Staff Device Loan Agreement

  • GPISD Staff Device Loan Agreement


    Employees of Grand Prairie ISD (GPISD) may receive one or more mobile computing devices based on job roles or program requirements. These devices are provided to support the district's missions, goals, and initiatives. Upon distribution, recipients must sign a Receipt of Equipment Form and Device Loan Agreement, taking responsibility for the security and maintenance of their assigned devices.

    Definition of Mobile Computing Device

    The guidelines cover the use of various district-issued hardware devices, including laptop and tablet computers, handheld devices, cellular telephones, audio or video equipment, mobile docking stations, keyboards, mice, and other input devices, as well as mobile device accessories such as cases, chargers, and batteries.


    This agreement governs the use and care of mobile devices assigned to individual staff members, from the date of issue until the return date to GPISD. All issued equipment remains the sole property of Grand Prairie ISD and is subject to GPISD Responsible Use Procedures and Board Policies, including CQ (Local) and DH (Local).

    GPISD staff receive mobile computing devices to support district missions, goals, and initiatives. Limited personal use of equipment is permitted, including but not limited to:

    • Imposing no tangible cost to the district.
    • Not unduly burdening the district’s technology resources.
    • Having no adverse effect on job performance or student academics.

    Employee Responsibilities

    Employees are required to bring devices to work each day and are responsible for all device use, regardless of location. Devices should not be loaned to others, and employees must ensure devices are not left unsupervised in unsecured areas. Each device is asset-tagged with a unique serial number, which must not be modified or removed.

    Resignation, Termination or Reassignment

    Upon resignation, termination, or reassignment, employees must return their devices and accessories to the Technology department Help Desk, with additional accessories returned to the purchasing department/campus.

    Device Repairs

    Mobile device repairs should be reported through an Incident IQ ticket. Please note that all device repairs must be conducted exclusively by the Technology department or their approved vendors. Any repairs carried out by employees or third-party contractors will incur a replacement fee.

    Support Hours, Location

    Direct support for mobile devices is available only while the devices are on campus and during operational business hours. Technical issues encountered outside these hours should be reported via an Incident IQ ticket the next business day.

    Please note that GPISD does not provide support for connecting mobile devices to the internet or network outside the district's own facilities. This includes, but is not limited to, home networks, restaurants, coffee shops, businesses, hotels, and other districts or institutions.


    District-issued mobile devices may be monitored for responsible use, asset tracking, and troubleshooting, in line with GPISD Responsible Use Policy and School Board Policies. Employees must provide access to devices upon request, and searches may be conducted if policy violations are suspected.

    Privacy expectations regarding the contents of computer files or communications using any school-owned computer or network are not guaranteed.

    Grand Prairie ISD will fully cooperate with local, state, or federal officials in investigations involving suspected illegal activities conducted through district-owned equipment.

    Warranties, Damages and Theft

    Hardware Warranty

    Warranty coverage is included in the purchase price of the mobile device by Grand Prairie ISD. However, it's important to note that the manufacturer's warranty does not cover damages resulting from misuse, abuse, neglect, or accidents.


    Employees are financially responsible for damages incurred, encompassing incidents on school property, outside of school, or during any school-sponsored events, whether accidental or due to intentional misuse. In cases of intentional damage, employees are subject to disciplinary action and are required to cover the full cost of repair or replacement.


    The employee must report incidents of theft occurring off campus to the police and a copy of the police report must be given to the school principal within 48 hours. Any theft occurring on school grounds must be immediately reported to the principal. Employees who fail to do so will be held responsible for the replacement cost of the device.   

    If theft cannot be definitively proven or if the device is lost due to employee negligence, the employee will be liable for covering the entire replacement cost of the device.


    Optional device insurance is offered at the commencement of each school year. While not mandatory, it is strongly recommended. In the event of damage to the device, the employee will be responsible for any associated charges.

    For Insurance Coverage and My School Bucks Login information, visit  

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