Digital policy
1.1 The purpose of this Policy is to provide clear guidance on the use of digital technologies within the delivery of our service.
This document will provide a framework for the safe and effective use of digital technologies within the service.
Policies are formal rules of an organisation that inform employees about decision-making. A policy will therefore highlight a provider’s rules for the safe and effective use of digital technologies throughout the organisation. It provides a basis for making the decisions about which actions you need to take. This is then realised through an action or implementation plan.
Our vision
Whilst face to face teaching and learning is an important part of adult learning, the effective use of digital technologies in facilitating learning has become much higher profile since the pandemic. It is our vision to enhance the learner's experience where appropriate to do so, and where the use of digital technologies can bring real benefit to the learning and overall educational experiences of our learners.
Our mission
To effectively use digital technologies where it is beneficial to do so to improve the educational experiences of all learners.
2. Equipment and platforms, including loan of equipment to staff and students
2.1 Newcastle City Learning regularly reviews the use of different equipment, platforms and software to ensure that it meets the needs of staff and learners, and it is cost effective. Newcastle City Learning will constantly review what equipment, platforms and software is used within the service to ensure that it genuinely enhances learning. Curriculum managers will regularly evaluate the impact of the use of technology within learning sessions to ensure that it is delivering good quality learning experiences which develop new knowledge, skills and behaviours, allowing learners to make good progress in their learning and towards their individual goals.
2.2 The decision about which equipment, platforms and software to use will need to consider digital exclusion. Where learners do not have the equipment, they need to access learning, the service will endeavor to provide that equipment where it is practical and affordable to do so. In addition, training and support will be offered to all learners and staff, to ensure that they have the skills necessary to use any digital equipment, platforms and software effectively to support their learning.
Staff will be given appropriate training to ensure they are familiar with how to use all learning technologies effectively.
2.3 Safeguarding and PREVENT. The service has an obligation to ensure that learners are kept safe and aware of the risks to their safety throughout their learning programme. This is particularly relevant to the use of technologies which may raise the risk in terms of accessing inappropriate materials or threat of radicalisation. All staff and learners will receive appropriate training in reducing the risks associated with the use of digital technologies and in particular access to the internet.
Please see Staying safe online (appendix 1).
2.4 Loans of equipment to staff and learners. Both staff and learners may loan equipment to support teaching, learning and assessment. Strict conditions related to the lease of such equipment will be in place and staff and learners will need to sign and agree to certain conditions in relation to the safe use of that equipment, and the return of such equipment.
Please see Agreement for the loan of ICT equipment for learners and staff (appendix 2).
2.5 All partners or contractors will be required to read and abide by the Newcastle City Learning policy for the use of digital technologies.
2.6 Bring your own device (BYOD). Staff and learners may want to use their own equipment to support their work and learning. Many learners now routinely use their mobile phones to support their learning. Newcastle City Learning is happy for learners to use their own equipment, but they must abide by the conditions of our BYOD policy and protocols.
Please see Bring Your Own Device policy (appendix 3).
3.The digital curriculum
3.1 In a small number of our curriculum programmes, we may use a blended model of learning. Blended models of delivery may be used moving forward when seen as an appropriate.
Intent – the curriculum model should clearly identify what the intention of the learning programme is. What are the intended learning outcomes of the programme? What particular new knowledge, skills and behaviours are we looking to develop from the delivery of our intended curriculum?
Implementation – the curriculum model should clearly identify the range of learning activities and model to be used to reach the goals identified in the curriculum intent. How will new knowledge be presented? How will active learning be facilitated? How will progress in learning and current understanding be regularly checked? How will helpful feedback be provided to learners to help them improve their understanding or develop their skills? How will this then be implemented and checked? How will independent learning take place to extend learning beyond the online classroom?
The detail of the plan will be documented in a Scheme of Learning. The requirements of this plan are exactly the same for on-line, blended or face to face learning.
Impact – the impact of any curriculum should be evaluated in the same way, whether face to face, blended or online. What was the impact of the learning programme? Has it achieved its goals? What new knowledge have the learners gained, what new skills have they developed, what behaviours have they adopted which move them closer to their intended goal?
