IS - 1006 Laptops	Communication Release Date: 8/15/01
Policy

CNM Board Policy

Employee Handbook 12.17, CNM Technology Use Policy

Administrative Directive

Introduction

In order to support a variety of work schedules, job assignments, and special projects, and to increase accessibility to current technology, Central New Mexico Community College (CNM) provides a number of laptop computers for check-out by CNM employees.  This policy establishes guidelines for administering this equipment, provides procedures for checking out or otherwise obtaining a laptop computer, and suggests guidelines for handling the equipment while it is out of the department.  This policy applies to all CNM-owned laptops, software, books, and/or accessories.

1. Security Provisions

Because of the high dollar value and portable nature of laptop computers, all departments and employees are encouraged to make adequate provisions to ensure that laptops are protected at all times.

Where possible, employees are encouraged to make use of alternative resources to avoid potential loss to the College.  For instance, CNM's Instructional Media Resources department or the computer equipment available for use at business conferences provide alternatives to checking out a laptop.  To protect the financial interests of employees and the College, privileges can be revoked if negligent behavior leads to recurring loss.

2. Check-out Eligibility

Regular, temporary, and casual full-time and part-time CNM employees are eligible to check out laptop computers.  For the purposes of this policy, "employees" does not include student employees.

3. Check-out Guidelines for ITS Department-owned Laptops

The Office of Information Technology Services (ITS) provides several types of laptop computers for checkout on a temporary, short-term basis.  A list of the laptops and the software installed on each is available upon request from the ITS Helpdesk.  Laptop computer accessories, including tutorial books, software, and hardware (keyboard, mouse, etc.) are also available for check-out from ITS. 

3.1 Laptops may be checked out for instruction, demonstration, research, and general CNM support directly associated with authorized College activity.  Laptops may not be checked out for personal use.

3.2 Laptops should be requested 24 hours in advance at the ITS Helpdesk / Software Support Department and are assigned on a first-come first-served basis.  To ensure maximum availability, anyone not picking up the laptop within 24 hours of the requested start date forfeits that reservation.

3.3 The duration of the loan is agreed upon at check-out time, but typically should be for the shortest duration possible due to demand.  Special assignments that warrant a longer check-out period can be arranged in advance.

3.4 A supervisor must pre-approve an employee checking out a ITS laptop by emailing the ITS Helpdesk. 

3.5 Each employee must read, sign, and agree to comply with ITS's Laptop Computer Check-out Agreement, this policy, and CNM's Technology Use Policy prior to checking out a laptop from ITS.  These policies are in place to protect the employee and CNM. 

4. Check-out Guidelines for Other Department-owned Laptops

Laptops are available for check-out from several departments.  Check with the person identified for managing the laptops in that area regarding laptop availability.  Although departments may establish their own laptop check-out procedures, the following requirements and recommendations are in place to ensure consistency throughout the College.

Requirements:

4.1 Each department loaning and/or assigning laptops must have a responsible person identified for managing the laptops in that area and for providing a specific check-out procedure and check-out agreement form.

4.2 Laptops may be checked out for instruction, demonstration, research, and general CNM support directly associated with authorized College activity.  Laptops may not be checked out for personal use.

4.3 Each employee must read, sign, and agree to comply with the department's check-out agreement, this policy, and CNM's Technology Use Policy prior to checking out a laptop from any CNM department.  These policies are in place to protect the employee and CNM. 

Recommendations:

4.4 Laptops should be reserved 24 hours in advance.

4.5 Laptops should be checked out for the shortest time possible to allow for maximum availability.

5. Financial Responsibility

On rare occasions, when a laptop is damaged, lost, or stolen as the result of employee or department negligence, the appropriate Vice President reviews the circumstances under which the damage, loss or theft occurred and makes a determination of financial responsibility.  All employees who have short- or long-term use of laptops are responsible for following the Guidelines for Use.

6. Long-term Assignments

A laptop may be assigned to an employee on a permanent or long-term basis with the approval of the appropriate Vice President.  The need for a permanent or long-term assignment is evaluated on a case-by-case basis.  Employees and departments should take their initial request to their immediate supervisor.

7. Purchasing Department-owned Laptops

The immediate supervisor, department head, and appropriate Vice President must approve the purchase of a new department-owned laptop for department use at CNM.  Employees and departments should take their initial request to their immediate supervisor.

8. Laptop Software

ITS Department-owned Laptops:

ITS supports the following software: Windows 95, Windows 98, Microsoft Office Suite 97, Microsoft Office Suite 2000, Internet Explorer, Novell log-on, and some dial-up modems.

8.1 Each ITS laptop is configured with the appropriate software for that model. 

8.2 If the software that is available on the laptop is not adequate for the project or assignment, ITS will work with the employee to determine whether another software package can be installed.  If so, the employee should bring the original software and license to the ITS Helpdesk / Software department for installation. 

8.3 A non-ITS employee may not install additional software on an ITS-owned laptop. 

8.4 Personal use software may not be installed on any CNM laptop.

8.5 To better support the customer, ITS requests one working day to install and test the software.

8.6 To ensure that the laptop remains in compliance with ITS software standards and to avoid problems for other employees using ITS laptops, a non-ITS employee may not change any of the standard software settings on the laptop.

Department-owned Laptops:

8.7 To comply with College technology standards, department laptops are required to have the College's anti-virus software.  ITS provides and installs this software at no charge to the department upon request.  Contact ITS to request this software.

8.8 If additional software is needed on a department-owned laptop, the software can be installed by the department or by ITS with the originating department's approval.  The department should provide ITS with the original software and proof of license.

8.9 Personal use software may not be installed on any CNM laptop.

9. ITS Technical Support

All ITS-owned laptops are supported by ITS.  Department-owned laptops are supported by ITS if they are networked.  At the department's request, network log-on software for department laptops is provided and installed by ITS at no charge to the department.  Contact ITS to request this software.

10. Maintenance and Warranties

ITS provides ongoing maintenance and holds the warranties for all ITS-owned laptops.  Maintenance and warranties for department-owned laptops are the responsibility of each department.

11. Internal Audit

To ensure appropriate use and compliance with CNM policies and procedures, including the Technology Use Policy, all CNM laptops and their use are subject to audit by CNM's internal auditor.

12. Guidelines for Use

Employees are encouraged to follow these guidelines while a laptop is in their possession: 

• Keep the laptop in a locked and secured environment when not being used
• Do not leave the laptop for prolonged periods of time in a vehicle, especially in extreme temperatures; if it must be left in the vehicle for a short time, secure it in a locked trunk
• Keep foods and drinks out of the laptop work area
• Do not leave the laptop unattended at any time in any location (an unlocked empty classroom, an unlocked office, etc.)
• Keep the laptop in sight at all times (on public transportation, at airport security check points, in public places such as restaurants, etc.)
• When leaving a hotel room, place the laptop out of sight or check it at the hotel's front desk

13. Employment Separation

As part of completing the Employment Separation Checklist, the employee's supervisor is required to recover CNM equipment, including laptops, software, and/or accessories, from the separating or transferring employee. 

14. Definitions   

Forms:	ITS Laptop Computer Check-out and Responsibility Agreement
Support Materials:	IS-1002, Technology Use
Reference Materials:	Employee Handbook 12.17, CNM Technology Use Policy