Technology End-of-Year Guidelines

Storing Existing Technology Over The Summer – Laptops, Chromebooks, iPads

Charge to at least 80%
LOCK devices in an UNPLUGGED cart or Tech Tub. Store in a cooler room with limited access.
To decrease the risk of damage or injury, store devices on the same floor where they are utilized. If a secure location cannot be identified, store on the nearest level with a secure room.

Laptops – School Property

Teacher and Principal Laptops are the property of the school and must remain at the school when a staff member leaves the District or transfers to a different location.

If a Laptop is Not Returned:
Staff who leave District – Contact HR to report the missing laptop. This staff member will be held responsible for returning or paying for the laptop.

Staff who transfer:
Contact administrator at new location and arrange for the return of the laptop.

Returning teachers can:

  • Sign out laptop over the summer for PD, planning, and other professional uses OR
  • Store laptop at the school

This is at the discretion of the principal. Sign-out forms can be found at https://tinyurl.com/sdphardwaresignout.

Classroom Desktops

For classroom desktop computers:

  • Store in a secure room on the same floor and label by classroom. Removing from the room decreases chance of damage during summer cleaning.

Computer Labs

  • Labs may stay intact during the summer. Work with your maintenance staff to determine a plan to clean the room.
  • If there is enough space in same-floor storage room, you may store these there as well.

Smart Interactive Displays

For SMART Interactive Displays:

  • Cover the display to protect the surface over the summer (when display is NOT in use).
  • Attach a sign reminding anyone accessing the room not to write on the surface.
  • For panels, flip the switch or unplug to turn off. Your device will not receive updates over the summer and will need to be updated the following year.

SMART Board/Panel and projector remotes, cables, pens and other peripherals:

  • Store in a secure room in envelops/bins and label by classroom.

OR

  • Store in a locked closet or drawer in the classroom if not being used during summer.

Storing New Technology Over The Summer

  • Unbox and Setup BEFORE the summer break. Leaving devices like Chromebooks, iPads and Laptops in boxes during the summer increases the chance items are missing the following year.

New Purchases Arriving Near the End of the Year

  • Unbox and count to ensure vendor shipped full order.
  • Setup devices and lock in storage cart.*
  • Follow regular summer storage procedures.

*Chromebooks need to be enrolled during setup. Please see gafe.philasd.org for details.

Important Google Docs/Sheets For Employees Not Returning Next Year

  • Make a copy of important documents owned by staff members leaving the District or your school.

OR

  • Ask them to transfer ownership to you.