ICT Usage Policy

This Acceptable Usage Policy covers the security and use of all Tuition Extra information and IT equipment. It also includes the use of email, internet, voice and mobile IT equipment. This policy applies to all Tuition Extra’s employees, contractors and agents(hereafter referred to as ‘individuals’).

This policy applies to all information, in whatever form, relating to Tuition Extra’s business activities worldwide, and to all information handled by (Tuition Extra) relating to other organisations with whom it deals. It also covers all IT and information communications facilities operated by (Tuition Extra) or on its behalf.

Computer Access Control – Individual’s Responsibility

Access to the Tuition Extra IT systems is controlled by the use of User IDs, passwords d/or tokens. All User IDs and passwords are to be uniquely assigned to named individuals and consequently, individuals are accountable for all actions on the Tuition Extra’s IT systems.

Individuals must not:

  • Allow anyone else to use their user ID/token and password on any Tuition Extra IT system.
  • Leave their user accounts logged in at an unattended and unlocked computer.
  • Use someone else’s user ID and password to access Tuition Extra’s IT systems.
  • Leave their password unprotected (for example writing it down).
  • Perform any unauthorised changes to Tuition Extra’s IT systems or information.
  • Attempt to access data that they are not authorised to use or access.
  • Exceed the limits of their authorisation or specific business need to interrogate the system or data.
  • Connect any non-Tuition Extra authorised device to the Tuition Extra network or IT systems.
  • Store Tuition Extra data on any non-authorised Tuition Extra equipment.
  • Give or transfer Tuition Extra data or software to any person or organisation. outside Tuition Extra without the authority of Tuition Extra.

Line managers must ensure that individuals are given clear direction on the extent and limits of their authority with regard to IT systems and data.

Internet and email Conditions of Use

Use of Tuition Extra internet and email is intended for business use. Personal use is permitted where such use does not affect the individual’s business performance, is not detrimental to Tuition Extra in any way, not in breach of any term and condition of employment and does not place the individual or Tuition Extra in breach of statutory or other legal obligations.

All individuals are accountable for their actions on the internet and email systems.

Individuals must not:

  • Use the internet or email for the purposes of harassment or abuse.
  • Use profanity, obscenities, or derogatory remarks in communications.
  • Access, download, send or receive any data (including images), which Tuition Extra considers offensive in any way, including sexually explicit, discriminatory, defamatory or libellous material.
  • Use the internet or email to make personal gains or conduct a personal business.
  • Use the internet or email to gamble.
  • Use the email systems in a way that could affect its reliability or effectiveness, for example distributing chain letters or spam.
  • Place any information on the Internet that relates to Tuition Extra, alter any information about it, or express any opinion about Tuition Extra, unless they are specifically authorised to do this.
  • Send unprotected sensitive or confidential information externally.
  • Forward Tuition Extra mail to personal (non- Tuition Extra) email accounts (for example a personal Hotmail account).
  • Make official commitments through the internet or email on behalf of Tuition Extra unless authorised to do so.
  • Download copyrighted material such as music media (MP3) files, film and video files (not an exhaustive list) without appropriate approval.
  • In any way infringe any copyright, database rights, trademarks or other intellectual property.
  • Download any software from the internet without prior approval of the IT Department.
  • Connect Tuition Extra devices to the internet using non-standard connections.

Remote Learning 

In light of the current  crisis caused by COVID 19 this section of our ICT policy has been updated 

We understand that some organisations and parental guardians may have specific views and requirements with regard to online contact with the young people in their care. We are willing and able to adjust our basic ways of working, as outlined in this document, to accommodate individual and organisational requirements, where it is legal and practical to do so. Please do not hesitate to contact us in this regard.

We primarily use Whereby.com and Zoom as remote learning platforms (Discord is also used for students who are familiar with this platform)

We review the platforms we use periodically in light of changing technologies and when changes are made we will update this policy to reflect that

Use of video conferencing is preferred as this is most advantageous to the majority of students, and is helpful in fulfilling our safeguarding role, as we can physically see the student. If you have any concerns or objections to the use of video conferencing with a particular student or group please contact us.

All contact with students is verified with the parent or guardian first. Methods of contact and contact time are kept to the minimum necessary to conduct lessons. Email and phone/text message contacts will be only through parents or guardians for students under the age of 19 or who are classed as vulnerable adults.

