Skip to main content
Ithaca Schools - click for home 
Ithaca City Schools - click for home



Chromebooks and Google Apps for Education

Procedures and Information for Students and Parents

Updated June 5th 2015

The mission of the 1:1 program in the Ithaca City School District is to provide equitable access to digital educational resources for all learners. This transition will allow students and teachers to engage in transformative uses of technology while enhancing student collaboration, communication and creativity.  21st Century learners have transitioned from consumers of information to creative producers and owners of knowledge.  

This initiative prepares students for a globally interconnected and evolving world that experiences rapidly changing technological advancements.  This will help fulfill the mission and vision of the district to engage, educate, and empower all learners.  

1. Receiving Your Chromebook and Google Apps for Education (GAFE) Account

  1. Parent/Guardian Agreement

Prior to receiving an ICSD Chromebook parent(s) /guardian(s) are required to sign the Ithaca City School District (ICSD) Acceptable Use Policy and Google Apps for Education (GAFE) /  Chromebook Agreement.

  1. Distribution

Logistics teams at each ICSD location will determine the date, time and rollout plan that best suits their locations. This information will be made available to both students and parents prior to distribution.

  1. Transfer/New Student Distribution

When a new/transfer students arrives and the Technology Department receives notice, the student will receive a Chromebook and GAFE account within the first 10 school days of their arrival.  Building leadership will notify the Technology Department when this need occurs through a tech request.


2. Returning Your Chromebook

  1. End of Year

At the district's discretion, students may be asked to return their Chromebooks. Failure to turn in a Chromebook will result in the student being charged the full replacement cost. The District may also file a report of stolen property with the local law enforcement agency.

  1. Transferring/Withdrawing Students

Students that transfer out of or withdraw from the ICSD must turn in their Chromebooks on their last day of attendance. Failure to turn in the Chromebook will result in the student being charged the full replacement cost. Unpaid fines and fees of students leaving ICSD may be turned over to a collection agency. The District may also file a report of stolen property with the local law enforcement agency.



3. Taking Care of Your Chromebook

Students are responsible for the general care of the Chromebook they have been issued by the district. Damaged, broken or inoperable Chromebooks should be delivered to designated building helpdesks as soon as possible. A temporary device will be made available until the primary device is repaired or replaced. ICSD technicians are not responsible for the maintenance or support of private or off-site networks (WIFI connections.) District-owned Chromebooks should never be taken to an outside computer service for any type of repairs or maintenance. Students should never leave their Chromebooks unattended except locked in their locker or other building / district designated secured area.

  1. General Precautions

    1. No food or drink should be near Chromebooks.

    2. Cords, cables, and removable storage devices must be inserted and removed carefully.

    3. Chromebooks should not be used or stored near pets.

    4. Chromebooks should not be used with the power cord plugged in when the cord may be a tripping hazard.

    5. Chromebooks must remain free of any writing, drawing, stickers,labels or permanent personalization.

    6. Heavy objects should never be placed on Chromebooks.

  2. Cases

    1. The district will not be supplying cases for Chromebooks, but it is recommended that students acquire their own.

  3. Carrying Chromebooks

    1. Always transport Chromebooks with care.

    2. Never lift Chromebooks by the screen.

    3. Never carry Chromebooks with the screen open.

  4. Screen Care

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

    2. Do not put pressure on the top of a Chromebook when it is closed.

    3. Do not store a Chromebook with the screen open.

    4. Only clean the screen with a soft, dry microfiber cloth or anti-static cloth.

  5. Asset Tags

    1. All Chromebooks will be labeled with a District asset tag.

    2. Asset tags may not be modified or tampered with in any way.



4. Using Your Chromebook At School

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

  1. If a student does not bring his/her Chromebook to school

    1. A student may stop in the library and check out a loaner for the day. Please note that these are available primarily as a temporary device while your Chromebook is being repaired. They are not intended as a convenience for consistently forgetting to bring your assigned Chromebook.

    2. A student borrowing a Chromebook will be responsible for any damage or loss of the temporarily issued device.

  2. Chromebooks being repaired

    1. Loaner Chromebooks may be issued to students when they leave their school-issued Chromebook for repair.

    2. A student borrowing a Chromebook must sign it out and will be responsible for any damage to or loss of the loaned device.

    3. Chromebooks on loan to students having their devices repaired may be taken home.

    4. A member of the Technology Department will drop the Chromebook off at the main office or building designated help desk when their devices are repaired.

  3. Charging Chromebooks

    1. Chromebooks must be brought to school each day fully charged.

    2. Students should charge their Chromebooks at home every evening.

    3. There will be a limited number of unsupervised charging stations in the library and designated classroom locations available to students on a first-come-first-served basis.

