• Laptop Guidelines Handbook  

    Laptop Care:  

    • Laptops are the property of Roanoke City Public Schools and are loaned to Roanoke City Public Schools students.
    • Students are responsible for the care of the borrowed laptop.
    • Laptops should not be used or stored near pets, water or other liquid, food, and weather.
    • Laptops must remain free of any writing, drawing, stickers, labels, etc. 
    • Heavy objects should never be placed on top of laptops.
    • Students are not allowed to download or install any software or other materials.
    • Laptops should only be used while they are on a flat and stable surface.
    • Keep the computer secured or attended at all times.


    A price sheet is on file in the Department of Technology and will be used for replacement of laptop parts.


    Distribution of PASS laptops will be determined and communicated by each participating school.


    PASS laptops must be returned within 1 week of completing SOLs or last day of the school year. The school principal, based upon school needs, may also choose to designate an alternative return date for laptops.

    Transporting Laptops:  

    • Each student will be issued a computer sleeve with the introduction to the PASS program to transport the laptop. 
    • Always transport laptops with care and inside a computer sleeve. 
    • Laptop should be carried using the base. 
    • Do not place textbooks or other items, other than the computer, in the computer sleeve. 
    • Do not over stuff the computer bag; extreme pressure on the computer can cause permanent damage to the screen and other components. 
    • Never open the laptop by pushing on the screen. 
    • Never pick-up the laptop with the screen open. 
    • Computers may not be used in the cafeteria during lunch. It is encouraged that laptops are left locked in the classroom or your locker when not in use. 
    • Laptops should not be left in an unattended car. 
    • Students attending or participating in physical education class and/or extracurricular activities should leave laptops in their locker, which must be locked, when not in use. Students attending or participating in activities outside of school should exercise extreme caution to protect the computer from harm. Students are liable for all damages and theft.

    Screen Care:  

    The laptop screen can be damaged if subjected to heavy objects, rough treatment, some cleaning solvents, other liquids, etc. The screens are particularly sensitive to damage from excessive pressure. 

    • Do not put pressure on the top of a laptop when it is closed. 
    • Do not store a laptop with the screen open (lid up). 
    • Do not place anything on the outside that will press against the cover. 
    • Make sure there is nothing on the keyboard before closing the lid (e.g. pens, pencils, etc.). 
    • Only clean the screen with soft, dry microfiber cloth or anti-static cloth. 

     Asset Codes:  

    • All laptops and will be labeled with an RCPS sticker. 
    • These stickers may NOT be modified or tampered with in any way. 
    • Students may be charged up to the full replacement cost of a laptop for tampering with an RCPS asset sticker or turning in a computer without an RCPS asset sticker. 

     Using Your Laptop at School:  

    • Students are expected to bring a fully charged laptop to school every day and bring their laptops to all classes, unless specifically advised not to do so by their teacher.

    Laptops being Repaired:  

    • Do not attempt to remove or change the physical structure of the laptop, including the keys, screen, casing, etc. Doing so will void the warranty on normal wear and tear and result in responsibility for the cost of repair or replacement. 
    • Loaner laptops may be issued to students when they leave their school-issued laptop in the library for repair. 
    • A student borrowing a loaner laptop will be responsible for any damage to or loss of the loaned device.  The loaned device must be checked out in the Destiny Asset Management System by the site Asset Manager.
    • Laptops on loan to students having their school-issued laptop repaired may be taken home. 

    Laptop Desktop:  

    • Inappropriate media may not be used as laptop backgrounds. The presence of such media will result in disciplinary action. 


    • Sound must be muted at all times unless permission is obtained from a teacher.
    • Headphones/ear buds may be used only at the discretion of the teacher. 


    • Students are encouraged to digitally publish and share their work with teachers and peers when appropriate. 
    • Students will be creating and collaborating using Office 365.
    • Students will be able to print to a dedicated printer located in the Library or alternative location with permission from any of their classroom teachers. 
    • Students are not able to print on their home printer. 

    Logging onto a Laptop:  

    • Students will login to their laptops using their school issued username and password.  This must occur at least once prior to taking the laptop off school premises.
    • Students should never share their account passwords with others, unless requested by an administrator. 

    Managing and Saving Work:  

    • It is recommended to save work on the student’s “s:” drive. 
    • Files needed to be used for homework will need to be saved to the "s:" drive even when off the network (will be synced once on the network). 
    • Students should always remember to save frequently when working on digital media. 
    • RCPS is not responsible for the loss of any student work. 
    • Students are encouraged to maintain backups of their important work. 
    • Students are encouraged to use Office 365 for their classwork.

    Using Laptop Outside School:  

    • Students are encouraged to use their laptops at home and other locations outside of school. Wi-Fi connection is encouraged, but not mandatory. Some applications can be used while not connected to the Internet. All content is sent to an RCPS web filter regardless of the location of the computer. 
    • Students may contact the school Asset Manager to temporarily borrow a Wi-Fi device.


