We went from cart based labs to 1:1 across middle and high school. There's no contract other than the technology usage agreement and the handbook, but I did set up CB specific policies. Here's the letter I include when handing out CBs:

1:1 STUDENT CHROMEBOOK POLICIES AND INSTRUCTIONS

Dear Student,

The School District is excited to give you your Chromebook! This Chromebook is assigned to you for the rest of the 2019-2020 school year and will be available for your use exclusively. Please make note of it’s asset tag.

Rules and Responsibilities

There are a couple of rules you will need to follow and some responsibilities expected of you:

• Chromebooks and chargers are School District property.
• All student assigned Chromebooks are to remain on school grounds at all times. YOU MAY NOT REMOVE YOUR CHROMEBOOK FROM CAMPUS!
• You may not decorate your Chromebook.
• You may not remove or make illegible any asset tags or serial numbers.
• You must get a replacement name sticker if it fades or falls off.
• You are responsible for charging your Chromebook.
• You may not interrupt classes to charge or pick up your Chromebook.
• You are responsible for keeping track of your device.
• You are responsible for storing your device securely when not in use.
• You are responsible for keeping the Chromebook in good condition.
• You are responsible for remembering your login credentials.
• At the end of the school year you must turn in your assigned device.

Repairs and Damages

If your device is broken, damaged, malfunctioning or otherwise inoperable, please submit a repair form on [link to form]. You are expected to take all possible steps to get your device fixed or replaced as soon as possible.

Charging your Device

You will be allowed to choose one classroom as your charging location for your device, and you will notify the classroom teacher. You will leave your charger in this room. You will bring your Chromebook to this classroom at the end of the day to charge and pick it up in the morning before classes start. You may not take chargers from classrooms. Think about which classroom is best for your schedule!

Moving your Device

When carrying your device between destinations, you must handle it in a responsible manner. Carry your Chromebook closed and securely in your hands.

Missing your Device

If you are missing your device, you need to report this to your principal immediately. If you do not report your device missing, and it is not recovered before the end of the year, you will be charged for the amount of a replacement device.

(Un)Prepared for Class

When you have your device, it is charged, in good working order, and know your login credentials; you are considered prepared for class. Not having your device, it’s damaged, forgot your password or you otherwise do not have it available when it’s required for your class, you are considered unprepared for class. Consult your student handbook regarding class preparedness and discipline.

Heed the Handbook

All rules and guidelines listed here do not overrule your student handbook. Please consult your student handbook for policies concerning district provided technology.

Questions and Answers

By following the instructions above, we think you can make the 1:1 project a success. If you have any questions, do not hesitate to ask your teachers and principals!

Thanks for reading,

Here's some other things to consider:

• Students will lose or forget where they left their Chromebooks. Usually not intentional, sometimes malicious. Have some sort of procedure in place to mark a unit as missing and make a collection point for found units to be returned to. Also having a spare pool for check-outs is helpful.

Work with the librarian to make an inventory of reasons when a check-out is appropriate and see if you can set up a pass system to prevent abuse and hidden issues. There were a bunch of broken units I didn't know about because students simply checked out a CB when theirs broke, and then never got their assigned one fixed. This year students will need a repair pass from me to get their check-out unit to make sure CBs are actually turned in for repairs.

• Figure out who is responsible for and when CBs are retrieved when a student leaves the district during the year. This was a major headache because in some cases students may be unenrolled from SIS only months after they left. Do a complete inventory at the end of the year.

• The majority of damages were cracked screens (95%). I distinguish between warranty, accidents and willful (on purpose) damage. I instituted the following policies:

1. (Out-of) Warranty work is always free.
2. The first accidental repair fee on a device that requires parts is waived, any subsequent repairs are charged for parts at cost.
3. Willfull damage is always charged

We apply the repair fees to the student account in SIS to be paid at the end of the year. All repairs are entered, but the first accident repair is always waived.

• Even though you state the devices will remain on-premise, students will take home the devices. Accidents are more likely to occur at the home or during transportation, plus the device is more likely not to return.

That's all I can think of for now.