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2019-20 Student Handbook

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USD #294

Decatur Community Junior / Senior High School

Chromebook Policy Handbook

Revised 6/13/2016


USD 294 1:1 Chromebook Initiative Mission

USD 294 Oberlin will create lifelong learners in a new age of education by promoting the use of and creating and expanding opportunities to learn with technology. This is to further personalize the way each student uses their time, deepens understanding of content, and receives support to master essential skills in their lifelong careers. This initiative will allow students to access what they need at school, home, or anywhere there is an internet Wi-Fi connection.

COMPUTER PRIVACY/POLICY (From student handbook)

1. Students shall have no expectation of privacy when using district e-mail or computer systems. E-mail messages shall be used only for approved educational purposes. Students must use appropriate language in all messages. Students are expected to use the system following guidelines approved by teachers or the administration.

2. Any e-mail, computer applications, information in district computers, or computer systems is subject to monitoring by the staff and/or administration. The school retains the right to duplicate any information created by students in a computer system or on any individual computer. All students and their parent/guardian must sign the DCJ/SHS Network/Internet Student Contract to obtain permission to use the district network. Students who violate the contract, or any other classroom rules relating to computer use, are subject to loss of access as stated in the contract and disciplinary action up to and including suspension from school.

Receiving Your Chromebook:

Chromebooks will be distributed each fall using a check-out/check-in sheet during the first week of school in the office. Parents & Students must sign and return the Chromebook Policy Signature Page, Rental Agreement and Check Out form given at enrollment before the Chromebook can be issued to their child. This document will need to be signed during student registration. The school retains the right to refuse checkout to a student.


Students will be trained on how to use the Chromebook in an orientation. Training documents and videos will be available online for students to refer to when needed.


Student Chromebooks, protective cases, and chargers (accessories) will be collected at the end of each school year for maintenance over summer vacation. Students will retain their original Chromebook each year while enrolled at DCJ/SHS. This process will be done through the office and the check-out/check-in sheet will be used to itemize returned items.

When asked to do so, students must surrender/return the Chromebook and accessories to DCJ/SHS. Any student who transfers out of DCJ/SHS will be required to return their Chromebook and accessories. If Chromebook and accessories are not returned, the parent/guardian will be held responsible for the full replacement cost of device. If payment is not received the parent/guardian will be turned over to a collection agency.

Taking Care of Your Chromebook:

Students are responsible for the general care of the Chromebook they are issued. Chromebooks that are broken or fail to work properly must be taken to the DCJ/SHS office. If a loaner Chromebook is needed, one will be issued to the student until their Chromebook can be repaired or replaced.

General Precautions:

  • No food or drink is allowed next to your Chromebook while it is in use.
  • Cords, cables, and removable storage devices must be inserted carefully into the Chromebook.
  • Students should never carry their Chromebook while the screen is open unless directed to do so by a teacher.
  • Chromebooks should be shut down when not in use to conserve battery life.
  • Chromebooks should never be shoved into a locker or wedged into a book bag as this may break the screen.
  • Do not expose your Chromebook to extreme temperature or direct sunlight for extended periods of time. Extreme heat or cold may cause damage to the Chromebook.
  • Always bring your Chromebook to room temperature prior to turning it on.

Carrying the Chromebook:

A protective case is provided for the Chromebook. This case will only provide basic protection from everyday use. It is not designed to prevent damage from drops or abusive handling. Carrying the Chromebook in a padded backpack or padded book bag is acceptable provided the backpack or book bag is handled with care. For example, you shouldn’t toss the bag or drop the bag if your Chromebook is inside. The protective case must remain on the Chromebook at all times.

Screen Care:

The Chromebook screen can be damaged if subjected to rough treatment. The screens are particularly sensitive to damage from excessive pressure on the screen.

  • Do not lean on top of the Chromebook.
  • Do not place anything near the Chromebook that could put pressure on the screen.
  • Do not place anything in the protective case that will press against the cover.
  • Do not poke the screen.
  • Do not place anything on the keyboard before closing the lid (e.g. pens, pencils, notebooks). This is the #1 cause of screen damage.
  • Clean the screen with a soft, dry anti-static, or micro-fiber cloth. Do not use window cleaner or any type of liquid or water on the Chromebook. You can also purchase individually packaged pre-moistened eyeglass lens cleaning tissues to clean the screen. These are very convenient and relatively inexpensive.


Using Your Chromebook

At School:

The Chromebook is intended for use at school each and every day. In addition to teacher expectations for Chromebook use, school messages, announcements, calendars, academic handbooks, student handbooks and schedules will be accessed using the Chromebook. Students must be responsible for bringing their Chromebook to all classes, unless specifically advised not to do so by their teacher.

At Home:

All students are required to take their Chromebook home as needed throughout the school year for charging. Chromebooks must be brought to school each day in a fully charged condition. If students leave their Chromebook at home, they must immediately phone parents to bring the Chromebook to school. Repeat violations of this policy will result in referral to administration and possible disciplinary action.

It is recommended that students not carry the AC Adapter power cord (charger) to school. If fully charged at home, the battery will last throughout the day.


Sound must be muted at all times unless permission is obtained from the teacher for instructional purposes. It is recommended that student bring personal a headset or ‘earbuds’ for any audio projects they work on.


At School:  Printing functionality will not be available on the Chromebooks. Teachers are encouraged to accept assignments electronically through Google Drive and/or Google Classroom.

