At Frontline, we want to help make the transition into the new school year as smooth as possible. Beginning of year device distribution doesn’t have to be a headache for your district. Here are some essential factors to consider before distribution day and while on site.
Before Device Distribution
Most of the work to ensure smooth processes on distribution day should be done beforehand. First, it’s important to establish where and when you will hold distribution and who is allowed to pick up the devices. Will you distribute during school hours, before school, after school, or at a parent/teacher day? Where will devices be picked up from? Planning these specifics early and communicating them to parents and staff will help improve the flow of distribution day.
Next, reduce room for errors or confusion by planning in advance exactly which devices will be distributed and to which student. Clearly communicate the details to staff, students and families so they know what to expect. Consider training staff on distribution day protocols and plan procedures around: student login information, any applicable fee collection, and accessories that will be included (mouse, chargers, cases, etc.).
Lastly, ensure each location has enough devices based on enrollment. Each campus should have the correct number of devices for that location, so any delays caused by insufficient equipment can be avoided.
You’ll want to document and communicate all these decisions and processes clearly. What are the roles and responsibilities? Is there helpful training on how to use the asset management system? What information will students need to pick up their devices? Make sure all staff and helpers are well-prepared, as well as parents and students.
While On-Site
With this pre-planning, you should have a bit less to organize on site during distribution day. There are still important factors to consider, like ensuring parents and students know where to go to receive their devices once they arrive on campus. Have maps and possibly staff available to direct people in the right direction.
Perhaps the most important: Make sure you have all the necessary devices organized onsite and ready to distribute. Have laptops, mobile devices, scanners, tags, pens, and labels easily accessible.
It’s better to communicate beforehand to parents and students any paperwork they’ll need when picking up their device, but it’s also important to have the necessary documents available on site. Generally, these documents include, but are not limited to, AUP’s and insurance information.
If you’re interested in asset management software, consider Frontline Asset Management. This software can help your school district execute many of the organizational processes we’ve outlined here, as well as manage the entire lifecycle of your assets, make reporting more accessible, track maintenance and save time. Learn more and see the software in action!