Final Checks Academy CIC

Social Media Policy

1. Policy Overview

Final Checks Academy CIC recognises the benefits and opportunities that new technologies offer to teaching and learning. Our approach is to implement safeguards within the academy and support staff and learners to identify and manage risks effectively. This is achieved through a combination of security measures, training, guidance, and the implementation of associated policies.

In line with our duty to safeguard learners and the Every Child Matters agenda, we strive to ensure that all learners and staff remain ‘e-safe’ and that our wider duty of care is fulfilled. This e-safety policy should be read alongside other relevant college policies and procedures, including Learner Safeguarding, Internet Use Policy, Anti-Bullying Policy, Disciplinary Policy, Code of Conduct, and Prevent Policies.

2. Definition of E-Safety

E-safety is defined as the process of limiting risks to children, young people, and vulnerable adults when using Internet, Digital, and Mobile Technologies (IDMTs). This is achieved through a combined approach involving policies and procedures, infrastructure, education, training, standards, and moderation.

E-safety risks are categorised as follows:

Content:
- Exposure to age-inappropriate material
- Exposure to inaccurate or misleading information
- Exposure to socially unacceptable material, such as inciting violence, hate, extremism, or intolerance
- Exposure to illegal material, including images of child abuse
- Illegal downloading of copyrighted materials (e.g., music, films)
Contact:
- Grooming via communication technologies, potentially leading to sexual assault or child exploitation
- Radicalisation, where a person supports terrorism or extremist ideologies
- Bullying via websites, mobile phones, or other communication devices
Commerce:
- Exposure of minors to inappropriate commercial advertising
- Exposure to online gambling services
- Commercial and financial scams

3. Scope

This policy applies to all individuals with access to the academy’s online systems, whether on premises or via remote access. All users must adhere to e-safety rules and the Internet Use Policy.

The e-safety policy covers all internet use and electronic communication devices, including email, mobile phones, social networking sites, chat rooms, video conferencing, and webcams.

4. Policy Aims

Ensure strong and reliable safeguards on academy online systems.
Promote safe and appropriate user behaviour.
Secure storage and use of images and personal information in compliance with legal requirements.
Educate staff and learners on e-safety.
Manage e-safety incidents promptly and effectively.

5. Risk Assessment

Staff must assess potential risks associated with new technologies and online platforms for themselves and their learners.

6. Behavioural Expectations

It is unacceptable to download or transmit material that is obscene, abusive, sexist, racist, defamatory, related to violent extremism or terrorism, or intended to annoy, harass, or intimidate others. This applies to social media accessed from academy systems.
All users must adhere to the standards of behaviour set out in the Internet Use Policy.
Abuse of online systems, including cyberbullying, is taken seriously and managed through disciplinary procedures.
Illegal conduct is reported to the police.
Staff must moderate online content and report concerns to the Lead Safeguarding Manager.
Staff should be aware of cyberbullying, grooming laws, and child protection issues.
Staff must keep personal and professional lives separate online and should not ‘friend’ learners on personal social media accounts.
Staff should manage privacy settings carefully and avoid posting derogatory, offensive, or prejudiced comments.
Staff must not bully or abuse colleagues or learners online.
Staff should maintain professionalism in any online interactions with learners.
Staff must not post comments that could bring the academy into disrepute or damage its reputation.
Staff using personal sites to discuss professional issues should consider that their views may be seen as representing the academy, even with disclaimers.
Staff should not use academy email addresses for personal social media accounts or as primary contact methods.
Reports of inappropriate online activity linked to the academy will be investigated and may result in disciplinary action.

7. Use of Images and Video

Use of images and photographs is encouraged in teaching and learning, provided there is no breach of copyright or privacy.
Staff and learners receive training on the risks of downloading, posting, and sharing images, especially personal images on social networking sites.
Approval from senior management is required before publishing any material.
Learners are encouraged to create separate social media accounts for coursework, practical sessions, and academy-related information.

8. Personal Information

Processing of personal information complies with the academy’s Privacy Policy.
Personal information is kept secure and is not shared without explicit permission.
No personal information is posted on academy websites or intranets without senior management approval.
Staff must keep learners’ personal information secure at all times.
Online platforms are password protected; personal information is not taken offsite without managerial permission.
Users must log off or lock devices when unattended.
Mobile devices storing sensitive information are encrypted and password protected.
Personal data no longer required is securely deleted.

9. Education and Training

Staff and learners receive training to identify and manage e-safety risks.
Learner inductions and tutorials include e-safety sessions.
Learners are encouraged to critically evaluate online content and respect copyright.
New or temporary users sign an Acceptable Use Policy.
Tutors actively monitor learner use of ICT equipment during lessons to ensure appropriate use.

10. E-Portfolios and Assessment Security

E-assessment is conducted securely and accessibly.
Evidence includes audio/video recordings and signed learner work.

11. Incident Reporting and Response

A clear incident reporting procedure is communicated to all learners and staff.
E-safety incidents are acted upon immediately to prevent harm.
Responses may include disciplinary action, reports to external agencies (e.g., police), procedural reviews, and learner support.

12. Responsibilities

Role	Responsibility
All Staff	Implement e-safety practices and remain vigilant to risks.
Lead Safeguarding Manager	Oversee e-safety matters related to learners.
IT Lead Managers	Manage e-safety in IT systems and provide technical expertise.
Learning Mentor	Provide pastoral support and embed e-safety in learner induction and tutorials.
Tutors	Integrate e-safety education into learner programmes.

13. E-Safety and COVID-19

Learners sign declarations on e-safety and attend Zoom training sessions.
Attendance on Zoom lessons is recorded; absences are followed up to ensure safeguarding.
Learners refusing to use cameras receive 1:1 follow-up meetings with tutors.
Tutors report safeguarding concerns during remote learning to the Safeguarding Officer.

14. Learner Support

Learners complete e-safety workshops and know how to report concerns.
They are encouraged to question the validity and reliability of online content and respect copyright.

15. Staff Training

Staff undertake mandatory safeguarding training including e-safety, refreshed every three years.
Training includes workshops and practical sessions monitored by the Business Development Director.

16. Online Distance Learning

Use of Zoom, e-portfolios, video conferencing, and online materials is supported.
Learners receive timetables, deadlines, and support contacts.
Assignments are submitted electronically and marked promptly.
Work authentication includes supervised assessments and employer verification.

17. Review Notes

This policy is reviewed annually or as required by changes in technology or legislation.
Feedback from staff, learners, and external audits informs updates.
Training programmes are regularly evaluated for effectiveness.
Incident logs and monitoring data guide continuous improvement.

For further information or concerns, please contact: