MOBILE DEVICE PROJECT:
END-OF-YEAR PROCEDURES
COLLECTION OF DISTRICT-ISSUED LAPTOPS IN ELEMENTARY SCHOOLS:
CONNECT@HOME & JUMP START PROGRAMS
MOBILE DEVICE PROJECT: END-OF-YEAR PROCEDURES
2014 - 2015
TABLE OF CONTENTS
OVERVIEW ............................................................................................................. 2
Connect@Home and Jump Start Schools ............................................................. 2
COLLECTION AND REFRESH PROCESS OVERVIEW .................................................. 3
CONNECT@HOME ................................................................................................. 4
Collection Process Flowchart:Connect@Home ................................................... 4
Collection Process Tasks: Connect@Home .......................................................... 5
JUMP START ........................................................................................................... 7
Collection Process Flowchart: Jump Start ............................................................ 7
Collection Process Tasks: Jump Start ................................................................... 8
Appendix A: 2014-2015 Laptop Inventory Survey ................................................ 11
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MOBILE DEVICE PROJECT: END-OF-YEAR PROCEDURES
2014 - 2015
OVERVIEW
Select elementary schools received mobile devices (laptops) to distribute to students and to use
in classroom instruction, as part of the district’s Digital Convergence initiative. The two
programs implemented in select elementary schools were Connect@Home and Jump Start. At
the end of the school year, the mobile devices used in these programs need to be collected and
refreshed so that software applications can be updated. However, each program implemented
different methods of distributing and tracking the laptops; therefore the collection procedures
will differ depending on the program used at the individual schools. Below is a chart listing the
elementary schools participating in the Connect@Home and Jump Start programs.
CONNECT@HOME AND JUMP START SCHOOLS
Connect@Home
Jump Start
0481 JAMES H. BRIGHT/J.W. JOHNSON ES
0073
MANDARIN LAKES K-8 ACADEMY
0661 CARIBBEAN ES
0101
ARCOLA LAKE ES
1561 EARLINGTON HEIGHTS ES*
0361
BISCAYNE GARDENS ES
2081 FULFORD ES
0521
BROADMOOR ES
2941 LAURA C. SAUNDERS ES
0681
CAROL CITY ES
4121 DR. ROBERT B. INGRAM ES
1561
EARLINGTON HEIGHTS ES
4681 RIVERSIDE ES
2161
GOLDEN GLADES ES
5021 BEN SHEPPARD ES
2501
HOLMES ES
5431 SWEETWATER ES
2981
LIBERTY CITY ES
4501
POINCIANA PARK ES
4651
E. F. BECKFORD/RICHMOND ES
*Earlington Heights is currently a Jump Start school, but was initially part of the Connect@Home program. School
should follow the Connect@Home procedures for the laptops that were distributed through Connect@Home and
the Jump Start procedures for laptops that were distributed through the Jump Start program.
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MOBILE DEVICE PROJECT: END-OF-YEAR PROCEDURES
2014 - 2015
COLLECTION AND REFRESH PROCESS OVERVIEW
This document will provide specific instructions for both Connect@Home and Jump Start
schools on collecting the student laptops and preparing them for the summer refresh. Below is
an overview of the tasks required as part of the collection and refresh process. In the following
pages, flowcharts and detailed instructions have been provided to assist schools in the
collection process.
OVERVIEW OF COLLECTION AND REFRESH PROCESS: CONNECT@HOME AND JUMP START PROGRAMS
Connect@Home
Jump Start
Identify a secure location for laptops and hotspots


Collect devices and accessories from students


Check in the student devices using the ATMS


Update laptop inventory database


Check out devices to rising 4th and 5th graders
for summer use


Store the devices and accessories (awaiting refresh)


Charge devices prior to ITS team arrival


Designate two (2) staff members as points of contact


Provide access to devices on the day of the refresh


Refresh mobile devices (ITS staff)


Store devices (after the refresh)


