1. Purpose
This policy sets out how students must use Equra College London (“Equra”) IT systems, digital services, learning platforms and networks. It protects learners, staff, systems, and the integrity of teaching and assessment.
2. Scope
This policy applies to all students and learners using:
- Equra email accounts (if issued), student portals, VLE/LMS and learning apps
- Equra Wi-Fi/network and devices provided by Equra (if any)
- Any personal device used to access Equra systems or participate in learning
- Online learning spaces, forums, chat groups and digital submission tools connected to Equra
3. General rules
Students must:
- Use Equra systems for learning and legitimate study-related activity
- Act respectfully and professionally online
- Follow instructions provided by staff for learning and assessment
- Keep accounts secure and use only their own login
- Report security concerns and misuse promptly
Students must not:
- Share passwords or let others use their account
- Attempt unauthorised access to systems, accounts or data
- Interfere with or disrupt networks, services or learning platforms
- Use systems for illegal activity, fraud, or harassment
4. Account security
4.1 Students must keep login details confidential and secure.
4.2 Students must log out of shared devices after use.
4.3 If a student believes their account has been compromised, they must report it immediately.
5. Acceptable communication and online behaviour
Students must not use Equra systems or Equra-related digital spaces to:
- Bully, harass, intimidate, threaten or discriminate against anyone
- Share abusive, hateful, sexually explicit or violent content
- Share misinformation deliberately to harm others
- Engage in stalking, coercion or persistent unwanted contact
- Impersonate staff or other students
- Share private information about others without permission and lawful basis
Equra may take action where online behaviour affects the learning environment, student welfare or staff safety.
6. Use of devices and software
6.1 Students should keep their personal devices updated and protected (password/PIN, antivirus where relevant).
6.2 Students must not install unauthorised software on Equra devices (if provided).
6.3 Students must not use tools designed to bypass security or monitoring (e.g., hacking tools) on Equra systems.
7. Copyright and intellectual property
Students must:
- Respect copyright and licensing rules for learning materials
- Use permitted sources and reference them correctly
- Not share or upload copyrighted content unlawfully
- Not distribute Equra learning materials to others without permission
8. Recording and sharing learning sessions
8.1 Students must not audio/video record staff or other students without permission where prohibited.
8.2 Where recording is permitted for accessibility or learning reasons, recordings must be for personal study use only and must not be shared publicly or in group chats without explicit permission.
8.3 Students must not share screenshots, assessment materials, or internal class discussions in ways that breach privacy or academic integrity.
9. Assessments, integrity and AI tools
9.1 Students must follow assessment instructions for file submission, format and deadlines.
9.2 Students must not:
- Access or distribute assessment content in unauthorised ways
- Collude, impersonate, or use contract cheating services
- Use unauthorised tools or methods to gain unfair advantage
9.3 If AI tools are permitted for learning or assessment support, students must follow Equra’s published rules and any disclosure requirements for that assessment.
10. Data protection and confidentiality
Students must:
- Handle personal data responsibly
- Not download, store or share personal data about others without permission and lawful basis
- Not post private information about staff or students in public forums
11. Monitoring and enforcement
Equra may monitor use of its systems proportionately to:
- Maintain security and prevent misuse
- Investigate incidents and breaches
- Maintain academic integrity
Monitoring is carried out lawfully and with appropriate safeguards.
12. Breaches and consequences
Breaches of this policy may lead to:
- Restricted access to systems
- Formal investigation under the relevant Equra procedure
- Disciplinary outcomes where appropriate
- Referral to external authorities where required by law
Equra will confirm the applicable route in writing where formal action is needed.
13. Reporting concerns
Students should report:
- Suspicious emails or account compromise
- Harassment or abusive online behaviour
- Unauthorised access or data concerns
- Lost devices containing Equra information
Reports can be made to: info@equracollege.org.uk (or the published IT/Student Services contact).
14. Review
This policy will be reviewed annually or sooner if required.