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8330 - AUTHORIZED USE OF DISTRICT OWNED PORTABLE DEVICES OR OTHER EQUIPMENT
8000 - SUPPORT SERVICES
8330 AUTHORIZED USE OF DISTRICT OWNED PORTABLE DEVICES OR OTHER EQUIPMENT
Last Updated Date: 03/16/2023
Revisions History: 03/16/23, 12/13/2018, 03/20/1997
Related Policies & Documents: 6645, 6690, 8330E1, 8330E2, 8330E3, 8330E4, 8630
The Board of Education (the “Board”) recognizes the need for certain staff members, students or community members to utilize portable devices or other equipment as part of their daily educational activities and to effectively perform their duties. The Board permits the authorized use of District-owned equipment (e.g., laptop computers, portable electronic devices, audio-visual equipment) by Board members, District officers and employees, as well as students. The District Director of Instructional Technology (the “Director”) or designee is authorized to issue such equipment to District personnel or students.
The District may impose reasonable travel restrictions on District-owned equipment, including requiring loaned equipment to remain within a particular school building, within the District, or within a certain radius of the District. Students or staff members are prohibited from taking District-owned equipment outside the State of New York without prior express permission from the Director.
Users of District-owned equipment should not have an expectation of privacy with regard to records, data or other information contained on the District’s equipment (e.g., computer files, images, messages, records of phone calls, logs, applications or other information). Additionally, users of District-owned equipment should not have an expectation of privacy with regard to Internet usage or other online sites accessed through the equipment, search engine queries made from the equipment, or any information downloaded through the equipment.
The District may install location-tracking tags in District-owned equipment, or may enable location-tracking software features. The District reserves its right to track the location of such equipment in real time. Students and staff members are prohibited from removing or disabling location-tracking devices or software.
All equipment will be inventoried each year and the IT Department will maintain records of all equipment loaned for use (e.g., the date such equipment was loaned, to whom it was loaned, and the date of actual return). The list of all individuals possessing District-owned equipment and the level of service contract, if any, will be maintained in the IT Department and will be reviewed by the IT Department who will report those items that cannot be accounted for to the Board annually each October.
The District will establish the level of service contract, if any, for each specific piece of equipment, which will be determined by the Business Office and through the IT Department based on anticipated business usage. Annually, the Business Office will evaluate the cost and effectiveness of the service contracts and will seek new quotes, bids or RFP’s as appropriate.
Users must take proper care of the equipment and take all reasonable precautions against damage, loss, theft, or use by other parties. Any damage, loss or theft must be reported immediately to the IT Department. Users may be liable for damages or loss which occur during the period of their use.
Equipment will be returned to the IT Department at the end of the period of permitted use, as well as at the end of an employee’s service to or a student’s enrollment in the District or upon demand by the Superintendent or designee.
No item may be sold to or purchased by the user unless such equipment has been returned to the District for evaluation and, if necessary, disposed in accordance with District policy.
The Superintendent, in consultation with the Assistant Superintendent for Business and Operations and/or the Director will establish regulations governing the loan and use of District equipment.
- The individual must have an instructional, extracurricular or other assignment that requires that they use the equipment.
- The individual must be engaged in one or more projects requiring the use of such equipment.
The individual must complete the Agreement for Short Term Loan of or Other Equipment (Exhibit 8330-E-2) and must receive authorization from the Director.