  4. Backgrounds and Themes

    1. Inappropriate media may not be used as Chromebook backgrounds or themes. The presence of such media will result in disciplinary action.

  5. Sound

    1. Sound must be muted at all times unless permission is obtained from a teacher.

    2. Headphones may be used at the discretion of the teachers.

    3. Students should have their own personal set of headphones for sanitary reasons.

  6. Printing

    1. Students will be encouraged to digitally publish and share their work with their teachers and peers when appropriate.

    2. Printing stations are available in the library and other various locations.

  7. Logging into a Chromebook

    1. Students will log into their Chromebooks using their school issued Google Apps for Education account.

    2. Only ICSD accounts are able to login to district issued Chromebooks.

    3. Students should never share their account passwords with others.

  8. Managing and Saving Your Digital Work With a Chromebook

    1. The majority of student work will be stored in Internet/cloud based applications and can be accessed from any computer with an Internet connection and most mobile Internet devices.

    2. Students should always remember to save frequently when working on digital media however, Google Apps auto-save every 4-6 seconds while connected to the internet.

    3. The district will not be responsible for the loss of any student work.

5. Using Your Chromebook Outside of School

Students are encouraged to use their Chromebooks at home and other locations outside of school. A WiFi Internet connection will be required for the majority of Chromebook use, however, some applications can be used while not connected to the Internet. Students are bound by the ICSD acceptable use policy, and all other guidelines in this document wherever they use their Chromebooks.


6. Operating System and Security

Students may not use or install any operating system on their Chromebook or physically alter the Chromebook in any way.  

a. Updates

The Chromebook operating system, Chrome OS, updates itself automatically. Students do not need to manually update their Chromebooks.

b. Virus Protection

Chromebooks use the principle of “defense in depth” to provide multiple layers of protection against viruses and malware, including data encryption and verified boot.
There is no need for additional virus protection.



7. Student Safety and Content Filtering

The district utilizes an Internet content filter that is in compliance with the federally mandated Children’s Internet Protection Act (CIPA). All Chromebooks, regardless of physical location (in or out of school), will have all Internet activity protected, managed and monitored by the district per policy. If a website is blocked in school, then it will be blocked out of school. If an educationally valuable site is blocked, teachers should contact the Technology Department.


ICSD will use the GoGuardian application to locally manage, filter, and monitor student Google Apps accounts and Chromebooks. This service allows the district to filter content anywhere and anytime on any network.  No existing system can provide perfect filtering but it can be very effective when coupled with classroom/parent oversight.


8. Software

a. Google Apps for Education

  • Gmail

Google Apps for Education is intended for educational use only. Your student’s teachers will be using Google Apps for lessons, assignments, and instruction.  Email features will be restricted to use within the ICSD domain (Grades 4-5) unless outside access is specifically requested by instructional staff and approved by administration. This means that students will not be able to send or receive emails from anyone outside the school district using this system. Standard Email features for grades 6-12 will be available.   

  • Access

Google Apps for Education is also available at home, the library, or anywhere with Internet access.  School staff will monitor student use of Apps when students are at school. Parents/guardians are responsible for monitoring their child’s use of Apps when accessing programs from home (parents will be given student passwords). Students are responsible for their own behavior at all times.

b. Chrome Web Apps and Extensions

  • Students are allowed to install appropriate Chrome web apps and extensions from the Chrome Web Store.
  • Students are responsible for the web apps and extensions they install on their Chromebooks. Inappropriate material will be removed and may result in disciplinary action.
  • Some web apps will be available to use when the Chromebook is not connected to the Internet.

9. Chromebook Identification

a. Records

The district will maintain a log of all Chromebooks that includes the Chromebook serial number, asset tag code,name and ID number of the student assigned to the device.

b. Users

Each student will be assigned a Chromebook for the duration of his/her time school year.


10. Repairing/Replacing Your Chromebook

  • Consequences for losing or damaging a Chromebook will be handled on a case-by-case basis by building and/or district administrators.

  • All Chromebooks in need of repair must be brought to the library or designated building helpdesk location.

  • The ICSD Technology Department will analyze, fix and/or replace devices as needed.

Estimated Costs (subject to change)

The following are estimated costs of Chromebook parts and replacements:

  • Replacement - $279.00

  • Screen - $129.00

  • Keyboard/touchpad - $75.00

  • Power cord - $21.00

  • Some items may be covered by your homeowners/renters policy. Please check with your insurance agent.


