XXXX | Employee Device Circulation Agreement

Policy Manager: [Policy Manager Title]

Process

• Ownership of the device resides with the Institute. The device must be returned when employment ends or the device is no longer needed to fulfill job requirements.  

• As the device is the property of the Institute, users are required to promptly respond to Information Technology Department requests to return the device to the Information Technology Department.  

• The Institute will offer operating system and application software upgrade support when available and appropriate and/or required.   

• The Information Technology Department’s support of Institute owned devices will be equivalent to that provided for Institute-owned non portable devices. Direct support will only be provided while devices are on campus.  

Responsibility

It is the faculty/staff member’s responsibility to take appropriate precautions to prevent damage to or loss/theft of the device assigned to them. The faculty/staff member or department may be responsible for certain costs to repair or replace the device if the damage or loss is due to negligence or intentional misconduct.

Contract Based Equipment Loan Periods

Contract employee equipment is to be returned to the Information Technology Department at the end of their contract. If a new contract is expected to be put into place, written communication from their Supervising Vice President is required in order for the employee to retain the equipment between active contract dates. If no new contract is put into effect, the equipment is to be returned within 10 days of its requested return. 

Theft

If the device is lost or stolen it must be reported to the Information Technology Department immediately. For theft or loss occurring off Institute property, it should also be reported to local police as well. The police report should include the serial number for the stolen device. A copy of the police report must be sent to the Information Technology Department within 48 hours of the discovery of the loss.

Upgrades and Troubleshooting

Direct support will only be provided while devices are on campus.

Copy

A copy of this statement will be maintained in the faculty/staff’s personnel file maintained in the Human Resources Department. This agreement is available for reference at https://my.cia.edu/ICS/Technology/ 

Approval Authority: [For policies, either CIA Cabinet or Board of Directors; for procedures, the expected governing body for the approval and revision of the document.]

Adoption and Revision History