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District Issued Portable Technology

AR 4170.00

 All Personnel

DISTRICT ISSUED PORTABLE TECHNOLOGY                  

 

Definition

The term “Portable Computing Device” or “PCD” shall mean and be inclusive of all laptops or other similar hand-held computing devices. A laptop shall include any portable computer including, but not limited to, the Microsoft Windows and Apple Macintosh platforms. Other hand-held computing devices shall include all Personal Data Assistants (“PDA”) and electronic organizers using the Blackberry, Palm or Windows operating systems, as well as hand-held computer tablets, other microcomputers and I-Phones. Any such device including all desktop computers that are provided by the District shall be utilized for e-mail communication, internet access, and running appropriate instructional or administrative software applications only.

Guidelines

1.      All employee desktop computers, laptops, PCDs and PDAs shall be used for the sole and express purpose of conducting official business and maintaining the operations of the School District. Use of all such devices is subject to the District’s Internet Acceptable Use Policy.

2.      An employee may be issued a desktop computer, laptop, PCD or PDA for the performance of specific job-related duties and responsibilities and as determined by the appropriate administrator only if:
     a. Employee is in a full-time position and has an “active” employment status; and

     b. Employee’s job-related duties and responsibilities require regular and systematic use of a desktop computer; or

     c. Employee is required to perform the majority of his/her duties away from his/her primary work location; and

     d. Employee has a frequent or regular need to perform a significant portion of his/her duties during off-hours and on weekends necessitating the need for issuance of a laptop or other similar PCD or PDA.

3.      An employee should be issued either a desktop or a portable computer for the performance of their duties, but not both. Exceptions to this policy must be reviewed and approved by the Superintendent or designee before an employee is issued multiple computing devices or unless the employee has an employment contract that specifies otherwise.

4.      Persons not directly employed by the School District including, but not limited to, students, volunteers, retired employees, employees hired on a per diem basis or consultants, or employees on extended leave or with an employment status of ‘inactive’ shall not be eligible for the issuance of any computing device.

5.      Although issued to an individual employee, all computing devices are considered the personal property of the District and shall be returned upon termination of employment with the School District, after reassignment of job duties or immediately upon request at any time by an official of the School District. Laptops, hand-held devices and other similar PCDs or PDAs will appear on the District’s Personal Property Inventory List.

6.      All computing devices owned and issued by the School District to employees may include the School District’s software image and any such additional software installed for specific administrative tasks or specific School District supported instructional programs. The installation of any other software images or applications on such devices is restricted and shall remain the legal and financial responsibility of the employee if such authorization for installation is secured in advance from the Superintendent or designee. 

7.      Employees are expected to take all appropriate measures and precautions to prevent the loss, theft, damage and/or authorized use of services and shall include the following:
     a. Keep the computing device in a locked and secured environment when not being used;

     b. Do not leave the computing device for prolonged periods of time in a vehicle, especially in extreme temperatures;

     c. Keep food and drinks away from all computing devices and work areas;

     d. Do not leave the computing device unattended at any time in an unsecured location (e.g. an unlocked empty classroom or office); and

     e. Keep the computing device in sight at all times while in public places, such as public transportation, airports, restaurants, etc.

8.      Should an employee’s computing device be lost or stolen, the employee must: (i) immediately report the incident to his/her immediate supervisor; (ii) obtain an official poLICE report documenting the theft or loss; and (iii) provide a copy of the poLICE report to his/her immediate supervisor and the Business Manager. If the employee fails to adhere to these procedures, the employee will be held legally and financially responsible to the School District for the replacement of such equipment and costs incurred.

9.      For all warranty and non-warranty repairs and maintenance of all such computing devices, the employee must contact the Principal. All repairs and maintenance will and must be performed in accordance with the School District’s current repair and maintenance policies and procedures issued by the Superintendent’s Office. For damage that is not covered by the School District’s warranty or other insurance policies, the school is responsible for determining whether or not it wishes to financially support the repair and/or replacement of such computing device.

10.     The School District is under no legal, financial or other obligation to provide for a replacement computing device to any employee whose device is lost, stolen or damaged.

11.     The School District may add security or other tracking technology to any and all computing devices issued by it and any and all such usage is subject to management review, monitoring and auditing by the School District. Other audits may be performed as deemed necessary by the District.

12.     Each school shall oversee the implementation of this policy and issuance of all such computing devices within each respective school and shall:

     a. Maintain direct oversight of the inventory of equipment, service contracts, and internal controls for all computing devices;
     b. Fully enforce the specifications of this policy and other similar IT policies and procedures setting forth the parameters for the eligibility, approval, assignment, utilization, maintenance, and financial oversight of all such computing devices under their direct control and supervision; and
     c. Ensure compliance with regulatory policies and procedures as applicable. 

13.     Non-compliance with any policies or procedures regarding Employee Computers and Portable Computing Devices issued by the School District will result in appropriate disciplinary action and/or reimbursement of any and all costs to the School District.

KETCHIKAN GATEWAY BOROUGH SCHOOL DISTRICT
Adoption Date: 10/12/2011