The method of evaluating impact of learning will be collected through review of achievement data, learner feedback, review of development of wider skills, readiness for employment and destination data.
4.Learners and learning
4.1 All learners will be provided with training and support to be able to use the equipment, platforms and software used by the service as part of the curriculum delivery model.
4.2 All learners should be provided with training and support to ensure that they are able to remain safe in their learning.
4.3 All on-line learning materials developed by curriculum delivery staff employed by NCL for the purposes of delivery of the curriculum, will remain the property of Newcastle City Learning. This should be made very clear to staff when contracts are agreed for the delivery of learning. All curriculum staff should provide copies of learning materials developed which can be stored by their curriculum leads for the use of all other staff within the department. This will avoid duplication of work by different tutors across the service.
4.4 The quality of learning and learner progress will be evaluated from time to time by NCL managers responsible for the quality of the learner experience.
4.5 Learners who do not have access to the required equipment and software to progress with their learning will be able to apply to loan such equipment and software from the service. NCL will attempt to loan this equipment to avoid disadvantaging any learner, wherever it is practical and affordable to do so.
4.6 Learners will be required to respect the use of such equipment and return it back to NCL in the condition it was given.
4.7 It is imperative for the quality of learning for all, that learners follow the guidelines for effective online learning to ensure that we maintain a climate for learning which is respectful and conducive to learning at all times. All learners accessing learning online will be issued with a copy of our guidance for effective online learning to set out clearly the learner commitments for success and our commitment in respect of how this alternative learning model will be executed.
Please see Guidance for effective online learning (appendix 4).
5.Quality assurance
5.1 The implementation of blended models of delivery will be continuously monitored and evaluated to ensure that they remain fit for purpose and provide a high quality of education for all learners.
5.2 The content of online learning curriculum materials will be evaluated as well as facilitation of learning episodes to ensure high quality learning experiences are provided to all students. Materials used for on-line or blended learning are required to be of a high-standard, in line with those which would be used in a classroom.
5.3 All regulated and non-regulated provision will be internally moderated to ensure high quality of our provision is sustained whilst using digital technologies to deliver curriculum.
Please see NCL moderation policy.
6. Monitoring our digital policy
6.1 It will be essential to monitor the effectiveness of our policy on a regular basis. As the development of new technology continues it is essential to ensure that we are continually using the most up to date technologies to best support our learners. A full review of the policy will therefore be undertaken every 2 years.
Relevant appendices and related policies
1. Appendix 1 - Staying Safe Online
2. Appendix 2 – Agreement for the Loan of ICT Equipment for Learners and Staff
3. Appendix 3 – Bring Your Own Device (BOYD) Policy
4. Appendix 4 – Guidance for Effective Online Learning – Expectations and Behaviours for Effective Learning Online
5. NCL Moderation Policy
Appendix 1- Staying safe online
It is essential that all learners are aware of the dangers posed within the use of technology and the internet and how to keep themselves safe from potential risks.
E-safety basically means electronic safety. E-safety applies to everyone, not just children and young people.
E-safety is important to everything we do online from social media and shopping to banking and working. It’s not just about home computers; it includes smart phones, laptops and tablets too.
The virtual world has opened up millions of opportunities for everyone to work, learn and be creative but we need to remember that it has also brought challenges for us as individuals, our family and friends and our communities. We all need to understand this and know how we can stay safe online.
We all like to think that we know how to protect ourselves online, but how easy are we making it for ourselves to become a target of fraud, identity theft, bullying or worse? To see how safe you are online ask yourselves these questions:
• Do you use the same password for all of your online accounts such as banking, shopping, and social media?
• How unique are your passwords are they simply your date of birth, mother’s maiden name or the name of your nearest and dearest?
• How much information about yourself do you share online?
• Who has control over what photos, images or stories about you are being added to social media?
• Who has access to this information? You, your friends or everyone?
• Have you had Facebook friend requests from anyone who seems suspicious? They may
be extremists, and if they are persistent, you should report this to a member of staff and/ or the Police.
This is what e-safety is all about, recognising the risks and knowing what we can do about it to minimise those risks.
