Laptop Issuance Policy Memo [HCI CA]

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Laptop Issuance Policy Memo – HCI Canada

Date: Feb 5, 2026
From: Taskeen Rehman, CFO
Organization: Human Concern International – Canada

Purpose

This memo documents the current approach to laptop issuance at HCI Canada while a formal IT asset and device issuance policy is being developed and approved.

These measures are intended to ensure cost control, security, and consistency in how organizational devices are distributed.

Current & Interim Laptop Issuance Guidelines

Until a formal policy is finalized, the following approach is in effect:

a) Full-Time Employees

  • Laptops have been assigned to full-time employees only.

  • These users are considered core staff with ongoing system access and operational needs.

b) Part-Time Employees & New Hires

  • IT is working toward assigning laptops to:

    • Part-time employees

    • New hires

  • Assignments will be prioritized based on role requirements and duration of engagement.

  • Asana decision: Feb 10, 2026
    Aamna Khan · 6 days ago

    Salam Taskeen

    Can you please confirm for clarity if these staff members need to be given HCI laptop

    • Admin Assistant - Shazia - to procure (I believe this is confirmed already)

    • Temporary Part-Time Data Entry Support Assistant - Shania

    • Data Entry Support Assistant - Zaheer

    Please let us know so we can proceed accordingly.

    Thank you
    —
    Taskeen · Feb 10, 2026

    Salaams - I believe Shania and Zaheer are contractors so generally no unless there is a need we can assess case by case

c) Consultants & Contractors

  • Consultants and contractors will be handled case by case.

  • Devices may be issued only when business-justified, similar to the approach taken for Usama K.

  • Approval and justification are required before issuance.

d) Seasonal / Short-Term Contract Staff

  • No laptops will be assigned to seasonal or short-term contract staff by default.

  • Exceptions may be made only if explicitly required for the role and approved in advance.

Next Steps

  • Develop and approve a formal Laptop & IT Asset Issuance Policy

  • Align device issuance with:

    • Role-based access

    • Contract duration

    • Security and compliance requirements

  • Communicate the finalized policy organization-wide once approved

Summary

This interim approach ensures responsible use of organizational assets while maintaining flexibility for operational needs. All laptop assignments during this period should align with the guidance outlined above and receive appropriate approval where exceptions are required.