 - Task Required
 - Not Applicable
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MOBILE DEVICE PROJECT: END-OF-YEAR PROCEDURES
2014 - 2015
CONNECT@HOME
COLLECTION PROCESS FLOWCHART: CONNECT@HOME
Identify a secure
location for laptops
and hotspots
Designate two (2) staff
members as points of
contact
Provide access to
devices on the day of
the refresh
Collect devices
and accessories
from students*
Charge devices prior to
ITS team arrival**
Refresh mobile
devices***
Update laptop
inventory database
Store the devices
and accessories
(awaiting refresh)
Store devices
(after the refresh)
* Collection of the devices should coincide with updating the school site database.
** ITS will coordinate with school technician to charge the devices prior to school visit.
*** ITS teams will visit schools to conduct refresh.
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MOBILE DEVICE PROJECT: END-OF-YEAR PROCEDURES
2014 - 2015
COLLECTION PROCESS TASKS: CONNECT@HOME
1. Identify a secure location for storing the laptops, accessories, and hotspots
1.1. Location should be central (e.g. library media center, computer lab, etc.) and not
individual classrooms.
1.2. Ideally, storage location could serve as the refresh staging area, but if not, then laptops
would need to be moved from storage location to refresh staging area.
1.3. Selected location should have electrical outlets to charge the laptops.
1.4. There should be space in the designated area for ITS staff to conduct work.
1.5. Location should be secure with minimal access by staff.
2. Collect the following items from students: laptops, accessories, Wi-Fi hotspots
2.1. Use collection process that best fits the school’s needs and collect devices no later than
May 27, 2015.
2.2. Collect laptops and Internet hotspots from all current fifth grade students that took
home devices and hotspots.
2.3. Inspect laptops for physical damage (e.g. cracked screen, broken keyboard, etc.) and
ensure that laptop is in working order.
2.4. As laptops are collected, if students report laptops lost/stolen or return them in a
damaged/broken condition, update the school site inventory database to reflect the
device status and issue the student a financial obligation for the full replacement value
of the item(s). Replacement values can be found in the Mobile Device Agreement.
2.5. Complete a HEAT ticket for any broken/damaged laptop so school technician can assess
device.
2.6. If school technician cannot repair device, it should be returned to Dade Tech for
repairs. School should contact Dade Tech at 305-974-8883 for further instructions.
2.7. If student pays for lost or damaged item(s), funds are to be deposited according to
procedures outlined in Weekly Briefing #17434. This needs to be completed by May 27,
2015.
2.8. If parents obtained insurance coverage through the Worth Ave. Group, then parent
must contact the insurance provider for repair or replacement procedures. Parents do
not turn in broken/damaged device to school, but must follow procedures outlined by
the Worth Ave. Group. School should issue a financial obligation to student for cost of
device, until insurance claim is settled. Once settled, financial obligation can be
removed.
2.9. For broken/damaged cellular hotspots, complete a HEAT ticket so that school
technician can assess. If hotspot is found to be non-functional, then contact Sprint
directly at 877-639-8351 for troubleshooting assistance.
3. Update mobile device inventory/database
3.1. Update the mobile device database to reflect lost, stolen, broken devices by June 3,
2015, and forward it to the Instructional Technology Department, via email, to
[email protected]
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MOBILE DEVICE PROJECT: END-OF-YEAR PROCEDURES
4.
5.
6.
7.
8.
9.
2014 - 2015
3.2. Complete the Laptop Inventory Survey (Appendix A, Sections A & B) and forward to the
Instructional Technology Department, via email, to [email protected].
Store the laptops and hotspots in a secure location in preparation for the refresh process
4.1. Later in the summer, ITS staff will conduct a refresh of the laptops in preparation for
distribution next school year.
4.2. Prior to visit by the ITS team, laptops must be placed in a central location that will
accommodate the electrical needs for charging and/or connecting the laptops to
outlets for refresh (e.g. library media center, computer lab, etc.).
4.3. To expedite the refresh process, please store the laptops with the charger as the
charger will be needed during the refresh process.
Charge laptops prior to refresh process
5.1. Laptops need to be fully charged to facilitate the refresh process
5.2. ITS staff will contact school technician to arrange for the charging of the laptops
Designate 2 points of contact (include a school administrator) for device refresh during
