1:1 Chromebook Program Student-Parent Handbook Policies, Procedures, and Information
2015/2016
Dear Cove Families: We would like to share with you The Cove School’s new 1:1 Chromebook Program Student-Parent Handbook. The new handbook features all the essentials students and parents/guardians need to efficiently navigate through through our 1:1 Chromebook program. At The Cove School, we believe that technology is an integral part of the learning process that supports the core mission of our school by providing customized tools to enhance our students' individualized education while preparing them to independently access life strategies to support their short and long term academic and transition goals. While many families have experienced our 1:1 laptop program in the past, the shift to Chromebooks may create new questions. This handbook is designed to provide answers to the fundamentals and procedures.
Warm regards, John R. Stieper, III Director of Education jstieper@coveschool.org 847-562-2100 x:2105
Mark Fijor Technology Coordinator mfijor@coveschool.org 847-562-2100 x:2222
Table of Contents 1.0 General Information 1.1 Receiving the Chromebook: Elementary Grades 1.2 Receiving the Chromebook: Junior High & High School 1.3 Returning the Device 1.4 Failure to Return the Device 2.0 Care of the Device 2.1 General Precautions 2.2 Carrying the Chromebook 3.0 Using the Chromebook at School 3.1 Chromebook Left at Home 3.2 Chromebook Undergoing Repair 3.3 Charging Your Chromebook 3.4 Avatars/Screen Savers/Background Photos 3.5 Sound, Music, Games, and Data 3.6 Printing 3.7 Connecting Your Chromebook to a Home Wifi Network 4.0 Google Apps for Education 4.1 Managing Your Data 4.2 Passwords and Privacy 5.0 Filtering of Internet Activity on the Chromebooks 5.1 Filtering on Other Devices 6.0 Apps and Extensions on the Chromebook 6.1 Installation of Apps and Extensions 6.2 Inspection 7.0 Acceptable Use 7.1 Statement of Responsibility 7.2 Parent/Guardian Responsibilities 7.3 School Responsibilities 7.4 Student Responsibilities 7.5 Chromebook Care 7.6 Student Discipline 8.0 Repairing or Replacing the Chromebook 8.1 Warranty Protection 8.2 Intentional Damage 8.3 Cost of Repairs
1.0 General Information The policies, procedures, and information within this document apply to all Chromebooks and devices used at The Cove School, including any other device considered by the school to come under this handbook. Teachers may set additional requirements for use in their classroom and integration with curriculum.
1.1 Receiving the Chromebook: Elementary Grades Chromebooks for the elementary unit will be distributed through the classroom of the student during the first week. Parents must review, sign and return the Acceptable Use Policy (AUP) and the 1:1 Chromebook Program Handbook through online registration. Elementary Chromebooks will only be used at school and not transported home. However, students may be required to transport the Chromebook between classes as needed.
1.2 Receiving the Chromebook: Junior High & High School Chromebooks for junior high and high school will be distributed during the first week of school. Parents will be notified of these event details in July. Parents and students must review and sign the Acceptable Use Policy (AUP) and the 1:1 Chromebook Program Handbook through online registration. The student will be provided a standard-issue hard case to protect the Chromebook from daily use wear and tear. Students will not be provided with laptop bags. If the student wishes to obtain his or her own carrying case or carry the Chromebook in his or her backpack, they may do so provided the backpack has a protective/padded laptop slot (see below).
1.3 Returning the Device The school-issued device with accessories will be returned to the school during the final week of each school year as facilitated by the classroom or homeroom teacher and technology team. If a student transfers out of The Cove School during the school year, the device shall be returned to the school office at that time. Students who withdraw, are expelled, or terminate enrollment at the school for any other reason, must return this school-issued device with accessories on the date of termination to the school office.
1.4 Failure to Return the Device If a student fails to return the school-owned device at the end of the school year or upon termination of enrollment at The Cove School, this inaction will result in a theft report being filed with the Northbrook Police Department. The student/parents will be expected to pay the replacement cost of the device including accessories (power adapter and case). Furthermore, if the student does not return the device in proper working condition, the student will be responsible for any damage to the device and must return the device and all accessories to the school’s Learning Resource Center (LRC). Any needed repairs will be covered by the School Protection Plan, not to exceed the replacement cost of the device. Accessories will need to be replaced at cost.
2.0 Care of the Device The Chromebook is school property and all users will follow this handbook and the The Cove School Acceptable Use Policy for the care and maintenance of this technology. Students are responsible for the general care of the device they have been issued whether on or off campus. Devices that are broken or fail to work properly must be taken to the technology team via the LRC and/or Technology Coordinator as soon as possible for an evaluation of the device.
