Acceptable Use Policy

Cubicle exists so staff can share laptop carts and related technology fairly, see who has which resource, report problems, and let IT keep inventory accurate. This Acceptable Use Policy (AUP) defines permitted and prohibited conduct.

It applies whenever you access the service — on a school computer, a personal phone, a substitute’s laptop, or any other device. It applies in addition to the division’s general technology AUP, codes of conduct, and employment obligations.

• Teachers, including substitute and temporary instructional staff with allowlisted access.
• Administrators and IT personnel with elevated tools.
• Anyone using a session opened in their name, including if they leave a browser signed in.
• Vendors or contractors only if the division has expressly allowlisted them for a defined task.

Students, parents, and the public must not be given credentials or be asked to operate Cubicle as if they were staff.

Authorized staff may use Cubicle to:

• View cart availability against the bell schedule and book carts for instructional or approved school activity.
• Cancel or release their own bookings when plans change.
• Invite a colleague to share a slot, or accept/decline a share, in good faith.
• Request a swap or handoff when operationally necessary, with an honest reason.
• Report equipment problems accurately and with an appropriate severity.
• Update their own professional profile and notification preferences.
• Scan official cart or laptop QR labels to identify inventory (where that feature is enabled).
• Administrators: maintain cart status, restrictions, laptop codes, staff allowlist, booking policy, and reports.

If you are unsure whether an action is permitted, ask IT before doing it. Convenience is not permission to bypass controls.

Shared carts are a scarce school resource. Software booking is a coordination tool, not a claim of personal ownership.

• Book only the periods you reasonably need. Do not hoard carts “just in case” across many days if that blocks colleagues.
• Enter truthful class, purpose, or tag information so others and IT can understand the reservation.
• Do not create fake classes, placeholder names, or junk bookings to hold a cart.
• Cancel promptly when a lesson is moved, a field trip is cancelled, or you no longer need the equipment.
• Respect booking windows, daily slot limits, and locked periods (for example AP exams or inventory days).
• Do not pressure or harass colleagues through the board, share invites, or swap requests.
• Do not use admin tools (if you have them) to favour yourself unfairly or to punish another staff member.
• Physical collection of a cart still follows school checkout practice. A green slot in software does not excuse leaving a cart in an unsecured hallway.

• Share a slot only with a colleague who will actually use the cart with you or instead of you as agreed.
• Do not use share invites to evade slot limits or to park a cart with someone who is not teaching that period.
• Respond to pending invites and swap requests in a timely way during work days.
• Decline rather than ignore a request you cannot honour, so the other person can plan.
• Handoff and exchange tools are for operational need, not for trading favours that break department rules.
• If you accept a share, you share responsibility for returning equipment in usable condition.

• Report broken, missing, or unsafe equipment promptly. Do not leave a known hazard for the next class.
• Choose severity honestly. High severity may automatically pull a cart from circulation — use it for real risk, not to win a booking dispute.
• Do not file retaliatory, joking, or defamatory issue reports about colleagues.
• Laptop codes and QR labels are inventory controls. Do not publish them on public social media or in unsecured documents.
• Do not peel, swap, or counterfeit labels to conceal missing devices.
• Administrators pausing a cart for maintenance should resolve or reassign affected bookings rather than leaving classrooms surprised.

Everything you type into Cubicle (notes, issue descriptions, swap reasons, profile bio, class tags) is school operational content. It may be visible to other authorized staff and to administrators.

• Keep language professional and suitable for a workplace record.
• Do not include hate speech, harassment, threats, sexually explicit material, or discriminatory remarks.
• Do not include passwords, private addresses unrelated to work, or gossip about students or families.
• Do not upload or paste malware, tracking scripts, or content intended to disrupt the service.
• Profile photos must be appropriate workplace images (typically your Google Workspace photo).

• Sign in only with your own allowlisted @rbe.sk.ca Google account.
• Never use Gmail, personal Google accounts, or another staff member’s login.
• Do not share passwords, magic links, screenshots of live sessions, or browser profiles that stay signed in.
• Lock or sign out of devices in classrooms, prep rooms, and supply carts.
• Do not keep a personal copy of the staff directory or laptop-code list on unapproved cloud drives.
• If you are covering a class, ask IT or an admin for proper access rather than borrowing a colleague’s signed-in screen, unless local procedure expressly allows supervised use of a already-open board for that period only — you still must not change the other person’s account settings.