the summer
6.1. Contact is responsible for providing access (during the summer) for the ITS team to the
location where laptops are stored.
6.2. Do not list the school technician as one of the contacts.
6.3. Provide the school contacts’ information (name, title, email address, phone number) by May 29, 2015 - to Instructional Technology and ITS via the following link:
http://it.dadeschools.net/survey/TabletRefreshContact.htm
Provide access to devices on the day of the refresh
7.1. Contact is responsible for providing access (during the summer) for the ITS team to the
location where laptops are stored.
Refresh laptops to update software applications
8.1. Staff from ITS will coordinate school site visit with the school technician for device
refresh.
8.2. School contact person(s) needs to be at school during the refresh process and have
access to location where laptops are stored.
Store laptops after refresh process is completed
9.1. After the refresh process has been completed, school site staff should place the laptops
and carts back in the secure location (if different than the refresh staging area) to await
distribution the following school year.
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MOBILE DEVICE PROJECT: END-OF-YEAR PROCEDURES
2014 - 2015
JUMP START
COLLECTION PROCESS FLOWCHART: JUMP START
Identify a secure
location for laptops and
hotspots
Provide access to
devices on the day of
the refresh
Refresh mobile
devices***
Collect devices
and accessories
from students*
Designate two (2) staff
members as points of
contact
Store devices
(after the refresh)
Check in the student
devices using the Asset
Tracking Management
System (ATMS)
Charge devices prior to
ITS team arrival**
Check out devices to
rising 4th and 5th graders
for summer use
Store the devices
and accessories
(awaiting refresh)
* Collection of the devices should coincide with updating the Asset Tracking Management System.
** ITS will coordinate with school technician to charge the devices prior to school visit.
*** ITS teams will visit schools to conduct refresh.
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MOBILE DEVICE PROJECT: END-OF-YEAR PROCEDURES
2014 - 2015
COLLECTION PROCESS TASKS: JUMP START
(“Rising 4th and 5th graders” refers to students currently in 3rd and 4th grade, respectively.)
1. Identify a secure location for storing the laptops, accessories, and hotspots
1.1. Location should be central (e.g. library media center, computer lab, etc.) and not
individual classrooms.
1.2. Ideally, storage location could serve as the refresh staging area, but if not, then laptops
would need to be moved from storage location to refresh staging area.
1.3. Selected location should have electrical outlets to charge the laptops.
1.4. There should be space in the designated area for ITS staff to conduct work.
1.5. Location should be secure with minimal access by staff.
2. Collect laptops and Wi-fi hotspots from 3rd, 4th, 5th grade students
2.1. Use collection process that best fits the school’s needs.
2.2. Collect laptops and Internet hotspots from all 3rd, 4th, and 5th grade students that took
home devices and hotspots. Rising 4th and 5th grade students may keep laptops for use
during the summer, but they need to bring in laptops for inspection. (See Task # 4
below.)
2.3. Inspect laptops for physical damage (e.g. cracked screen, broken keyboard, etc.) and
ensure that laptop is in working order.
2.4. As laptops and accessories are being collected, if students report laptops lost/stolen or
return them in a damaged/broken condition, update the ATMS to reflect the device
status.
2.5. Complete a HEAT ticket for any broken/damaged laptop so school technician can assess
and forward ticket to United Data Technologies (UDT), if necessary. UDT will send
school instructions for sending laptop to UDT.
2.6. Issue the student a financial obligation for the full replacement value of the item(s).
Replacement values can be found in the Mobile Device Agreement.
2.7. Broken/damaged laptop should be set aside and stored in secure location.
2.8. If student pays for lost or damaged item(s), funds are to be deposited according to
procedures outlined in Weekly Briefing #17434.
2.9. If parents obtained insurance coverage through the Worth Ave. Group, then parent
must contact the insurance provider for repair or replacement procedures. Parents
should hold on to broken/damaged devices and follow repair/replacement procedures
outlined by the Worth Ave. Group. School should issue a financial obligation to student
for cost of device, until insurance claim is settled. Once settled, financial obligation can
be removed.
2.10. For broken/damaged cellular hotspots, complete a HEAT ticket so that school
