Staff loan agreement

[manamaga2512]

Hi all, we were recently subject to an ICT audit. All went well and we hand only one recommendation, and that is that we should have staff signing some form of loan agreement when they are issued with academy ICT equipment (Laptop, iPad etc), which they should also sign upon return of said equipment should they leave the academy. Do any of you have anything similar in place?

[tj2419]

We use school asset manager for our asset register. As part of this it has a facility for staff to sign out using a mouse or touch screen device and emails them a receipt and us a receipt. Same happens when it's returned.

 

Think it was designed for 1:1 device schools in the USA but works well for us. No more disputes of "I bought it back", "where's your receipt then?"

[manamaga2512]

Sounds good. I also have an ICT asset system but it doesn't provide that level of functionality. Which system are you using?

[tj2419]

Sounds good. I also have an ICT asset system but it doesn't provide that level of functionality. Which system are you using?

 

It's called School Asset Manager https://schoolassetmanager.co.uk/

[Fazza]

We have an Acceptable Use Agreement that staff have to sign when we hand out equipment like laptops to them, we put on the laptops asset tag, make, model and serial number and they sign one place to accept the Acceptable Use Agreement and another part saying any equipment listed must be returned in the same condition as it was issued to them when they leave the Academy.

[localzuk]

We have a loan agreement that they sign when they are issued something, but they don't sign it on returning anything - however, we will be looking at this again now that our MAT is fully formed, so it will likely change to have something at both ends of the loan.

[pcstru]

Hi all, we were recently subject to an ICT audit. All went well and we hand only one recommendation, and that is that we should have staff signing some form of loan agreement when they are issued with academy ICT equipment (Laptop, iPad etc), which they should also sign upon return of said equipment should they leave the academy. Do any of you have anything similar in place?

 

We have equipment loan sheets for laptops issued to staff which they and we sign on issue and return to record the condition of the equipment. We also have them sign that they have read and understood the AUP.

[manamaga2512]

Thanks for the speedy replies everyone! Some good ideas.

[keyboards]

We just had a word document with a table in it with headings like

 

All school details at top etc

 

Item name

Name of person borrowing equipment

On/Off site

What it was

Serial Number

Qty

Date signed out

Signed by staff

Signed by IT

Date signed in

Signed by staff

Signed by IT

 

Sure that was pretty much it, took 30 seconds to do, no auditor ever had any problems with it

[manamaga2512]

Thanks again everyone! I found a student loan agreement on here and just made a few changes. Here is what I have submitted to SLT for approval. Please feel free to plagiarise :-)

 

 

 

Staff ICT Equipment - Loan Agreement

 

 

Staff name:______________________________________

 

 

Introduction

 

ICT Equipment is loaned to you by the Academy on a temporary basis in order to help with the preparation of your teaching and learning resources, and to help with access to online resources when inside the academy or at home.

 

 

1. The loan agreement exists between the Academy and the named person who has signed this loan agreement.

 

2. ICT equipment will be loaned to the named person for the duration of their employment and must be returned if the employment ceases, or at any time if requested by the ICT tech team for the purposes of maintenance (point 6 below), or by any member of the SLT.

 

3. All loaned equipment and associated peripherals remain the property of [ insert school name ].

 

4. All loaned equipment will come with any required software pre-installed. If you have any technical issues with the equipment, this should be reported to the ICT tech team at the earliest opportunity. If you need to install software of your own, this must be licensed and legally purchased and approved by the ICT tech team before installation takes place. An ICT technician must carry out all software installations. At no point must you attempt to make any changes to equipment hardware.

 

5. The computer and the connectivity equipment must not be used for any illegal and/or antisocial purpose, in accordance with the Academy Acceptable Use of ICT Policy.

 

6. There may be occasions when we need you to return the computer to school for upgrades and maintenance. Please note that because of these upgrades, it may be necessary to completely remove all information contained on the computer. [ Insert school name ] cannot be held responsible for the loss or damage of any data on the computer during this process. It is your responsibility to ensure that you have backed up any data you wish to keep and to return the equipment to school when requested.

 

7. Personal data should not be stored on any Academy owned equipment.

 

9. If any equipment is stolen you must immediately report it to the police and get a crime reference number, and immediately report this to SLT and the ICT tech team.

 

10. In the event of any equipment being stolen or accidentally damaged, we will do our best to repair or replace it. Please note that it is not always possible to repair or replace equipment immediately.

 

 

 

Responsibilities you have to care for loaned equipment.

 

11. You have a responsibility to take reasonable care to ensure the security of the computer and connectivity equipment.

 

12. You must not decorate or change the external face of the equipment provided in any way, including affixing stickers or cases.

 

13. You must not remove any labels that are attached to the equipment, including but not limited to, asset labels and PAT testing labels

 

13. Reasonable health and safety precautions should be taken when using ICT Equipment. The school is not responsible for any damage to person or property resulting from the misuse of equipment.

 

 

I have read or had explained and understand the terms and conditions in the loan agreement.

 

Equipment asset numbers:__________________________________________________________________

 

________________________________________________________________________________________

 

 

Staff signature: _______________________________________ Date:__________________________

 

 

Printed Name: ___________________________________

 

 

 

Technician signature:__________________________________ Date:__________________________

 

 

 

Printed name:____________________________________

[keyboards]

Looks good, it's one of them things I wish had a taken when I left a copy of the file, as I I would've just sent it to you

[Lonix]

Hi all, we were recently subject to an ICT audit. All went well and we hand only one recommendation, and that is that we should have staff signing some form of loan agreement when they are issued with academy ICT equipment (Laptop, iPad etc), which they should also sign upon return of said equipment should they leave the academy. Do any of you have anything similar in place?

 

Oh yes we do, it's a simple bullet point version of the AUP and on the other side is the actual AUP.

 

Basically look after it, it doesn't belong to you it's assigned, it's for work only and if at any stage we need to review it we can. Course it's all forgotten within 5 seconds and expected to get new ones after 5 minutes.

[manamaga2512]

There's two reasons for bringing this in; 1 - The recent ICT audit, and 2 - A member of staff who recently left and claims that she was told that the laptop was hers and could keep it!! Yeah right, because that's what schools do, "Welcome to our school, we hope you enjoy your stay, and here is your welcome gift of £800 worth of ICT equipment to do with what you will"! NOT.

[keyboards]

Wait till you fail an IT Audit as you've got a £10 photo frame that isn't on the inventory:rolleyes:

[Sylv3r]

I've just dug this one out of my folders. Couldn't really tell you when the last time we used it - it's from around the time of Laptops for Teachers!

 

St. Bede's Loan Agreement Proforma.doc

[manamaga2512]

Wait till you fail an IT Audit as you've got a £10 photo frame that isn't on the inventory:rolleyes:

 

Oh dear! LOL. Our assets are all over the place and nowhere near accurate at the moment, but we used the fact that we've just moved into a new building to get round that ;-)