Probation Department Policy/Procedure Manual

4.8 Chromebooks for Client Videoconferencing

Location Juvenile Services - Division Wide
Section N/A
Subject 4.8 Chromebooks for Client Videoconferencing
Purpose Establish a procedure for the checking in and out of Chromebooks to probation involved families for videoconferencing purposes
Effective Date 5/11/2020
Previous Effective Date 11/1/2022

 

Overview

Probation is utilizing videoconferencing in Juvenile Hall (JH), the Coastal Valley Academy (CVA), and in support of additional juvenile probation operations.  In the event that youth/families do not have videoconferencing capacity (working device and/or internet access), Library Services has created a Juvenile Probation “Institutional Library Card” and checked out three (3) Chromebooks and one (1) Chromebook Kit (Chromebok with wifi hotspot) to Juvenile Probation.  Juvenile Probation can check out these devices to a parent/guardian of a probation involved youth when needed for videoconferencing purposes.  The parent/guardian needs to have a San Luis Obispo (SLO) County library card prior to checking the device out and Probation is responsible for getting the Chromebook to and from the parent/guardian.  Probation is also responsible for noticing Library Services when the Chromebook is checked in and out.

Specific Procedure

  1. Chromebooks shall be maintained in the locked supply closet at the Juvenile Services Center
  2. Chromebooks may be accessed by a Deputy Probation Officers (DPO) with prior approval of a Supervising Deputy Probation Officer (SDPO)
  3. Chromebook Kit shall only be checked out to a parent/guardian who needs BOTH a device AND does not have internet access (a standalone Chromebook should be checked out otherwise)
  4. The SDPO shall confirm the following prior to providing a DPO with a Chromebook:
    1. There is  a valid need for videoconferencing with the case
    2. Parent/guardian does not have videoconferencing capacity
    3. Parent/guardian has a SLO County library card
      1. If parent/guardian has a delinquent library card account, they CAN still check out a Chromebook.  The library is no longer collecting late fees or holding people responsible for delinquent accounts for the purposes of this program.
      2. If parent/guardian does not have a library card, DPO should assist parent/guardian with obtaining a SLO County library card through online or hardcopy application
      3. If parent/guardian is unable to access online application, DPO may fill out online application over the phone with the parent/guardian
      4. If parent/guardian completes paper application, scan and email to Marci Cunningham at [email protected]
      5. DPO shall email [email protected] once an application has been submitted and include parent/guardian’s name, temporary library registration number (if completed online application), phone number and mailing address
      6. Library Services will mail a library card to parent/guardian
      7. Parent/guardian is eligible to check out a Chromebook once the online application has  been submitted and DPO has emailed Marci Cunningham
  5. SDPO shall fill out the check-out section of Chromebook Log prior to providing the Chromebook to the DPO.
  6. DPO shall email Marci Cunningham at [email protected], with a cc to the DPO’s supervisor, with the following information:
    1. Number associated with the Chromebook (barcode on item tag.  Starts w/32063….)
    2. Name of the person the Chromebook is being checked out to
    3. Barcode from library card for same person (if no card yet, use temp registration # form online application)
    4. Phone number of same person
    5. Date of check-out
    6. Date of expected return
  7. DPO shall make arrangements for delivery to or pick-up of the Chromebook by the parent/guardian and utilize social distancing guidelines in any face-to-face interactions
  8. Once the Chromebook is returned, the DPO shall sanitize the Chromebook and accompanying supplies (bag, power cord, etc…) by wiping them down with disinfectant while the DPO is wearing protective gloves
  9. DPO shall return Chromebook to an on-site supervisor for return to the locked supply closet
  10. DPO shall email Marci Cunningham at [email protected], with a cc to the DPO’s supervisor, with the following information:
    1. Number associated with the Chromebook
    2. Name of the person the Chromebook is being returned from
    3. Date of return
  11. SDPO shall fill out return section of Chromebook Log