Rocky Hill Public Schools Student Device Handbook
Guidelines and Procedures for Student Devices and Accounts

TABLE OF CONTENTS 

Our Goal        

1. RECEIVING YOUR DEVICE        

2. RETURNING YOUR DEVICE        

3. TAKING CARE OF YOUR DEVICE          

4. USING YOUR DEVICE IN AND OUT OF SCHOOL         

5. MANAGING, SAVING, & PRINTING YOUR WORK         

6. SOFTWARE ON DEVICES          

7. RESPONSIBLE USE          

8. PARENT/GUARDIAN RESPONSIBILITIES         

9. SCHOOL RESPONSIBILITIES         

10. STUDENT RESPONSIBILITIES        

11. REPAIRING OR REPLACING YOUR DEVICE        

12. DEVICE PROTECTION PROGRAM (INSURANCE)                

13. BOARD-FUNDED DEVICE PROTECTION PROGRAM

Our Goal:

Rocky Hill Public Schools Board of Education remains steadfast in its focus on continuously improving the quality of teaching and learning in Rocky Hill Public Schools. Part of that focus includes the 1:1 Student Device Program which is a key component in the district’s overall vision for instructional technology in the 21st Century. The 1:1 Student Device Program has proven to be an essential piece in delivering curriculum and instruction.

The 1:1 Student Device Program truly supports the realization of the Rocky Hill Public Schools’ vision for all students and staff, which is to employ technology as a tool to access, analyze, present, and utilize information.  It also supports the Connecticut Core Standards’ call for students to develop digital media and technology skills. It encourages students to engage in problem solving-based learning and helps them to realize that teaching and learning can occur anytime, anyplace. The 1:1 Student Device Program also facilitates the following both in-person and remotely:

• Access to digital educational resources
• Availability beyond the school day
• Individualized learning
• Creativity and innovation
• Critical thinking and problem solving
• Communication and collaboration
• Acquisition of technology literacy skills
• College and career readiness

As with any educational endeavor, a strong partnership with families is essential to a successful experience. The purpose of the guidelines and procedures within this handbook is to communicate the rights, responsibilities, etiquette, privacy, prohibitions, security, features, consequences, and liability limitations of this program. During the year, additional rules regarding the use of devices may be added to this document or existing rules may be revised. These additions and/or revisions will be accessible on the district’s website at www.rockyhillps.com. Principals and teachers may set additional requirements for technology use within their respective classrooms and school buildings.

1. RECEIVING YOUR DEVICE

Depending on your child’s grade, students will either receive a district-issued Chromebook or iPad as their device.

Students in Pre-K and Kindergarten will be individually assigned a district iPad. The iPads will be used in the classroom on a daily basis.

Students in Grades 1 - 3 will receive a Chromebook assigned to them that is not to be shared with other students. This device will be stored and used in their classrooms. Chromebooks will only be sent home if there is a requirement for its use.

Students in Grades 4 -8 will receive a brand new Chromebook in grade 4 and will keep their Chromebook until they complete grade 8. These devices will be used in school on a daily basis and will be brought home each day. Students should return to school each day with their fully charged Chromebook and its charging adapter. These Chromebooks will be collected at the end of grade 8.

Students in Grades 9 - 12 will receive a brand new Chromebook in grade 9 to use throughout their four years at Rocky Hill High School.  Students will be responsible for bringing these devices back and forth between home and school each day. Please remember, students are responsible for their Chromebook and charger at all times while at school and at home and should bring their Chromebook fully charged to school each day.  Students may keep the Chromebook upon their graduation from Rocky Hill High School, given that they follow the regulations set forth in the Board Policy Section 5760-R.

As of September 1, 2022, all students in grades 4-12 have been automatically enrolled, at no cost to families, in the Board-Funded Device Protection Program(DPP) which acts as an insurance policy for the district-assigned Chromebooks.  This program enables one incidental damage to be covered at no charge to the student or family per school year.  The Technology Department’s hope is that this program will continue in subsequent years pending Board of Education funding for this endeavor.

