Device Usage Guidelines & Procedures

Eminence Community Schools is issuing take­-home devices to students to further our mission and vision. Our vision is to provide an environment where students will believe in themselves, reach their highest potential, and ready themselves for college and a career. Our mission is to engage students in critical thinking, creativity, collaboration, and communication every day to prepare them for college and a career

Beginning in the fall of 2017 each student in grades 6-12 will be entrusted with a school-­issued device Lenovo: Thinkpad 11e Chromebook, a charger and a Brenthaven carrying case with shoulder strap. The device will be the primary educational instrument through which students will access educational content, so device use is mandatory. The school-­issued device remains the property of Eminence Community Schools at all times.

Device Care

  • I will return the device and Brenthaven case immediately to Eminence Community Schools upon request by IT staff or administration or unenrollment.
  • I will bring the device to class charged and operable.
  • I will be responsible for my own device keeping it secure at all times.
  • I will store and carry the — Chromebook and charging cord in the Brenthaven case.
  • I will not put additional items in the main compartment of the Brenthaven case.
  • I will not pick up the device by holding onto the screen and not supporting the base
  • I will never leave or store the device with screen exposed.
  • I will not alter the device or Brenthaven case with stickers, decals, writing, stitching, etc. or attempt to remove identifying numbers and labels.
  • I will close the device when not in use (not only will this protect screens, but will also reset password requirements so another user cannot utilize device).
  • I will not swap or lend my own device (I am responsible for my assigned device).
  • I will avoid having food, drinks, or liquids near my device.
  • I will not place heavy objects on top of my device.
  • I will insert and remove cords, cables, USB devices, etc. carefully.
  • I will avoid exposing my device to moisture, drops, impacts, pressure, weights, dirt, sand, cleaning solvents, sharp objects and temperature extremes.
  • I will not leave my device in a car or bus (extreme temperatures will damage the battery).
  • I will never have the device out of the case in a bathroom or locker room.
  • I will not take my device in the pool area.
  • I will not take pictures, video or audio of other people without their permission.
  • I will follow the guidelines of the Responsible Use Policy at all times.

Once issued to a student, parent/guardians will assume financial responsibility for loss or damage to the device. If students violate usage guidelines, students may also face disciplinary action in addition to repair and/or replacement fees. Similarly, if a student causes intentional damage to another student’s device the offending student and parents/guardians will be responsible for full repair or replacement fees and disciplinary action. Late fees and court costs may apply for lost, damaged or stolen items not paid.

Asset Codes

All devices and charging cords will be labeled with a ECSC asset number. The device will have the asset number on a sticker. These stickers may NOT be modified or tampered with in any way. Students may be charged up to the full replacement cost of a device for tampering with a ECSC asset sticker or turning in a device without an ECSC asset sticker.

Distribution and collection

Student devices will be distributed to all registered and enrolled students in grades 6-­12. Student devices will be collected the last official student day of school. Failure to return the device upon withdrawing from school or the last day of school will result in a theft report being filed with the Morgan County Sheriff’s Department. Students not at school the last day to return the device, must notify the school on or before the last student day and arrange a day within 5 business days to return the device, or it will be reported stolen.

New/Transfer/Withdrawal Policies

When students leave the Eminence Community School Corporation, buildings have policies for collecting assets (books and other school owned materials). Student devices will be part of that process. When a student withdrawals from Eminence Schools, building secretaries will contact the technology department to collect the device before withdrawal is complete. Likewise, secretaries shall contact the technology department upon new student enrollment, and a device will be prepared and distributed in a timely manner.

2017-2018 Device Repair Costs and Procedures

Students are responsible for damage, loss and theft of device, but the Eminence damage waiver process can help mitigate risk. The annual $20 waiver fee will enter students into the program. The waiver program only covers accidental damages. Loss and intentional damage will be charged in full to a student’s account. Students or others acting on their behalf must not attempt to remove or change the physical structure of the device including keys, screens, casing, etc. or make any repairs to the device. All fixes and repairs must go through Eminence Community schools. If a device is repaired by an outside vendor without authorization from Eminence Community Schools, the student’s parent/guardian will be held responsible for costs of restoring the device to original specifications up to the replacement cost of the device.

Instructional time and experiences are valuable, so our goal is to make problems as least disruptive as possible, when damage or loss of functionality occurs students should:

  • Obtain a pass from a teacher and bring device to Technology Office as soon as possible.
  • Complete a fix/repair form.
  • Return to class with fixed/repaired device or loaner device (when available).
  • Potentially meet with an administrator for a follow­up conversation if necessary based on the nature of the device malfunction or damage. (Parents will be notified in this situation).
  • Pay applicable charges for device repairs according to the waiver agreement.
  • When notified, return loaner device and pick up repaired device. (If damage occurs to a loaner device while in a student’s possession, the student is responsible for claims and repairs on the loaner device as well.)

Repair Fees

As a convenience to parents ECSC has initiated a damage waiver process for students, which will incur the graduated payment schedule listed in the chart below. The device waiver program is mandatory for students taking home a device. An annual $20 enrollment fee will be charged. The repair schedule is renewed annually when devices are reissued in August, except only 1 Total Loss claim is allowed per year per device, and a Total Loss claim may not be made two consecutive years per student. A Total Loss claim is necessary when damage is to the degree that the device cannot be repaired and the device must be replaced. A Total Loss claim requires damaged device is returned to the corporation.