2.1 General Precautions ● Only use a clean, soft cloth to clean the screen or around the device; no cleansers of any type. Cleaning wipes are permissible, but be sure to wipe the device or screen dry. ● Cords and cables must be inserted carefully into the device to prevent damage. ● The Chromebook must remain free of any writing, drawing, stickers, or labels that are not the property of The Cove School.
● Chromebooks should never be dropped, tossed, or stepped on. ● The Chromebook must never be left in an unlocked locker, unlocked car, or any unsupervised area. ● Do not lean on top of the Chromebook or stack items on top of the device. ● Keep all liquids or food away from the Chromebook. ● Students are responsible for keeping the Chromebook’s battery charged for school each day.
2.2 Carrying the Chromebook The protective plastic cases provided with the Chromebooks are sturdy enough to protect the device from normal treatment and provide a suitable means for carrying the device to and from and within the school. The guideline below should be followed: ● The Chromebook should always be within the protective carrying backpack when transported to and from school.
3.0 Using the Chromebook at School The Chromebook is intended for use at school each day. In addition to teacher expectations for Chromebook use, school messages, announcements, calendars, and schedules may be accessed using the student Google Apps for Education (GAFE) account. Students are responsible for bringing their Chromebook to all classes unless specifically instructed not to do so by their teacher. A limited number of Chromebook “loaners” are available from the LRC, but loaner devices are prioritized for cases where a student’s school-assigned Chromebook is out for repair.
3.1 Chromebooks Left at Home If a student leaves his/her Chromebook at home, s/he is responsible for getting the course work completed when reunited with the device (i.e., using other tools in the meantime like paper/pen). In these cases of forgetfulness, checking out a loaner Chromebook may not be an option should the school’s LRC not have enough on hand. Loaner devices are for in-school use only and must be returned to the LRC before the end of the school day. If a student repeatedly leaves the device at home, interventions will be put into place by the teacher and/or administrator, consistent across a grade level, similar to issues like homework or instructional materials or other classroom procedures. Further disciplinary actions may be taken if a student continues to be unsuccessful in meeting this expectation.
3.2 Chromebook Undergoing Repair Loaner Chromebooks will be issued to students when they leave their Chromebook for repair with the Technology Department through the school’s LRC. This loaner may be taken to and from home until the repaired device is returned to the student. The student is fully responsible for this loaner and charger, just like their own assigned Chromebook being repaired.
3.3 Charging Your Chromebook Chromebooks must be brought to school each day in a fully charged condition. Students need to charge the Chromebook every evening or over the weekend. Repeat violations of this expectation will result in interventions put into place by teachers and/or administrators.
3.4 Avatars/Screen Savers/Background Photos Inappropriate media may not be used as an avatar, screen saver, or background photo. Inappropriate media includes, but is not limited to, the following: the presence of guns, weapons, pornographic materials, inappropriate language, alcohol, drug, gang related symbols, or pictures. Use of such media will result in disciplinary actions.
3.5 Sound, Music, Games, and Data Sound must be muted at all times unless permission is obtained from the teacher for instructional purposes. Internet games are not allowed on the Chromebooks. If game apps are installed, it will be at the discretion and guidance of a teacher or administrator. All school-provided software/apps are distributed through the Google Management Console. Data storage will be through The Cove School’s Google Apps for Education (GAFE) accounts.
3.6 Printing Although Chromebooks were designed to foster a digital environment, Internet or cloud printing protocols may be utilized. You may reference Google Cloud Print support documentation for home printing setup. Printing at school is facilitated through current classroom desktop computers. Printing is possible through document collaboration and specified desktops throughout a school building.
3.7 Connecting Your Chromebook to a Home Wifi Network Students will need to set up their Chromebook on their home wireless network. 1. In the lower right hand corner you’ll see a wifi icon. Click on the icon. 2. You will then see a menu with options. Click on Network/Wifi. This will prompt the device to scan for wireless networks available. Find your home network and click. 3. You will be prompted through your home wifi security requirements (i.e., password). It is incumbent upon parents to monitor and manage student Internet activity or screen time while at home. It is the prerogative of the parents to limit or restrict Chromebook or Internet use at home.
4.0 Google Apps for Education Each student is issued a Cove School Google Apps for Education (GAFE) account under the coveschool.org domain. Students will use this single account throughout their academic career at Cove.