2. RETURNING YOUR DEVICE

Students in Pre-K through Grade 3 will leave their devices in the classroom.  If for any reason students are permitted to bring home a device, they will be required to return it on or before the last day of school.

Students in Grades 4-12, do not need to return their Chromebooks as long as they remain an active Rocky Hill student. This ensures that students will have a device to complete summer work, reading, and enrichment activities.

Students in all grades who withdraw, are expelled, or terminate enrollment in Rocky Hill Public Schools for any reason, must return their district-issued device on or before the date of termination. If the device is lost or not returned, payment for the device is required prior to receiving copies of student transcripts or report cards.

When collected, all devices must be returned with their original power adapters and in reasonable condition. Students and parents/guardians will be responsible for the cost of damage or loss at the time of return.  Damage will be assessed based on current status in the Device Protection Program.  Losses are not covered in the DPP for any portion of the assigned technology.  

3. TAKING CARE OF YOUR DEVICE

Students are responsible for the general care of their district-issued device. If a student’s device is broken or fails to work properly, the student must bring their device to the Technology Department Staff within their building for diagnosis and/or repair.

*District-issued devices should never be taken to an outside computer service company for repair or maintenance.

Device Precautions

• Put your device away before eating or drinking.
• Devices should remain free of any writing, drawing and stickers.
• Charging cords should be carefully inserted into (and/or removed from) the device.
• If applicable, headphones should be carefully inserted into (and/or removed from) the device. Parents/guardians will be charged to replace damaged or lost headphones.
• Always keep your iPad in its protective case (never remove).
• Always carry your Chromebook with the screen closed (never open). 
• Chromebooks should be shut down before storing them in order to conserve battery life.
• Keep your Chromebook in a safe place (please do not leave it in the car or in an unsupervised area). 
• Keep your Chromebook away from the extreme heat or cold. 
• Students should not cover the fans on Chromebooks as this can cause overheating and damage. 
• Keep the device free of items (no stacking items on top).
• Only use your finger on the screen.  
• Carefully close the device and make sure that there are not any papers, pencils, books, etc. inside it. 
• Keep the district asset tag on the device. Parents/guardians will be charged $5 to replace the asset tag.

4. USING YOUR DEVICE IN AND OUT OF SCHOOL

Devices are intended for use at school each day. Students are responsible for bringing their device to all classes, unless specifically instructed not to do so by their teachers.

Chromebooks Left at Home

Students are required to bring their fully charged Chromebook to school every day. If a student does not bring his/her Chromebook to school, the student may not be able to fully participate in class.  They will be required to request a daily loaner Chromebook from their school’s library with the understanding that if one is available, it will be returned at the end of the day. Daily loaner Chromebooks are not allowed to be brought home.

Device Support & Repairs

Technical support is provided to all students at school during school hours. Through the Device Protection Program, replacement devices will be issued immediately to students in the event that their district-assigned devices need repair to ensure that the student can continue to participate in class.  In the event of a second repair in a school year, or the loss of a device, the student will be required to borrow a daily loaner device from the school library until payment has been made or the device has been found.

Charging Your Device’s Battery

Devices must be brought to school each day fully charged. The average life of a district device battery is 8 or more hours. Students must charge their device every night so they are prepared for each school day.

Personalizing Your Device

Devices should remain free of any writing, drawing and stickers. Inappropriate media or content may not be accessed from the device or used as a screensaver or wallpaper. Students are free to purchase Chromebook shells, skins or cases from a retailer of their choice. The school will not be responsible for nor provide such accessories.

Internet Access and Filtering

Although security and web filtering are provided by the school and activated on district-issued student devices and student accounts, Internet access at home or outside of school grounds is the responsibility of the parent/guardian to monitor their student’s Internet behaviors. All student accounts* and district-issued devices are monitored by the Rocky Hill Public Schools management systems at all times. This monitoring includes both usage in and out of the district.

