Receiving the Chromebook

Chromebooks will be distributed to 2nd through 12th grade students at the beginning of each school year. All students will be given a District issued device.

If it is deemed that the device is unable to meet learning needs of a student due to extenuating circumstances, the District will work with the Assistive Technology Coordinator to help find a device that is more suitable. The information in this handbook will be shared in a variety of ways to help students understand how to use and protect their Chromebook. The following items and accessories will be distributed and recorded in the District inventory system:

• Chromebook with Holmen School District identification, student name and barcode affixed to device - none of which should be removed
• Charging cord with A/C adapter power block
• Protective sleeve (carrying case/bag)

Returning the Chromebook

Elementary and Middle School students will return their Chromebook at the end of each school year.  High School students have the option to keep their Chromebook each summer prior to their graduation.  This option is available to students beginning the summer they transition into high school. 

Students will typically retain the same Chromebook for 3-4 years. If the Chromebook issued to the student is not returned, law enforcement will be notified and the Chromebook will be considered stolen property.

Taking Care of the Chromebook

Care of the Chromebook is the responsibility of the student. In the event that a Chromebook fails to work properly or is damaged, students should take the Chromebook to the Helpdesk Specialist (their office can be found at both the middle and high school) where the repair process will begin.

DO NOT take a District owned Chromebook to an outside computer service for any type of repair or maintenance - All repairs and maintenance are completed by District I&T staff. 

Device Expectations

• Students should not have food or water/other drinks near the Chromebook
  • Damage caused by liquids and/or food will NOT be covered by the Device Protection Plan
• Students should exercise care when inserting and removing all cords, cables, and accessories
• Pressure should not be applied against the screen
• While walking in the hallway, the Chromebook should be in the closed, District provided carrying case
• Students should not carry the Chromebook by the screen or with the screen open
• When outside of the carrying case, the Chromebook must always be carried or moved using both hands
• Students should not leave the Chromebook in an area of extreme temperature (such as a car)
• When students are not using their Chromebook, they should store it in their locked locker or in a secure classroom designated by a teacher
• Students should take their Chromebook home every night and bring it to school fully charged. It is advised that students set up a charging routine at home for this purpose
• Chromebooks will not be allowed to be charged at school
• All screen savers and backgrounds must be school appropriate
• Students should not be sharing their devices

Using the Chromebook at School

Students will be expected to bring their Chromebook to every class unless told by their teachers not to do so. If the student’s Chromebook is left at home, they will be issued a loaner Chromebook from the building library or building technician, if available. Students should return loaners to the library or building technician office before the end of every school day.

Chromebooks Under Repair

When a student’s Chromebook is in for repair, he/she will be issued a Chromebook from the library or building technician office to use until it is repaired. These Chromebooks may be checked out for home use on an as needed basis and must be approved by administration. The same expectations apply to Chromebooks on loan during repair periods as for Chromebooks issued to students at the beginning of the year.

Device Security

Students should keep the device stored in a secure place. For example, the Chromebook should be in a locked locker during the school day, or in a secure place assigned by a coach or advisor during athletic events, games, practices, and trips. An unattended Chromebook may be confiscated by school personnel as protection against theft.

Sound

Students should keep their sound muted unless a teacher gives permission for it to be on for instructional purposes. Students will be expected to have headphones or ear buds to use when sound is necessary.

Printing

Students are highly encouraged to send documents electronically to their teachers to avoid using unnecessary paper and ink. Printing to library printers is allowed for special circumstances, such as process papers, visuals for presentations, IEP accommodations, etc.

Account Access

In order to gain access to the District network, students should log in with their District account. Students should only use their account. Use of another student’s account is prohibited under the District Acceptable Use Policy.

Accessories

Though not required, students may purchase accessories such as hard shell cases, mice, keyboard covers, etc.

Repair Costs & Device Protection Plan

Responsibility for Repair Costs

The District covers the costs of device repair or replacement due to manufacturing defect, device malfunction or normal wear and tear for students actively enrolled in the District.  All repairs or replacements are to be initiated by visiting the IT team member at your school, available via the school library.

The District does not cover the costs of device repair or replacement needed due to accidental damage, misuse, abuse, neglect, loss or theft.  A Device Protection Plan is available to cover some of these costs. Coverage limitations apply. 

Chromebook Device Protection Plan (DPP)

Parent/guardians are responsible for any repairs needed to the Chromebook due to accidental damage, misuse, abuse, loss, theft or neglect. To help alleviate the potential liability for some of these costs, the District offers an optional Device Protection Plan.

• To purchase DPP follow these instructions.
• To decline DPP complete this form.

Each year parents/guardians will be required to purchase or decline the Device Protection Plan.   The District's optional DPP covers costs associated with accidental damage or theft. Parents who do not have the optional DPP will be responsible for payment of all repairs or replacements not otherwise covered by the District.  

The fee (cost per student per year) of Chromebook DPP will be set each year by the District’s I&T Department. The 2024-25 school year fee is $35/student/year.  Students in grades 6 through 12 are eligible to participate.  These are the grade levels in which students regularly bring their Chromebook to and from school.  Parents seeking payment assistance should contact the school office.

This fee will cover the cost of fixing the device in case of damage, or replacing the device in the event it is stolen. To replace a stolen Chromebook a police report must be filed. A device that is lost by the student will not be replaced by this DPP.

Each type of repair or replacement will be done one time under the DPP, with no deductible. Subsequent damage to the device will be the responsibility of the student/parent/guardian. Chromebooks will be returned to the student after the repair is completed and any necessary payments for parts are made.

Power bricks, cases and cords are only covered by the DPP when damaged equipment is returned to the buildings’ technician. Replacement items must be purchased from the District.

If the Chromebook is intentionally damaged, the parent/guardian is responsible for the full cost of replacement of the damaged part(s) or entire Chromebook (up to $415) regardless of whether or not the student is a participant in the DPP.

• Carvings
• Drawings
• Adhesives - including stickers
• Removing rubber padding
• Peeling rubber buttons off keyboards
• All other instances defined by the building technician as intentional damage.