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CDEbox Standards and Use Policies

  1. CDEbox for School Facilities is for the use of California Department of Education (CDE) staff and those users that have responsibility for reporting to CDE during the site acquisition and design phase of a school facility project.
  2. CDE governs all aspects of the policies, access rights, folder structures, and how CDEbox is to be used.
  3. CDE has sole control of the acceptable uses of CDEbox.
  4. CDEbox is for the expressed purpose of facilitating all aspects of reporting to CDE and does not assume responsibility for any external reporting.
  5. CDE determines the folder structure and the file-naming standards for all projects that have documents stored within CDEbox for School Facilities.
  6. All CDEbox for School Facilities users must comply with the CDE standard folder structure and file-naming conventions.
  7. External users (i.e. those users that are not CDE employees) will not have the ability to create their own folders or move or delete content within CDEbox.
  8. CDE determines all access authorities to CDEbox for external users (e.g. shared links, viewer, viewer/uploader).
  9. CDE Document Controllers and CDEbox Administrators are the sole points of contact for external users of CDEbox and are responsible for providing external inquiries with appropriate support.
  10. It is the responsibility of the external users to keep the CDE apprised of changes in staffing, which requires changes in collaborators for project folder invitations or removals, by resubmitting the CDE-100SF – Project Start Notice.
  11. The “Comments” feature of CDEbox may be used, but once comments are created, they may never be deleted. If the original commenter needs to retract a comment, the original commenter must post a reply to his/her comment.
  12. The “Comments” feature is not to be used in lieu of e-mail communication regarding project-related discussions. It is only to be used as a notification feature for a document that needs to be reviewed.
  13. The “Tasks” feature in CDEbox may be used, but once created, may NEVER be deleted.
  14. The e-mail feature within CDEbox (look for the envelope icon) must never be used.
  15. CDE Document Controllers and CDEbox Administrators are the only users with permission to move documents within project folders; all other users must request that these actions be performed by the Document Controllers.
  16. CDEbox notifications for activities occurring within CDEbox for School Facilities (i.e. uploading of documents) will be sent to all participants that have been granted access or have accepted invitations to project folders, unless participants choose to turn off these notifications within their Box account.
  17. Each document stored in CDEbox for School Facilities must only occupy one project folder/subfolder location; there should be no “copies” of documents stored in multiple project folders. The only exception to this policy would be for reports or studies that cover the entire LEA or multiple sites within an LEA, these would need to be uploaded as required per project. All documents of record must be stored in the prescribed CDEbox folder/file location.
  18. Acceptable formats and materials for uploading to CDEbox include:
    • Adobe Reader fillable forms and .PDF files.
    • .JPG photographs related to CDE construction projects.
    • Correspondence related to the construction projects.
    • Drawings related to CDE construction projects (in .PDF format).
    • Documents and spreadsheets (in Microsoft Word .DOC and Microsoft Excel .XLS file types).
  19. All users of CDEbox.com should have no expectation of privacy; activity in each folder is under the constant monitoring of the CDEbox Administrator. All users are expected to utilize this resource in a business like, professional manner at all times and comply with these standards established by CDE.
Questions:   CDEbox for School Facilities Team | SchoolFacilitiesBox@cde.ca.gov | 916-322-2470
Last Reviewed: Monday, November 04, 2024