Technology Care Guidelines

Users are responsible for exercising reasonable care to ensure the longevity, security, appearance, security, and proper operation of assigned devices.

Overview

NEOMED-issued laptops, computers, and other mobile computing equipment (i.e. iPads) are University assets and must be properly maintained and protected from damage, loss, theft, and misuse. As a reminder, NEOMED-issued computing equipment refers to equipment purchased or leased by NEOMED regardless of funding method (i.e., grant funds, operating funds). 

Users are responsible for exercising reasonable care to ensure the longevity, security, appearance, security, and proper operation of assigned devices and therefore the guidelines below should be followed by those with NEOMED-issued computing equipment under their care.

Maintain a Clean and Safe Work Environment

The environment in which a device is used can significantly impact its performance and lifespan.

• Keep work areas clean, dry, and free of excessive dust, dirt, and debris.
• Keep food, beverages, and other liquids away from devices at all times. Spills can cause permanent damage to internal components and may result in costly repairs or replacement.
• Avoid exposing devices to extreme temperatures, smoke, direct sunlight, excessive humidity, rain, snow, or other environmental hazards.
• Ensure devices are placed on stable surfaces and protected from accidental falls, bumps, or impacts.
• Never place heavy objects on top of a laptop, computer, or carrying case, as this may damage the screen, keyboard, hinges, or internal components.

Safe Handling and Transportation

All users must handle University-issued devices carefully and take appropriate precautions when transporting them.

• Always transport devices in a padded laptop bag, protective sleeve, backpack, or carrying case designed for electronic equipment.
• Never lift, carry, or pick up a laptop by the display screen. Doing so may damage the screen, hinges, or casing.
• Open and close laptop lids gently using even pressure from the center of the screen.
• Before closing a laptop, verify that no objects such as pens, charging cables, earbuds, paper clips, or other items are resting on the keyboard.
• Do not stack books, binders, or other heavy materials on top of a closed laptop.
• Never leave devices unattended in public areas, classrooms, conference rooms, libraries, airports, restaurants, or vehicles.
• Whenever possible, keep devices within sight and secured when traveling or working remotely.

Device Identification and Appearance

University-issued devices represent the university and must be maintained in a professional condition.

• Do not apply personal, decorative, political, commercial, promotional, novelty, or other unauthorized stickers, decals, labels, skins, wraps, or adhesive materials to University-issued laptops, tablets, iPads, smartphones, or other electronic equipment.
• Do not cover or obstruct manufacturer labels, serial numbers, ventilation openings, cameras, microphones, speakers, ports, or University asset identification tags.
• Do not remove, alter, deface, or tamper with University-issued asset tags, inventory labels, security labels, or other identifying information affixed to University equipment.
• Exceptions may be made only for University-issued asset tags, Information Technology-approved labels, accessibility-related accommodations, or other officially authorized identification markings.

Unauthorized stickers, decals, wraps, and adhesive materials may damage device surfaces, leave residue, obscure asset identification information, interfere with equipment maintenance, and increase repair or replacement costs. Any damage resulting from the application or removal of unauthorized materials may result in the user and/or department being held responsible for cleaning, repair, refurbishment, or replacement costs.

Protect Against Loss and Theft

Users are responsible for safeguarding University-issued equipment.

• Do not leave devices visible inside unattended vehicles.
• Lock devices in secure locations when not in use.
• Use University-approved passwords, PINs, and multi-factor authentication methods.
• Immediately report any lost, stolen, or suspected stolen device to Information Technology and Campus Security.
• Users may be held responsible for failing to exercise reasonable care in safeguarding assigned equipment.

Proper Ventilation and Heat Management

Overheating can reduce performance and shorten the lifespan of electronic equipment.

• Use devices on hard, flat surfaces whenever possible.
• Do not place laptops on beds, blankets, pillows, couches, or other soft surfaces that may block ventilation openings.
• Ensure air vents remain unobstructed during operation.
• Consider using a laptop stand or cooling pad to improve airflow during extended use.
• Avoid operating devices in direct sunlight or excessively hot environments.
• Shut down, hibernate, or place the device in sleep mode before storing it in a bag or enclosed space to prevent heat buildup and battery drain.

Cleaning and Preventive Maintenance

Regular cleaning helps maintain performance and prevents dust accumulation.

Before Cleaning

• Power off the device completely.
• Disconnect the power adapter and any connected peripherals.
• Remove external accessories and cables.

Cleaning Procedures

• Use a soft, clean, lint-free microfiber cloth to clean exterior surfaces.
• Lightly dampen the cloth with 70% isopropyl alcohol or a mild soap-and-water solution when necessary.
• Never spray liquids directly onto the device.
• Use compressed air in short bursts to remove dust and debris from keyboards, vents, and ports.
• Clean around keys, trackpads, and other hard-to-reach areas using cotton swabs lightly moistened with isopropyl alcohol.
• Allow all surfaces to dry completely before reconnecting power or turning the device on.

Prohibited Cleaning Practices

• Do not use abrasive materials, paper towels, or harsh chemicals.
• Do not use bleach, ammonia-based cleaners, or excessive moisture.
• Do not disassemble University-issued equipment unless specifically authorized by Information Technology.

Power and Charging Safety

Proper charging practices can help extend battery life and protect equipment.

• Use only University-approved chargers, cables, and power adapters.
• Plug chargers into reliable surge protectors whenever possible.
• Avoid excessive tension, twisting, or bending of charging cables.
• Disconnect chargers by gripping the plug rather than pulling the cable.
• Immediately report damaged charging cables, adapters, batteries, or power ports to Information Technology.

Reporting Damage or Malfunctions

Users must promptly report any issue that affects device operation or security to IT via the Help Desk.

Examples of Reportable Issues

• Cracked or damaged screens
• Broken hinges
• Keyboard or touchpad failures
• Battery swelling or overheating
• Liquid spills
• Physical damage from drops or impacts
• Unusual noises, odors, or overheating
• Malware or suspected security incidents

Failure to promptly report damage may result in additional equipment damage, data loss, or security risks.

User Responsibility and Accountability

Users are expected to exercise reasonable care when using University-issued devices. Damage resulting from negligence, misuse, unauthorized modifications, unauthorized application of stickers or adhesives, improper storage, failure to follow these guidelines, or allowing unauthorized individuals to use the device may result in repair or replacement costs, loss of technology privileges, disciplinary action, or other corrective measures as permitted by University policy.

Where negligence, unauthorized use, or failure to safeguard University property contributes to equipment damage, data loss, theft, security incidents, or other adverse events, the University may hold the responsible department accountable for costs associated with repair, replacement, remediation, investigation, and recovery efforts.