At Home:  The Chromebook will not support a physical printer connection. Instead, users may print to their home printers using the Google Cloud Print service. A wireless home network is required for this. https://support.google.com/cloudprint

Managing Your Files and Saving Your Work:

Students will create and save documents in Google Drive. Google Drive is a cloud storage service that allows students to store their documents, photos, videos, and more online in one place. From Drive, students can also access Google Docs, where they can create, share, and collaborate on documents, spreadsheets, presentations, and more from anywhere while online. You can learn more about Google Drive at this address: https://support.google.com/drive

Documents created in Google Drive are automatically stored online and on the Chromebook itself, making the document available when Internet access is not available.

Personalizing the Chromebook:

Chromebooks must remain free of any decorative writing, drawing, stickers, paint, tape, or labels that are not the property of USD #294. Spot checks for compliance will be done by administration at any time.

Students may not add any personal music, photos, and videos to their Chromebook.

Software on Chromebooks:

Originally Installed Software:

Chromebook software is delivered via the Chrome Web Store. These are web-based applications that do not require installation space on a hard drive. Some applications, such as Google Drive, are available for offline use. The software originally installed on the Chromebook must remain on the Chromebook in usable condition and easily accessible at all times.

All Chromebooks are supplied with the latest build of Google Chrome Operating System (OS), and many other applications useful in an educational environment. The Chrome OS will automatically install updates when the computer is shutdown and restarted.

From time to time the school may add software applications for use in a particular course. This process will be automatic with virtually no impact on students. Applications that are no longer needed will automatically be removed by the school as well.

Virus Protection:

Virus protection is unnecessary on the Chromebook due to the unique nature of its design.

Additional Software:

Students are unable to install additional software on their Chromebook other than what has been approved by DCJ/SHS.


Students may be selected at random to provide their Chromebook for inspection. The purpose for inspection will be to check for proper care and maintenance as well as inappropriate material being carried into the school.

Procedure for Restoring the Chrome OS:

If technical difficulties occur, technical support staff will use the “5-minute” rule. If the problem cannot be fixed in 5 minutes, the Chromebook will be restored to factory defaults. In a One-to-One environment it is impossible for support staff to maintain a working environment for all if too much time is spent fixing every glitch that may arise. Restoring the Chrome OS will restore the device to the state in which the user originally received it. All student created files stored on an external miniSD card, USB flash drive, or Google Drive will be intact after the operating system is restored. All files saved on the chromebook that have been synced to Google Drive will be intact. However, all other data (music, photos, documents) stored on internal memory that has NOT been synced will not be restored.

Protecting & Storing Your Chromebook:

Chromebook Identification:

Chromebooks will be labeled in the manner specified by the school.

Chromebooks can be identified in the following ways:

● Record of serial number and USD #294 asset tag

● Individual’s Google Account username


Under no circumstances are students to modify, remove, or destroy identification labels.

Storing Your Chromebook:

When students are not monitoring their Chromebook, they should be stored in their lockers with the lock securely fastened. Nothing should be placed on top of the Chromebook, when stored in the locker. The Chromebook should be charged fully each night at the student’s home. Chromebooks should never be stored in a vehicle.

Storing Chromebooks at Extracurricular Events:

Students are responsible for securely storing their Chromebook during extra-curricular events.

Chromebooks Left in Unsupervised / Unsecured Areas:

Under no circumstance should a Chromebook be stored in unsupervised areas. Unsupervised areas include the school grounds and campus, the cafeteria, unlocked classrooms, library, locker rooms, dressing rooms, hallways, bathrooms, extra-curricular bus, in a car, or any other entity that is not securely locked or in which there is not supervision.

Unsupervised Chromebooks will be confiscated by staff and taken to the Principal’s office. Disciplinary action will be taken for leaving a Chromebook in an unsupervised location.  This will be marked as not being in possession of your Chromebook and the discipline imposed for check-out will coincide for both.


Repairing or Replacing Your Chromebook:

Chromebooks Undergoing Repair:

  • Loaner Chromebooks may be issued to students when they leave their Chromebook for repair.
  • If repair is needed due to malicious damage, the school may refuse to provide a loaner Chromebook.
  • Repaired Chromebooks will end up with the original factory image as first received. It is important that students keep their school data synced to Google Drive so documents and class projects will not be lost. Personal information that cannot be replaced should be kept at home on an external storage device.
  • Parents will be charged per incident for Chromebook damage that is a result of misuse or abusive handling.
    • Per-incident damage charge will be $35.
    • Lost Chromebooks, or purposely damaged chromebooks, are handled by the administration, and the family could be responsible for the full initial cost of the device and administrative action to the student.
  • A Chromebook or any of it’s accessories that are lost or intentionally damaged is the responsibility of the student and parent involved. The student will not be given a replacement device or accessory until the replacement cost of the lost/damaged device or accessory is paid to the school. Replacement costs are:
    • Chromebook - $250
    • Protective Case - $25
    • Power cord & Charger - $20
  • Failure of the parent, legal guardian, or student over the age of 18 to pay any fees from an intentionally damaged, lost, or stolen Chromebook will be reported for collection.


Chromebook Check-out/Unattended Chromebook Penalty


Chromebooks can be checked out through the office if a student forgets their device at home or forgets to charge their Chromebook. Unattended Chromebooks will be taken to the office to be reissued.  Students will be kept track of and penalized when they need to check out a loaner or have their Chromebook reissued to them.


1st infraction- Warning

2nd infraction- 15 minute detention/Call Home

3rd infraction- 30 minute detention/Call Home

4th infraction- 30 minute detention/Call Home

5th infraction- No loaner/ISS/Call Home (Same for future infractions)












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