MICHIGAN JEWISH INSTITUTE Policy and Procedure Manual

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MICHIGAN JEWISH INSTITUTE

Policy and Procedure Manual

Functional Area: ELECTRONIC/ASSETS MANAGEMENT Policy No. EAM 1030

Title: Off-Campus Use of Computer and other Electronic Equipment

Effective Date: October 12, 2010 Page No.

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GENERAL PURPOSE:

This policy is intended to provide specific administrative processes and procedural guidelines to be utilized when Michigan Jewish Institute (MJI) computers and other

A/V equipment are requested for off-campus use by staff and faculty members.

POLICY:

It is the policy of MJI that only current Michigan Jewish Institute (MJI) faculty and staff members are permitted to use computer and other electronic equipment for off-campus purposes upon authorization by an MJI information systems administrator. Any computer and electronic equipment or licensed software owned by MJI is intended for and limited to MJI academic related work or projects only. All MJI equipment remains the property of MJI and must be returned to MJI upon request.

Faculty and staff authorized to use MJI owned computers and other electronic equipment for off-campus use are responsible for any/all equipment damage, loss, or theft incurred while the equipment remains checked out and in their possession. MJI will not be held liable for any equipment repair or replacement costs.

PROCESS:

I. COMPUTER AND OTHER ELECTRONIC EQUIPMENT CHECK-OUT PROCESS

AND PROCEDURES.

A. MJI staff or faculty member requesting to borrow MJI computers or other electronic

equipment agree to the stipulations in the Off-Campus use of Computers and other

A/V Equipment Policy (EAM 1030) and must complete the Employee

Acknowledgement of Policy, attached to this policy.

B. Computer/Equipment is unreserved and use is on a first-come, first-serve basis

unless reserved for specific and scheduled classes.

Revised: Printed February 14, 2013

ה " ב

MICHIGAN JEWISH INSTITUTE

Policy and Procedure Manual

Functional Area: ELECTRONIC/ASSETS MANAGEMENT Policy No. EAM 1030

Title: Off-Campus Use of Computer and other Electronic Equipment

Effective Date: October 12, 2010 Page No.

2 of 4

C. Computer/Equipment must be returned directly to the IS Department at least fifteen

(15) minutes before the scheduled close of business on that day. Renewal will depend

on availability or other requests for the equipment.

D. Staff should remain with the returned equipment for approximately 10- 15 minutes

to provide the IS Department time to inspect the condition and log in the returned

equipment.

E. Special software needs are contingent upon licensing, availability, and hardware

compatibility requirements. Special software requests must be submitted two weeks

in advance of the reservation via the IT Support Help Desk. For additional

information and procedures, see Policy EAM1010. Both policies must be adhered to

as related to the particular item borrowed.

E. Faculty and staff must personally pick up and return equipment from the IS

Department during Michigan Jewish Institute normal business hours. If the IS

Department is closed or otherwise unavailable the equipment is to be returned the

next business day.

F. Assistance with computer and equipment setups is available during Michigan Jewish

Institute normal business hours. Arrangements should be made at least a week in

advance and are subject to IS personnel and hardware availability.

H. The borrower should immediately report any equipment problems to the help desk

(helpdesk.mji.edu).

G. It is the borrower’s responsibility to create backup copies of any personal

information/files needed prior to returning any MJI computers or other recording

devices. MJI takes no responsibility for a borrower’s files that have not been copied or

erased after the computer or other electronic equipment is returned to the IT

Department. MJI may re-image returned equipment thereby causing the loss of any

remaining personal files.

Revised: Printed February 14, 2013

ה " ב

MICHIGAN JEWISH INSTITUTE

Policy and Procedure Manual

Functional Area: ELECTRONIC/ASSETS MANAGEMENT Policy No. EAM 1030

Title: Off-Campus Use of Computer and other Electronic Equipment

Effective Date: October 12, 2010 Page No.

I. Do not leave MJI equipment unattended while in your possession.

3 of 4

II. RELATIONSHIP TO OTHER MJI COMPUTING/NETWORK FACILITIES USE

POLICIES.

This Policy supplements and does not supersede other MJI policies governing the appropriate or acceptable use of computing and network facilities.

III. EMPLOYEE ACKNOWLEDGEMENT OF POLICY.

Whenever computer and other electronic equipment is borrowed, employees must sign an acknowledgement of this policy, which includes the following language:

I have received a copy of the Michigan Jewish Institute (MJI) Electronic Assets

Management Policy (EAM), Policy Number EAM 1030 and MJI Policy Number

EAM 1010. I have read, understand, and therefore agree that I will be personally responsible for loss or damage to any MJI computer or other electronic equipment occurring as a result of my own negligence or failure to abide by the terms described in both policies.

Upon request or when my employment with MJI terminates, I understand that I am required to immediately return to MJI the exact computer and/or other electronic equipment received from, or belonging to, MJI including but not limited to, any property, data, files, and/or other associated information that I have in my possession or that I have created on behalf of MJI.

______________________ ______________

Employee Signature Date

The signed form will be collected from all MJI employees and made part of their

Revised: Printed February 14, 2013

ה " ב

MICHIGAN JEWISH INSTITUTE

Policy and Procedure Manual

Functional Area: ELECTRONIC/ASSETS MANAGEMENT Policy No. EAM 1030

Title: Off-Campus Use of Computer and other Electronic Equipment

Effective Date: October 12, 2010 employee files.

Page No.

4 of 4

AUTHORIZATIONS : (at least one signature is necessary to enact this policy/procedure)

_______________________________ ______________________________

President Other Senior Management

Revised: Printed February 14, 2013

EMPLOYEE ACKNOWLEDGEMENT OF POLICY

I have received a copy of the Michigan Jewish Institute (MJI) Electronic Assets

Management Policy (EAM), Policy Number EAM 1030 and MJI Policy Number

EAM 1010. I have read, understand, and therefore agree that I will be personally responsible for loss or damage to any MJI computer or other electronic equipment occurring as a result of my own negligence or failure to abide by the terms the both policies.

Upon request or when my employment with MJI terminates, I understand that I am required to immediately return to MJI the exact computer and/or other electronic equipment received from, or belonging to, MJI including but not limited to, any property, data, files, and/or other associated information that I have in my possession or that I have created on behalf of MJI.

______________________ _______________

Employee Signature Date

Revised: Printed February 14, 2013

MJI EAM 1030 POLICY FORM

Off-Campus Use of Computer and other Electronic Equipment

Name of borrower:

MJI Computer/A/V Equipment Check Out Record

Office Telephone #:

Home/Cell Telephone

Numbers:

Check-Out Date:

Item 1 Description:

Serial Number:

Item 2 Description:

Serial Number:

Item 3 Description:

Serial Number:

Condition of Equipment at

Check-Out:

Date of Anticipated

Equipment Return:

Condition of Equipment at

Check-In:

Item 1: □ Excellent □ Good □ known problem =

Item 2: □ Excellent □ Good □ known problem =

Item 3: □ Excellent □ Good □ known problem =

Item 1:

Item 2:

Item 3:

Item 1: □ Excellent □ Good □ new problem =

Item 2: □ Excellent □ Good □ new problem =

Item 3: □ Excellent □ Good □ new problem =

Note: Equipment must be returned immediately if requested by MJI .

Outbound:

_____________________ _____________________

Borrower’s Signature MJI IT Personnel Signature

_____________________ _____________________

Date Printed Name MJI IT Personnel

Inbound receipt:

_____________________ _____________________

MJI IT Personnel Signature Borrower’s Signature

Revised: Printed February 14, 2013

Revised: Printed February 14, 2013

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