Recommended Procedures for School Administration

OVERVIEW:

These are recommended procedures for schools with regards to the use, handling, and care of the Chromebooks.  This document has been produced with the help of several school administrators.

STUDENT CARE OF YOUR DEVICE

Students are responsible for the general care of the device that was issued to them by the District. Devices that are broken or fail to work properly must be reported to the school’s technology coach or staff so they can be fixed.

GENERAL POLICIES

• Students are responsible for bringing their fully charged device to school each day, unless specifically instructed not to do so by their teacher.
• Protect the device screen by following the rules below. The device’s screen can be damaged if subjected to rough treatment. All devices are particularly sensitive to damage from excessive pressure on the screen.
• Close the device screen before moving it.
• Do not lean on the top of the device when it is closed.
• Do not place anything near the device that could put pressure on the screen.
• Do not place anything in the carrying case that will press against the cover.
• Do not poke the screen.
• Do not place anything on the keyboard before closing the lid.
• Clean the screen with a soft, dry cloth or anti-static cloth.
• Do not bump the device against lockers, walls, car doors, floors, etc. as it will eventually break the screen.
• No food or drink is allowed next to your device while it is in use. There is a splash shield under the keyboard but the ends are not sealed. 
• To conserve battery life, shut the cover to put the Chromebook in sleep mode when moving with the device.
• Devices must remain free of any writing, drawing, stickers, or labels that are not affixed by Muscogee County School District or (your school name) Middle / High School..
• Devices must never be left in a car or any unsupervised area.
• Students are responsible for charging their device’s battery before the start of each school day.
• Students may be selected at random by teachers or administrators to provide their device for inspection for damages or misuse.

CHARGING YOUR DEVICE’S BATTERY

Devices must be brought to school each day in a fully charged condition. Students who are allowed to take the devices home need to charge their device each evening. Repeat violations of this policy will result in students being required to check out their devices from the Media Center or Main Office for an extended period of time or loss of device privileges.

NON-FUNCTIONING DEVICES

It is recommended that students and parents complete a Chromebook Incident form.  Devices that are broken or fail to work properly must be taken immediately to the schools designated location. A replacement/loaner device should be issued to the student.

• Teacher will determine if device is not working properly.
• Teacher should send student with a pass and/or a Chromebook Incident form and the device to designated person in the school at the location the school has chosen. .
• If that person is unavailable students will see
• Second IIQ manager  in the (Location), or
• Third IIQ manager  in the (Location).

If deemed necessary, students may check out a replacement/loaner device from the Main Office.

RECEIVING AND RETURNING YOUR DEVICE

Receiving Your Device

Devices are available to all students. Parents and students must sign and return the Muscogee County School District Student and Parent Chromebook Use Agreement document.  Students must complete the Digital Citizenship Course through Canvas before a device can be taken home by schools that allow students to take devices home.   Student use of any District-provided technology or devices is a privilege that is earned by abiding by the rules described in the Responsible Use Policy and the rules in the MCSD Student Behavior Code of Conduct.

General Timeline for Chromebook Issue and Collection:

Issue: August – Students will be issued devices as effectively as possible while ensuring each Chromebook is accounted for and issued in Incident IQ. Each school’s Administrative team will inform the faculty of the date that has been determined when the Chromebooks will be issued.

Collecting Chromebooks: May / Last month of school.  Collection of Chromebooks will occur with enough time to account for all the devices and check them in in Incident IQ. Each school’s Administrative team will inform the faculty of the date that has been determined when the Chromebooks will be turned back in.

Device Check-in: Devices will be returned at each school site prior to the end of the school year on date(s) determined by the school administration. If a student transfers out of MCSD during the school year, the device must be returned prior to the student’s last day. If the student transfers schools within the district they must check-in the device from the first school before transferring. They will be assigned a different device as required by their new school.

Check-in Fines: If a student’s device, AC power adaptor, and/or case have been damaged or defaced, the student can be billed either for the repair or replacement of the device, the adapter, and/or case if the damage is shown to be intentional.  Unpaid fines will result in students not receiving tickets for their graduation. Invoices can be generated at: https://sites.muscogee.k12.ga.us/technologycenter/purchasing/ using Virtucom purchases.

Current Fines per Item:

If a student device is not returned during year-end check-in or on transferring out of district, the site administrator will ensure that it is returned in a timely manner. If the administrator is unable to obtain the student’s device, the student’s grade reports/ transcripts may be withheld and the matter may be turned over to local law enforcement.

STUDENT BEHAVIOR / EXPECTATIONS WHILE USING STUDENT DEVICES:

It is understood that if a student does not follow the expectations of appropriate behavior regarding the device there will be an appropriate and proportionate consequence. The list below is not an exhaustive list of infractions and accompanying consequences, but rather serves as an example. Students may earn office discipline referrals for misbehavior’s related to the device and its usage. 

Refer to the Damaged Device FAQ for procedures dealing with both accidental and intentional damage to Chromebooks:

https://sites.muscogee.k12.ga.us/sldp/damage-device-faq/

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 Example forms schools have created:

State or Standardized Testing on the Chromebooks:

A recommended student expectation is that they bring their charged device to school every day. This should be enforced well before testing so it develops as a habit.  

Schools should conduct a “Device Checkup” in advance of testing to ensure Chromebooks are present and undamaged before testing.  Things to look for on a visual check: Chromebook present, no cracked screen, all keys on the keyboard present, Chromebook turns on and can Log In. The recommendation is to conduct at least 3 of these “visual” checkups in the weeks leading up to testing. Administrators should ensure the reserve cart has sufficient charged devices available for emergencies.

If you have students that need “Read-Aloud” functionality, schools/testing coordinators should have students check to ensure their headphones work before testing.

Office of Research, Accountability and Assessment will determine specifics of testing schedules and timelines.

During the Secure Practice with Transmission check (set up by Research, Accountability and Assessments) schools will have students click on the Apps button at the bottom left of the screen before login.  Testing coordinators will have to create sessions and print tickets for this. They will choose DRC app which will take them to the state testing site. This test will allow schools to see that all devices are ready for testing.  In addition, testing coordinators should revisit the testing room plan if any issues are determined. If schools are using labs they will be able to work with MCSD and Virtucom Technicians to ensure all devices are ready for the testing window.

Teachers who notice slow or intermittent internet issues should put in a work ticket.  If it is one teacher, a MCSD technician will go onsite to investigate. If it is the whole school, the Data Center Operations Team will assess the situation.

Muscogee County School District

2960 Macon Road | Columbus, GA 31906

706-748-2000