5. MANAGING, SAVING, & PRINTING YOUR WORK

Students shall save their files to Google Drive or Classroom using their school Google account. Students may also backup their work using removable file storage. Removable memory sticks may be purchased at a local retailer. The school is not responsible for removable media and will not provide technical support in the event that there is a problem with the removable media. It is the student’s responsibility to ensure that work is not lost due to mechanical failure or accidental deletion. Computer malfunctions are not an acceptable excuse for not submitting work.

Printing Documents

Students are permitted to connect a home printer to their district-issued Chromebooks.

6. SOFTWARE ON DEVICES

Chromebook and iPads are loaded with school-approved apps and extensions and are updated in accordance with policy and security protocols. Occasionally there will be an instance where the Technology Department will be required to manually update or add applications to these devices.  The students will be notified, and/or may bring their device to the Technology Staff in their building for these updates and additions.

Expectation of Privacy Students may be selected at random to provide their device for inspection and/or maintenance. The District reserves the right to monitor and document all devices and Internet activity by students. Students have no expectation of privacy while using District devices, including email, stored files, and Internet activity either at school or away from school.

Student Data Privacy
Students should never enter their personal information including but not limited to their name, email address, home address, phone number and date of birth into any website or app. Students will use their school account to log into district-approved websites and apps and should never create accounts on their own.

7. RESPONSIBLE USE

The District provides devices that support necessary applications and Internet access required for classroom instruction and curricula. While this technology is provided to enhance educational goals and objectives, students may find ways to access other materials that may not be considered educational or find ways to use provided hardware and software beyond its educational intent. For this reason, it is extremely important that rules are followed. Misbehavior could result in temporary or permanent loss of access to the Internet, email, and/or other technology privileges. Violations may result in disciplinary action up to and including suspension/expulsion in accordance with Board of Education policies. When applicable, law enforcement will be involved.

8. PARENT/GUARDIAN RESPONSIBILITIES

Talk to your child about digital citizenship and the standards they should follow on the use of the Internet just as you do on the use of all media information sources such as television, cell phones, movies, and radio. Be an active participant in your student’s digital life. Have them show you what sites they are navigating, which apps they use, and what they are working on. The following resources will assist you in promoting positive conversations between you and your student regarding digital citizenship:

• Common Sense Media: https://www.commonsensemedia.org/
• StaySafeOnline: https://www.staysafeonline.org/ 
• NetSmartz: http://www.netsmartz.org/Parents 
• Rocky Hill Public Schools Instructional Technology website: https://www.rockyhillps.com/curriculum 

9. SCHOOL RESPONSIBILITIES

The school district will provide students with Internet and email access while in the district and provide Internet filtering on such access. No filtering system will block 100% of material that may be deemed inappropriate. In some instances, what an individual may deem appropriate may be blocked incorrectly, and in other instances what an individual may deem inappropriate may not be blocked. Google Apps for Education will be provided for all students. Rocky Hill Public Schools reserves the right to review, monitor, and restrict information stored on or transmitted via owned equipment and to investigate inappropriate use of resources. The Rocky Hill Public Schools will always provide staff guidance to aid students in doing research and assure student compliance of the Acceptable Use Policy.

10. STUDENT RESPONSIBILITIES

Students must use computers in a responsible and ethical manner and obey general school rules concerning behavior and communication that apply to computer use. Students are also responsible for the following:

• Use all technology resources in an appropriate manner so as to not damage school equipment.
• Assist Rocky Hill Public Schools to protect devices and the network by informing a teacher about any security problems encountered.
• Monitor all activity on their account(s).
• Log off their device after they are done working to protect their accounts and files. If a student does not log off, any email or Internet activity under their name will be considered their responsibility.
• Inform a teacher, if he/she receives email containing inappropriate or abusive language or if the subject matter is questionable.

