Electronic Devices Policy & Procedure

Mobile Phone, Electronic Tablets, Laptops and Other Devices.

LWG is committed to providing a safe and secure environment for children to
play in. LWG believes in a ‘culture of safety’ in which the children and staff are
protected from abuse, harm, and distress. therefore have a clear policy on the
acceptable use of mobile ‘phones that is understood and adhered to by
everyone: staff, children and parents.
In this policy the term device can cover:
 Mobile Cellular Telephone Devices
 Laptop/Notepad/Mac Computer Devices
 Desktop Computer / P.C
 Electronic Tablet Devices
 Any Digital Camera Device
 Any Smart Watch or wearable item that connect to the internet.
 Any Electronic device capable of transmitting or receiving telephone calls ,
take photographs records video or sound, connects to the internet or is
capable of uploading to the cloud.
 Memory devices such as External hard drives , memory cards and USB
sticks.
 Peripheral equipment/s such as controllers, headsets, mice, keyboards
etc..
Because of the nature of the work and activities that LWG provide, this policy is
very important as we work with young children who may be vulnerable and do
not understand the dangers of the digital world. Something LWG hopes to teach
these children so they are not so vulnerable.
LWG staff and participants may use mobile devices brought onto the premises for
the specific use of suitable non and interactive software and interactions to
enable our activities to take place.
Abiding by the terms of this policy ensures that we all:
 Protect children from harm and abuse
 Teach children about the potential dangers
 Prevent staff from being subject to false allegations
 Help staff remain focused on the care and safety of the children
 Work in an clean, open and transparent environment.
 Ensure children benefit from the appropriate technology

Use of Personal Mobile Phones & Other Personal Electronic Devices

Having your personal mobile ‘phone on your person whilst working in contact
with children or vulnerable persons is strictly prohibited.
Making and receiving of personal calls are strictly prohibited during working
hours.
If a member of staff needs to make an urgent personal call they can use their
mobile in a specified permitted area, e.g. the kitchen area with the permission of
the Manager/supervisor as long as the staff to child ratio is still met and children
remain supervised at all times.
If a member of staff has a family emergency or similar and needs to keep their
mobile phone to hand, prior permission must be sought from the Manager
/supervisor and must be documented.
Under no circumstances may staff use their personal mobile phones or any other
personal electronic device to take photographs, videos or recording of any type
at any school or facility during specified working hours or while acting on behalf
of LWG in any respect.
If I staff member owns any personal wearable device such as a “Smart” Watch,
that is a watch that has the ability to do any of the following; or any other
personal device that has the any of the following characteristics, the ability to:
 Send or receive SMS text messages
 Send or receive application messages such as Snapchat.
 Send or receive images or video media
 Send or receive telephone calls
 Record audio
 Take photographs or video
 Access the internet

