Summary
Temporary (Form 6) employees are not issued District laptops. Managers should plan for temporary employees to use a District-managed desktop computer or fixed workstation in a shared on-campus workspace. This applies regardless of department, funding source, workspace limitations, or the need to rotate an employee between assignments.
Audience: Administrative Leadership Group
Authority: AP 4710
Applies to: Temporary (Form 6) employees and the managers responsible for their work assignments
Why this standard exists
The District has a limited supply of laptops and must prioritize them for regular full-time employees whose ongoing responsibilities require mobility or work at multiple locations.
Using shared workspaces and desktop computers for temporary assignments:
- Preserves laptops for long-term staffing needs.
- Reduces unnecessary equipment purchases.
- Supports consistent inventory and equipment lifecycle management.
- Reduces the risk and administrative work associated with deploying and recovering portable equipment for short-term assignments.
- Encourages departments to include workspace and technology needs in temporary staffing plans.
Temporary employees will still receive the approved accounts, applications, and system access needed to perform their work.
What mangers need to do
Before submitting an onboarding request for a temporary employee:
- Identify the employee's on-campus workspace.
- Confirm that a District-managed desktop or shared fixed workstation is available.
- Include the workstation location and asset number, if known, in the Technolgy Services request.
- Allow sufficient time for Technology Services to configure the workstation and provision access.
Important: If the employee will rotate between departments or locations, the managers involved should coordinate shared workspace access and scheduling. Managers should not promise or imply that a laptop will be provided.
Laptops currently assigned to temporary employees
Technology Services will work with managers to collect laptops currently assigned to temporary employees so that serviceable devices can be reassigned to regular full-time employees with documented needs.
Managers will receive return instructions from Technology Services should:
- Identify the desktop or shared workstation the temporary employee will use.
- Coordinate the return date with Technology Services.
- Return the laptop, charger, docking station, and other District-issued accessories.
Technology Services will inspect, securely reimage, and prepare returned equipment before reassignment. Returning the laptop will not affect the temporary employee's approved accounts or system access.
Grant-funded purchases
Grant funding does not create an exception to this standard. Grant or categorical funds may be used to purchase an approved desktop or fixed workstation for a temporary employee, but they may not be used to purchase a laptop for the employee.
Departments should consult Technology Services and the appropriate grant administrator before purchasing computer equipment with restricted funds.
Need assistance?
Technology Services can help identify an appropriate workstation configuration and prepare the designated District computer for use. Submit an equipment request at least two weeks before the employee’s start date and include the work location, designated workstation or asset number, assignment dates, and requested start date.