Portable Technology Accountability Procedure

Portable Technology Accountability Procedure

1. INTRODUCTION
   This procedure aims to establish clear guidelines for accountability and responsibility regarding the loss or damage of portable technology devices provided by Hudson County Community College (HCCC) to employees and students. This procedure is in alignment with the HCCC Information Technology Services Policy approved by the HCCC Board of Trustees.
2. APPLICABILITY
   This procedure applies to all individuals, including employees and students, for whom HCCC has issued portable technology devices.
3. ACCOUNTABILITY
   
   
   1. Individual Responsibility
      1. All individuals issued portable technology devices are personally responsible for the proper care and safekeeping of the equipment.
      2. Users must report any loss or theft of the portable technology device to the Office of Public Safety and Security immediately. Any damage to the device must be reported to the Office of Information Technology Services (ITS) immediately.
   2. Reporting Procedure
      1. Individuals reporting a lost or damaged device must provide detailed information about the incident, including the date, time, and location.
      2. A written incident report must be submitted to the Office of Public Safety and Security within 24 hours of an occurrence of loss or theft.
   3. Investigation
      1. The Office of Public Safety and Security will investigate the circumstances surrounding the loss of the portable technology device.
      2. Individuals involved may be required to cooperate fully with the investigation, providing any relevant information.
   4. Accountability Measures
      1. If the loss or damage is found to be due to negligence or intentional actions, the individual may be held financially responsible for the repair or replacement cost of the equipment.
      2. Individuals will be notified in writing of the outcome of the investigation and any financial obligations.
   5. Financial Responsibility
      1. Individuals held responsible for the loss or damage will be required to reimburse HCCC for the repair or replacement cost of the portable technology device. The repair or replacement cost of employees' equipment could come from the office/school’s budget.
      2. Payment arrangements may be made with the Office of Accounting, and failure to fulfill financial obligations may result in additional consequences, including holds on academic records or other disciplinary actions.
4. EXCEPTIONS
   Cases involving loss or damage due to theft or other criminal activities will be handled following local law enforcement procedures.
5. COMMUNICATION
   This policy will be communicated to all individuals receiving portable technology devices through the distribution of written materials, inclusion in employee/student handbooks, and electronic communication channels.

Approved by Cabinet March 2024
Associated Policy: ITS

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