4.1 Managing Your Data Students will save data, work, and files directly into their school GAFE accounts or on various Web 2.0 sites (a.k.a. “in the cloud”, linked to their GAFE account credentials). Please note that storage space in very limited on the Chromebook. It is the student’s responsibility to ensure that work is not lost due to accidental deletion. Chromebook malfunctions are not an acceptable excuse for not handing in school work. Please work with your teacher, Assistive Technology Coordinator, or Technology Coordinator to establish offline access to files.
4.2 Passwords and Privacy Keep your password safe and private at all times. If you feel that your password security has been breached, contact your teacher or Technology Coordinator for assistance. Google Apps is governed by a detailed Privacy Policy, which ensures that Google will not inappropriately share or use personal information placed in its systems. Google complies with applicable US privacy law, and the Google Apps Terms of Service specifically details its obligations and compliance with FERPA (Family Educational Rights and Privacy Act)
regulations. Google is registered with the US-EU Safe Harbor agreement, which helps ensure that our data protection compliance meets European Union standards for educational institutions.
5.0 Filtering of Internet Activity on the Chromebooks In support of anytime, anywhere learning in the 1:1 Chromebook Program, the school has invested in providing an open and secure Internet experience for our students on and off campus as Chromebooks are utilized as their learning tool and resource. The GoGuardian filtering system offers a seamless integration with the Chromebook and a cloud architecture to assign policies that will enhance the learning environment. Internet activity is tracked -- general keywords searched, blocked sites attempted to be accessed, top sites searched, and top offenders. Data may be reviewed by administrators, teachers, and counselors if there is cause for concern. In those situations, parents will be notified of the data review.
5.1 Filtering on Other Devices Once a Chromebook is logged in with a school GAFE account, the GoGuardian filtering extension is installed. This means that school filtering policies will be set on that device. The GoGuardian extension does not adhere to a Chrome browser situation, only to actual Chromebook devices.
6.0 Apps and Extensions on the Chromebook All Chrome apps and extensions are managed and distributed by the school. If you discover an app or extension that is useful in the pursuit of learning, discuss this with your teacher or Technology Coordinator.
6.1 Installation of Apps and Extensions The Chrome apps and extensions incorporated by The Cove School are propagated through school GAFE accounts. From time to time the school may add apps/extensions for use in a particular course. Periodic checks of Chromebooks will be made to ensure that students have not removed required apps or have added apps that are not authorized by the school. You will be able to login to your school GAFE account from other devices that either have a browser, or specifically the Chrome browser, available or run the Chrome OS. These apps and extensions will install on any device running the Chrome browser or Chrome OS.
6.2 Inspection Students may be selected at random to provide their Chromebook for inspection by staff for rogue apps or extensions.
7.0 Acceptable Use 7.1 Statement of Responsibility The use of The Cove School’s technology equipment and network is a privilege, not a right. The privilege of using the technology resources provided by The Cove School is not transferable by a student to people or groups outside the school and terminates when a student is no longer enrolled at The Cove School. This handbook is provided to make all users aware of the responsibilities associated with efficient, ethical, and lawful use of the Chromebook computer. If a person violates any of the Policies, Procedures, and Information contained in this handbook, privileges may be terminated, access to the school’s technology resources may be denied, and the appropriate disciplinary action shall be applied. The act of jailbreaking a Chromebook computer voids any warranty and is in strict violation of the Acceptable Use Policy and the guidelines in this handbook. Chromebook privileges will be terminated and appropriate disciplinary action shall be applied. Student users should assume that none of their data is private or confidential. Any communication or data may be subject to review by network or school administration. The user is responsible for what he/she says and does with the computer device and on the network. Communication with thousands of others is quick and easy. Therefore, it is important for the user to stop and think before communicating and to show respect for other people and for their ideas. A crucial part of the 1:1 Chromebook Program is encouraging a strong partnership between teachers, parents, and students. When students are using their school GAFE, ultimately, they are held responsible to the expectations of The Cove School. This means that any inappropriate usage at home can still affect the learning process in the classroom. Parents are responsible for managing and monitoring Chromebook usage when at home. Teachers are expected to monitor student GAFE account activity, as it can affect the learning process. Teachers will have access to all students’ Google Drive documents and activity.
7.2 Parent/Guardian Responsibilities ● Talk to your student about values and the standards that your student should follow on the use of the Internet just as you would on the use of all media information sources, such as television, telephones, movies, and radio. ● Monitor your student’s Internet activity and instruct your student on proper digital citizenship.
● Help your student maintain the Chromebook as a 1:1 learning tool in the pursuit of academic success.
