Quabbin committee adopts updated digital-security and records policies, approves messaging rules

The Quabbin Regional School Committee reviewed and approved multiple new and revised policies on technology use, records retention and committee electronic messaging at a virtual meeting, and voted to rescind its face-covering policy.

Pauline, a district staff member who presented the packet, said the first item — a new district security policy sourced from the Massachusetts Association of School Committees (MASC) — requires the superintendent to maintain district procedures to protect data and to vet new platforms for student-data sharing. "This is a brand new policy, from MASC," Pauline said.

The committee also approved a data and records-retention policy that underscores the district's public-records obligations and instructs officials to use district email addresses for official business to avoid mixing personal accounts with public records. Pauline said the document names the public-records officer (the presenter said that role is held by the district staff member presenting the packet) and reiterates that electronic communications between public officials may be public records.

On personnel and student technology use, the committee approved revisions clarifying that staff and students must sign digital-use agreements before being granted system access, and that online interactions should avoid one-to-one messaging between staff and students when possible. The policy encourages group communication that includes two staff members; presenters said exceptions exist for medical or academic matters where a school nurse or administrator would be cc'd.

Committee members asked for implementation checks. Dr. Allen, a committee member, asked that the district provide periodic updates on how the policy is being enforced. Pauline and other staff and committee members agreed that Andrew, the district technology director, and the technology committee chair will provide an annual or semiannual update at a subcommittee meeting and then share that information with the full committee.

The committee also voted to rescind its face-covering policy; members agreed that the rescission only required reading the top line before the vote. An update to the committee's guidance on the use of electronic messaging between members was approved that narrows earlier language requiring a central-office staff member to be copied on all committee electronic correspondence.

On the school-meals policy, the committee accepted language reflecting Massachusetts's universal free school meals program (policy EFC). Presenters noted that, because the state currently provides universal free meals, the district's older free-reduced-price eligibility steps (income verification and annual determinations) were removed; staff urged families to continue to fill household applications because doing so can preserve access to other benefits and program waivers.

Votes at a glance - District data-security policy (new, MASC): approved (motion to place on table and approve). Vote tally: not specified in the transcript. - Data and records-retention policy: approved. Vote tally: not specified. - Personnel use of technology policy: approved. Vote tally: not specified. - Student use of technology policy: approved. Vote tally: not specified. - Community use of digital resources policy: approved. Vote tally: not specified. - Update to electronic messaging by school committee members: approved. Vote tally: not specified. - EFC (universal free school meals) policy (revised): approved. Vote tally: not specified. - Rescind face-covering policy (KDC): approved. Vote tally: not specified.

The meeting record shows several motions and affirmations but does not include full roll-call tallies for each policy vote in the transcript excerpt. Where committee members named their votes, the record reports affirmative "Aye" responses and mentions committee members including Jenna Garvey by name when voting. The transcript does not list a complete roll-call vote for each action.

The committee concluded by noting plans for future reporting and oversight: staff will schedule technology-policy updates with the technology subcommittee and bring summaries back to the full committee.