The following are strictly prohibited:

• Attempting to access the platform without allowlist approval.
• Bypassing, probing, scanning, or disabling security or access controls.
• Using automated scripts, scrapers, or bots against the service except tools IT has approved.
• Interfering with availability, integrity, or performance (denial of service, flooding bookings, corrupting records).
• Testing exploits, injecting payloads, or performing “security research” on the production school system without written IT authorization.
• Impersonating another user, a cart, or an administrator.
• Accessing or attempting to access another user’s account, tokens, or email.
• Exfiltrating bulk school records for use outside assigned duties.
• Introducing malware, ransomware, or unauthorized remote-access software via any Cubicle field or related workflow.
• Scraping, recording, or systematically screenshotting the interface in order to rebuild, clone, or “take inspiration” for another product.
• Sharing Cubicle screens, workflows, or operator knowledge with a vendor, intern, or developer as a specification for a similar tool.

Unauthorized access to a computer system may be a criminal offence. Good-faith vulnerability reports must follow the Security & Data Safety statement and must not disrupt school operations.

• Treat staff names, booking patterns, phone numbers, and issue notes as confidential workplace information.
• Do not discuss another teacher’s schedule publicly in a way that is harassing or unrelated to operations.
• Do not enter student personal information, student numbers, medical details, or safeguarding notes into Cubicle unless a documented procedure requires that exact information for the task.
• Do not use the platform to record disciplinary information about students or staff that belongs in official HR or student-record systems.
• Follow LA FOIP and division privacy rules when exporting reports or taking screenshots of the board.

Phone and tablet use is allowed for authorized staff. You must still follow school rules about phones around students.

• Camera permission is only for scanning official Cubicle QR labels when you initiate a scan.
• Do not point the scanner at students, ID badges, or unrelated codes as a joke or as surveillance.
• Do not store captured frames of classrooms on personal devices beyond what the OS briefly uses to decode a code.
• School-owned devices used for Cubicle remain subject to division device policy, including loss, encryption, and inspection rules.

• Do not use notification features to spam colleagues or to send non-school content.
• Test-email from Settings is only to verify that your school address can receive operational mail.
• Do not spoof, misstate, or hide the school identity associated with your account.
• If you receive a message that looks like Cubicle but asks for your Google password, treat it as phishing and report it to IT — Cubicle will not ask you to paste your password into email.

Cubicle is a workplace system. Administrators and operators may access logs, bookings, issue reports, and account records as needed to run the school service, investigate misuse, secure the platform, and meet legal duties. You should have no expectation of personal privacy in Content you submit to the service, beyond the protections in the Privacy Policy and applicable law.

Presence indicators and realtime updates are operational features, not covert surveillance of off-duty life. They must not be used to harass staff.

Violations may result in one or more of the following, depending on severity and division policy:

• Informal warning or direction to correct records.
• Temporary suspension of Cubicle access.
• Permanent removal from the allowlist.
• Referral to school administration, human resources, or professional-conduct processes.
• Referral to law enforcement where conduct may be criminal (unauthorized access, harassment, theft of equipment, etc.).
• Restoration costs or other employment consequences as policy allows.
• Intellectual-property claims by the Cubicle Owner (injunction, damages, destruction of copies) for cloning or unauthorized reuse.

IT may suspend first and investigate second when there is a security or safety risk. Enforcement decisions about employment remain with the school division, not with the software itself.

You must promptly report:

• Lost or stolen devices that were signed in to Cubicle.
• Suspected account takeover or phishing.
• Bookings or issue reports that appear malicious or harassing.
• Missing carts or labels that suggest theft or tampering.
• Any accidental entry of sensitive student or medical information so it can be removed.

Report misuse or security concerns to it-support@rbe.sk.ca. If someone is in immediate danger, contact emergency services first.

This AUP is part of the Terms & Conditions. Ownership and copying rules are in the Intellectual Property & Licence policy. Privacy handling is described in the Privacy Policy. Technical safeguards and incident reporting are in Security & Data Safety.

Division board policy, collective agreements, and professional codes continue to apply. Where this AUP is more specific to Cubicle, follow this AUP as well. Where mandatory law or board policy is stricter, the stricter rule prevails. Board policy does not authorize copying Cubicle.

Cubicle is licensed, not sold. You must not copy, sell, remake, or build a similar application — including with a different UI or feature list — without the Cubicle Owner’s explicit written permission. You must not use the live service as a template for a vendor, intern, or staff rebuild. See the Intellectual Property & Licence policy. That duty continues after you leave the school.