Device Privacy and Handling Protocol
Purpose
To protect student privacy, ensure responsible handling of university equipment and establish consistent procedures for troubleshooting and preparing devices for checkout.
1. Student Privacy Protection
Student employees must respect the privacy of all users of personal and School of Journalism devices.
When working with students, staff or faculty devices or handling returned or malfunctioning devices, student workers must not access, view or review personal content, including:
- personal documents
- photos or videos
- browser history
- saved accounts
- email or messaging platforms
- downloaded files unrelated to troubleshooting
If personal content appears on screen during troubleshooting, assisting or check-in, the student worker must close the window immediately and continue only with necessary device checks.
Personal content accidentally discovered on a device must never be discussed, shared or reported unless it presents an immediate and credible safety concern.
All student employees are expected to treat any personal information encountered as strictly confidential. Student workers should not open user files or search file directories during troubleshooting or assisting.
Personal information accidentally discovered on a device should not be reviewed or interpreted by student employees. If a student employee believes they have encountered information that may indicate a serious safety concern, they should discontinue viewing the content and report the situation to their supervisor.
2. Privacy Guidelines
During Troubleshooting
Student workers may only perform the following actions when verifying device functionality:
- confirm device login
- confirm OS version and updates
- verify Wi-Fi connection
- open and test required academic software (Adobe Creative Cloud, Microsoft Office, browsers)
- restart device and verify boot performance
- reinstall required software if necessary
During Student Assistance
Student workers may occasionally assist students with software or project work while a student is logged into a device or viewing personal files.
During these interactions, student workers must maintain strict respect for student privacy. Student workers should focus only on the specific task or file the student has requested help with.
Student workers should follow these guidelines when assisting students:
Acceptable Assistance Activities
guide students through software features or tools
help troubleshoot application errors
demonstrate workflows within software, such as Adobe Creative Cloud applications
review project files that the student has intentionally opened for assistance
Handling Visible Personal Information
If personal information appears during assistance, check-in or troubleshooting, student workers should:
- allow the student, staff or faculty member to close or hide the content themselves
- avoid reading or commenting on the content
- redirect focus back to the task being supported
- redirect focus back to troubleshooting and device management
3. Device Reset Procedure
To protect student privacy, returned devices must be reset before being issued to another user.
Standard procedure:
- Device returned to checkout desk
- Student is asked to ensure they are logged out (Google, email, messaging, Adobe, etc.) and have deleted personal files
- Student worker verifies return in checkout system
- Student worker verifies student has logged out and cleans up any desktop, downloads or documents
- Student worker verifies accounts are logged out and clears browsing history and cache
- Device undergoes system reset or re-imaging for long term checkouts
- Resetting devices ensures that personal accounts, files and browsing data are removed automatically.
4. Confidentiality Expectations
Student employees are considered representatives of the university and must maintain professional confidentiality.
Student workers may not discuss student information, files, or device contents with:
- other students
- peers
- staff or faculty outside operational reporting channels
Violations of confidentiality may result in disciplinary action or termination of employment.
5. Escalation Protocol and Mandated Reporting Responsibilities
Student employees at the University of Kansas are considered mandated reporters while working in their official role.
If a student employee receives a direct disclosure of sexual misconduct, harassment, or other reportable conduct, they must notify the University Title IX Office as soon as possible in accordance with university reporting policies. While they may inform their direct supervisor, their legal obligation is to ensure the report reaches the Title IX office.
If a student employee encounters information that appears concerning but is not a direct disclosure, they should report the situation to their supervisor immediately and should not attempt to investigate or interpret the information themselves.
When reporting a concern, student employees should:
- share only factual observations
- avoid speculation or assumptions
- maintain the privacy of the student involved
Supervisors will determine whether the situation should be referred to the appropriate university office.
6. Student Support Commitment
The School of Journalism aims to provide a safe and supportive environment for students seeking technical help.
Students should never feel discouraged from reporting technical problems with university equipment.
All concerns about device performance or student support should be handled professionally and without judgment.
Copies of this policy will be visibly available in all student workspaces, including checkout areas, the Resource Center, and JBar, and shared digitally with all student employees.
The School is committed to supporting the well-being of student employees. Students are encouraged to utilize campus support resources, including University of Kansas Counseling and Psychological Services (CAPS), for assistance with stress, burnout, or personal concerns. Supervisors should also be aware of and reinforce the availability of these resources as part of maintaining a professional and supportive work environment.