It is strictly prohibited that any member of LWG staff wear such a item during a
LWG session and it should not be brought into any school premises or any other
facility LWG is holding sessions at. Nor should any other personal device of the
same characteristics.
LWG Staff Mobile Phone
LWG will provide staff a mobile ‘phone in each setting ( one per session ).
Where a mobile phone has been issued by the LWG, it is for LWG business and
emergency use only, to be used in full accordance with this policy and all other
LWG policies and procedures.
It is also allowed for family/friends to contact staff in an emergency whilst
working at a session. This device may also be used as a company telephone,
more on that below, as a emergency telephone it should be it used to contact
parents/children/guardians in a emergency or if need arises when following LWG
policy and procedure.
This mobile phone is provided in the setting as a way to communicate with the
manager, to call parents in an emergency situation e.g. sick child who needs
early pick up, and for staff to receive emergency calls. It must only be used for
the purpose of communicating information for duties exclusively of LWG activity.
This is to be kept on the persons of a LWG staff member at ALL times. Away from
children and unauthorised persons and is pass code protected by a Universal
LWG passcode.
No unauthorised photograph, video or other recording without the express
permissions of the parent/carer/guardian AND permission from the relevant
authority in the school or facility.
This must be documented on a permission form.
Any and all recordings taken via this method shall be available upon request to
the specific party for viewing or hearing electronically within 14 days maximum
of receiving request
Staff of LWG must;
 Never use the device for anything other than fulfilling duties or
requirements of LWG.
 Never change the password of the device and never share it with anyone
who is not a LWG staff member ( unless required for a emergency or if
required by law )
 Never change the volume or any other setting on the device, including all
minor changes. Do not mute the device.. During Working Hours. ( You can
mute it outside of these hours )
 Keep the device on their person at all times during working or operating
hours
 Keep the device charged up , using the correct official charger.
 Keep the device in good working order and take reasonable care to do so.
 Do not use it to visit social media or log into any personal online accounts.
 Do not connect to any WiFi or Network that is not directly linked to LWG or
it’s affiliations.
 Do not let anybody who is not a member of LWG use this device. Unless it
is a genuine emergency
 Do not install unauthorised applications ( apps, ) or other software without
the express permission of the LWG management , this should be
documented via a exceptions form.
 Do not sign up to any services with this phone, such as traffic alerts.
Especially if there is a monetary charge. This will be the responsibility of
the user and the money/s will be claimed back as a fee
 Do not remove or swap the SIM card from Company mobile. It should not
be placed into any other mobile, unless to another Company issued phone
under documented permission from LWG management
 The camera or video camera should never be used to take personal
pictures of video and should never be used without documented
permission from both LWG and the school or facility staff.
 Never make personal calls or send personal texts with this device unless it
is a genuine emergency
 Expect a formal investigation, to take action under the Disciplinary
Procedure if such use is excessive or unauthorised. Users will be expected
to make payment for private calls made. If it is found, following
investigation, that there has been excessive personal data use, then the
user may be asked to reimburse the company for the cost of this and
action may be taken under the Disciplinary Procedure.
 Understand that upon termination of employment, should they not return
the allocated mobile phone, or should the mobile phone be returned in an
unsatisfactory condition, the cost of replacement, or a proportional
amount of this as decided by the Company, will be expected from the user
or legal action may be taken by LWG to seek reimbursement and
compensation
LWG Session Devices
All schools and facilities have their own strict policies in place in regards to
Electronic devices, and their use and purposes both intended and potential. LWG
fully understand this as this is for the safety and protection of children, school
staff , parents/carers/guardians and visitors.
We know there are exceptions and agreements that we can work in full co
operation with polices in place at any set property we attend with all permissions
required.
ALL other devices, accessories and peripherals ( where applicable ) owned by
LWG for the purpose of being used directly for or by children will always:
 Be kept as child appropriate as possible following all professional ratings,
advice and guidance.
 Have appropriate age related software, applications and programmes
installed on all hardware.
 Have password protected systems in place on all hardware and suitable
child restrictions on accessing the internet, applications, software and
programmes.
 Have up to date licenced internet security and anti-virus software installed
 Have up to date licenced software for all programs LWG require
 Be kept and transported to a secure storage location when a session is
finished in a careful manner using adequate protection and security for
equipment ( protective cases , trolley )
 Be charged in a responsible and safe manner, ready for each session. Do
not overload electrical sockets.
 Be regularly tested to the required standard to pass regular safety
inspections, where required, which will be labelled on the device in
question.
 Be carefully cleaned with anti bacterial wash or wipes on a regular basis,
by a member of LWG, so as to keep a high stand of hygiene while not
damaging equipment. This should be logged in a cleaning report log.
 ( Laptops, Tablets & Mobile Phones ) record the history of activity of that
device accessible by LWG staff and selected professionals as required.
 Be used responsibly and never in a personal manner by any member of
LWG staff in a way that is not beneficial to the community and LWG’s goals
and aims.
 Be maintained regularly , so as to keep all equipment and property in good
working order to meet our requirements.
 Updated to meet the latest standards in security, safety and efficiency.
 Be treated with respect. Intentional damage or damage caused by
negligence may require reimbursement.
 Be marked with a UV marker and a visible ID number / sticker, This must
be logged by LWG for every item.
 Have the appropriate level of required insurance. (If applicable)
 Sourced from a Reputable UK company , so we can resolve and problems
swiftly with no major inconvenience.
 Used for the purpose of learning while playing games. One of the main
LWG goals.
Children’s use of Personal Mobile Phones
Whilst we understand that some children have a genuine need for a personal
mobile phone, LWG does not allow them to use their personal mobile phone
devices within the sessions of LWG.
Suitable and safe devices will be provided by LWG that are for the use by the
children during these sessions.
LWG does not accept any responsibility for loss or damage to children’s personal
mobile devices brought to the session by any children.
Children must not use their mobile phone to take photographs, video or
recordings of any kind whilst at a session run by LWG.

