Information Technology (IT) Policy

Last Revision: July 2026

Next Revision: May 2027

1.  RATIONALE & PURPOSE

This policy outlines the expectations and responsibilities for all technology use at Amman Academy, including school-provided and student-owned devices. The goal is to promote safe, responsible, and effective use of digital tools for learning, while clearly defining roles and procedures when issues arise.

2.  REGULATORY & STANDARDS REFERENCE

3.  SCOPE

Applies to: Students; Staff (teaching and administrative); Parents / Guardians (where applicable). Covers all technology use within the school environment, including school-provided devices, student-owned devices (BYOD), network access and digital platforms, digital citizenship expectations, and mobile phone use.

Does not apply to: external community use of school IT facilities outside the scope of teaching and learning, and vendor / contractor IT systems operated independently of the school network. 

4.  DEFINITIONS

• BYOD (Bring Your Own Device): A program where students are required to bring their own personal device to school for learning.
• School-Provided Devices: Devices issued by the school, including tablets, Chromebooks, laptops, calculators, and other digital tools.
• Device: Any digital equipment used for learning or communication.
• Digital Citizenship: Responsible, ethical, and safe use of technology.
• Acceptable Use Agreement (AUA): A formal agreement that outlines the expectations for responsible, ethical, and safe use of school technology. All users are required to acknowledge and adhere to the applicable AUA documents.
• Negligence: Failure to take proper care of a device resulting in damage or loss.
• Unauthorized Use: Use of a device outside permitted educational purposes or without approval.
• Basecamp Ticketing: The school’s IT Support ticketing system for reporting technical issues and submitting app approval requests.

5.  POLICY STATEMENTS

5.1   Core Principle:  All technology use at Amman Academy must promote safe, responsible, and effective use of digital tools for learning. Users at all levels (students, staff, parents) carry distinct responsibilities for device care, digital citizenship, and ethical online behaviour.

5.2   Requirement:  The following requirements apply across student device policy, repairs and loss, school-provided devices, app approval, teacher device policy, Google Workspace accounts, digital citizenship, consequences of misuse, digital media sharing, mobile phone policy, and Acceptable Use Agreements:

5.2.1   Student Device Policy:  School-Owned Devices and BYOD Program by grade level:

• Kindergarten to Year 1: School-provided tablets.
• Years 2 to 6: School-provided Chromebooks.
• Years 7 to 12: BYOD required (student must bring their own device daily). If students choose to bring tablets, it should come together with a complete peripheral, at least with a working keyboard.

Device Requirements for BYOD (Grades 7 to 12):

• Minimum specs: 4GB RAM, Wi-Fi enabled.
• Functional webcam and microphone.
• Chrome browser installed.
• Phones are not accepted as BYOD devices.

Device Usage Expectations:

• Students should not have any social media applications (TikTok, Instagram, Whatsapp, etc.) open at any time during the school day.
• Students should not have any non-educational games open at any time during the school day.

Device Readiness Expectation:

• Students must bring their device fully charged and ready for use each day. Procedures for non-compliance (e.g., forgetting device, uncharged device, loan devices, escalation, and documentation) are detailed in the Device SOP.

5.2.2   Repairs, Troubleshooting, and Loss:  Responsibility allocation:

• Student-owned devices are the student’s / family’s responsibility to repair or replace.
• The repair of student-owned devices is the responsibility of the owner if broken whilst being lent to a friend.
• The school provides basic troubleshooting support, but not repairs.
• If a device is lost or damaged: report immediately to the class / homeroom teacher and IT coordinator. Families are responsible for repairs or replacement.
• If stolen on campus, a report will be filed with school security.

5.2.3   School-Provided Devices:  School provided devices include but are not limited to: PCs, Laptops, Tablets, Calculators, Design Tools and Headphones. Students must:

• Use their device only for learning purposes during school hours.
• Keep school tablets and Chromebooks for classroom use only.
• Keep devices at school, unless written permission has been granted by both the IT Coordinator and the Principal.
• Follow all usage instructions provided by teachers or the IT team.
• Use devices respectfully and under teacher supervision.
• Not carry more than one device at a time.
• Follow all teacher instructions and adhere to the computer lab usage guidelines.
• If stolen on campus, a report will be filed with school security.
• Any damage or loss due to intentional misuse and or negligence will result in repair or replacement costs beared by families.
• Procedures for reporting, ticketing (Basecamp), and device handling are detailed in the Device SOP.