Normal rules of conduct for staff clearly apply. Staff should be particularly careful with the language they use and any content they share with students. 

All reporting of lessons, contact time and safeguarding issues will be as per normal operating procedures.

All staff have been directed to read the Government advice found here

Clear Desk and Clear Screen Policy

In order to reduce the risk of unauthorised access or loss of information, Tuition Extra enforces a clear desk and screen policy as follows:

  • Personal or confidential business information must be protected using security features provided for example secure print on printers.
  • Computers must be logged off/locked or protected with a screen locking mechanism controlled by a password when unattended.
  • Care must be taken to not leave confidential material on printers or photocopiers.
  • All business-related printed matter must be disposed of using confidential waste bins or shredders.

Working Off-site

It is accepted that laptops and mobile devices will be taken off-site. The following controls must be applied:

  • Working away from the office must be in line with Tuition Extra remote working policy.
  • Equipment and media taken off-site must not be left unattended in public places and not left in sight in a car.
  • Laptops must be carried as hand luggage when travelling.
  • Information should be protected against loss or compromise when working remotely (for example at home or in public places). Laptop encryption must be used.
  • Particular care should be taken with the use of mobile devices such as laptops, mobile phones, smartphones and tablets. They must be protected at least by a password or a PIN and, where available, encryption.

Mobile Storage Devices

Mobile devices such as memory sticks, CDs, DVDs and removable hard drives must be used only in situations when network connectivity is unavailable or there is no other secure method of transferring data. Only Tuition Extra authorised mobile storage devices with encryption enabled must be used, when transferring sensitive or confidential data.


Employees must use only software that is authorised by Tuition Extra on Tuition Extra’s computers. Authorised software must be used in accordance with the software supplier’s licensing agreements. All software on Tuition Extra computers must be approved and installed by the Tuition Extra IT department.

Individuals must not:

  • Store personal files such as music, video, photographs or games on Tuition Extra IT equipment.

Individuals must not:

  • Remove or disable anti-virus software.
  • Attempt to remove virus-infected files or clean up an infection, other than by the use of approved Tuition Extra anti-virus software and procedures.

Telephony (Voice) Equipment Conditions of Use

Use of Tuition Extra voice equipment is intended for business use. Individuals must not use Tuition Extra’s voice facilities for sending or receiving private communications on personal matters, except in exceptional circumstances. All non-urgent personal communications should be made at an individual’s own expense using alternative means of communications

Individuals must not:

  • Use Tuition Extra’s voice for conducting private business.
  • Make hoax or threatening calls to internal or external destinations.

example at home or in public places). Laptop encryption must be used.

  • Particular care should be taken with the use of mobile devices such as laptops, mobile phones, smartphones and tablets. They must be protected at least by a password or a PIN and, where available, encryption.
  • Accept reverse charge calls from domestic or International operators, unless it is for business use.

Actions upon Termination of Contract

All Tuition Extra equipment and data, for example laptops and mobile devices including telephones, smartphones, tablets, USB memory devices and CDs/DVDs, must be returned to Tuition Extra at termination of contract

All Tuition Extra data or intellectual property developed or gained during the period of employment remains the property of Tuition Extra and must not be retained beyond termination or reused for any other purpose.

Monitoring and Filtering

All data that is created and stored on Tuition Extra computers is the property of Tuition Extra and there is no official provision for individual data privacy, however wherever possible Tuition Extra will avoid opening personal emails.

IT system logging will take place where appropriate, and investigations will be commenced where reasonable suspicion exists of a breach of this or any other policy. Tuition Extra has the right (under certain conditions) to monitor activity on its systems, including internet and email use, in order to ensure systems security and effective operation, and to protect against misuse.

Any monitoring will be carried out in accordance with audited, controlled internal processes, the UK General Data Protection Regulation (GDPR) Act, 2018, the Regulation of Investigatory Powers Act 2000 and the Telecommunications (Lawful Business Practice Interception of Communications)

Regulations 2000.

This policy must be read in conjunction with:

  • Computer Misuse Act 1990
  • General Data Protection Regulation (GDPR) Act, 2018

It is your responsibility to report suspected breaches of security policy without delay to your line management, the IT department, the information security department or the IT helpdesk.

All breaches of information security policies will be investigated. Where investigations reveal misconduct, disciplinary action may follow in line with Tuition Extra disciplinary procedures.