There are many guidelines in this document but the most important is the thousand-dollar bill principle. Treat your laptop as if it were $1,000 in cash. Due care and consideration on your part is required.

With a laptop there are two types of security to consider, physical security and data security. Physical security refers to the laptop itself, while data security refers to the information contained within the laptop.

Physical Security

Each teacher's laptop came with a cable lock with two keys. You should keep one key and give the second key to your principal to hold for you. Write your name on the second key so it is easily identifiable.

Coaches' laptops come equipped with an LCD projector and a double lock so that both components can always be secured.

Your laptop includes a Universal Security Slot which is shaped like an oval and is about half the length of a dime. This is where you insert the laptop end of your cable lock (included). Your laptop should be locked or secured at all times. The expectation is that it will be secured with the cable lock to furniture or it will be secured in a locked cupboard/file cabinet.

Avoid leaving your laptop in an empty automobile. If you must leave it unattended, place it in the trunk prior to reaching your destination so you will not be observed putting it there. Secure it inside your trunk with your cable lock. If you drive an SUV, Van or hatchback, stow it out of sight and lock it to the vehicle. If you store your laptop in the vehicle for any period of time, keep in mind that the extreme temperature ranges within the vehicle could wreak havoc with your laptop. In the summer, the inside of a parked car can reach temperatures that will melt your laptop's components. In the winter, LCD screens can freeze solid and split. Repairs due to neglect are not covered by warranty.

When traveling, keep your laptop with you at all times. Never check it as luggage or let a hotel valet service transport it. Remember that thieves often work in teams and are adept at stealing a laptop when the owner is momentarily distracted.

When staying at a hotel do not leave your laptop in the room. If you must leave your laptop at the hotel for a short period of time (during meals, for example), use a cable lock to secure it, place it in a room safe, or let the front desk lock it in a hotel safe.

You are responsible for the laptop that you have been assigned. You must follow the security guidelines. If the laptop is lost or stolen and appropriate measures were taken to secure it, the school will replace the laptop. If appropriate measures were not taken it will be up to the principal's discretion as to who will replace it. If a coach laptop goes missing, Programs will replace it if appropriate measures to secure it were taken.

The LCD projector and Speaker cart is equipped with a double cable lock so that you lock both the cart/LCD projector and your laptop. This cart should be locked/secured at all times. In the evenings, it should be secured in a locked room.

Data Security

Your laptop has been equipped with a number of security features which will protect the data contained on your laptop:

The hard drive of the laptop has been encrypted so that the data cannot be compromised if it is lost or stolen as long as they cannot sign onto the laptop.

When you are saving data, you should always try to save it to your H: drive, which is always available to you as long as you are network attached. If you are working from a location with no network connection, you should save your data to MyDocuments on your C: drive and then ensure that you copy this information to your H: drive the next time you connect to a network

If you are storing sensitive data on a USB key, you must ensure the key is encrypted.

When using your Laptop in a public place, avoid working on confidential information. Always position your screen to minimize the possibility of others observing the information displayed.

You are responsible for the data on your laptop. The data protection methods above rely heavily on you, the laptop user, to protect your assigned passwords. Be vigilant against prying eyes and to maintain the confidentiality of our student's information.

If you suspect that the data on your laptop has been compromised you should inform your principal immediately.

Usage Guidelines

During this pilot project, Kindergarten through Grade 3 classroom teachers at 6 schoolswill receive a laptop. The goal of this project is to "enrich teaching and learning through the engagement of our students to improve literacy and numeracy and student success." Specifically, teachers will become more proficient with technology and their use of the laptop will have a direct, positive impact on the teaching and learning of literacy and numeracy at the point of instruction.

Each participating teacher, at the direction of their administrator, will receive a laptop that is theirs to use for the duration of the pilot and beyond, assuming the project is extended. In addition to the laptop, an LCD projector and speakers mounted on a movable cart will be shared between three classrooms. Wireless access to the school network and internet will be available throughout the school.

In order to accomplish the goals of this project, coaches, teachers and principals will be provided with ongoing professional development with supply coverage provided. During this project we will be gathering information and data to determine the impact of these laptops on both your ICT skills and on the classroom. This data will be gathered through ICT skills surveys that you will be asked to complete and observational and attitudinal surveys completed by yourself, your students and your principals.

