Due to the nature of the responsibilities and job tasks of employees in the facilities department, facilites department employees should coordinate with the Facilities Director on an appropriate device.
Instead of a laptop, facilites employees, in consultation with the Facilities Director, may use the stipend towards an appropriate smart phone to function as their work device. The Facilities Director is responsible for determining if an employee requires a laptop or a smart phone for their job function. A facilities employee who, in the determination of the Facilities Director, requires a laptop will be subject to the standard employee device replacement program.
Facilities employees who use the stipend towards the purchase of mobile phone must keep these items in mind:
- A device purchased under the stipend is property of the employee, and will not be repaired or replaced by the school for any reason. Employees should consider a replacement/repair policy.
- The stipend may not be used towards any mobile carrier subscription fees (The stipend is for hardware only).
- In the event of termination, retirement or resignation within the length of the employees current contract, the full allowance paid out will be deducted from the final paycheck.
- Meadowbrook does not have loaner phones for employees in the case of repair or loss
- Meadowbrook reserves the right to adjust and/or eliminate this program at any time.
Along with the standard Digital Allowance Program paperwork, the employee must provide a copy of a dated email from the facilites director with the model, storage capacity and other details of the phone authorized. The receipt must match this model, capacity, and total cost as approved by the Facilities director.
Facilities Digital Allowance Program Policy
Meadowbrook will provide an allowance of up to $1,200 taxable benefit to eligible facilities department employee every 3 years to purchase an appropriate device that can be used for both business and personal purposes. This allowance is intended to cover:
- a smart phone, model of which must be coordinated with the Facilities Director.
- One (1) protective case.
Employees are encouraged to seek the guidance of IT, utilize training provided by Meadowbrook, and consult with co-workers as they seek a device that will help increase their productivity. The employee may exceed the allowance amount at their own expense.
Employees using the Digital Allowance Program will turn Meadowbrook-owned equipment in when their purchase receipt(s) are submitted.
Eligibility
All employees over 75% FTE are eligible. Exceptions may be approved by the Headmaster.
Termination
In the event of termination, retirement or resignation within the length of the employees current contract, the full allowance paid out will be deducted from the final paycheck.
Policy and Appropriate Use
It is imperative that any mobile device that is used to conduct Meadowbrook business be utilized appropriately, responsibly, and ethically. Based on this requirement, the following rules must be observed:
Access Control
- IT reserves the right to refuse, by physical and non-physical means, the ability to connect personal devices to corporate and corporate-connected infrastructure. IT will engage in such action if such equipment is being used in a way that puts the Meadowbrook's systems, data, users, and/or clients at risk.
- Digital Allowance Program participants must employ, for their devices and related infrastructure, security measures deemed necessary by the IT department, including anti-virus and anti-malware software.
Security
Employees using personally-owned devices and related software for network and data access will, without exception, use secure data management procedures.All devices that are able to store data must be protected by a strong password.
- All users of personally-owned devices must employ reasonable physical security measures. Digital Allowance Program participants are expected to secure all such devices whether or not they are actually in use and/or being carried. This includes, but is not limited to, passwords, encryption, and physical control of such devices whenever they contain enterprise data.
- Any non-Meadowbrook computers used to synchronize with these devices will have installed up-to-date anti-virus and anti-malware software.
- All sensitive Meadowbrook data must be kept on the Meadowbrook's network or in a Meadowbrook-owned account. Meadowbrook does not backup any local data.
Help & Support
- Employees who opt in to the Digital Allowance Program are not eligible for support for device-specific hardware or software from Meadowbrooks IT department. If the employee-owned device requires maintenance, the employee is responsible for taking the device to an employee-provided third party as covered by the allowance.
- Meadowbrooks IT department will triage support calls to determine if the issue is software or hardware related. If the issue is hardware related, the employee will be forwarded to the third-party support provider for maintenance. If the issue is software related or related to web-based applications Meadowbrooks IT department will perform maintenance.
Organizational Protocol
- IT can and will establish audit trails, which will be accessed, published, and used without notice. Such trails will be able to track the attachment of an external device to the corporate network, and the resulting reports may be used for investigation of possible breaches and/or misuse.The Digital Allowance Program Participant agrees to and accepts that his or her access and/or connection to Meadowbrooks networks may be monitored to record dates, times, duration of access, etc., in order to identify unusual usage patterns or other suspicious activity.This monitoring is necessary in order to identify accounts/computers that may have been compromised by external parties.
- Any questions relating to this policy should be directed to the Director of Innovation and Technology. A copy of this policy, and related policies and procedures, can be found at Meadowbrooks IT Support Site.
- Violations of this agreement can result in removal from the Program and disciplinary actions, as determined by the Headmaster.