Senate Bill 181
Staff-Student Communication Policy (Traceable Communications)
Board Policy Consent Form/Waiver (LINK) (This form must be completed by all parties and returned to your school for approval) You MUST fill out an individual waiver for each child, and for each designated employee or volunteer, who is not an approved family member! You may not have more than one child and employee/volunteer on a single form.
The Board designates the following platforms as the exclusive traceable communication systems for electronic communication between District staff/volunteers and students:
Apptegy Rooms
Apptegy Thrillshare
Google Workspace for Education applications (e.g., Gmail, Google Classroom, Google Meet)
Microsoft Office 365 applications (e.g., Outlook, Teams, OneDrive)
SportsYou (athletic teams only)
The Band App (band program only)
All communications between staff/volunteers and students must occur through these designated platforms to ensure traceability and parental access.
Additional Information:
Kentucky Attorney General Questions & Answers
KRS 160.145- Senate Bill 181 (LINK)
Kentucky Senate Bill 181, which takes effect June 27, 2025, is legislation that establishes new statewide standards to ensure that all communication between school personnel and students is traceable, transparent, and professional. The goal is to foster a safe, accountable, and supportive learning environment for everyone.
Key Highlights of SB 181 Related to Communication
Traceable & Accessible Communication: All electronic communication between school personnel and students must be traceable and accessible by the school district.
Prohibited Platforms: Use of private or encrypted messaging apps (e.g., Snapchat, Messenger, Band, WhatsApp, or personal texting apps that do not retain records) is prohibited for school-related communication, unless a district-approved waiver is on file.
Social Media Restrictions: Private, one-on-one social media communication between staff and students is not allowed, except in cases involving immediate family members unless a district-approved waiver is on file.
Communication Archives: Districts are required to maintain archives of all official school-related communications with students.
Estill County Schools Compliance Plan
In compliance with Kentucky Senate Bill 181 (SB181) and Estill County Board Policy 08.2324, the District establishes the following requirements regarding electronic communication between District employees or volunteers and students:
1. Approved Communication Platforms
The Board designates the following platforms as the exclusive traceable communication systems for electronic communication between District staff/volunteers and students. Effective immediately, staff must use only the following district-approved platforms for communication with students:
Apptegy Rooms
Apptegy Thrillshare
Google Workspace for Education applications (e.g., Gmail, Google Classroom, Google Meet)
Microsoft Office 365 applications (e.g., Outlook, Teams, OneDrive)
SportsYou (athletic teams only)
The Band App (band program only)
All communications between staff/volunteers and students must occur through these designated platforms to ensure traceability and parental access. These platforms support message archiving and administrative oversight. Training on Apptegy Rooms will be provided before the start of the new school year. We will also share platform guidance with parents/guardians.
2. Social Media Guidelines
While SB 181 does not mandate staff to unfriend or unfollow students on personal social media accounts, it strictly prohibits untraceable private communication.
Strong Recommendation: All certified staff, classified staff, and volunteers are advised to unfriend/unfollow students on personal social media by June 27, 2025, unless the student is an immediate family member.
3. Parental Notification
Within the first ten (10) days of each school year, principals will provide parents or guardians written or electronic notification listing the designated traceable communication platforms used in their child’s school. Notifications will include instructions on how parents can access and review communications sent through these platforms.
4. Waiver for Traditional Communication Tools
Parents wishing to allow use of traditional communication methods must complete a consent waiver form, available on the district website (above and below). Parents/guardians may provide written consent to authorize a designated District employee or volunteer who is not a family member to communicate electronically with their child outside of the traceable communication systems. Completed forms must be returned to your school for approval.
Board Policy Consent Form/Waiver (LINK) (This form must be completed by all parties and returned to your school for approval)
Important Note on Waivers and Risk
Even with a signed parent waiver, the use of untraceable platforms—especially those that auto-delete messages—carries significant legal and safety concerns.
To ensure legal compliance and safeguard all parties, we strongly encourage exclusive use of district-approved platforms for student communication.
5. Restrictions on Electronic Communication
District employees or volunteers shall not communicate electronically with students outside of the designated traceable communication systems unless authorized by prior written parental consent via a signed waiver.
Unauthorized electronic communication includes use of personal email, text messaging, social media, or other non-designated platforms without consent.
These restrictions do not apply to electronic communication between a student and a family member who is a District employee or volunteer.
“Family member” includes parent, guardian, sibling, son, daughter, aunt, uncle, or grandparent.
Staff Responsibilities and Reporting Requirements
SB 181 applies to all school personnel and volunteers. Any employee supervising or working with volunteers must ensure those individuals understand and follow these communication rules.
In addition, if you become aware of any unapproved or untraceable communication between a student and an employee or volunteer, you are legally required to report it to your principal or Human Resources immediately.
Any District employee or volunteer who receives a report alleging unauthorized electronic communication must immediately notify the building principal.
If the allegation involves the principal, notification must be made to the Superintendent.
If the allegation involves the Superintendent, notification must be made to the Kentucky Commissioner of Education and the Chair of the local Board of Education.
Upon receipt of such reports, appropriate investigations and disciplinary actions will be conducted in accordance with Kentucky Revised Statutes and district policies, including but not limited to KRS 156.132, 160.145, 161.011, 161.120, and 161.790.
Disciplinary consequences may include suspension of privileges, termination, or prohibition from volunteer activities as applicable.
Thank you for your cooperation and commitment to maintaining a safe, professional, and transparent learning environment. Together, we will ensure compliance with state law and protect the integrity of communication within our schools.