Student Activities Strictly Prohibited
The following activities are strictly prohibited:

• Recording any online or in person teaching.
• Taking and/or posting pictures or recordings of other students without a teacher’s permission.
• Illegal installation or transmission of copyrighted materials.
• Any action that violates existing Board policy or public law.
• Unauthorized use of chat rooms.
• Visiting sites selling term papers, book reports and other forms of student work.
• Internet/Computer Games that are not educational in nature and that are not part of classwork.
• Spamming and/or sending mass or inappropriate emails.
• Gaining unauthorized access to other users’ accounts, files, and/or data.
• Password sharing.
• Use of the school’s Internet/email accounts for financial or commercial gain or for any illegal activity.
• Giving out personal information except in an instructional context and with permission from the District.
• Participation in credit card fraud, electronic forgery or other forms of illegal behavior.
• Vandalism of District equipment including computer use that intentionally degrades the security or performance of the District network.
• Transmitting or accessing materials that are obscene, offensive, threatening or otherwise intended to harass or bully recipients.

Legal Propriety

Students should always comply with trademark and copyright laws and all license agreements. Ignorance of the law is not immunity. If you are unsure, ask a teacher or parent/guardian. Plagiarism is a violation of Rocky Hill Public Schools. Give credit to all sources used, whether quoted or summarized. This includes all forms of media on the Internet, such as graphics, movies, music, and text. Use or possession of hacking software is strictly prohibited and violators will be subject to disciplinary action..

Cyberbullying

Cyberbullying is defined as all forms of harassment over the Internet or any form of electronic communications, including cell phones. Students will refrain from using communication devices or school property to harass or stalk another. The District’s computer network and the Internet, whether accessed at school or away from school, during or after school hours, may not be used for the purpose of cyberbullying. All forms of cyberbullying are unacceptable and viewed as a violation of the District’s Acceptable Use Policy and procedures. Administration shall fully investigate all reports of cyberbullying. Students must adhere to and comply with the Rocky Hill Public Schools’ Cyberbullying Policy.

11. REPAIRING OR REPLACING YOUR DEVICE

The Rocky Hill Public Schools Technology Department is the sole source for technical support and repairs of district-owned devices and technologies.  Students and/or parents/guardians will bring their device to the technology staff in their school building for any repairs or claims for their device.

Please notify your school and the Technology Department as soon as a malfunction or damage occurs to the assigned device.  The students’ devices will be repaired or replaced at time of reporting an issue within the guidelines at the end of this document.  

12. DEVICE PROTECTION PROGRAM (insurance)

The district offers a Device Protection (insurance) Program that covers repairs and even replacement if necessary.  For the 22-23 school year, the Board of Education has waived all fees related to enrollment in this program.  All students grade 4 through 12 are automatically enrolled in the Device Protection Program for the 22-23 school year. See the full guidelines on the next page.

Exclusions
Rocky Hill Public Schools reserves the right to charge the student the entire replacement cost if student negligence is determined to be the cause of the damage. Negligence could include, but is not limited to:

• Loss of an assigned device or charging adapter.
• Not informing the school immediately of the damage to the device.
• Inappropriate electrical use by using an inappropriate charger.
• Dishonest, fraudulent, and/or criminal acts.
• Intentional destruction and vandalism. (Remember, district-assigned devices are school property!)
• Theft not accompanied by a police report.
• In the event that there are repeated accidents of a similar nature, the District may view this as a situation whereby the student did not exercise proper care and/or reasonable precautions, and therefore, the insurance program is not applicable.

Grades Four through Twelve

Introduction

The intent of this document is to define the expectations for both the Technology Department and building administrators of students in grades four through twelve who take their Chromebooks home. The following procedures will outline the use of the district Device Protection Program (DPP) with regard to necessary repairs to a student’s assigned Chromebook.

Student Enrollment in Device Protection Program

• Students will be automatically enrolled at the Board’s expense each year in the Device Protection Plan.

• The first accidental damage claim of the school year (beginning July 1) will be covered in full immediately by swapping out the device with a similar device upon reporting the damage to the Technology Department.
• Subsequent damage within the same school year will result in an invoice for the damages (see Appendix B, Chromebook Price List). Loaner devices will be available in the school’s Library Media Center and are expected to be returned at the end of each day.
• A missing Chromebook and/or charger will be charged outside of the DPP unless a police report is filed and submitted in the case of a stolen device.
• Starting with the graduating class of 2022, students may keep their assigned Chromebook if they do not have outstanding invoices.
• Before seniors graduate, all outstanding charges (e.g., damages, missing chargers, etc.) must be paid before students can keep their Chromebook.