Parents and Visitors’ use of Mobile Phone Devices

Parents and all other visitors must not use their mobile phone at LWG, (or any
other device) for any reason, including taking photographs. This includes taking
photographs of their own children.
Ofsted Regulatory Inspectors are not required to surrender their ‘business’,
mobile phones.
Use of a Mobile Phone Whilst Driving
There should be no need to answer the mobile phone whilst driving. Ever.
It is an offence to use hand held mobile phones whilst driving or whilst the
engine is turned on. The user will be liable for prosecution if they are holding a
mobile phone, or any other type of hand held device to send or receive any sort
of data, be it voice, text or pictorial images. The user will be regarded to be
driving if they are in charge of a vehicle with a engine running on a public road,
even if the vehicle is stationary. It is therefore strictly forbidden for the user to
use a hand held mobile phone whilst driving.
Individuals are personally responsible for the payment of any fine or fixed
penalty (including any externally raised admin charges) incurred whilst in charge
of the vehicle.
Any conviction for driving offences, any driving endorsements and any fines
incurred must be reported immediately to line management as this may affect
the Company’s insurance.
It should be noted carefully that a breach of the LWG rules on the use of a mobile
phone whilst driving may render the user liable to action under the Disciplinary
Procedure.
Lost or Stolen Mobiles
The user is responsible at all times for the security of the mobile phone and it
should never be left unattended.
A Universal PIN number should be used on the mobile to enable voicemails to be
picked up.
If unsure how to do this, please contact Head Office to speak to the appropriate
person for instructions.
If the phone is lost or stolen, this must be reported immediately to
Learningwithgames@yahoo.com
In the event of theft of a mobile phone, the incident must also be reported to the
police and an incident number obtained (please provide this number when
reporting the loss to Head Office).
LWG reserves the right to claim reimbursement for the cost of the phone, or
excess usage charges should the correct procedures not be followed, a user
reports repeated loss of their mobile, it is deemed that the user has not taken
appropriate measures to safeguard the equipment, or reported the loss thereof
(which will be investigated by the Company and judged at its absolute
discretion).
Support
Should there be any queries on the use of the company mobile, please contact
LWG management to speak to the appropriate person.
Monitoring of Usage and Costs
LWG receives itemised billing for all Company mobile phones and this is
monitored on a monthly basis. The billing system identifies all calls, texts and
data usage (if appropriate) and the costs related to this, by user, destination,
duration, frequency, etc. High or clear personal usage will be reported to line
management for investigation (high usage is defined as usage which falls outside
of the normal usage pattern for the individual or outside of the usage pattern in
comparison to other similar users).
This monitoring will allow the Company to identify any areas of potential misuse
or training that may be required, or to negotiate with suppliers any necessary
changes in tariffs to ensure cost efficiency.
If it is found the mobile has been misused, the Company may, after formal
investigation, take action under the Disciplinary Procedure.
Mobile Phone Use Abroad
All Company mobile phones are barred from being used abroad.
Individual staff
Mobile phones and other devices may be allocated by management. It is
ultimately the responsibility of the management to ensure that all conditions (as
noted above) relating to the use of the phone are complied with. However,
individual staff that use, or could use such phones must ensure they also comply
with the conditions.
Policy Statement
This policy as stated, is particularly important to the potential success of LWG as
a lot of what we aim to do and our main goals will be reached by using
technology such as laptops and tablets to help children learn and express
themselves with a more engaging or exciting platform than a school usually can
provide or allow by having to stick to a stricter curriculum and rule set.

We of course understand schools are fantastic and that is why we wish to help
them by providing these interactive extracurricular activities for free.

This policy was formed and compliments all other LWG policy and procedures.