5.2.4   Application (App) Approval:  Rationale: We need to have thoughtful planning on which the most appropriate Apps to be used for teaching and learning. We need to ensure alignment across the grade levels. Process for requesting and approving apps is detailed in the Device SOP.

5.2.5   Teacher Device Policy:  Teachers are issued a school laptop upon joining. They are expected to:

• Bring devices daily, charged and ready.
• Report technical issues to the School’s IT Team promptly through Basecamp Ticketing.
• Model safe and ethical technology use for students.
• Participate in a five-year replacement cycle for laptops.

Repairs and Malfunctions (Teachers):

• The school will cover repair / replacement costs for wear and tear.
• If damage or lost due to deliberate misuse or negligence, the teacher will bear the cost.
• In the event of loss or theft at school, a report must be filed with the IT Team and school security.
• Operational handling and ticketing procedures are detailed in the Device SOP.

5.2.6   Google Workspace Accounts:  All students from Year 2 and above receive a @student.ammanacademy.sch.id Google workspace account upon enrolment at the school. All teachers receive a @ammanacademy.sch.id Google workspace account upon working at the school.

5.2.7   Digital Citizenship and Technology Usage:  All students and staff are expected to uphold Amman Academy’s Digital Citizenship Policy, which promotes the responsible, ethical, and safe use of technology. All users must:

• Demonstrate ethical behavior online, including honesty, responsibility, and respect for others.
• Respect the privacy, intellectual property, and digital rights of others.
• Use devices and the internet strictly for educational purposes, unless otherwise approved.
• Never attempt to bypass network filters or access unauthorized or restricted content.
• Avoid visiting or engaging with websites containing inappropriate material (e.g., sexually explicit content, hate speech, violence, lewd language, or otherwise harmful content).
• Not engage in cyberbullying or digital harassment of any kind.
• Not hack or attempt to access restricted files, folders, or systems, including other users’ accounts or confidential school information.
• Not use chat or messaging platforms unless explicitly permitted by a teacher for educational use.
• Not download or install files or software without teacher or IT Coordinator’s approval.
• Adhere to international copyright laws and always cite digital sources appropriately (refer to the Academic Integrity Policy).
• Only access their own account. Users who share or misuse account access are equally accountable for any misuse.
• Use school computers and network services only for educational purposes; gaming or unrelated browsing is not permitted.
• Save only relevant school-related documents in their designated student or staff server folder.
• Use devices only in areas where supervision is available, especially during teaching and learning time.

Account Access Policy:

• Year 5 and above: Students will receive one individual internet access account, which may only be used on one device at a time. Use of multiple devices or additional accounts is not permitted.
• Year 3 and 4: Students will also receive one individual internet access account, limited to use on one device at a time. However, to accommodate the practical challenges of younger learners, a class internet account will also be prepared and managed by the homeroom teacher as needed.
• Kindergarten to Year 2: Students will not receive individual accounts. Instead, class internet access accounts will be provided and managed by teachers to support guided learning activities.
• Faculty members will be issued one internet access account, usable on up to three devices simultaneously. Use of additional or unauthorized accounts is not allowed.
• Teachers requiring additional accounts for teaching and learning purposes must submit a formal request with justification. They are responsible for the appropriate use and any consequences of such accounts.

Browser Policy:

• For security and support purposes, Google Chrome is the school’s official and approved web browser. All students and staff are recommended to sign in to their school-assigned profile on Google Chrome to ensure that school policy settings are properly applied.
• Any damage or security issues resulting from the use of unapproved browsers (e.g., data loss, malware infections, or system failure) will be the responsibility of the user (student or staff) who initiated the use.

5.2.8   Consequences of Misuse:  Any misuse of devices, internet access, or violation of the Digital Citizenship Policy will be reported to school leadership. Consequences may include:

• Temporary or permanent loss of device or internet privileges.
• Official behavior record entry and parent / guardian notification.
• Disciplinary action in accordance with school behavior policies.
• Financial responsibility for damage.

5.2.9   Digital Media Sharing and Parent Use of Social Media:  Three areas: parent sharing of student photos, school use of student photos, and reporting concerns.

1. For Parents, Sharing Students Photos Online:

Amman Academy recognizes the role of social media (Facebook, Instagram, Tiktok, etc.) in sharing family moments but emphasizes protecting the privacy and safety of students. Guidelines:

• Do not pose identifiable images of students other than your own without explicit consent from their parents / guardians.
• Follow event-specific instructions provided by the school regarding photo / video sharing.
• Respect privacy policies, particularly for school productions, sports, or public events.

