The Peabody Institute of The Johns Hopkins University

Peabody Institute Laptop Loaner Policy And Process

The Peabody Institute will offer laptop computers (2 Mac and 3 PC) as a pilot program for faculty and staff to use on a temporary basis for professional development opportunities such as conferences, workshops or special projects. The respective Deans' offices (Preparatory and Conservatory) will determine how and when the computers will be used. The computers will be housed and maintained in the IT Office. The maximum time of use for the loaner laptop is two weeks, unless special exceptions are requested and approved by the Dean.

Following is the procedure for faculty and staff who wish to use a loaner laptop:

• The faculty/staff will submit a request through their respective Dean at least 30 days prior the need. (Click link below to download the request and agreement.)
  
• The Deans' offices will approve/disapprove the request and notify the IT Office.
• The user will go to the Dean's office to pick up the computer on the date requested.
• The user will return the computer to the Dean's office at the due date.

The laptops will be checked out on a first-come, first-served basis. It is recommended that faculty and staff members submit their requests early in the year. The computers will have Microsoft Office installed as well as web software for use. The user will be responsible for storing files that he or she creates on the laptop to a flash drive or other appropriate media. When the computers are returned to the IT office, all files will be erased.

Monitoring of the computer check out and return will be completed through the Peabody web site's calendar function. This will be set up so that only IT staff and the designated persons in the Deans' offices have access to the calendar. When a request comes in and is approved by the respective Dean, it will be entered into the calendar with an e-mail to notify the IT office. By using the calendar feature, both Deans' offices and the IT office will be able to monitor which computer will be needed and when. The calendar function will also allow notating when the computer was picked up and when it was returned. All computers must be returned to the Dean's office and then will be sent to the IT office for maintenance and upgrades. There will be a three-day maintenance process for returned computers before they can be placed into circulation for use.

The equipment will be insured, and if the computer is lost, damaged or stolen, the user will be responsible for the deductible.

All users will be responsible for complying with applicable privacy laws and Johns Hopkins University security and privacy policies while using laptop computers and storage media.