from the South Gloucestershire Traded Services.
  • All staff, including support staff, receive e-safety updates as necessary.
  • Any reported incidents and how they are addressed are discussed at staff meetings and used as an opportunity to test our processes and update staff on how to deal with issues.
  • The ICT Subject Leader provides advice/guidance and training as required to individuals and seeks LA advice on issues where appropriate.

Induction Processe

  • Parents of new reception children receive a briefing about online safety and processes when their child starts school. There are also updates to this throughout the key stages.
  • Parents of children who join school mid-year are made aware of the processes and their children are also introduced to the acceptable use policy.


Curriculum Provision


Online safety is now a statutory part of the programme of study for all key stages. Rules and technical solutions are not infallible and we are aware that outside school children will be using unfiltered internet provision. We believe it is crucial to educate children about how to behave responsibly online and how to keep themselves and others safe. Children and young people need the help and support of the school and parents to recognise and avoid e-safety risks. There is a planned and progressive scheme of work for online safety which is taught at every year group. This is based around the Digital Literacy Curriculum by SWGfL and, across the key stages, covers strands on:

  • Internet safety
  • Privacy and security
  • Relationships and communication
  • Cyberbullying
  • Information literacy
  • Self-image and identity
  • Digital footprint and reputation
  • Creative credit and copyright


The following aspects also contribute to our curriculum provision:

  • Opportunities to reinforce this are mapped to other subjects in the curriculum where appropriate for example, online behaviour is covered in PSHE and communication, copyright and publishing may be referenced in literacy.
  • Assemblies may be used to reinforce online safety messages.
  • Annual online safety events such as Safer Internet Day are also used to raise awareness.

Rules for Keeping Safe

These are reinforced through the following:

  • Pupils sign an acceptable use agreement and this is also communicated to parents who we hope will reinforce the messages at home.
  • Pupils are helped to understand the student acceptable use policy and school rules for online safety and encouraged to act accordingly.
  • All classes have online safety rules displayed in their classroom and staff will refer to these as needed, for example, during activities where children are searching the internet for information. Rules are also displayed in other areas where ICT is used.
  • Staff act as good role models in their own use of ICT.
  • Staff are aware that there may be some children that are more vulnerable than others to being approached online and endeavour to ensure that these children understand the issues involved.
  • Online behaviour is dealt with in accordance with our behaviour policy. There are sanctions and rewards in place for this.

Self-evaluation and Improvement

The school undertakes self-evaluation in order to inform actions to improve e-safety provision through the following:

  • Local authority safeguarding audit
  • 360 degree safe online self-evaluation tool which is also used to benchmark our provision against other schools.
  • Surveys with pupils and staff

Parents / Carers

Parents have a critical role to play in supporting their children with managing e-safety risks at home, and reinforcing key messages about e-safety. The school supports parents to do this by:

  • Providing clear acceptable use policy guidance
  • Providing regular newsletter and web site articles to keep parents informed
  • Providing an awareness raising meeting for parents
  • Inviting parents to attend activities such as e-safety week and e-safety assemblies
  • Communicating reported issues to parents so that they can take appropriate steps to follow these up with their child at home

Technical Issues

The local authority provides technical and curriculum guidance for e-safety issues for all South Gloucestershire schools.

Password Access to Systems

All our systems are accessed via an individual log in. Users are told that passwords must never be shared for any IT system and that they are responsible for any actions taking using their log in. The same log in is used to access our computing scheme of work and learner area. Access to systems is through groups so that only the relevant group of users can access a resource.

Internet Provider and Filtering

The South Gloucestershire school internet service is provided by Traded Services and this includes a filtering service to limit access to unacceptable material for all users. Illegal content (child sexual abuse images) is filtered by actively employing the Internet Watch Foundation CAIC list. Content lists are regularly updated and internet use is logged and regularly monitored. However we are aware that no filtering is completely infallible and consequently focus on teaching pupils to keep safe through our curriculum and teaching. There are two different levels of filtering which are targeted towards different user groups. As a consequence teacher and staff users have access to some resources for teaching that are filtered for learners.

Requests from staff for sites to be removed from the filtered list must be approved by the head teacher and this is logged and documented by a process that is agreed by the Headteacher. Any filtering requests for change and issues are reported immediately to the South Gloucestershire technical team on 3838. Should anyone attempt to access illegal content this is immediately reported to the police. Illegal activity would include attempting to access:

  • child sexual abuse images
  • adult material which potentially breaches the Obscene Publications Act
  • criminally racist material
  • other criminal conduct, activity or materials

Technical Staff - Roles and Responsibilities

Where the local authority provides technical support the “administrator” passwords for the school are not held by the school and the local authority are responsible for their security and any implications of their use.

The school ensures, when working with our technical support provider that the following guidelines are adhered to.