11. Privacy and Google Apps for Education Data

Students have no expectation of confidentiality or privacy with respect to any usage of an ICSD issued Chromebook, ICSD Google Apps for Education Account or other related district network asset, regardless of whether that use is for district-related or personal purposes, other than as specifically provided by law. The District may, without prior notice or consent, log, supervise, access, view, monitor, and record use of student Chromebook or ICSD Google Apps for Education account at any time for any reason related to the operation of the District. By using an ICSD issued Chromebook or ICSD Google Apps for Education account, students agree to such access, monitoring, and recording of their use.

A. Monitoring Software

1. Teachers, school administrators, and the technology department staff may use monitoring software that allows them to view the screens and activity on student Chromebooks.

GoGuardian ICSD Features.jpg

B. Google is a Student Privacy Pledge Signatory.

The Student Privacy Pledge will hold school service providers accountable to:

  • Not sell student information

  • Not behaviorally target advertising

  • Use data for authorized education purposes only

  • Not change privacy policies without notice and choice

  • Enforce strict limits on data retention

  • Support parental access to, and correction of errors in, their children’s information

  • Provide comprehensive security standards

  • Be transparent about collection and use of data.

There are NO ADS in Google Apps for Education.

Google Apps for Education services do not collect or use student data for advertising purposes or create advertising profiles.

C. Student Data Retention and Access

  • Upon graduation students are encouraged to backup their files and data to their own personal accounts.  The district will suspend student accounts upon graduation or departure from the district.


12. Appropriate Uses and Digital Citizenship

School-issued Chromebooks should be used for educational purposes and students are to adhere to the 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:

  1. 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.

  2. 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.

  3. 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.

  4. Protect Others. I will protect others by reporting abuse and not forwarding inappropriate materials or communications. I will avoid unacceptable materials and conversations.

  5. 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. 6. Protect Intellectual Property. I will request to use the software and media others produce. I will purchase, license, and register all software or use available free and open source alternatives rather than pirating software. I will purchase my music and media and refrain from distributing these in a manner that violates their licenses.


13. Opt out

  1. Parents/Guardians can choose to opt their student out of the ICSD Gmail component of the Google Apps for Education. Notification of an opt out must submitted in writing to a building administrator.

  2. Parents/Guardians of students in 6th through 12th grade can choose to opt out of having their student bring a designated Chromebook home.  However, students will be expected to sign out a district Chromebook daily using the library loaner system. Notification of an opt out must submitted in writing to a building administrator.

    1. Students will still use a Chromebook while at school and are still responsible for completing all assignments whether they accept a Chromebook or not.  Students who opt out of taking a Chromebook home will be expected to sign out a Chromebook from their school’s library each morning and return it to the library each afternoon.

Note: The decision to opt a student out of the Google Apps program may have academic implications.  Parents/guardians are encouraged to consult the student's teachers to discuss the implications of this decision and to discuss appropriate alternatives.


14. Administrative Audit

  1. Upon request from district administration or the Board of Education, the technology department will provide a complete and unedited audit log of all administrative access, changes or monitoring of student accounts on the Google Apps for Education administrative console and/or the GoGuardian administrative console.


15. Cyber-Safety and Cyber-Ethics

In an effort to educate faculty, students and parents, the district will offer ongoing cyber-safety and cyber-ethics curriculum.  Staff will be offered Cyber-Safety We will be offering parent technology workshops and ongoing support to help facilitate this process.

  • The district incorporates information found in the cyber-ethics and cyber-safety K-12 curriculum. Parents are strongly encouraged to review this very informative website for additional information.

-- CommonSense -


These laws and policies assist in protecting our students online:

Child Internet Protection Act (CIPA)

The school is required by CIPA to have technology measures and policies in place that protect students from harmful materials including those that are obscene and pornographic. This means that student email is filtered. Mail containing harmful content from inappropriate sites will be blocked.

 -- CIPA -

Children’s Online Privacy Protection Act (COPPA)

COPPA applies to commercial companies and limits their ability to collect personal information from children under 13. By default, Google advertising is turned off for Apps for Education users. No personal student information is collected for commercial purposes. This permission form allows the school to act as an agent for parents in the collection of information within the school context. The school’s use of student information is solely for educational purposes.

 -- COPPA -

Family Educational Rights and Privacy Act (FERPA)

FERPA protects the privacy of student education records and gives parents rights to review student records. Under FERPA, schools may disclose directory information (name, phone, address, grade level, etc...) but parents may request that the school not disclose this information.

  • The school will not publish confidential academic records (grades, student ID #, etc...) for public viewing on the Internet.

  • The school may publish student work and photos for public viewing but will not publish student last names or other personally identifiable information.

  • Parents may request that photos, names and general directory information about their children not be published.

  • Parents have the right at any time to investigate the contents of their child’s email and Apps for Education files.

  -- FERPA -