Frequently Asked Questions Regarding Laptop Use

The following Frequently Asked Questions are provided to help you further understand your role in this project and the district's expectations related to use of the laptops.

1.  Can I use the laptop for personal use?

Yes you can but you are bound by the board's Acceptable Use Policy which is attached at the end of this document. It can be used for checking personal email, online banking, etc as long as this does not occur during instructional time. Keep in mind that services like Hotmail are often used to distribute unsolicited commercial email (SPAM) and viruses. Be careful when checking personal email on services like Hotmail and also be careful when visiting internet sites that you are not familiar with.

You cannot use your laptop in running a personal business. Commercial enterprises are absolutely disallowed on board owned computer equipment.

2. Can I let other people, for personal reasons, use my computer (i.e. son, daughter, spouse, friend)

Loan of the computer to another user is not encouraged or supported. In order to use the computer you will need to use your SchoolConnect login and password, which you should NOT be sharing with anyone. It should be treated in the same way as you would treat your PIN for your bank card. You are responsible for anything that happens while anyone is using your laptop.

3. What happens if I use the laptop inappropriately?

The consequences are the same on a laptop as a normal desktop computer. You, as an employee of the board, are subject to the terms of the Acceptable Use Policy. The board's normal discipline procedures will be followed. Consequences specific to this project can include school charge-backs, loss of network privilege, and/or loss of laptop privilege.

4. What happens to the laptop if:

a) I move to another school?

If you move to another school, your laptop must be turned in to your principal as it will remain at the school.  All of your documents will be removed and the laptop will be reimaged for the teacher assuming your place in the Laptop Pilot.  If you move to another school within the Teacher Laptop Pilot, you will be able to take your laptop with you.

b) I leave the Durham District School Board?

The laptop will remain at the school

c) I go on a leave?

The laptop will be used by your LTO for the duration of your leave. The LTO teacher will return the laptop to you on your return.

DDSB Procedure #3101:  Acceptable And Safe Use Procedure For Computing Technology And Cyber Safety

1.0 PURPOSE

All users of The Durham District School Board (henceforth, referenced as DDSB) computing technology (including Internet access and use) are required to know and abide by the DDSB Acceptable and Safe Use Procedure #3101. This procedure defines use and responsibilities for the safe and acceptable use of computing technology by employees and students in the DDSB.

2.0 DEFINITIONS

Cyber: a prefix meaning computer-mediated. Cyber communications occur between two or more individuals via computer-mediated formats and electronic devices.

Cyber-bullying: bullying and harassment through cyber-space (i.e. mail, instant messaging, text messages, digital/video images, recordings, blogs, mobile phones, pages, and websites etc.).

Harassment: communicating repeatedly with someone causing fear for his or her safety or someone else's.

3.0 USE

The DDSB's computing technology is made available to students in support of their learning, research requirements and career preparation; to teachers in support of their instruction, research, and administrative activities; to staff in support of their assigned responsibilities; and to other authorized users.

Use of the computing technology of the DDSB shall be governed by all relevant federal (e.g. Copyright Act, Protection of Privacy Act, the Criminal Code, Canadian Human Rights Act, Personal Information Protection and Electronic Documents Act, Human Rights Code, Freedom of

Information and Protection of Privacy Act), DDSB (e.g. Policies and Procedures, Central File 06/07-28), and local school (e.g. School Code of Behaviour) laws, regulations and procedures. Use of DDSB computing technology for illegal, political or private commercial purposes is strictly prohibited. The onus is on the user to know and to comply with these laws, regulations and procedures.

Ontario School's Code of Conduct provides that all students and employees have the right to be safe in their school community. When Cyber-bullying issues are reported to schools, the DDSB will determine whether there is sufficient evidence that off-school conduct is a school matter. The DDSB will determine if on-line threat(s) or intimidation resulted in a disruption to the school community and/or the creation of a poisonous learning and/or working environment, and/or harm to the moral tone of the school, and/or affects the well being of others. Criminal and defamatory libel harassment are Criminal Code offences and will be referred to the police.

