EOY Best Practices

Our big one that we implemented at the end of last school year is having our HR Team give us tickets way ahead of time for staff retiring at the end of the school year, so our site agents can be aware and go collect devices before everyone jets off for summer. Already have about 30 sitting in our queue for this year and we are getting more each day.

Another good one that we use is a manual inventory verification schedule through the Asset Audit manager. We have one triggered to fire the last month of school where each site Agent is supposed to physically verify all the assets that should be there, then another that fires after summer break to make sure nothing went missing during summer school/break time.

Most of our Chromebooks are back in carts now and we just had a huge district wide cart inventory done, so we don’t necessarily need to have a huge check in process this year, but we definitely did over the last 2 with all the COVID checkouts.

This is our first EOY with IIQ. We have a few items.

• We are working with our site admins and office staff to help them generate reports for outstanding fee tracker fees before students exit for the year.
• Teacher technology EOY checkout/inventory
  • Using an IIQ report, they will verify technology in their classroom
  • Also submit tech tickets for any outstanding items
  • Since this is our first full year with IIQ, suggestions for improvements or automations in a EOY survey
• Inventory reports to true up actual numbers in our loaner and spare poo

Probably loads more EOY items once we get down to doing it.

@TAnders I love that idea for retiring and/or staff separations.

One question i've been meaning to ask and kept forgetting is how do other schools clean, or disinfect, or store their Chromebooks for the summer if they collect them.

We collect everything for the summer from 7th up and we bag and wipe the chromebooks.

We bag them to pretty much suffocate anything alive inside the Chromebook and every year we throw away so many bags.

I wanted to know if any other district's have better solutions to summer storage or if there is a product we can buy to replace all the bags we use.

@evanhees This is a great question! I am intrigued about the answer too!!

What kind of bags do you use for device storage? We did not disinfect our devices last year and this year we had a HUGE mold issue on the devices. It took us to the Christmas break to get devices back to the schools in an acceptable condition. We want to prevent that from happening again this year.

Thanks @Cecilia-DCSS for the question. That is crazy about the mold!! Were the devices wet?

@evanhees What kind of bags would you advise? 

@evanhees We Wear Kaygo work gloves, after physical checks, and full power off we use Microfiber cloths and 99% IPA in a spay bottle, Spray the cloth, wipe fully in a large well ventilated space (we pick the school libraries as that is where future hand outs will come from), Stacks of 10 and leave out to air dry, though the IPA makes it so it could be stored pretty quick. 

As space is limited we only collect outgoing senior devices, the Library is not in use over the summer so we have the Chromebooks “shelter in place” until the next year.  Two 1,000ish student high schools, we only hand out to incoming freshman. 

No. the devices were not wet. The schools that had the mold issue are older and their storage rooms are not ideal.