Families Experiencing Financial Hardship

• Families experiencing financial hardship may have the following accommodation to the aforementioned rules and procedures: If the family is unable to provide payment for any subsequent accidental damage, the invoice will be paid by the school.

Chromebook Chargers and Asset Tags

• One repair to a charger will be covered under the DPP in the same manner as the Chromebook itself (one covered incident per school year).
• Lost or intentionally damaged chargers will be invoiced at the rate listed in Appendix B.
• Asset tags should remain on the Chromebook for identification purposes. Lost or damaged asset tags will be invoiced at the current rate listed in Appendix B.

Manufacturer’s Warranty

• The Device Protection Plan covers the cost of 3-year manufacturer warranties on all Chromebooks. Manufacturer defects will be covered regardless of student status in the Device Protection Program.  This includes inoperability of the Chromebook when there is no visible damage present. For example, if the LED backlight on the screen no longer works, the device’s motherboard disallows charging, or any other instance where accidental or physical damage was not the cause of the failure, the Chromebook would be covered under the manufacturer warranty.
• The Technology Department reserves the right to open a device that appears to have no accidental or physical damage to ensure there is nothing hidden such as water damage or concussive damage (as evidenced by broken internal supports, etc.) that is not identifiable from the exterior of the device.

Intentional Damage

• If there is evidence of intentional damage, the student will be invoiced for the repair.  
• Determination of intentional damage will be discussed with building administrators as well as Tier 2 district technicians.
• If intentional damage is determined, the student will be required to attend a Digital Citizenship and Acceptable Use Policy Refresher Class. The student will be required to sign-out a loaner daily from the Library Media Center and return it at the end of the day.

Invoicing Procedure

An invoice will be provided every time a repair is made regardless of the status in the Device Protection Program (DPP). The Invoice template is attached as Appendix A.

1. Identify issues with the Chromebook.

1. If the issue is a Chromebook defect (motherboard failure, battery dead, etc.) replace the Chromebook and provide a voided invoice as receipt.  Note the repair on the building repair sheet. (This does not count toward the first DPP incident.)
2. If the issue is caused by the student, proceed to step 2.
   

2. Check to see if this is the student’s first repair that will be covered by the insurance.

1. If this is the student’s first instance of damage this school year, replace the Chromebook, and issue a “voided” invoice to the student as a receipt of the DPP coverage for that repair.
2. If this isn’t their first instance of damage this year, proceed to step 3.
   

3. Fill out the invoice and email it to the student and parent(s)/guardian(s). Optional: Print physical copies, give one to the student and mail one home.
   
4. The student can borrow a loaner from the library until the invoice is paid. Do not swap the Chromebook. Loaners should be returned to the library at the end of each school day.
   
5. Log information on the repair sheet.
   
6. Once payment has been received, swap out the Chromebook. Provide the student and the parent with a receipt of payment from the receipt book.
   
7. Update the repair sheet, mark PAID, and send payment to the Technology Secretary.

APPENDIX A: Sample Invoice

____________________________________________________________________________

INVOICE FOR Chromebook REPAIRS AND/OR DAMAGES

Dear Parent(s)/Guardian(s) and Student:

This is an invoice for damages and repairs to your child’s Chromebook. Parent(s)/guardian(s) and the student are responsible for the cost of any repairs and damages to their district-issued Chromebook if they have already had a repair covered through the district’s Device Protection Program.

Student Name: ___________________________                Student ID: _______________

Serial Number: ___________________________                Date: ____________________

Total amount due:          $ ______

Payment must be received prior to being assigned another district-issued device. Please make checks payable to Rocky Hill Public Schools or pay exact cash. If you are experiencing financial hardship and need assistance, please contact the main office.

APPENDIX B: Chromebook Price List