Guidelines for all users

Guidelines and tutorials for faculty/staff webpages

Basic guidelines

Posting student grades

Posting images

Updating your homework page

Adding links to your homework page

Extracurricular pages

Adding events to the online calendar


Giles County School District “ )nternet and Telecommunications Acceptable Use Policy

The Giles County School System (referred to as GCS) has access to computers, networks, and the )nternet This technology offers vast, diverse and unique resources to teachers and students and is an effective method of introducing students to the global nature of information. It allows users to find, synthesize, and share information in a variety of unique ways. Our goal in providing this service is to promote educational excellence in schools by facilitating resource sharing, innovation, and communication.

The )nternet is an electronic highway connecting millions of computers all over the world. A small minority of users have made objectionable materials available over the )nternet GCS utilizes the N2H2 filtering system, via ENA, to protect against objectionable material. GCS has taken precautions to restrict access to controversial materials, but an industrious user may discover information not acceptable for school use. GCS firmly believes that the valuable information and interaction available on this worldwide network far outweighs the possibility that users may procure materials not consistent with the educational goals of the District. Disciplinary action will be taken against users found sending or acquiring objectionable materials over the )nternet or developing objectionable materials on school equipment.

)nternet access is coordinated through a complex association of government agencies and regional and state networks. The smooth operation of the network relies upon the proper conduct of end users who must adhere to strict guidelines. These guidelines are provided here so that users are aware of the responsibilities they are about to acquire. In general, these responsibilities require efficient, ethical, and legal utilization of the network resources.

)nternet “ Terms and Conditions"

1) Acceptable Use The purpose of )nternet access in the schools is to support research and education in and among academic institutions in the U.S. by providing access to unique resources and the opportunity for collaborative work. The use of your account must be in support of education and research and consistent with the educational objectives of the Giles County School District. Use of other organization's network or computing resources must comply with the rules appropriate for that network.

  • Transmission of any material in violation of any U.S. or state regulation is prohibited. (This includes, but is not limited to: copyrighted material, threatening or obscene material, or material protected by trade secret.)
  • Use for commercial activities is prohibited.
  • Harassing, insulting, and defaming or attacking messages are prohibited.
  • Use for product advertisement or political lobbying is prohibited.
  • Disruption or intention of disruption of other computers and/or networks is prohibited.
  • Tampering with and/or damaging computers, computer systems, computer networks, or any technology equipment is prohibited.
  • Gaining or attempting to gain unauthorized access to accounts, files, networks, and servers is prohibited.
  • Trespassing in another's folders, work, or files is prohibited.
  • Copying instructional software is prohibited.
  • Installation of software not authorized by the Technology Department is prohibited.
  • Use of web-based email accounts (Hotmail, Yahoo mail) is prohibited.
  • Using another's password for access is prohibited.

2) All GCS network traffic and computer use can and will be monitored. There is NO expectation of privacy when using a GSC computer. This includes web-browsing, email, software implementation, chatting, video and audio streaming, and any other application.

3) GCS makes no warranties of any kind, either express or implied, that the functions of the services provided by or through the system network will be error-free or without defect. GCS will not be responsible for any damage users may suffer including, but not limited to, loss of data or interruptions of service. GCS is not responsible for the accuracy or quality of the information obtained through or stored on the network. GCS will not be responsible for financial obligations arising through the unauthorized use of the network. Users will indemnify and hold GCS harmless from any losses sustained as the result of intentional misuse of the network by the user.

4) At the present time, GCS will NOT issue individual student email accounts.


External Links

The Richland webmaster will make every effort to monitor external links that take the user beyond the core Richland website to ensure they are valid, accurate and appropriate to the GCS web usage goals. However, users should be aware that the content of external websites can change quickly, and the webmaster may not be able to respond immediately to these changes. Likewise, as is the nature of the )nternet, external websites may contain content such as advertisements and links to further websites that may not be endorsed by Richland or GCS. In many ways, visiting external links is the electronic equivalent of leaving campus helpful for broadening skills and knowledge, but also involving factors that necessitate a joint effort between staff, parents and students to ensure safety and appropriate conduct.

To help users differentiate between Richland webpages and external websites, all webpages monitored by the Richland webmaster will display a small Richland logo in the address bar of the web browser: .

  • If you follow a link, no longer see the Richland icon, and are uncertain about the content, you are advised to navigate away from the page.
  • To report content that you feel is inappropriate or contrary to the GCS web usage goals, the first step is to contact the Richland webmaster immediately so the link can be disabled.

