Technology Use Policy
At Hearken Tutors, the safety and security of our students, parents, and tutors are paramount. This Technology Use Policy outlines the guidelines for the appropriate use of technology within our organization. It aims to ensure that all interactions and communications are conducted using secure and approved platforms, that security software is regularly updated, and that robust password practices are adhered to. This policy is designed to protect the personal information and privacy of all parties involved and to maintain the integrity of our online tutoring environment.
1. Use of Approved Software and Platforms Only
a) Approved Platforms:
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Purpose: To maintain a secure and consistent online learning environment, all tutoring sessions, communications, and administrative tasks must be conducted using company-approved software and platforms.
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List of Approved Platforms: Currently, the approved platforms include Zoom for video conferencing, Microsoft Teams for scheduling and communication, and Google Classroom for assignments and resource sharing. Any changes or additions to this list will be communicated promptly.
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Usage: Tutors and students are expected to use these platforms for all online interactions. Personal email accounts, social media platforms, and unapproved messaging services should not be used for official communications or sessions.
b) Training and Support:
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Training: Tutors will receive training on how to effectively use the approved platforms before commencing their duties. This includes understanding the features, security settings, and best practices for each platform.
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Support: Technical support will be available to assist with any issues related to the use of these platforms. Tutors and parents can contact the support team for help with setup, troubleshooting, and any other technical concerns.
2. Regular Updates of Security Software
a) Importance of Updates:
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Security: Regular updates to security software are crucial in protecting against malware, viruses, and other cyber threats. These updates ensure that the software can defend against the latest security vulnerabilities.
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Compliance: Keeping security software up to date is part of our compliance with data protection regulations and our commitment to safeguarding personal information.
b) Responsibilities:
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Tutors: Tutors are responsible for ensuring that their devices have up-to-date antivirus and security software installed. They must regularly check for updates and install them as soon as they are available.
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Company: Hearken Tutors will provide recommendations for reliable security software and offer guidelines on maintaining device security. We will also periodically remind tutors of the importance of updating their software.
3. Guidelines for Secure Password Creation
a) Password Best Practices:
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Complexity: Passwords should be at least 12 characters long and include a mix of uppercase and lowercase letters, numbers, and special characters. This complexity makes it more difficult for unauthorized individuals to guess or crack passwords.
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Uniqueness: Each account should have a unique password. Using the same password across multiple platforms increases the risk of a security breach if one account is compromised.
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Updates: Passwords should be changed regularly, at least every three months. Immediate password changes are required if there is any suspicion that an account may have been compromised.
b) Secure Storage:
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Password Managers: Tutors and parents are encouraged to use password managers to securely store and manage their passwords. These tools can generate strong passwords and keep them encrypted.
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Avoiding Common Mistakes: Do not write down passwords in easily accessible places, such as on sticky notes near the computer. Avoid using easily guessable information, such as birthdates or simple sequences like "1234."
c) Two-Factor Authentication:
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Enhanced Security: Where possible, enable two-factor authentication (2FA) for additional security. This requires a second form of verification, such as a code sent to a mobile device, in addition to the password.
Conclusion:
The Technology Use Policy is essential to maintaining a secure, efficient, and professional online tutoring environment at Hearken Tutors. By adhering to the guidelines for using approved platforms, keeping security software updated, and following best practices for password creation, we can protect the privacy and personal information of our students, parents, and tutors. Compliance with this policy is mandatory, and any violations will be taken seriously and addressed promptly.
If you have any questions or need further clarification on this policy, please do not hesitate to contact us.
Contact Information:
Hearken Tutors
Email: info@hearkentutors.com
Phone: 020-8163-4588
Office Hours: Monday - Friday, 9 AM - 5 PM
Thank you for your cooperation and commitment to maintaining a safe and secure learning environment.