Site Technology Device Management and Theft Prevention Plan

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1 Site Technology Device Management and Theft Prevention Plan Introduction The San Francisco Unified School District strongly believes in providing the necessary resources and tools to support teachers and students for a 21st century learning environment. Such an environment is critical in addressing the district s mission to enable students for college, career, and community readiness. These goals are grounded in the district s Vision 2015 and Building a Digital District that encourage the use of technology devices such as Chromebooks, MacBooks, and ipads. With the distribution of technology comes the threat of mismanagement and theft, both of which deny teachers and students the opportunities to enhance instruction and learning. While technology implementation will vary across the district, there are general procedures that can be conceptually applied to better build a culture that values technology and benefit the schools and surrounding communities. After reviewing the information, please sign and return the Compliance document (Appendix 5). Technology Device Management Site Management each site has a different plan and layout, but the following characteristics should be considered when managing technology. 1. Each school site should designate a Device Storage Room (DSR) with an Internet access point where technology can be stored. This includes stand alone devices and carts. a. The DSR should be dedicated only to technology storage b. There may be more than one DSR per school depending on the site layout c. A DSR should have a single locking door as the only means of access i. The locks to the DSR should be different from other locks in the building, thus requiring different keys. ii. There should be no more than 3 sets of keys iii. Sites should designate 3 people each having access to a key set 1. It is recommended that the site principal and Tech Lead/CTIS be the only 3 people who manage the key sets; however, please be aware that these 3 people will be called upon to maintain the safety of the DSR. 2. Those managing the key sets should develop a key management plan d. It is recommended that the DSR not have a window e. It is suggested that the DSR not be located on the 1st floor, if possible f. A DSR should have wall space at least 4 feet wide by 2 feet deep for each cart. i. These dimensions allow for the cart to be secured directly to the wall with a cable and Master lock system installed by Buildings & Grounds 1

2 ii. iii. 1. Contact Buildings & Grounds by submitting a work order online or calling x Buildings & Grounds may also install anchors into studs in the walls. 3. A cable threaded through the eye bolts will attach the cart handles to the wall and be secured with a Master lock. The wall space should be located within 10 feet of an outlet, NOT a power strip, for device charging. It is suggested that the front doors of the cart be facing toward the wall for added security when the cart is stored in the DSR. 2. Laptops for Educators Initiative devices a. If an educator opts to leave the district distributed device on campus, that educator is able to leave that device and any other accompanying accessories in the Device Storage Room. Cart Management 1. Stand alone devices will be stored in carts. a. The carts will have two levels of security. i. Front and back doors to the cart will be locked ii. The front door will have a combination lock or key 1. It is suggested that those 3 people who manage a set of the DSR keys should also manage the cart keys and combination 2. All carts must be stored and locked in the DSR for maximized security and for charging purposes. a. Carts must but locked to the Master lock on the wall if equipped. 3. Cart sign out and return a. Determine a point person who will manage the sign out process b. Establish a sign out process for the use of devices (Appendices 3 and 4) i. Name, Date, Location of Use, Purpose c. Sites can have a digital or paper based sign out process d. Upon cart return, the user of the cart must sign the cart back in acknowledging that devices and cart have been returned in tact. e. Please use Appendix 1 as a step by step guide to ensure that all measures have been taken to prevent theft and misconduct Device Management 1. Each device that is managed by San Francisco USD will have a Mobile Device Management (MDM) district asset tag and/or RFID (radio frequency identification) to track, disable, and recover devices. a. Devices may also be etched with the district name to provide a permanent ID 2

3 2. Establish a sign out and distribution process for the use of devices within the classroom so that a trackable history can be recorded between device and student use. a. Each device is numerically labeled with a corresponding numbered slot in the cart i. Consider assigning students to a specific number ii. Record student name with corresponding device number b. Determine when students will retrieve their device i. Before start of class ii. At start of class iii. At the direction of the teacher 3. Inform users of the district established acceptable use policy regarding the appropriate uses of technology a. Please adhere to the current district handbook for more information 4. Review and remind students of proper handling of devices a. Caution with screen touch and use b. Tap keys gently c. Use device on a flat and stationary surface (more so for MacBooks and Chromebooks) d. Do not write on devices e. Do not stack devices f. Ask for assistance if carrying a device with both hands is not possible g. Walk while carrying a device i. It is not recommended for students to walk with devices outside of the classroom 5. Establish a device return process within the classroom a. Schedule enough time for the following: i. Students return device ii. Teacher should account for each device upon return iii. Devices should be returned to the designated slot within the cart iv. Devices should be hooked up to charge v. The cart must be locked when not in use and when the cart is left unsupervised (i.e. in the DSR or a classroom between passing periods). Technology Misconduct and Theft Protocol Each site must establish a protocol and consequences hierarchy for instances of misconduct and theft. Please consider the following information when developing your site plan. If theft does occur, please review Appendix 2 for the Theft Reporting Protocol Technology Device Support Please contact San Francisco Unified School District IT Department by submitting a Help Desk Request ticket to help@sfusd.edu 3

