One-to-One Device Handbook
WEST ADA ONE-TO-ONE PROGRAM OVERVIEW
Welcome to the West Ada School District's One-to-One Program, a comprehensive initiative designed to equip students with modern tools and resources for their educational journey. The primary focus is to foster responsible, adaptable students who can thrive in an ever-changing and diverse world. Through this program, it is the aim to empower students to reach their full potential and cultivate a passion for lifelong learning.
At the core of the One-to-One Program is access to a mobile device that encourages active participation, innovation, collaboration, critical thinking, research skills, and ethical information usage. By integrating technology into the learning environment, it enhances the teaching process rather than replacing it. Along with striving to create engaging and personalized learning experiences for all students through a blend of effective teaching strategies and technology.
COMPONENTS OF THE ONE-TO-ONE PROGRAM
To ensure equitable access to District curriculum and online learning opportunities, West Ada School District will issue a one-to-one mobile device, device charger and case to all students. The same device will be provided to students in a school or grade level to help ensure online safety (web filtering/anti-virus), provide access to instructional materials, and simplify technical support while maximizing instructional time. Students are expected to utilize their district issued device for classroom instruction, and to bring their device to school every day charged and in working order..
Devices Issued to Elementary Students
Kindergarten: students will be issued a Chromebook laptop, charger, and laptop case.
Grades 1-5: students will be issued a Windows laptop device, charger, and case (hard case or soft case depending on device model).
In the event of an extended weather event or other emergency, the District may communicate a remote learning declaration at which time communication will be sent to Parents regarding device pickup/distribution plan to enable students to use these devices at home.
Devices Issued to Secondary Students
Grades 6-12: students will be issued a Windows laptop device, charger, stylus, and laptop case (hard case or soft case depending on device model).
Devices checked out to students in these grade levels will remain assigned to them throughout the term of their middle and high school enrollment.
Secondary students are expected to take their device home each day to ensure they are fully charged and ready for use.
Any student who needs assistance with home internet access may request a District issued access point (hotspot).
Parents may request a hotspot using the West Ada Support Portal at West Ada Support – Jira Service Management.
The District will offer an optional device protection plan to cover accidental damage to District devices.
West Ada staff and students primarily use the cloud-based Microsoft 365 suite of tools that include: Word, PowerPoint, Excel, Outlook, Teams, OneNote, SharePoint, and OneDrive.
OneDrive provides cloud-based file storage and Microsoft.
OneNote is used by many teachers as the class/course digital notebook.
OneNote “Class Notebook” provides a read-only content library, a shared collaboration space, and a personal section for each student to create content in.
The use of Microsoft Teams as a learning platform has become an integral tool to help staff and students stay organized, have conversations, submit assignments, and collaborate using all Microsoft tools in one place. Microsoft Office 365 allows students and teachers to collaborate in a safe and secure environment from anywhere at any time.
Antivirus & Web Filtering
To keep students safe, the District deploys multiple scanning and filtering solutions on District devices and District provided internet access points. These solutions are designed to prevent students from accessing inappropriate or harmful sites. These solutions are also designed to prevent viruses and malware on devices, helping to protect personally identifiable information.
Online Curriculum Resources
The District has adopted numerous curriculum and learning resources with online components for student use. In addition, school libraries and teachers may provide access to approved supplementary online resources for student use. (Refer to District Policy 0602.10: Curriculum & Learning Resources)
USING YOUR DEVICE
Devices are intended for educational use, such as accessing school messages, announcements, calendars, schedules, completing schoolwork, and submitting assignments. Families who have sufficient technology resources at home may opt out of taking District devices home by contacting your school’s administration. Please understand that due to licensing agreements some technology programs and resources cannot be installed on personal devices. Technical support for a personal device is limited to best effort based upon time and resources available.
District Policies and Program Guidelines
One-to-One student devices are school property, and all users are required to follow the District Policy, District Student Handbooks, and relevant school/classroom procedures and rules. Refer to the following relevant District policies:
West Ada Student Handbooks at Student Handbooks | West Ada School District
Applications and services offered through the District's Microsoft 365 domain, including email, are not to be considered private. Users must be aware that any messages sent or received, and any files created or saved through the system are subject to review. Such content may be accessed by the School and/or District administration during an investigation or by District's Technology Department while reviewing a possible policy violation. It is essential for all users to exercise caution and responsibility when using the District's Technology services to ensure compliance with the District's policies.
Students should not have any expectation of privacy concerning their use of District devices, including but not limited to websites, apps/applications, e-mail content, and browser history.
District Technology and Account Usage
Use of any District technology or District provided accounts, including Microsoft Office 365, for harassment, bullying, or any inappropriate use is not allowed and may result in potential disciplinary actions up to and including, loss of privileges, suspension or expulsion, and notification of law enforcement when appropriate.