  • There are regular reviews and audits of the safety and security of school ICT systems.
  • Servers, wireless systems and cabling are securely located and physical access is restricteD.
  • All users have clearly defined access rights to school ICT systems and are provided with a username and password by the technical support provider.
  • Users are responsible for the security of their username and password, must not allow other users to access the systems using their log on details and must immediately report any suspicion or evidence that there has been a breach of security.
  • School ICT technical staff regularly monitor and record the activity of users on the school ICT systems and users are made aware of this in the Acceptable Use Policy.
  • Appropriate security measures are in place to protect the servers, firewalls, routers, wireless systems, work stations etc from accidental or malicious attempts which might threaten the security of the school systems and data.
  • The school infrastructure and individual workstations are protected by up to date virus software.

The Staff AUP is in place regarding the downloading of executable files by users

  • The AUPs are in place regarding the extent of personal use that users are allowed on laptops and other portable devices that may be used out of school.
  • An agreed policy is in place that forbids staff from installing programmes on school workstations / portable devices.
  • An agreed policy is detailed regarding the use of removable media (e.g. memory sticks / CDs / DVDs) by users on school workstations / portable devices in our acceptable use agreement.

Use of Digital Images and Video

With the availability of mobile devices and tablets then taking and sharing images and video are much easier and, if not managed, this could increase the potential risk of misuse. The school informs and educates users about the risks associated with digital images and these are outlined in the acceptable use policies:

When using digital images, staff educate pupils about the risks associated with the taking, use, sharing, publication and distribution of images including on social networking sites.

  • Pupils should not take, use, share, publish or distribute images / video of others without their permission and staff reinforce this when appropriate.
  • Staff are allowed to take digital / video images to support educational aims, but follow guidance in the acceptable use policy concerning the sharing, distribution and publication of those images.
  • Staff sign permission forms to say that they allow their image to be used for promoting the school and are aware of the risks of this being copied
  • Parents sign permission forms to say that they will allow images to be taken of their child and used for educational purposes.
  • Images are only taken and used of individuals where there is a signed permission form in place.
  • Pupils names are not published on any online platform or school communication including the web site, newsletter or twitter feed. Photographs published anywhere that include pupils are carefully selected and not used in association with pupils’ names or other information that could identify them.
  • In accordance with guidance from the Information Commissioner’s Office, parents / carers are welcome to take videos and digital images of their children at school events for their own personal use as this is not covered by the Data Protection Act. However in order to protect other children and respect privacy these images should not be published or made publicly available on social networking sites. Parents / carers should also not comment on any activities involving other pupils in the digital / video images. This is clearly detailed in our acceptable use policy for parents.

Communications Technologies and Social Media

A wide range of communications technologies have the potential to enhance learning and management. The acceptable use agreements outline how these systems should be used.

  • The official school email service is used for communications between staff, and with parents/carers and students as it provides an effective audit trail.
  • Users are made aware that email communications may be monitored and what to do if they receive an email that makes them feel uncomfortable, is offensive, threatening or bullying in nature through the acceptable use policies.
  • Personal email addresses, text messaging, public chat and social networking programmes are not be used for communications with parents/carers and children.
  • Personal information is also not posted on the school website and only official email addresses are listed for members of staff. The web site is the maintained by the school secretary.
  • Guidance on personal use of social media and mobile devices is included in the staff, parent and pupil acceptable use policies.


The school secretary is responsible for making sure that software licence audit is regularly updated and also making regular checks to ensure the number of software installations matches the licences held. Where there are insufficient licences this could breach the Copyright Act which may lead to fines or unexpected additional license costs.

Data Protection

Personal Data is defined as any data which relate to a living individual who can be identified from the data. This includes opinion about the individual. Sensitive Personal Data about a person includes information about their:

  • racial or ethnic origin,
  • political opinions,
  • their religious beliefs or other beliefs of a similar nature,
  • whether they are a member of a trade union,
  • their physical or mental health or condition,

Transfer of Data

Whenever possible secure online storage is used to ensure that documents do not need to be transferred to limit the risk. We ensure that data is stored in accordance with the requirements laid down by the Information Commissioner’s Office and within the EU. This also applies to cloud storage used.

The school ensures that:

  • It holds the minimum personal data necessary to enable it to perform its function and does not hold it for longer than necessary for the purposes it was collected for.
  • The data held is accurate, up to date and inaccuracies are corrected as quickly as possible.
  • All personal data is fairly obtained in accordance with our “Privacy Notice” and lawfully processed in accordance with the “Conditions for Processing” as outlined in the policy on the South Gloucestershire IMS Traded Services web site.
  • Personal data including assessment data is transferred using secure file transfer.
  • It has clear and understood arrangements for the security, storage and transfer of personal data.

Reporting and Recording

There are clear reporting mechanisms in place for online safety incidents and all staff are regularly reminded of these and fully aware of their responsibilities to follow up any reported issues.