4.0 RESPONSIBILITIES

4.1 All Users

Users are defined as employees, students, and all other persons given authorized access to DDSB computing technology. All users are responsible for:

• abiding by the Provincial Code of Conduct;
• abiding by the School Code of Conduct;
• using technology resources in ways that do not disrupt or harm other users or compromise the functionality of the system;
• maintaining their password and user ID confidentiality;
• not publishing personal information, pictures, video and/or data, without express informed permission according to DDSB procedures;
• not transmitting, displaying, distributing, or making available materials that are harassing or discriminatory;
• not forging or misrepresenting their identity, or provide false or misleading information;
• familiarizing themselves with the technology resources provided to them, including system maintenance and administration procedures.

Additionally, all e-mail users are responsible for understanding the following information:

• a user's e-mail is confidential and may not be accessed by other users; however, the system administrator may require access to a user's e-mail a) to maintain the system; b) with the supervisor's approval, in the event of a prolonged absence or under other specific circumstances.
• saved or deleted e-mail creates a trail of data that may be retrieved at a later date
• e-mail should not be relied upon for time sensitive, mission critical, or sensitive information. E-mail may be forwarded, redirected, blocked, or intercepted in transit. - e-mail containing personal information should not be copied, forwarded, or released
  to unauthorized persons without the individual's consent.

4.2 Board Staff and Third Party Vendors

In addition to 4.1, Board Staff and others are responsible for:

• familiarizing themselves with the procedures and guidelines pertaining to information systems and abide by the restrictions and expectations;
• following DDSB procedures to release any information that originates from information systems to the public.;
• managing the accuracy, security, and integrity of information and data within their assigned role and area(s) of responsibility.

4.3 Students

In addition to 4.1, students are responsible for:

• abiding by the DDSB's Acceptable and Safe User Procedure #3101 (Appendix A);
• behaviour on and off school property which has a negative impact on the school environment and/or learning of students, including the professional reputations of teachers, administrators and support staff;
• seeking help from principals, teachers and parents/guardians when victimized by Cyber-bullying;
• . reporting Cyber-bullying to principals, teachers and parents/guardians.

4.4 Superintendents and Supervisors

In addition to 4.1 and 4.2, superintendents and supervisors (including managers) are responsible for:

• ensuring this procedure is communicated to their staff;
• assisting Principals in determining whether off-school Cyber-bullying constitutes a school matter, due to its impact on the school environment and/or learning of student(s) and/or breach of legislation and collective agreement provisions;
• applying corrective and disciplinary measures to address staff violations of this procedure.

4.5 Principals

In addition to 4.1 and 4.2, principals are responsible for::

• coordinating and managing computing technology throughout the school for staff and students;
• ensuring the appropriate content, copyright and protection of privacy is maintained on all web pages created for the school;
• using the DDSB School Safe and Acceptable Use Procedure (Appendix A) and distributing it to all staff, students and parents/guardians;
• distributing the DDSB Acceptable and Safe Use Procedure Letter to Parents/Guardians or Letter to Parents/Guardians and Students (Appendix B);
• determining, in consultation with the area superintendent, whether off-school Cyber-bullying constitutes a school matter, due to its impact on the school environment and/or learning of student(s) and/or breach of legislation and collective agreement provisions;
• using this procedure or their school's Code of Behaviour when applying sanctions for misuse and/or illegal use of the DDSB computing technology.

4.6 Teachers

In addition to 4.1 and 4.2, teachers are responsible for:

• complying with the Ontario College of Teachers Professional Standards;
• managing student use of computing technology within their assigned teaching areas and when acting in a supervisory role;
• instructing and supervising of all students in accordance with procedure #3101;
• using this procedure or their school's Code of Behaviour when applying sanctions for misuse and/or illegal use of the DDSB computing technology.

4.7 Waiver of Responsibility

The DDSB (including superintendents, supervisors, principals, vice-principals and teachers) is NOT responsible for the:

• appropriateness of Internet content;
• accuracy or reliability of information located on the Internet;
• loss, damage, or inaccessibility of information due to technical or other difficulties;
• costs or losses incurred by users (with the exception of Ministry funded special equipment).