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| - Associates will need to apply for funding by submitting the application form. | | - Associates will need to apply for funding by submitting the application form. |
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| - Purchasing the laptop is not the obligation of the organization, but the responsibility of the associate. The purchase invoice must be issued on the name of the organization or without name as cash sale. | | - Purchasing the laptop is not the obligation of the organization, but the responsibility of the associate. The purchase invoice must be issued on the name of the organization or without name as cash sale. Standard programs for the appropriate use of the laptop should be purchased together with the laptop by the associates and funding will be released by the organization for the total amount of purchase including this extra expense. |
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| - Laptops are currently maintained on a three-year replacement cycle. Re-applying within this duration can be done just in case the laptop, involved in this program, is returned to the organization in good condition. | | - Laptops are currently maintained on a three-year replacement cycle. Re-applying within this duration can be done just in case the laptop, involved in this program, is returned to the organization in good condition. |
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| IV. Responsibility
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| It is the responsibility of the associates to maintain and take appropriate precautions to prevent damage to or loss/theft of laptop in their care. The associate may be responsible for certain costs to repair or replace the laptop if the damage or loss is due to negligence or intentional misconduct.
| | Every Associate involved in the laptop-funding program must use the computer in accordance with the [[Policy: Laptop Security|Laptop Security Policy]] of the organization. |
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| V. Theft or Loss
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| If the laptop is lost or stolen, it must be reported to the competent local police immediately. The police report should include the serial number for the lost/stolen computer. A copy of the police report must be submitted to the organization within 48 hours of the discovery of the loss. Failure to secure and submit a police report may result in personal liability for replacement cost.
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| VI. Upgrades and Troubleshooting
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| Should a laptop require hardware upgrade (e.g., memory, peripheral, or hard disk), software installation, or have problems that cannot be resolved over the telephone, the laptop will need to be brought to the IT responsible of the organization for technical support.
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| VII. Software Licensing
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| Standard programs for the appropriate use of the laptop should be purchased together with the laptop by the associates and funding will be released by the organization for the total amount of purchase including this extra expense.
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| It is also possible that other applications will be provided to the associates by the organization, based upon the professional needs or the requirements of the laptop, such as Smartdraw.
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| Associates are given administrative rights to the organization-owned laptops they use and funded by this policy. You may not load software for personal use, such as games, entertainment software or personal finance software on an organization-owned laptop.
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| VIII. Backup
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| Associates are responsible for maintaining an appropriate backup of their laptop, especially of the work-related documents and data files created that are not restored when reinstalling the operating system and programs. It would be prudent to establish a process of copying the data files to an external drive as an added precaution against data loss.
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| IX. Virus, Hacking, and Security Protection
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| Users must take responsibility for ensuring that security updates take place on laptops in their care. The associate is obliged to take all necessary measures for the security and integrity of all date on the laptop. To ensure that virus protection and other security patches are current, laptop users are required to make an appointment with the IT responsible of the organization once per quarter for maintenance.
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| Every associate involved in the laptop-funding program must follow the instruction of the [[Policy: Laptop Security|Laptop Security Policy]] of the organization. | |
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