Last updated: 2025-05-08
This policy outlines the rules and responsibilities regarding the provision, use, and return of IT equipment and digital accounts at Le Régent International School. It applies to students, staff, hourly employees, online teachers, and external contractors. It ensures safe, lawful, and efficient use of school digital infrastructure in line with CyberSafe recommendations and Swiss nLPD regulations.
| Role |
Covered by This Policy? |
| Students |
✅ |
| Full-Time Staff |
✅ |
| Hourly Contract Staff |
✅ |
| Online Teachers |
✅ |
| External Contractors |
✅ |
| Section |
Devices Provided |
| Nursery – Grade 5 |
iPad + Apple Pencil + Protective Case |
| Grade 6 – IB2 |
MacBook Air + Charger + Protective Case |
- Devices are school-managed, used for educational purposes.
- From Grade 6 onward, students purchase their MacBook and keep it after leaving (management is removed upon graduation).
- Receive MacBook or desktop based on job role.
- Devices remain school property and must be returned at the end of contract.
- Employees are responsible for daily care and must avoid unauthorized software installations.
- Provided with school email and account access (Google Workspace, Zoom, VLE).
- Use their own device but must follow the same security protocols.
- May be granted temporary access to specific systems.
- No physical device provision unless contractually agreed.
- Must sign a Digital Access Agreement before any access is granted.
- Receive a school email, Google Workspace, and appropriate platform access (e.g., iSAMS).
- Access is limited to job-specific tools.
- Accounts are removed upon contract end.
- Accounts are temporary and strictly limited.
- Expire automatically at contract end.
- Use of personal accounts for school-related activity is prohibited.
All users must:
- Follow the Acceptable Use Policy.
- Protect login credentials.
- Refrain from using devices or accounts for personal commercial activity.
- Store documents only in approved locations (e.g., Google Drive).
- Notify IT immediately of any breach, loss, or suspicion.
- Devices issued by the school are monitored using filtering software.
- Applies on-campus and remotely.
- Filtering is age-appropriate and aligned with child protection standards.
- Logs are used for safety, not surveillance.
- All users are responsible for protecting sensitive data.
- Devices must be locked or shut down when unattended.
- Only approved platforms must be used to handle personal or student data.
- Sharing confidential data via personal email or cloud is prohibited.
- All processing must comply with Swiss nLPD.
This section governs the procedure for returning digital equipment and access rights when an individual's contract or enrolment at Le Régent comes to an end.
- All devices must be returned on or before the final working day, unless special arrangements are made.
- All digital accounts (email, cloud storage, internal systems) will be suspended at the end of the contract.
- IT will conduct a final check and data backup (if applicable).
- Personal data must be transferred (e.g., from My Drive or email folders) and deleted before the final day.
¶ 🔸 Data Retention and Access Post-Departure
- Digital accounts and content will be retained in a suspended state.
- Any request to access data (email/files) after departure must be approved by the Head of School or the Board.
- In cases of resignation or dismissal, access to personal data can be requested under supervision.
- Le Régent reserves the right to access, redirect or recover professional communications in progress.
- In case of dismissal, all hardware must be returned on the same day.
- Digital access will be immediately suspended.
- Requests for access to personal data must go through the Head of School or Board.
- Access may be granted to immediate family or next of kin if requested.
- Redirection of email may be established to maintain continuity.
- All requests must be approved and handled with an IT staff member present.
- Devices are assessed by IT for damage. Any cost exceeding normal wear may be invoiced.
- The employee may request to purchase the device, subject to approval and hardware depreciation rules.
- Mobile phones and numbers must be returned unless authorized transfer is granted.
- Final cost is usually deducted from the last salary unless alternative arrangements are approved.
- All users receive onboarding support and cybersecurity training.
- IT provides helpdesk support via itsupport@regentschool.ch.
- Guides and tutorials are available on the internal portal.
- For issues, contact IT or line manager.
- Violations may lead to disciplinary action or access revocation.
📧 IT Support – itsupport@regentschool.ch
| Date |
Version |
Summary of Changes |
| 2021-08 |
v1.0 |
Multiple individual policies |
| 2025-05-08 |
v2.0 |
Consolidated and aligned with CyberSafe guidance |