John Glenn School Corporation
Administrative Guidelines
 

7530A - TECHNOLOGY EQUIPMENT SECURITY PROCEDURES

 A.Identification:

  1.A label with the Corporation's name and an identification number will be placed on each piece of equipment.

  2.In addition, indelible ink shall be used to write the following on each piece of equipment and software: 
   Corporation, school name, and special funding, if applicable.

  3.Records of the identification number, serial number, model, etc. for each piece of audiovisual equipment shall be maintained in the Treasurer's office.

  4.Records on each piece of software, organized by title and course or program, shall be maintained in the Treasurer's office.

 B.Use of Hardware and Software:
  All audiovisual equipment and software to be used either in the Corporation or off-school premises shall be checked out through the principal. (See Form 7540A F1) Use of equipment and software may not be used for the purpose of copying materials in violation of copyright laws. (See AG 2531.)
  The person signing the request Form 7540A F1 is responsible for the condition of the equipment/software until checked back in.
  Students should not use audiovisual equipment or software without a staff member or approved volunteer being present.
  In special circumstances, students may be allowed to use equipment/software, without supervision, when the teacher in charge deems it desirable and the student has proved himself/herself responsible.
  Where an exceptional instructional need is demonstrated, permission to use equipment and software off the school premises shall be granted by the principal after consulting media coordinator. (Use Form 7530A F1.)


Exceptional instructional needs include, but are not limited to:

  1.Increasing teacher proficiency in the operation of equipment or enlarging knowledge of particular software necessary for classroom instruction.

  2.Producing/preparing instructional materials or classroom lessons.

  3.Developing new or additional applications of the computer or software.

  4.Allowing students to do homework assignments or self-tutoring.

 C.Staff Services:
  Media staff will instruct the user on the correct operation of equipment and software prior to receiving the material. The media specialist will designate appropriate staff to assist in moving and setting up equipment and software for instructional purposes on school premises.
  Media staff may assist other staff members in obtaining materials for instructional use by video taping or audio taping within copyright guidelines.

 D.Equipment Inventory and Repair:
  All audiovisual software and hardware will be inventoried at the end of each school year. An accurate inventory of all Corporation computers and other audio-visual equipment in the Corporation will be maintained by the media specialist and the Technology Coordinator. Inventory of computers, other audiovisual equipment, and software will also be maintained in the school or department in which they are located.
  If a piece of equipment or software requires repair, it will be sent to the appropriate coordinator. An "out for repair" file is to contain a repair card detailing the characteristics of the problem, date requested, and the repairer. Subsequently, repair information including type of repair, date repaired, and the cost shall be recorded on the repair card and filed in the control office.

 E.Report of Loss:
  If any equipment or software is lost, the school principal and the Treasurer shall be notified. The principal may notify police, if deemed appropriate. A complete inventory of all other equipment and/or software located in the same area as the lost items shall be taken. Inventory cards for all missing equipment/software shall be kept in a separate file for use in giving information to the police and/or the insurance company.