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Modify AUP

The Modify AUP screen allows districts to update the Acceptable Use Policy text for a specific school year prior to any acknowledgements being recorded. This is where you write or edit the actual policy content that parents and guardians will read and acknowledge.

Permission Required

To modify AUPs, you need the Manage Settings permission assigned to your role. This is typically restricted to district administrators and system administrators.

AUP Immutability

Once an AUP has been accepted by at least one user for the school year, it becomes locked and cannot be modified through the interface for legal and liability reasons. Finalize content carefully before enabling enrollment.

Understanding AUP Editing​

Think of modifying the AUP as writing the contract that families will agree to - the actual policy text defining acceptable device use, responsibilities, and consequences.

What you're editing:

  • Full text of the Acceptable Use Policy
  • Device use expectations and rules
  • Student/parent responsibilities
  • Consequences for violations
  • District contact information
  • Effective dates and school year

Why careful editing matters:

  • Legal document - Parents are agreeing to these specific terms
  • Immutable after signing - Cannot be changed once acknowledgements start
  • Clarity - Must be understandable to parents and students
  • Compliance - May need to meet district, state, or legal requirements

Accessing the AUP Editor​

  1. Navigate to Settings > Portal Settings
  2. Select the AUP Management tab
  3. Find the school year you want to edit in the Acceptable Use Policies list
  4. Click Edit next to the appropriate school year
  5. The Modify AUP screen opens with rich text editor

Note: If the Edit button is not available (shows "View" instead), the AUP is locked because acknowledgements have been recorded. Contact Manage1to1 Support if changes are required.

The Rich Text Editor​

The AUP editor supports rich text formatting for policy content:

Formatting options:

  • Bold, italic, underline text
  • Headers (H1, H2, H3 for section titles)
  • Bullet lists and numbered lists
  • Paragraphs and line breaks
  • Hyperlinks (to district websites, external resources)
  • Font sizes and colors (use sparingly for readability)

Best practices for formatting:

  • Use headers to organize sections (e.g., "Device Responsibilities," "Internet Safety")
  • Use bullet lists for rules or expectations
  • Use bold for important terms or consequences
  • Keep formatting simple and professional
  • Ensure text is readable on mobile devices

Example structure:

# Acceptable Use Policy - 2024-2025 School Year

## Introduction
[Welcome paragraph explaining the 1:1 program]

## Device Responsibilities
Students are expected to:
- Bring device to school fully charged every day
- Keep device in protective case at all times
- Report damage or loss immediately
[etc.]

## Consequences
Violation of this policy may result in:
- Loss of device privileges
- Disciplinary action
- Financial responsibility for damage
[etc.]

## Parent/Guardian Agreement
By signing below, I acknowledge that I have read and understood...

Writing Effective AUP Content​

Essential Sections to Include​

1. Introduction

  • Overview of the district's device program
  • Purpose of the AUP
  • Who it applies to (students, staff, parents)

2. Device Care and Responsibilities

  • Daily charging requirements
  • Protective case requirements
  • Transporting device safely
  • Cleaning and maintenance

3. Acceptable Use

  • Educational purposes
  • Appropriate websites and content
  • Proper communication and behavior
  • Respect for others' privacy

4. Prohibited Use

  • Inappropriate content or websites
  • Cyberbullying or harassment
  • Bypassing security filters
  • Sharing login credentials
  • Commercial use or illegal activity

5. Internet Safety

  • Not sharing personal information
  • Reporting concerning content
  • Understanding digital footprint
  • Social media guidelines

6. Loss, Theft, and Damage

  • Reporting procedures
  • Financial responsibility
  • Insurance information (if applicable)
  • Replacement processes

7. Consequences

  • Progressive discipline approach
  • Loss of device privileges
  • Potential charges or fees
  • Legal consequences for severe violations

8. Parent/Guardian Acknowledgement

  • Agreement to support student following policy
  • Understanding of financial responsibilities
  • Contact information for questions

9. District Contact Information

  • Who to contact for technical support
  • Who to contact for policy questions
  • How to report incidents

Tips for Clear Policy Writing​

✅ Do:

  • Use clear, simple language parents and students can understand
  • Be specific about expectations and consequences
  • Include examples where helpful
  • Address common questions proactively
  • Keep tone professional but approachable
  • Update year-specific information (dates, school year, contact info)

❌ Don't:

  • Use complex legal jargon unnecessarily
  • Be vague about responsibilities or consequences
  • Copy outdated policies without reviewing
  • Forget to update year-specific information
  • Make policy so long parents won't read it
  • Omit important safety or legal requirements

Editing Workflow​

Creating AUP for New School Year​

Option 1: Start from scratch

  1. Access Modify AUP for new school year
  2. Write policy content in editor
  3. Format using rich text tools
  4. Review carefully
  5. Save

Option 2: Copy from previous year

  1. Open previous year's AUP (View mode if locked)
  2. Copy the text content
  3. Access current year's AUP editor
  4. Paste content
  5. Update year-specific information:
    • School year dates (2024-2025, etc.)
    • Contact names/emails if changed
    • Policy changes or updates
    • Device models if changed
  6. Review all sections
  7. Save

Recommended: Option 2 is faster and ensures consistency. Most policy content remains the same year-to-year with minor updates.