1. School Use of Students Photos:

• Parental consent is requested during enrollment for using student images in school publications.
• If parents decline, they must inform the school in writing or when submitting the school admission form.

1. Reporting Concerns:

• If a parent or student sees an online post that violates these guidelines or privacy, notify the school immediately.

5.2.10   Mobile Phone Policy:  Rules differ for staff and students by grade band:

1. Staff:

• Staff may use their personal phones only during non-teaching or non-supervision times. This includes verbal and text use. Administrative staff is also held to the spirit of this direction.
• All phones must be turned off or on silent when in class or meetings, unless for teaching and learning purposes, i.e. taking photos.

1. Students:

Primary Years Programme (PYP):

• Students are not permitted to bring mobile phones to school. If a mobile phone is found, the homeroom teacher will contact the student’s parents, who will be required to come to school to collect the device.

Years 7 to 9:

• Students are not permitted to bring mobile phones to school unless a written permission letter is issued. On the day when the students are permitted to bring their mobile phone, the students will only use it during the related subject period(s). If a student is found using a mobile phone during school hours without authorization, the following procedures will be followed. Refer to SOP-OPS-IT-001 Device and Technology Procedures.

Years 10 to 12:

• Students in Years 10 to 12 are permitted to have mobile phones on school premises; however, they may only use them when explicit permission has been granted by a teacher for educational purposes. Unauthorized use will be handled according to procedures outlined in SOP-OPS-IT-001 Device and Technology Procedures.

5.2.11   Acceptable Use Agreements (AUA):  All users of school technology systems are required to adhere to the Amman Academy Acceptable Use Agreements (AUA), which define responsible, ethical, and safe use of digital resources. The following AUA documents apply:

• AUA-STU-IT-001, General Student Acceptable Use Agreement.
• AUA-STA-IT-001, General Staff Acceptable Use Agreement.

These documents are issued annually and must be acknowledged by all users. Acknowledgement of these agreements may be completed through digital platforms (e.g., online forms) or in written format, as determined by the school. Detailed expectations and user responsibilities are outlined in the respective AUA documents.

5.2.12   Device Use Agreements:  The use of school-provided devices, including Chromebooks, is governed by specific user agreements that outline responsibilities for care, security, and appropriate use. The following agreements apply:

• AUA-STU-IT-002, Student Chromebook Agreement.
• AUA-STA-IT-002, Staff (Y2-Y6 Homeroom Teachers) Chromebook Responsibility Agreement.

All relevant users must acknowledge and adhere to these agreements prior to being issued a device. Acknowledgement of these agreements may be completed through digital platforms (e.g., online forms) or in written format, as determined by the school.

5.3   Compliance and Operational Procedures:  All operational procedures, including: device not brought / not charged; loan devices; Basecamp ticketing; app approval workflow; mobile phone violations; are detailed in SOP-OPS-IT-001 Device and Technology Procedures. This policy will be reviewed annually to ensure it reflects current educational needs, tools, and best practices. Feedback from students, teachers, and parents will inform updates.

6.  ROLES & RESPONSIBILITIES

7.  EXCEPTIONS & WAIVERS

Authority to grant exceptions:  IT Coordinator and Principal jointly, for written permission to take school-provided devices home and for Years 7 to 9 mobile phone permission letters. Teachers may submit a formal request with justification for additional internet access accounts .

Process:  Written request submitted via Basecamp Ticketing or formal letter. Decision documented in writing with rationale and validity period.

Documentation:  All approved exceptions logged in Basecamp and / or filed by the IT Coordinator. Mobile phone permission letters retained in the student’s file by the homeroom teacher.

8.  RELATED DOCUMENTS

• Refer to SOP-OPS-IT-001 Device and Technology Procedures .
• Refer to the Amman Academy Academic Integrity Policy.
• Refer to AUA-STU-IT-001 General Student Acceptable Use Agreement.
• Refer to AUA-STA-IT-001 General Staff Acceptable Use Agreement.
• Refer to AUA-STU-IT-002 Student Chromebook Agreement.
• Refer to AUA-STA-IT-002 Staff (Y2-Y6 Homeroom Teachers) Chromebook Responsibility Agreement.
• Refer to the Amman Academy Child Protection and Safeguarding Policy (online safety and cyberbullying).