Students are expected to save work in designated cloud storage locations (OneDrive), school/teacher designated locations available through Microsoft Office 365 accounts or other applications that are authorized by the District. Any work saved directly on the device will NOT be backed up during the device troubleshooting or re-imaging. It is the student’s responsibility to ensure work is not lost due to device failure or accidental deletion.
Students are assigned a district e-mail account through the district’s Microsoft 365 domain. This account should only be used for school related activities. The district may restrict e-mail communication, allowing only student-to-staff messaging to occur. This restriction is set based upon the student’s grade level and will be determined by the West Ada School District. No other e-mail account should be used for school-related activities or for communicating with teachers and district staff. Student e-mail accounts and account content are the property of West Ada School District. Use of these accounts must be in compliance with district policy and are subject to search at any time.
Screensavers and Background Photos
If the District device policies permit, students may change background photos and screen savers. Inappropriate media may not be used as a screensaver or background photo. Presence of guns, weapons, pornographic materials, inappropriate language, alcohol, drugs, gang-related symbols, or pictures may result in disciplinary actions. Refer to District Policy 0502.81: Student Technology and Internet Acceptable use.
Sound, Music, Games, and Programs
Applications and digital content to support classroom learning will be provided by the District. Students will not be allowed to add or install their own applications on school devices. Educational activities and storage use will take priority over personal use. The District reserves the right to clear the device of all personal sound, music, games, or programs as needed for educational activities and storage.
Photos and Videos Taken with the Device
Students may not take photos or videos of other students, staff, or anyone without their permission. The possession, forwarding, or uploading of unauthorized photos or videos to any website, network storage area, or sharing with another person is strictly forbidden. In addition, photos and video taken with the device may not be used to slander, bully, or denigrate any student, staff member, or anyone on or off the campus at any time. Photos and videos taken with the device are for educational purposes only and should be directly related to classroom assignments, projects, and areas of study.
Any inappropriate use of video conferencing services may result in disciplinary action. All video messaging or video conferencing activities are to be in support of a student’s education. Students are obligated to follow these guidelines and meet all online meeting expectations designated by teachers. Good video messaging practices include:
Start video messaging/conference calls with video off and your microphone muted.
When possible, blur your background or set a background effect.
Ensure you are in a quiet area that is free from disrupting background noises and activities.
Do not allow other people to be seen in the background (District staff may request a parent to verify that they are present and authorize video use).
Off-Campus Internet Access
Students may connect to other secure wireless networks through their device settings when not at school. When District devices are used at home or at any other location and are connected to the internet, the District’s Internet Filter will restrict access to content to the same levels as those in West Ada schools.
DEVICE CHECK-OUT AND CHECK-IN
In grades K-2, school issued devices (with case and charging cable) will be initially assigned to classrooms and made available for check-out by students for at home use as necessary.
In grades 3-12, school issued devices (with case, charging cable, and stylus) will be individually distributed and issued to new students at the start of the school year or as they enroll.
School devices, device chargers, and any optional accessories such as carrying cases must be returned during designated check-in/renewal times. Devices will be examined periodically during the school year to ensure they are functioning properly and being maintained by the students.
Students who transfer to another school, withdraw, are suspended, or expelled, or terminate enrollment in the West Ada School District for any other reason during the school year, must return their school device and accessories on or before the date of withdrawal. Students are responsible for any missing or damaged items.
Device Return Policy
School devices, device chargers, and any optional accessories must be returned to the designated school location. Students who withdraw, complete graduation coursework early, or terminate enrollment at West Ada School District for any other reason must return their student laptop and accessories on the date of termination.
Students who fail to return a device including accessories at the specified check-in time or upon termination of enrollment, may be subject to fines (replacement cost of the laptop and/or accessories), criminal prosecution and/or civil liability. Failure to return the District laptop may result in a theft report being filed with the local police department.
TAKING CARE OF YOUR DISTRICT DEVICE
Food and Drinks
At no time should there be any type of beverage or food within two feet of the device.
Carrying Your Device
Depending on the model of the device, laptops will be issued a hard or soft case. Devices with hard shell cases should always remain cased, including when the device is in use. Devices with soft cases should be stored in the case when the device is transported or not in use. The case protects the laptop and provides protection when carrying and storing. The laptop should be carried by the case handles, case shoulder strap or by placing the District issued case in the student backpack.
With building administration approval, students may personalize/customize the front of their “Always On” laptop case by placing stickers, patches, writing or attaching luggage tags. Any personalization must be school-appropriate as defined in this handbook.
Students MAY NOT personalize uncased One-to-One DEVICES in any way. Students should not:
Place stickers, write on, inscribe, or scratch the device.
Remove or cover District or manufacturer labels and stickers.
Place inappropriate images depicting the presence of guns, weapons, pornographic materials, inappropriate language, alcohol, drugs, gang-related symbols, or pictures on their device case.
Clean the screen only with a soft dry cloth or anti-static cloth. Laptop screens can be damaged if subjected to rough treatment. The touch screens are particularly sensitive to damage from excessive pressure. Students should not do any of the following:
lean on top of the laptop when it is opened or closed.
place objects on the keyboard.
place anything in the case that could apply pressure to the screen.
bump or drop the laptop against lockers, walls, car doors, floors, etc., as it could possibly break the screen.
