Policy: Student Chromebook Loan Agreement

Policy details

• Date approved - 02/09/2024
• Next review date - 02/09/2025
• Policy owner - Daniel Haste

Introduction:

ICT equipment is loaned on a temporary basis for the sole, exclusive use of the student named below to enable them to complete work from home and extend their learning. Co-op Academy Belle Vue remains the sole owner of this equipment and reserves the right to request its return at any time.

This agreement outlines the use and care of the device assigned to your child and sets the terms and conditions for taking the ICT equipment home.

The computer will be loaned to the named student for as long as they are enrolled at Co-op Academy Belle Vue. When the student leaves the academy, the device, along with its charger and carry case, must be returned. All three items remain the property of the academy, and students are expected to keep them safe and in good condition.

Use of the Device:

The ICT equipment is loaned for the sole use of the named student only.

The named student and parents/carers agree to make every effort to keep the equipment in good condition and safe.

Understand that activity on academy devices is subject to remote monitoring and reporting for safeguarding purposes.

Take care when transporting the device and ensure that it is kept secure.

Abide by the academy’s policies concerning internet safety, internet use, social media, and email.

Not to use the device to insult or upset others or to post inappropriate material online.

The device will not be used for any illegal or anti-social purposes.

Ensure that any damage to or problems with the device are reported to the academy as soon as possible.

Anti-virus and monitoring software installed on the device must not be uninstalled or bypassed.

Do not install any additional software without prior agreement from the academy.

Do not open up or make any modifications to the device, including cosmetic or hardware alterations.

Ensure the student takes the following measures to protect the device:

- Keep the device in a secure place when not in use.

- Does not leave the device in a car/vehicle.

- Does not eat or drink near the device.

- Does not lend the device to siblings or friends.

- Does not leave the device unsupervised in unsecured areas.

- Keeps the device in good condition and returns it in good condition when requested by the academy.

Ensure the device is charged and ready for use each day.

Understand that it is the student's responsibility to regularly save and back up their work. The academy will not accept responsibility for the loss of work in the event of device malfunction.

Damage / Loss:

I agree to take full responsibility for the loaned device and understand the conditions of the agreement.

I understand that the student and I are responsible for the device at all times, whether on academy property or not.

I will ensure that the equipment is kept in our possession at all times and will not leave it unattended.

If the device is damaged or lost, I will immediately inform the academy and acknowledge that I am responsible for the reasonable costs suggested by the academy to repair or replace the device.

Lack of responsibility resulting in damage to an academy Cromebook will incur a CD90 and possible finnacial charges.

If the device is stolen, I will immediately report it to the police and obtain a crime reference number. I will also report this to the academy, which will make every effort to replace the device as soon as possible.

I understand that the device has software installed that allows for tracking and remote wiping, to render it useless to a third party should the device be lost or stolen, or should possession otherwise transfer to a third party without the academy’s written consent.

I understand that I must report any problems with the equipment as soon as they arise and when returning it.

Unacceptable Use:

I am aware that the academy will monitor activity on this device.

I agree that the student will not carry out any activity that constitutes "unacceptable use," including but not limited to:

- Using ICT or the internet to bully or harass others or to promote unlawful discrimination.

- Any illegal conduct or statements deemed to advocate illegal activity.

- Activity that defames or disparages the academy or risks bringing the academy or Trust into disrepute.

- Causing intentional damage to ICT facilities or materials.

- Using inappropriate or offensive language.

- Breaking any rules set out in the academy’s policies on internet use, social media, and email.

I accept that the academy will sanction the student in line with its behaviour/discipline policy if they engage in any of the above at any time, which may include the recovery of the device.

Personal Use:

I agree that the student will only use this device for educational purposes and not for personal use and will not loan the device to any other person.

Data Protection:

I agree to take the following measures to keep the data on the device protected:

- Keep the device password-protected in line with the academy’s password setting approach.

- Ensure the device is locked/logged off if left unattended or inactive for a period of time.

- Do not share the device with family or friends.

- Update anti-virus and anti-spyware software as required.

- Install the latest updates to operating systems as prompted.

The academy cannot be held responsible for damage to files or data loss incurred while using the equipment.

The academy assumes no responsibility for files stored on the hard drive or for the recovery of files accidentally left on the hard drive after the equipment has been returned.

Return and Termination:

I will return the device in its original condition to the academy when requested.

The academy may request the return of the equipment at any time, for example, to install software. During this process, technical staff may view data or programmes on the computer. The user will be held accountable to the acceptable use policy at this point. Personal data may be removed from the computer before its return.

Upon return, the equipment will be checked by staff for any loss or damage.

If the student no longer attends the academy, I will ensure the return of the device to the academy.

Misuse of the device will result in this agreement being terminated, and permission to loan the device will be withdrawn immediately. I understand that I must return the device to the academy upon demand should this happen.

Academy Liability:

To the fullest extent permitted by law, the academy will not be liable for any consequential, incidental, indirect, or direct damages arising out of these terms or the use of the device, including, without limitation, any losses of or affecting your or the student’s personal property, software, or data.

Governing Law:

This agreement shall be governed by and construed in accordance with the laws of England.

Consent:

I confirm that I have read (or had explained) the terms and conditions set out in the agreement. My signature at the end of this agreement confirms that I (student and parent/carer) will adhere to the terms of the loan.

I acknowledge that I have read the above information and agree to the terms of the loan of the equipment. I understand that it is my responsibility, as parent/carer of the named student, to ensure that they stay safe online.