    • RCPS will pay for normal wear and tear. 
    • Student/Parents/Guardians will pay for any other damage or loss associated with the laptop, at the discretion of RCPS administration. 

    Repairing the Laptop:  

    • All laptops in need of repair must be brought to the school library as soon as possible. 


    There is no expectation of privacy. Students should have no expectation of confidentiality or privacy with respect to any usage of a laptop, regardless of whether that use is for school-related purposes or not, other than as specifically provided by law. RCPS may, without prior notice or consent, log, supervise, access, view, monitor, and record use of a student laptop at any time for any reason related to the operation of the district. Teachers, school administrators, and the Technology Department may use monitoring software that allows the ability to view the screens and activity on student laptops.


    Appropriate Uses and Digital Citizenship:  

    School-issued laptops should be used for educational purposes and students are to adhere to the RCPS Acceptable Use Policy and all of its corresponding administrative procedures at all times. While working in a digital and collaborative environment, students should always conduct themselves as good digital citizens by adhering to the following: 

    • Respect Yourself. I will show respect for myself through my actions. I will select online names that are appropriate. I will use caution with the information, images, and other media that I post online. I will carefully consider what personal information about my life, experiences, or relationships I post. I will not be obscene. I will act with integrity. 
    • Protect Yourself. I will ensure that the information, images, and materials I post online will not put me at risk. I will not publish my personal details, contact details, or a schedule of my activities. I will report any attacks or inappropriate behavior directed at me while online. I will protect passwords, accounts, and resources.
    • Respect Others. I will show respect to others. I will not use electronic mediums to antagonize, bully, harass, or stalk people. I will show respect for other people in my choice of websites. I will not visit sites that are degrading to others, pornographic, racist, or inappropriate. I will not enter other people’s private spaces or areas. 
    • Protect Others. I will protect others by reporting abuse and not forwarding inappropriate materials or communications. I will avoid unacceptable materials and conversations. 
    • Respect Intellectual Property. I will request permission to use copyrighted or otherwise protected materials. I will suitably cite all use of websites, books, media, etc. I will acknowledge all primary sources. I will validate information. I will use and abide by the fair use rules.     

    Lids up & down signs  

    Teachers should have a "Lids Up" and "Lids Down" procedure in the classroom. If the teacher indicates "Lids Down," the student should close the laptop lid. If the teacher indicates "Lids Up," the student should open the laptop lid and prepare the computer for use. Failing to comply with this procedure will result in discipline at the discretion of the specific teacher. 


    Technical Issues

    If there are any technical issues with the laptops please send the student to the school library with a pass to initiate troubleshooting.

    If a loaner computer is required the teacher and student must sign and date a predefined document and submit it to the librarian.


    • If you forget to bring your laptop to school, it is just like forgetting a textbook (same rules – student’s responsibility).
    • Failure to use the computer in an appropriate manner will result in consequences.

    Students are expected to do the following each day:

    • Bring their laptop to school each day in the laptop case, fully charged, and ready to use in all classes as an instructional tool to support curricular objectives. Students should be sure to always keep the assigned laptop in their possession at all times.
    • Secure the laptop in a locker or a teacher approved secure area during PE, lunch, etc.
    • Abide by the Roanoke City Public Schools Acceptable Use Procedures for Students, including all guidelines for proxy servers, security measures, downloading/installing software, bullying through technology, etc.
    • Always use their assigned laptop. The only exception would be laptops issued by a teacher, librarian, or other approved school personnel.
    • Keep the computer, computer case, laptop cover, etc., free of stickers, writing, and drawings.
    • Keep all food, drink, gum, candy, etc., away from their assigned computer and workspace.
    • Handle the laptop and all accessories with care. Demonstrate responsibility and respect of the equipment.
    • Use only the programs, materials, applications, etc., that have been downloaded/installed by the Roanoke City Public Schools Technology Department and follow the RCPS Code of Conduct guidelines that address the inappropriate use of technology. (Example: Bullying)
    • Bring the laptop to the school library when experiencing technical issues.

    Failure to follow the above guidelines may result in the student receiving disciplinary action resulting in one or more of the following:

    • Warning
    • Phone call home
    • Silent lunch
    • After School Detention
    • Monetary fine
    • Disciplinary referral resulting in one or more of the following actions:  in-school suspension, out-of- school suspension, loss of technology privileges, return of the laptop prior to the end of the school year, etc.

    Note:  All disciplinary actions issued will result with a required parent contact and will be in accordance with the Roanoke City Public School’s Code of Conduct.

    Remember:  The issuance and use of the laptop is a “privilege” - not a “right”. Be sure to use the laptop for its intended purpose... to learn!!!