7.3 School Responsibilities ● Provide Internet to its students at school. ● Provide Internet filtering of inappropriate materials as able. ● Provide network data storage areas. These will be treated similar to school lockers. The Cove School reserves the right to review, monitor, and restrict information stored on or transmitted via school owned-equipment and to investigate inappropriate use of technology resources. Privacy should not be assumed. ● Provide staff guidance to aid students in doing research and help assure student compliance of the Acceptable Use Policy. ● Provide an effective learning environment for seamless integration of 1:1 Learning tools (i.e., Chromebook)
7.4 Student Responsibilities ● Use computers/devices in a responsible and ethical manner. ● Obey general school rules concerning behavior and communication that apply to the Chromebook as well as all technology resources and network use according to The Cove School Acceptable Use Policy Agreement. The Chromebook agreement must be reviewed by both student and parent and signed each year through online registration. The Student Acceptable Use Policy is available online through the school’s website. These documents must be signed by students and their parents each year as part of this agreement. ● Use all technology resources in an appropriate manner so as not to damage school equipment. This “damage” includes, but is not limited to, jailbreaking the Chromebook, the loss of data resulting from delays, non-deliveries, mis-deliveries, or service interruptions caused by the students’ own negligence, errors, or omissions. ● Help The Cove School protect the computer network and devices by contacting a teacher or Technology Coordinator about any security problems that may be encountered. ● Monitor all activity on your account(s) and keep passwords private and uncompromised. ● Always put the Chromebook to sleep after use and secure the Chromebook in the carrying case to protect your work and information. ● If you should receive email or other electronic message(s) containing inappropriate or abusive language or if the subject matter is questionable, alert a teacher or case manager.
7.5 Chromebook Care ● Chromebooks must be charged and ready for school each day. ● Students will be held responsible for maintaining their individual Chromebook and keeping it in good working order. ● Only labels or stickers approved by The Cove School may be applied to the computer. These school labels and stickers must not be tampered with. If there is a label or sticker that needs to be replaced, please contact the teacher or Technology Coordinator. ● Protective cases furnished by school must be kept in working condition with only normal wear and no alterations to avoid paying for a replacement. ● Chromebooks that malfunction or are damaged must be reported to the Technology Department via the Technology Coordinator through the LRC. The school will be responsible for facilitating repairs of Chromebooks that malfunction. ● Chromebooks that have been damaged from student misuse or neglect -whether on campus or off -- will be repaired with a per-incident fee being borne by the student/parents. ● Chromebooks that are stolen must be reported immediately to the Technology Coordinator via the school office. A police report must be filed promptly with the Northbrook Police Department. ● Upon notification that the Chromebook has been lost or stolen, certain procedures will be put in place by the school in an attempt to secure data and prevent use of the device.
7.6 Student Discipline The discipline procedure in The Cove School Student-Parent Handbook addresses serious and major offenses such as stealing and destruction of school or personal property, which apply to the Chromebook or any technology device. Depending on the seriousness of the offense, students may lose Chromebook and/or technology resource/network privileges as well as being held for detention, suspension, or even in extreme cases, expulsion.
8.0 Repairing or Replacing the Chromebook The Cove School recognizes that with the need to protect the investment by both the School and the Student/Parent. If the Chromebook should be in need of repair, the Chromebook must be brought to the Technology Coordinator via the school’s Learning Resource Center for damage assessment or determination of malfunction. The types of damage may include but not limited to: cracked screens, broken hinges, missing keyboard pieces, cracked plastic pieces, damaged ports, frayed cables, liquid damage, and inoperability of any kind. The following outlines the areas of protection.
Warranty Protection and the School Device Protection Plan The Chromebooks are protected with a free ​ one-year accidental damage replacement which is a free, one-time full replacement coverage for the first year. Additional replacements during the first year or outside of the first year may cost the student/parents the full value of a ASUS Chromebook (approximately $290).
8.1 Warranty Protection The Chromebooks have been purchased by the school and carry a one-year standard warranty. The Technology Coordinator will manage the facilitation of all warranty repairs.
8.2 Intentional Damage If it has been determined by the school that there was intentional damage due to misuse, neglect, misconduct, or vandalism to a Chromebook, then the students/parents are responsible for full payment of the intentional damage or full replacement as determined by the Technology Coordinator. Warranty protection for the Chromebook DOES NOT cover intentional damage, even while in school.
8.3 Cost of Repairs In cases where accidental damage occurs while the device is at school, including, but not limited to: cracked screens, broken hinges, missing keyboard pieces, cracked plastic
pieces, damaged ports, frayed cables, liquid damage, and inoperability of any kind --the school will attempt to cover the cost.