When devices are collected at the end of the school year, all devices will be repaired as needed and charged according to the schedule for that school year.

Replacement charging cords and cases are not included in the damage waiver process and will be charged equal to the cost of the new charger/ case.

Accidental damage:
Total loss: ­ $200 (Device must be returned to district)
1st repair: ­ $40
2nd repair: ­ $60
3rd and additional repairs: ­ Cost of repair or replacement

The waiver program only covers accidental damages. Intentional or negligent damage (not abiding by usage guidelines) will be charged at full repair or replacement cost. Lost or stolen devices will be charged full replacement costs.

Log In

Students will only be able to login to their devices using their school-­issued username and password. Students should never share account passwords with others, unless requested by an administrator. Students should not change password unless requested by IT staff or administration. If a password is changed, the student must inform the Technology Department immediately.


There is no expectation of privacy on school issued devices or networks. Students should have no expectation of confidentiality or privacy with respect to any usage of a school issued device or network other than as specifically provided by law. ECSC may, without prior notice or consent, log, supervise, access, view, monitor, and record use of a school­-issued device at any time for any reason related to the operation of the district. Teachers, school administrators, and the Technology Department may run usage reports as deemed necessary. Parents and guardians should continue to monitor their student’s device usage at home.

Content storage

The devices utilize cloud-­based storage through Google Drive. There is also some offline and download storage on the device. “Offline” mode gives users the ability to open and edit offlined Google files while not connected to the internet. Updates will be made to Google Drive cloud storage once the device reconnects to the internet. Student may also view downloaded videos and files when not connected to the internet. Students may choose to use USB devices as backup for their Google Drive. All accessed and stored content on device and in cloud storage must be school appropriate and follow responsible use guidelines.


Students are encouraged to digitally publish and share their work with teachers and peers when possible. Due to the nature of the device, students will be unable to print from his/her device. Students will be able to print from devices in the Media Center or building computer lab if required.


School-­issued device use will go through the Eminence web content filter whether students are utilizing the Eminence network or any other internet access (including home internet). Online access will therefore operate according to the rules within that filter at all times when the school-­issued device is being operated. For example, if a student cannot access a social media site like Facebook at school, they will not be able to access it at home either through the school­-issued device.

Responsible use and digital citizenship

School-­issued devices should be used for educational purposes, and students are to adhere to the Responsible Use Policy (RUP) and all of its corresponding administrative procedures at all times. Consequences of inappropriate content created, accessed, stored or distributed on or through a student device will be handled on an individual basis. Based on the severity of the content and number of offenses, the consequence level will be determined. Parent/guardians will be notified.

Possession of device

Students who do not bring their device to school may be issued a “loaner” device. The student will sign an agreement upon checkout. Loaner devices must be returned to tech office within five minutes of day­end dismissal bell. Repeated instances of not bringing a device to school will result in disciplinary action.


For a specific listing of disciplinary procedures and consequences refer to the discipline ladder. Discipline will be determined based on severity and number or pattern of offenses. Parents/ guardians will be notified. The Administration reserves the right to administer discipline consistent with the school handbook. Penalties include loss of privileges, leveled student access, or other penalties as appropriate to the offense.

Behaviors and discipline related to student digital device use:

Technology-­related behavior/violation Equivalent “traditional” classroom violation
Failure to bring device to class or failure to have device charged. Coming to class without textbook, paper, pencil.
Off­-task behavior during class ­ (playing a game, visiting unrelated website, sending e­mail unrelated to course work). Writing/passing a note, reading a book or magazine, doing homework for another class during class ­ if behavior persists could be insubordination.
Damaging, defacing, putting stickers, etc. on device. Writing on a school desk, chair, etc. ­ vandalism of school property.
Using account belonging to another student or staff member. Breaking into someone’s locker or teacher’s desk/ computer.
Accessing, creating, storing, distributing inappropriate material. Bringing inappropriate print material to school, drawing inappropriate pictures, distributing inappropriate print/electronic material.
Cyber­bullying. Bullying/harassment.
Sending/forwarding assignment to another student to copy or use as own. Cheating, copying assignment, plagiarism.
Mistreating device, not carrying device in bag. Mistreating school property, i.e. mistreating a

computer in the lab, mistreating desks, chairs, lab equipment in science room, etc.

Defamation of device

This includes hitting or throwing device or other intentional misuse, or writing, drawing, adding stickers, etc. on the device. The damage costs will be paid by the student as this is viewed as vandalism of school property. Discipline will follow policies for vandalism of school property.

Screensavers / background photos

As with all content on a school­-issued device, screen saver and background photos must be appropriate. Inappropriate media including but not limited to the presence of weapons, pornographic material, inappropriate language, alcohol, drugs, gang symbols/pictures, or sexual explicit or suggestive content will result in disciplinary actions.


Device use during class must be consistent with learning objectives and teacher expectations. Students not participating in teacher­-directed learning activities are considered insubordinate.