technician can assess. If hotspot is found to be non-functional, then contact Sprint
directly at 877-639-8351for troubleshooting assistance.
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MOBILE DEVICE PROJECT: END-OF-YEAR PROCEDURES
2014 - 2015
3. Check in the laptops using the Asset Tracking Management System (ATMS)
3.1. As you collect laptops from students, use the ATMS to check them in and “unassign”
them from the student; a link to the ATMS is provided below:
http://digital.dadeschools.net/school_resources.asp.
3.2. Login information for the ATMS was provided in Weekly Briefing #16063.
3.3. Instructions for checking in laptops is found in the ATMS User Guide located at
http://digital.dadeschools.net/school_resources.asp.
3.4. Forward inventory data for cellular hotspots to the Instructional Technology
department by completing Section B of the Laptop Inventory Survey. [See Appendix A.]
4. Check out laptops to rising 4th and 5th graders
4.1. Parents must accompany students when picking up laptops.
4.2. Have students and parents sign a new mobile device agreement for the 2015-2016
school year.
4.3. Check out laptops to rising 4th and 5th graders to use during the summer
4.4. Students should be provided with the same laptop they were given during the school
year, unless laptop is not in working order. If laptop is broken or damaged, student may
be issued a replacement laptop (See 2.3 and 2.4 above.)
4.5. These laptops will not be included in the refresh process during the summer as they will
be checked out to the same students.
5. Store the laptops and hotspots collected from current 5th grade students in a secure
location in preparation for the refresh process.
5.1. Later in the summer, ITS staff will conduct a refresh of the laptops in preparation for
distribution next school year.
5.2. Prior to visit by the ITS team, laptops must be placed in a central location that will
accommodate the electrical needs for charging and/or connecting the laptops to
outlets for refresh (e.g. library media center, computer lab, etc.).
5.3. To expedite the refresh process, please store the laptops with the charger as the
charger will be needed during the refresh process.
6. Charge laptops prior to refresh process
6.1. Laptops need to be fully charged to facilitate the refresh process
6.2. ITS staff will contact school technician to arrange for the charging of the laptops
7. Designate 2 points of contact (include a school administrator) for device refresh during
the summer
7.1. Contact is responsible for providing access (during the summer) for the ITS team to the
location where laptops are stored.
7.2. Do not list the school technician as one of the contacts.
7.3. Provide the school contacts’ information (name, title, email address, phone number) to
Instructional Technology and ITS via the following link:
http://it.dadeschools.net/survey/TabletRefreshContact.htm
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MOBILE DEVICE PROJECT: END-OF-YEAR PROCEDURES
2014 - 2015
8. Provide access to devices on the day of the refresh
8.1. Contact is responsible for providing access (during the summer) for the ITS team to the
location where laptops are stored.
9. Refresh laptops to update software applications
9.1. Staff from ITS will coordinate school site visit with the school technician for device
refresh.
9.2. School contact person(s) needs to be at school during the refresh process and have
access to location where laptops are stored.
10. Store laptops after refresh process is completed
10.1. After the refresh process has been completed, school site staff should place the
laptops back in the secure location (if different than the refresh staging area) to await
distribution the following school year
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2014 - 2015
MOBILE DEVICE PROJECT: END-OF-YEAR PROCEDURES
APPENDIX A: 2014-2015 LAPTOP INVENTORY SURVEY
Directions: Please complete this form and forward it to the Instructional Technology
Department via email to Alberto Pimienta at [email protected].
School
LOC #
Principal
Program:
Connect@Home
Jump Start
A. Laptop Inventory Survey - Connect@Home Schools Only
Total
1. Mobile devices checked-out to students during the 2014-15 school year
2. Mobile devices broken/damaged
3. Of the total in question #2 above, how many devices were sent for
repair/replacement?
4. Mobile devices reported Lost
5. Mobile devices reported Stolen
B. Cellular Hotspots Inventory Survey - Connect@Home and Jump Start
Total
1. Hotspots checked-out to students during the 2014-15 school year
2. Hotspots broken/damaged
3. Of the total in question #2 above, how many hotspots were sent for
repair/replacement?
4. Hotspots reported Lost
5. Hotspots reported Stolen
Person Completing Form
Title:
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