Web Pages

In order to take advantage of the opportunities the )nternet provides, GCS authorizes the creation of System and/or individual school Web pages on the )nternet Only those Web pages maintained in accordance with Board Policy and established procedures shall be recognized as official representatives of GCS or individual schools. All information on a school or System Web page must be indicative of the mission, goals, policies, programs or activities of the school or System.

School Web Pages

The building principal or his/her designee will appoint a School Web Publisher, responsible for managing the school Web site and monitoring class, teacher, student and extracurricular Web pages. All official material originating from the school will be consistent with the GCS style and content guidelines and approved through a process established by the School Web Publisher. The School Web Publishers will develop additional guidelines for the school Web site. All teacher and student Web pages must be approved by the School Web Publisher.

Web Page Design

All System acceptable use agreement provisions will govern material placed on the Web. Web pages shall not:

  • Contain the full name, address, or phone number of students. First names or first names and the first letter of the last name may be used where appropriate.
  • Display photographs or videos of any identifiable individual without a signed permission form. Permission forms for students under the age of 18 must be signed by their parent or guardian.
  • Contain copyrighted or trademarked material belonging to others unless written permission to display such material has been obtained from the owner. There will be no assumption that the publications of copyrighted material on a Web site is within the fair use exemption.

Material placed on the Web site is expected to meet academic standards of proper spelling, grammar, and accuracy of information.

Students may retain the copyright on the material they create that is posted on the Web. GCS employees may retain the copyright on material they create and post if appropriate under System policies.

All Web pages should carry a stamp indicating when it was last updated and the email address of the person responsible for the page.

All Web pages should have a link at the bottom of the page that will help users find their way to the appropriate home page.

Users should retain a back-up copy of their Web pages.

As with any instructional materials or publication used by or representing the school or System, the building principal or Director, respectively, is ultimately responsible for accuracy and appropriateness of the information made available on the Web site. Concern about the content of any page(s) created by students or staff should be directed to the building principal or the Director's office when related to the System Web site. If the concern is not resolved, persons who wish to file a formal complaint shall submit a written request for reconsideration of instructional material.

Web sites developed under contract for GCS or within the scope of employment by GCS employees are the property of the System.

Any violation of computer privileges or Internet may result in termination of use for the semester.


1 Faculty & Staff Webpages

Faculty and staff members may post their own simple homework pages via FTP upload, as long as the homework page is in line with the criteria above from the Giles County School System. Please review the points of emphasis below, and remember that the webmaster is obligated to take down homework pages that do not meet the criteria throughout this guide.

2 Basic Guidelines

  • When in doubt, consult the webmaster first. Once data is posted online, it can be misused within minutes.
  • Faculty members should review all the regulations above, particularly concerning the posting of images copyright material.
  • Homework pages should be limited to homework, class projects, etc. They are not to be used for clubs or activities; those types of web pages should be posted elsewhere on the site.
  • Homework pages should not contain images other than free-use clip-art (such as found in Microsoft Word) and public domain images. Images posted on the )nternet (e.g. those found in Google Images) are not automatically public domain and copyright free; check your sources, and if needed, request permission from the owner and ensure that such permission is on file with the webmaster. Homework pages may not feature images of students, named or unnamed.
  • As a matter of aesthetics, homework pages are best designed on a white background to match the background that appears throughout the Richland site.
  • Homework pages should remain up to date.
  • All links from the Richland website must be monitored by the webmaster. Therefore, it's preferable that external links be added to the Richland website Learning & Study Links section rather than to individual teacher pages. If you do add an external link to your homework page, you should inform the webmaster so the link can be monitored.


3 Posting Student Grades

Policies regarding the posting of student grades are under consideration, but at this time, student grades may not be posted in any manner. Please check back later for updates.


4 Posting Images

Follow these steps for getting images posted to the website.

  • First, ensure that your club or sport has an existing photo gallery that has been created by the Richland webmaster.
  • Next, ensure that none of the students in the photo are on the Web Image Privacy list, which can be obtained from the webmaster. This list contains the names of all students whose image may not be posted on the school website at any time. The webmaster will double-check the image, but it should be checked first by the faculty/staff member responsible for that group of students.
  • If the image features an individual student or a small group of students, permission must be obtained from each student's parent/guardian, or from the student if he or she is age 18 or older. The image can only be posted when permission has been obtained for every student in the image.
  • Send the images and to the webmaster. Images may be sent on disk or via e-mail. Multiple images can be sent in a single compressed (zipped) folder.
  • Once the webmaster has received the images and verified permissions, the content will be added to the relevant photo gallery. The turnover time afterwards will depend on existing webmaster requests and the number of images to be processed.
  • Please note that images should be sent to the webmaster by the faculty/staff member responsible for that group of students, not from parents or students themselves. This policy helps ensure that all the steps above have been followed.
  • Keep in mind that pictures taken by professional photographers are copyright and cannot be posted without express permission from the photographer.