There is a huge amount of advice and guidance available online on using the Internet and social media technology safely, particularly for children and young people. To access this information enter the phrase ‘Staying Safe Online’ into any search engine or visit the following sites:
• Think u know
• Digizen.org
• Childnet.com
Our website also has some helpful information for preventing cyber bullying and peer on peer abuse.
Cyber streetwise
Cyber Streetwise is part of the government’s national cyber security programme aiming to change the way people view online safety. This interactive website provides advice such as installing antivirus software, strong passwords, online shopping and social privacy settings to help people enjoy a safer experience online.
To find out more about Safer Internet Day, Cyber Streetwise and all of our other hints and tips follow us on Facebook and Twitter #ccsafeinternet.
Protecting your information
Information is at the centre of the Council’s business. We handle millions of pieces of data each week and it is vital that this is handled and managed effectively. You can find out more about how we use your information on our website.
We have a statutory duty to comply with all information management legislation and national guidance and ensure that we are protecting the information we possess about our customers, employees and contractors.
We must abide by the principles and rights set out in the Data Protection Act and the Freedom of Information Act, and will follow guidance given by the Information Commissioner and other national bodies as necessary.
Safeguarding
If you have any concerns about your own or other people and their safety online, please talk to a member or staff or contact our Safeguarding Leads, Colleen Pittman or Sam Riley for learners aged 16-18 and Hardus Du Plessis for 19+ learners on 0191 2773502 or email:
colleenpittman@newcastle.gov.uk
samanthariley@newcastle.gov.uk
hardus.duplessis@newcastle.gov.uk
Appendix 2- Agreement for the loan of ICT equipment for learners
Agreement should record Device type, Make, Model, Serial number, Date plus learner and NCL signatories.
This agreement is between:
1) The Newcastle City Learning (“NCL”) and
2) The Parent/Carer who consents to this agreement (“the parent/carer” and “I”).
Following guidance issued by the Department of Education NCL is loaning digital devices and internet access (“the equipment”) to qualifying learners (“the Learner(s)”), to support the provision of remote education during coronavirus. The equipment will be assigned to the parent/carer of all named pupil(s) within this agreement. For the purpose of this agreement, (“carer”) is defined as the person who has taken on the caring responsibility for the pupil(s) including but not limited to a foster carer, family member or a residential care provider.
I confirm that:
• I have received all equipment in the table above and the equipment shall remain the sole property of NCL.
• I have read and understand the terms and conditions set out in this agreement.
• I will remain responsible for the safe care of the equipment until such time that it is returned to NCL.
• The equipment will only be used for educational purposes and not for personal use and I will not loan or permit the transfer of the equipment to any other person except the pupil(s) named in this agreement and it may only be used by other household members whilst supporting the pupil(s) education.
• I will take appropriate measures to protect the equipment and ensure that it is kept in a secure place when it is not in use.
• If the equipment is damaged, is lost or stolen, I will immediately inform Newcastle City Learning on (0191) 277 3520 between the hours of 9 am – 4pm Monday – Friday
• I understand NCL reserves the right not to replace damaged, lost or stolen equipment.
• Should a fault occur with the equipment, I will notify Newcastle City Learning on (0191) 277 3520 as soon as possible. Under no circumstances, will I, or anyone other than NCL staff, attempt to fix suspected faults.
• I understand that NCL will not accept responsibility for the loss of work in the event of the equipment malfunctioning.
• There will be no ‘unacceptable use’ of the equipment. This includes but is not limited to any illegal conduct or activity.
• I will ensure that any internet access whilst using the equipment is for an appropriate educational purpose.
• Only software licensed and installed by Newcastle City Council will be used on the equipment
• I will return the device in its original condition except for fair wear and tear when requested to do so by NCL.
Consent
By signing this form, I confirm that I have read and agree to the terms and conditions set out above.
PUPIL(S) FULL NAME(S)
PARENT/CARER’S FULL NAME
PARENT/CARER’S SIGNATURE
DATE
Appendix 3- Bring your own device (BYOD)
Newcastle City Learning recognises the need for learners to use their own electronic devices such as laptops, tablets, smart phones and similar equipment to enhance and support teaching and learning.