Before Enabling Enrollment​

Critical checklist before allowing acknowledgements:

  • All policy content is accurate and current
  • School year is correct throughout document
  • Contact information is up to date
  • Spelling and grammar are correct
  • Formatting displays properly (preview if available)
  • Policy has been reviewed by relevant stakeholders:
    • District administration
    • Legal counsel (if required)
    • Technology director
    • School board (if required)
  • District-specific requirements are included
  • Financial responsibility amounts are correct
  • Links work properly (if any hyperlinks included)

Once enabled: First acknowledgement locks the AUP and prevents editing.

Immutability and Locked AUPs​

When AUPs Lock​

An AUP automatically locks when:

  • First acknowledgement is recorded (any parent/guardian signs)
  • Even one signature makes the AUP immutable

Why Immutability Exists​

Legal reasons:

  • Users agreed to specific wording
  • Changing policy retroactively could invalidate agreements
  • Protects district from liability claims
  • Ensures audit trail integrity

If You Need to Change a Locked AUP​

Scenario: School board approves policy change mid-year

Steps:

  1. Do NOT edit the locked AUP (system prevents this anyway)
  2. Submit Support Ticket to Manage1to1 Support
  3. Explain the change needed and reason
  4. Support will assist with:
    • Creating revised policy version
    • Determining if re-acknowledgement is needed
    • Preserving original acknowledgements
    • Implementing the change properly

Important: Never make mid-year changes unless absolutely necessary. Plan policy changes for upcoming school year instead.

Common AUP Scenarios​

Updating for New Device Models​

District switches from Chromebooks to iPads:

  1. Edit next year's AUP before acknowledgements
  2. Update device-specific sections:
    • Change "Chromebook" to "iPad" throughout
    • Update care instructions (screen cleaning, etc.)
    • Modify charging requirements if different
    • Update accessory information (charger type, etc.)
  3. Review all references to ensure accuracy
  4. Save changes

Adding Insurance Information​

District implements device insurance program:

  1. Edit AUP before acknowledgements
  2. Add new section about insurance:
    • Insurance premium amount
    • What insurance covers
    • Deductible amounts
    • How to file claims
    • Whether insurance is required or optional
  3. Update financial responsibility section
  4. Save changes

Policy Language Refinement​

Clarifying expectations based on previous year's issues:

  1. Edit AUP before acknowledgements
  2. Strengthen language in problem areas:
    • More specific about charging requirements
    • Clearer consequences for cyberbullying
    • Explicit examples of prohibited use
  3. Ensure additions don't make policy too long
  4. Save changes

Tips for AUP Management​

✅ Do:

  • Finalize content before enabling enrollment
  • Have multiple people review before finalizing
  • Test formatting on different devices (desktop, mobile, tablet)
  • Save drafts frequently while editing
  • Keep a copy of AUP text outside system for reference
  • Review previous year's issues to improve current policy

❌ Don't:

  • Rush AUP creation at the last minute
  • Enable enrollment before thorough review
  • Make changes after acknowledgements start (requires support)
  • Forget to update year-specific information
  • Use tiny fonts or poor color contrast (accessibility)
  • Include outdated contact information

Common Questions​

Q: Can I edit an AUP after acknowledgements have started? No. The system locks the AUP after the first acknowledgement. If changes are absolutely necessary, contact Manage1to1 Support for assistance.

Q: How do I copy last year's AUP to this year? Open last year's AUP (even if locked, you can view it), copy the text, then paste into the new year's AUP editor. Update year-specific information and save.

Q: What happens if I save an AUP with mistakes? If no acknowledgements have been recorded yet, you can re-edit and fix mistakes. If acknowledgements have started, the AUP is locked and you'll need support assistance.

Q: Can I preview what the AUP looks like to parents? You can login as a test user to the enrollment portal to preview. Save the AUP and test by visiting the enrollment URL (/enroll) to see how it displays to families.

Q: Should the AUP include pricing for damage/loss? This is a district decision. Some districts include specific dollar amounts for transparency. Others refer to a separate fee schedule to allow flexibility. Consult your administration and legal counsel.

Q: Can I link to external documents from the AUP? Yes, the rich text editor supports hyperlinks. You can link to full fee schedules, detailed policies on the district website, or other resources. Ensure links remain valid.

Q: How long should the AUP be? Long enough to cover all essential policies and requirements, but concise enough that parents will actually read it. Typical range: 500-2000 words. Consider your audience's reading level.

Q: Do I need legal review of the AUP? Check with your district administration. Some districts require legal counsel or school board review/approval before implementing AUPs, especially for liability and financial responsibility sections.

Q: What if I accidentally enabled enrollment before the AUP was ready? Disable the AUP enrollment portal immediately (Settings > Portal Settings > AUP Management > disable enrollment portal). Make your edits, then re-enable when ready. If anyone acknowledged the incomplete AUP, contact support.

The Modify AUP screen is where you craft the legal and policy foundation of your device program. Careful attention to content, clarity, and accuracy ensures families understand their responsibilities and the district is protected legally.

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