5 Updating Your Homework Page

In order to post or update a homework page, you'll need two things set up on your computer: a copy of the WS_FTP program, and a Homework folder. If you don't already have these in place, contact the webmaster.

  • Open Microsoft Word and click on File > Open. Locate your Homework folder on your computer and look inside that folder for the index file, which is your homework page. Select to open the file.
  • Add content to your homework page, remembering to review the Basic Guidelines above. When you've finished updating the page, save it as usual.
  • Now, double-click on the icon for the WS_FTP program on your computer. Enter the password you chose when you had your Homework folder set up.
  • Once you've logged in, you should see a split screen with information on the left and right. The left-hand side is "local": files on your computer. The right-hand side is "remote": files that are actually online. To move a file to the online side, simply click on the filename on the left, and then click on the right-pointing arrow. You should see a "Transfer complete" message at the bottom of the WS_FTP window. Follow this process for all files and folders on the left-hand side that you have added or modified, at least the index file. If you've made lots of changes, click on the upwards-pointing arrow on the left side to get to your whole homework folder; you can click on the folder and then the right-pointing arrow to upload it all at once. If you make a change that does appear correctly or at all on your online homework pages, chances are you haven't transferred it over using this process. Make sure all your new and modified files are transferred.
  • You can test for a successful upload by going to your homework page from the Faculty Directory.
  • Remember that only documents located in your Homework folder and uploaded via WS_FTP will appear online




6 Adding Links to Your Homework Page

First, remember that every link exiting the basic Richland site must be monitored by the webmaster, so be mindful in adding links. Also, remember that only documents located in your Homework folder and uploaded via WS_FTP will appear online; creating the hyperlink is just an initial step for posting your own documents. Lastly, no homework pages should contain links to student data or images; only the webmaster can post images. Homework pages that misuse links will be taken down immediately without warning or notification.

Follow the steps above to open your homework page (index).

  • To link to a website:

1) Open )nternet Explorer and navigate to the website you want to link to.

2) Copy the address from the )nternet Explorer address bar.

3) Go back to your index page and type in text for the link or highlight the text where you want the link created.

4) Click on Insert > Hyperlink. Paste the address in the bar at the bottom of the window.

5) In the same pop-up window, click on Target Frame... and select New Window. Click OK to close out the pop-ups and return to the document.

6) Save and upload your homework page as described in 5 above.

  • To link to a document originating from your computer:

1) Move the document or a copy of it into your Homework folder. Note: Filenames in your Homework folder should contain no spaces or symbols, only letters and numbers, so you may need to rename the document.

2) As described in 5 above, open WS_FTP and upload your Homework folder contents; make sure you upload the new file that you're going to link to.

3) Write down the full document name as it now appears on the right side of the WS_FTP screen, for example mathreview.docx.

4) Go back to your index page and type in text for the link or highlight the text where you want the link created.

5) Click on Insert > Hyperlink. In the address bar of the pop-up window, type in Then add your e-mail prefix, followed by a forward slash (/) and the full document name with extension, exactly as it appeared on the WS_FTP screen. For example, if Mr. Rich (lrich) were uploading his FBLA roster (FBLA Roster.doc), the address would look like this:

6) In the same pop-up window, click on Target Frame... and select New Window. Click OK to close out the pop-ups and return to the document.

7) Save and upload your homework page as described in 5 above.

  • Always test for a successful hyperlinks by going to your homework page from the Faculty Directory.
  • Keep in mind that not every person has Microsoft Word, Excel or other programs on your computer, and not every computer has the same fonts and styles. If you're concerned about formatting issues as others open your online documents, contact the webmaster for help with universal formats.

7.1 Extracurricular (Club & Athletic) Webpages Guidelines

Club and athletic webpages should follow the same basic guidelines noted above. Additionally:

  • Any pictures posted directly on the page should be group-style photos with no identifying information, such as students' name (first and/or last).
  • Rosters and membership lists are acceptable for posting, but again, they should not correlate to images or provide any other personal information that could allow a student's identity to be compromised (e.g. phone numbers, student e-mail addresses, etc.).
  • Athletic pages should not link to statistics pages like CoachT, because such pages fall outside of the )nternet usage scope defined by GCS.