This policy is about reducing the risk in using BYOD. Such risks may come from your BYOD being lost, stolen, used or exploited in such a way to take advantage of you. We believe that following the procedures set out below will bring benefits to learners through protection of your own data and equipment.
Security and protection
If you are using your own device for your course, it is important to ensure that it and the information it contains is appropriately protected.
• Set and use a passcode (e.g. pin number or password) to access your device. Whenever possible, use a strong passcode. Do not share the passcode with anyone.
• Set your device to lock automatically when the device is inactive for more than a few minutes.
• Take appropriate physical security measures. Do not leave your device unattended.
• Laptops, computers and more sophisticated tablet devices- use anti-virus software and keep it up to date.
• Configure your device to enable you to remotely wipe it should it become lost.
• If your device is second hand, restore to factory settings before using it for the first time.
• Only download applications or other software from reputable sources.
• Make arrangements to back up your documents.
• Configure your device to maximise its security. For example, each new technology brings new enhanced security features. Take time to study and discover how to use these and decide which of them are relevant to you.
Lost, stolen, or damaged devices
Newcastle City Learning takes no responsibility for stolen, lost, or damaged devices, including lost or corrupted data on those devices.
Usage charges
Newcastle City Learning is not responsible for any possible device charges to your account that might be incurred during course related use.
Acceptable usage
It is important that the use of personal devices does not put others at risk or interfere with their learning, therefore we ask you to follow the guidelines below:
• Please remain aware of the people around you, group dynamics and interaction
• Refrain from checking emails, Facebook, Twitter, etc...
• Turn off all sounds on your device
• Do not use your device for any activity unrelated to the course you are attending
• Printing from personal devices will not be possible at college
• Personal devices must be charged prior to attending your course and run on battery power while at college. Charging of devices at college is not permitted unless a staff member has agreed to this
• Please do not use devices to record, transmit, or post images or videos of a person or persons during course activities, unless you have received their permission
• Devices with cameras or recording functions are not allowed to be used in potentially sensitive areas such as toilets
• The Bluetooth function on a mobile device must be switched off at all times and not be used to send images or files to other mobile devices
• Using mobile devices to intimidate and threaten other learners is unacceptable. Cyber bullying, Sexting or Up Skirting will not be tolerated
• Students must ensure that files stored on their phones do not contain violent, degrading, racist or pornographic images. The viewing or transmission of such images may constitute a criminal offence
• On some of our courses, tutors may ask learners to put electronic devices away
Appendix 4- Guidance for effective online learning
At Newcastle City Learning in a small number of instances, we may use online learning resources to complement our face-to-face delivery.
In order to maximise the impact of the use of such technologies we must all abide by the following:
Learner commitments
• To attend all planned online sessions, on time, unless there is a valid reason for absence
• To dress appropriately to attend online class
• To minimize distraction within the household during the time of the class where possible
• To behave appropriately in front of the camera during live teaching sessions and be mindful that others are watching
• To participate and engage in all learning activities
• To arrive fully prepared for lessons (equipment and resources to hand)
• To not use mobile phones for personal use within lessons
• To not eat or smoke during class time
• To respect the opinions of others during online sessions, just as we would in the traditional classroom
• To respect both tutor and other learners during online discussions, and acknowledge the tutor’s role as a moderator of such discussion
• To respect the tutor’s discretion at managing the online environment, which may involve muting of individuals or the whole class at times
• To complete all work set and to submit by the given deadlines to allow tutors to assess your understanding and to provide helpful feedback to assist your learning.
Newcastle City Learning commitments
• To provide a safe, well-organised online space which is conducive to learning
• To provide high-quality learning activities for all learners to ensure that they gain new knowledge, develop new skills and progress in their learning towards their learning goals
• To support all learners to make progress in a friendly, caring and supportive environment
• To provide constructive verbal/ written/ recorded feedback on progress to help you consolidate your learning and to make good progress
• To ensure that all Google/ZOOM meets or similar are conducted in an atmosphere of mutual respect
• To enforce all the learner commitments as above to ensure an environment which is conducive to learning and which supports our learners to make good progress.
Serious breaches of the code of conduct for online learning will result in learners being withdrawn from their course.
Updated September 2024.