  • Online safety issues are reported to the Head teacher. If these include allegations of bullying then the anti-bullying policy is followed.
  • Issues which may impact on the well-being and safety of a child are reported directly to the Child Protection Lead and Child Protection procedures are followed.
  • Staff who are targeted by bullying online report these issues to the head teacher.
  • Any member of staff seeing something online that is negative about the school reports this to the head teacher.
  • Pupils are encouraged to report any incidents to an adult whether it relates to themselves or a friend. We encourage children to take responsibility for protecting each other.
  • Younger pupils are shown how to use Hector Protector if they access unsafe content and older pupils are also shown how to report online in case of incidents outside school.
  • If issues could be a result of problems with infrastructure or may affect it then the technical support provider is informed immediately (for South Gloucestershire support 3838).
  • If access to an unsuitable site is reported then the Online Safety lead will alert the technical support team by ringing 3838 to ensure that this is blocked.
  • Serious incidents are escalated to local authority staff for advice and guidance
    • Nick Pearce – Infrastructure, Technical and Filtering - 3838
    • Jo Briscombe – Curriculum and Policy – 3349
    • Leigh Zywek – Safeguarding and Child Protection - 5933
  • For incidents affecting school staff the Professionals Online Safety Helpline is contacted for advice if necessary on helpline@saferinternet.org.uk or 0844 381 4772.

Any reported incidents are logged in the online safety log and followed up in accordance with the relevant policy depending on the issue. The response is also logged and serious issues are followed up after an interval of time to ensure that they are fully resolved.

There are defined sanctions in place for any breaches of the acceptable use policies. Suggestions for these can be accessed in SWGfL policy template (Word version with appendices) on pages 17 – 19. Schools are advised to adapt these to suit their own circumstances.

SWGfL provide clear guidance on what to do if there are suspicions that technology may be being mis-used in order to ensure that the right evidence is collected in a way that does not put the school at risk and these are followed. Refer to SWGfL policy template page 20.  


 The school will monitor the impact of the policy using:

  • Logs of reported incidents and responses
  • Monitoring logs of internet activity and any network monitoring data
  • Surveys / questionnaires of students, parents / carers, and staff including non-teaching staff
  • Monitoring information about the teaching programme and coverage within the curriculum
  • Regularly checking that pupils and staff are clear about how to report incidents and respond to them
  • The content of the web site is regularly monitored by governors and senior leaders to ensure that it complies with this policy and the acceptable use policies.
  • Any other web site, such as the school friends, that is linked to the school name is also regularly monitored to ensure that the school is always presented accurately and professionally.

Appendix 1: Roles and Responsibilities




Approve and review the effectiveness of the E-Safety Policy and acceptable use policies

ICT Governor discuss monitoring of e-safety incident logs, filtering, changes to filtering and then report to Governors

Head teacher


Ensure that all staff receive suitable CPD to carry out their e-safety roles and sufficient resource is allocated.

Ensure that there is a system in place for monitoring e-safety

Follow correct procedure in the event of a serious e-safety allegation being made against a member of staff

Inform the local authority about any serious e-safety issues including filtering

Ensure that the school infrastructure / network is safe and secure and that policies and procedures approved within this policy are implemented.

ICT Subject Leader


Deal with day to day e-safety issues

Lead role in establishing / reviewing e-safety policies / documents,

Ensure all staff are aware of the procedures outlined in policies

Provide and/or brokering training and advice for staff,

Attend updates and liaising with the LA e-safety staff and technical staff,

Deal with and log e-safety incidents including changes to filtering,

Meet with ICT Governor and discuss any incidents

Curriculum Leaders

Ensure e-safety is reflected in teaching programmes where relevant e.g. anti bullying, English publishing and copyright and is reflected in relevant policies.

Teaching and Support Staff


Participate in any training and awareness raising sessions

Have read, understood and signed the Staff Acceptable Use Agreement (AUP)

Act in accordance with the AUP and e-safety policy

Report any suspected misuse or problem to the E-Safety Co-ordinator

Act professionally and safely when using technology

Monitor ICT activity in lessons, extra curricular and extended school activities

Deliver the scheme of work for online safety

Use opportunities in the curriculum to reinforce online safety messages

Students / pupils

Participate in e-safety activities, follow the acceptable use policy and report any suspected misuse

Understand that the E-Safety Policy covers actions out of school that are related to their membership of the school

Parents and carers

Endorse (by signature) the Student / Pupil Acceptable Use Policy

Ensure that their child / children follow acceptable use rules at home

Discuss e-safety issues with their child / children and monitor their home use of ICT systems (including mobile phones and games devices) and the internet

Access the school website / Merlin in accordance with the relevant school Acceptable Use Policy.

Keep up to date with issues through school updates and attendance at events

Technical Support Provider

Ensure the school’s ICT infrastructure is secure in   accordance with Becta guidelines and is not open to misuse or malicious attack

Ensure users may only access the school network through an enforced password protection policy, where passwords are regularly changed for those who access children’s data

Inform the head teacher of issues relating to the filtering applied by the Grid

Keep up to date with e-safety technical information and update others as relevant

Ensure use of the network is regularly monitored in order that any misuse / attempted misuse can be reported to the E-Safety Co-ordinator for investigation / action / sanction.

Ensure monitoring software / systems are implemented and updated

Ensure all security updates / patches are applied (including up to date anti-virus definitions, windows updates) and that reasonable attempts are made to prevent spyware and malware.