7.2 Extracurricular (Club & Athletic) Webpages "Creation & Updating"

All club and athletic pages should be updated from a template created by the webmaster. The content will be designed by request, and the template will be e-mailed to you. Once you've received the template:

  • Right-click on the attachment, select Save target as... and save the template to an easily accessed location on your computer, such as your Desktop or My Documents.
  • Open Microsoft Word. Click on File > Open and select the template from your computer. Opening the file another way (e.g. double click on the icon) will simply open it as a web page. If you're unable to open the file this way, contact the webmaster for help.
  • Type your content into the existing placeholders. It's okay to add content vertically, but not horizontally; contact the webmaster if you need your template revised to include more placeholders.
  • For schedules, use 3-letter days (Mon, Tue, Wed, Thu, Fri, Sat, Sun) and months (Jan, Feb, Mar, Apr, May, Jun, Jul, Aug, Sept, Oct, Nov, Dec), e.g.: Tue Nov 16. To add rows at the end of schedule tables, place the cursor in the last cell of the table and hit the TAB button. To add rows inside the table, place your cursor at the start of an existing row, right-click and select Insert > Rows above or Rows below. To delete rows, highlight the row(s), hit BACKSPACE and select Delete entire row. Where applicable, banding (alternating white/black) should appear and adjust automatically as you add/delete rows.
  • To add hyperlinks to existing webpages, highlight the text where you want to create the link and click on Insert > Hyperlink. Type the full address (or copy/paste the address from your web browser) including http://.
  • To add hyperlinks to documents on your computer, the file must first be added to the website. Go ahead and type in the text for the link on your template, send the document along with your revised template, and indicate in the e-mail where you want the link; the webmaster will add it for you once the new file has been uploaded.
  • Don't make any adjustments to colors, font sizes or general layout, as this may cause your page to display incorrectly. Again, contact the webmaster if you'd like to request design revisions.
  • Save the file as usual and e-mail it back to the webmaster as an attachment.

8.1 Richland Event Calendar Guidelines

The event calendar featured on the Richland website is a collaborative effort that allows us to post and share information easily while minimizing the "middle man". It's a great feature for our website and should not be abused. Login information for the event calendar can be obtained from the webmaster.

  • Only Richland faculty and staff members should have access to the event calendar manager. Treat calendar access as carefully as you would your e-mail or GradePortal.
  • The event calendar is meant for school-wide activities, not minor reminders for classes, clubs and sports. Think of it as an electronic version of the monthly calendar released by the office, not your personal announcement sheet. If you doubt the validity of an entry for the event calendar, ask the webmaster.
  • The webmaster will update the calendar for the general academic year (holidays, conferences, etc.). Otherwise, each faculty/staff member is responsible for adding his or her own dates. For example, football coaches will add football schedules, club sponsors will post meetings, administrators will post deadlines if they wish, and so on.
  • The Google Calendar management page also has links to Gmail, Google Documents and other tools, but these are not for use. Doing so not only violates the Acceptable Use Policy but also can wreak havoc on our calendar account.
  • You are only allowed to add events, not change properties. Any property changes will be reflected across the entire school calendar and could disrupt the calendar on the Richland website.
  • The calendar will be monitored on a very regular basis by the webmaster. The webmaster reserves the right to bar individual clubs, teams and faculty/staff members who use the calendar account inappropriately.
  • Contact the webmaster if you have difficulty using the calendar manager or are afraid you've made a mistake and aren't 100% sure how to correct it.

8.2 Richland Event Calendar Adding Events

  • To log in, visit the Google Calendar page and enter your user-name and password.
    Login information for the event calendar can be obtained from the webmaster.
  • To add an event, click on Create Event in the top left corner.
  • Type the event title in the text box that says Click to add a title.
    Keep the title as short as possible while avoiding ambiguity between teams (junior high and high school, boys and girls), e.g. JH Softball vs. Loretto, HS Football @ Wayne Co., HS Girls' Soccer vs. Columbia Academy, FCA Meeting, ACT Registration Deadline.
  • Enter the date and times for the event, or click All day for all-day events, reminders and deadlines.
    You can also add repeating events, but make sure you specify the end date, for instance the last day of the school year if the event repeats for the entire year.
  • Enter the event location (opponent school or city, classroom, etc.). For Richland, enter Richland School.
    This information will appear on the end product and, if well entered, can allow users to get directions to the location through Google Maps without searching for addresses. In other words, it's worthwhile to be specific, rather than just typing Home or Away.
  • For Calendar, select General or Athletic as appropriate.
  • The Description box is the place to add specifics about the events, for example "All forms should be turned in to the box in Mr. Smith's room".
  • Do not add Reminders for the event or modify any other settings on the page.
  • Finally, click at the top to Save the event, or Discard if you wish to cancel adding the event. Click back to calendar at top left to return to the calendar.
  • To modify an event, use the small left-hand calendar to locate the event date. Click on the date and scroll through the right-hand calendar to find the event. Click on the event name in the calendar to open and modify its properties, and then click Save or Discard changes at the top as appropriate.