Guidelines & Expectations

Educator Laptop Support Procedures


These laptops are assigned directly to an employee for the purpose of teaching, learning, and performing administrative duties. They are NOT generically assigned to a school. Accepting a laptop is voluntary. Laptops must be used in accordance with Policy 1300 “Acceptable Use of District Technology and Networked Information” and Regulation 4216.2 “Employee Acceptable Use of Electronic Communications Systems in Schools” as well as relevant federal and provincial statutes such as the Freedom of Information and Protection of Privacy Act (FIPPA) and Criminal Code of Canada.

Use and Care

Since these laptops are individually assigned, it is recommended that only the employee that has been assigned the laptop should be using it. It should NOT be used by students or by friends or family. The laptop may be used by the employee at home and away from school however it should always be stored in a secure place and carefully transported to and from school. It should remain free from permanent markers or permanent stickers. Software programs that download and/or distribute copyrighted material such as games, music, movies, etc are prohibited.

Data Storage

The laptops have been configured to access the employee’s network drives (ie: H: or W: drive) from any location, including home. Work files should NOT be stored locally on the computer but rather saved to network drives or to cloud storage (G-Suite). These laptops are not backed up by the district so in the event of a hard drive failure or software corruption, it may become necessary to re-image the device and restore it back to the original state when first issued.


These laptops are fully supported by the school district’s Information Technology Department and include a 5 year onsite hardware warranty. If you experience technical problems with the laptop or require assistance in using it, contact the Help Desk by submitting a Help Desk ticket or by calling the Help Desk directly at (250) 475-4122.

Teacher Absence

Short term absences are sudden or unplanned absences. For the purpose of the educator laptop program, short term absences are defined as 40 school days or less where a teacher is absent at one time. Teachers can retain their assigned laptops during short term absences. When a teacher is absent under this term, the replacement teacher can use the teacher’s desktop PC in the classroom or possibly a mobile device that the school has set aside for Teacher use.

Longer term absences are defined as absences that exceed 40 school days. Under this condition, the laptop must be transferred back to the Information Technology Department to be redeployed. Leave your laptop with your Principal and log a Help Desk ticket to let your School Technologist know to pick it up.


In the event where a Teacher has been assigned a laptop and is retiring or leaves the school district, the laptop must be transferred back to the Information Technology Department for redeployment. Leave your laptop with your Principal and log a Help Desk ticket to let your School Technologist know to pick it up.

Assignment Change

In the event where a Teacher with a laptop loses their continuing assignment mid-year, the Teacher may continue to retain and use the laptop until the end of the school year, after which they must transfer it back to the Information Technology Department. Leave your laptop with your Principal and log a Help Desk ticket to let your School Technologist know to pick it up.

Laptop is lost or stolen

The teacher must assume a reasonable amount of care and responsibility for the laptop’s safety against theft or damage. The laptop should never be left unattended in a public place or in a vehicle. It takes only seconds for a laptop to be stolen. In the event that a laptop is lost or stolen, immediately file a police report and then go to to report the missing laptop to the school district.

Laptop failure or damaged

Normal “wear and tear” of the laptop is expected. Instances of normal “wear and tear” might include faint scuffs or scratches but don’t usually include deep cuts, screen cracks or breakage. Laptops that become damaged or broken should be reported to the Help Desk immediately. They will expedite the repair and possible replacement of the laptop as quickly as possible.

Following are some general guidelines to assist in protecting your laptop from damage:

  1.  Laptops should never be stored in a vehicle for any length of time. It is vulnerable to theft and possibly extreme temperature changes, especially in the winter and summer months.
  2.  Do not use your laptop on unstable furniture and ensure that power, network or presentation cords do not present a trip hazard.
  3.  Protect your laptop when transporting it to and from school.
  4.  Do not put stickers on the laptop as they are very difficult to remove in the event of the laptop needing to be assigned to another member of staff.