Attempt to remove the hard-shell case (if applicable).
Storing Your Device
Students are responsible for their District device both in and out of school, including during extracurricular activities. Costs associated with a lost, stolen, or damaged device also apply to extracurricular activities. When students are not using their device, it should be stored in the District provided case and kept with the student, or in their locker (if available). Nothing should be stacked on the device when stored at home, in a locker or bag/backpack. Devices that are left in school lockers or PE lockers overnight remain the responsibility of the student. Devices should not be stored in a vehicle parked at school or at home. Students should be prepared to store their device in a location where it can ideally be plugged into a surge protector to charge and be ready for use every day
Traveling with Your Device
Students should logout or lock the device before traveling anywhere, including between home and school. The device should never be left unattended in a vehicle. If unavoidable, it is recommended to lock the device in the trunk before reaching your destination.
If a student is ever in a situation where someone threatens them for their device, the student should give the device to them and tell a District staff member and/or guardian as soon as possible.
DAMAGE, LOSS, THEFT OF DISTRICT ISSUED DEVICES AND ACCESSORIES
Whenever a student encounters an issue with their District issued technology, they are required to report the issue to a teacher or school staff member. Students will be held responsible for ALL damage or loss to their device, device charger, and protective case resulting from negligence or misuse. This includes accessories not covered by warranty including, but not limited to broken screens, cracked pieces, or device inoperability. In the event of damage not covered by the warranty or optional device protection, the student and parent will be billed for the cost of repairs. Repairs must be made by the District Technology Department or the Districts’ authorized service provider. The student may check out a loaner device until repairs are made.
Building administrators will consider the situation that led to the damage or loss. This may result in limiting device use to in-school only, for a period to be determined by the administrator. Students are still required to complete all school assignments, and teachers will make reasonable accommodations as needed. Building level administration may request a parent/guardian meeting with the student to develop a plan to minimize potential future loss or damage.
District Device Warranty Coverage
All District technology is purchased with a warranty to cover manufacture-related issues. These repairs typically are the failure of internal and external parts due to normal usage. The repair costs associated with warranty repairs and the replacement of device batteries are at no charge to the student and/or parent/guardian.
Optional Device Insurance
The District offers an optional protection plan to families that covers accidental breakage or damage that might occur during the school year.
The optional protection plan can be purchased for $25.00 per device per year and will cover one claim per school year for the full cost of repair or replacement.
After the first claim, families will be responsible for a $20.00 fee for subsequent claims.
The program enrollment period is open for the duration of the school year, but starting on October 1st, the device will need to be inspected by a District technician to ensure that it was not already broken prior to enrolling.
Eligible families may qualify for financial assistance to help cover the cost of optional device protection by contacting your building administrator.
Events Covered by Optional Insurance Coverage
Normal wear and tear
Accident damage from drops, spills, liquid submersion
Natural disasters i.e., Fire, flood, power surge by lightning
Vandalism (contact school administrator)
A single lost device (contact school administrator)
Theft (contact school administrator and file a police report)
Incidental damage to someone else’s device
Accidental damage to a District provided internet access point (hotspot)
Claim events are subject to evaluation by the building administration and/or the District’s Technology Department on a case-by-case basis when the nature of a claim event is in question.
Events and Items NOT Covered by Optional Device Insurance
AAll devices and accessories (case, charger, and stylus) that are issued to students are the responsibility of the student to maintain and return at the end of the school year. The Optional Device Protection will not cover the cost of:
Any damage or lost device that is a result of gross negligence.
The actual device and accessory repair and replacement costs are maintained on the Device Protection Program website: Device Protection Program | West Ada School District
Responsibility for Device Repairs
Any repairs that are not covered by warranty or the purchase of optional device protection fall into one of five categories:
Accidental - Is an unfortunate happening that occurs unintentionally and results in damage or loss.
Negligence – A state of being careless, the lack of ordinary care of property.
Gross Negligence - To consciously or voluntarily disregard the need to use reasonable care.
Lost - To lose a device due to negligence or gross negligence without filing a police report.
Stolen - When a device is stolen not due to negligence and a police report has not been filed.
For each of these five categories, a fine may be assessed for the repairs based upon the circumstances of the incident. Fines are based upon the District’s Device Protection Program Guidelines and are assessed at the building administrator’s discretion. In no circumstances will the fine exceed the cost of the repair or replacement of the device.
When a student’s District issued device has been turned in for repair, the school will issue the student a loaner device.
The loaner device is provided so that learning is not disrupted.
Students are responsible for the care of the loaner device under the same One-to-One Device guidelines, which means students can still be fined for damages to loaner devices.
Depending on loaner device inventory and availability, a loaner may not be checked out when a device or charger has been forgotten or temporarily misplaced.