4 Appendix 1 Step by Step Procedures to Prevent Theft 1. Unlock cart from cable Master lock. Re lock cable Master lock. 2. Adults move the cart to the room. It is not recommended that students move carts regardless of age group. 3. Unlock the cart door and place lock or key somewhere safe. Do not put the lock or key in the cart itself as some carts lock automatically. 4. Double check the quantity of devices in the cart. Review the last teacher s check out sheet and make sure no devices are missing. A binder with checkout sheets should remain in each cart. 5. Check the devices out to the students. All devices and slots in cart should have corresponding numbers. 6. While devices are checked out, re lock the cart to ensure all remaining devices are safe. 7. Students must stay in the room with the device at all times. If they leave the room, they must give the device back to the teacher. If devices need to leave the room, devices and students must be supervised. 8. Students are not allowed to use devices unsupervised. 9. Make sure to reserve at least 5 minutes at the end of class to collect devices. Be attentive to instructional minutes. a. Best practice is to ensure that students sign out of their devices prior to returning. b. Devices should be returned to the corresponding number in the cart for inventory purposes. 10. When the students are finished working, unlock the cart and stand at the cart. Receive devices, making sure all devices are returned before anyone leaves. When the teacher puts the device back, make sure to plug in the charger so it recharges for the next person to use. 11. If a device is missing, all students must stay in the room until the device is found. DO NOT allow students to change classes. Immediately call the main office for support. 12. If the device is still not found, call the appropriate Administrator who will come to the room and search each student s backpack as they leave the room. 13. **IMPORTANT: If the device is still not found, the school may choose to go into technology lock down until the device is found. This is up to Administrators who will assess the situation and make a decision accordingly. Reminders to Make the System Work: Policies and procedures are only useful in so far as they are well implemented. Here are some basic guidelines to help ensure that the system as described above effectively combats device theft. Do not allow students to carry devices from one classroom to another unsupervised. Do allow enough time at the end of your class for students to return devices. Do not leave your room without locking all the devices. 4

5 Appendix 2 Theft Reporting Protocol 1. Contact Principal or manager/supervisor to report theft. 2. Gather device description and detail of theft including device/cart number and serial number. 3. Call District Technology Help Desk ( ) and/or submit request at help@sfusd.edu to to get any details from inventory list (serial number, asset tag, etc.) 4. Provide a stolen/damaged property report to the Risk Management Office (found on Risk Management page of Intranet). 5. Contact local SFPD to file a report of the theft. Keep a copy of any paperwork provided by SFPD. Additional Steps Desktop Support staff will monitor our District Mobile Device Manager (MDM) and provide updates to all involved. The Principal or manager should contact the Risk Management Office ( ) to determine if there is the possibility of insurance coverage available to offset part of the loss (applicable to some mobile devices purchased August 2014 and after). Risk management will be involved in any large scale thefts where insurance may apply and liability is not necessarily the site s responsibility (e.g. weekend break in of secured cart). Principal or manager will investigate circumstances of the theft and will initiate a post theft process. This process may include staff training, student meetings, or increased security measures. Principal should involve Facilities, Buildings & Grounds, Information Technology, Risk Management and Human Resources as appropriate. It is recommended that schools build a culture that values technology and how it helps the school community. 5

6 Appendix 3 Cart Sign Out Sheet School Teacher Name Date Time/Period Type of Cart (e.g. ipad, Chromebook, MacBook) 6

7 Appendix 4 Device Sign Out Sheet School Teacher Name Date Time Device Type (e.g. ipad, Chromebook, MacBook) # of Devices Needed Device # 7

8 Appendix 5 Compliance Document School Site Technology Theft Prevention Plan School To be completed by each school site. The compliance document is digital. Please complete and submit the following Site Technology Device Management & Theft Prevention Plan Compliance Form The direct link to the Form: 8