AppleCare iPads

RLAS 116 STANDARD OPERATING PROCEDURES

Round Lake Area School District 116

IT DEPARTMENT

Procedure:

AppleCare iPads

Effective Date:

10.4.24

Revised Date:

8/20/25

Type of Process:

Internal Procedure

District Procedure

Authority

Director of Technology and Innovation

Purpose

To properly inventory new technology equipment before and after iPads are sent out of the building in compliance with board policy 4:80 Accounting and Audits (Dec 2020) and 4:80-AP3 - Administrative Procedure - Inventory Management for Federal and State Awards (Oct 2019)

Description

The procedure to properly process iPads that are covered under the AppleCare warranty

Steps

Technology Inventory

Who is Responsible

Student turns in a broken device

The replacement device is given to the student

Building Technician

Assess if a fee should be added to IC and Follett

1st break of the school year- fee is added in Follett; fee is waived in full
2nd or more breakage of the school year
- Fees are added in Follett
- Email the fees secretary the amount you entered in Follett with the student's information to add the fee to IC

Building Technician

iPad is checked in from the student

Building Technician

Wipe the Device in Jamf

Best to do it on a network cable

Building Technician

iPad is set aside on the broken device storage shelf at their individual buildings

Building Technician

iPads are identified for AppleCare

Can check serial number, if unsure

Building Technician

Log the iPads on the Applecare sheet for the correct building on the intake sheet for the school year.

Building Technician

Delete Device from Jamf

Building Technician

Log into GSX

Building Technician

Click on Repairs>Create Repair>

Enter all the information that is required in the field. > For PO field enter the technician's initials-old asset tag/serial number

Example: XX-GTEC01010/G3R3XJ36T9

For AAC Devices - technician’s initials-old asset tag/serial number-AAC

Example: ZZ-GTEC03030/H6Y3JK11B9-AAC

Submit Repair

Building Technician

Apple will send out boxes for broken iPads

When boxes come into the Annex the boxes will be placed on the receiving table for sorting

Receiving Team

The boxes will be sorted out to deployment tables

Receiving Team

Grab boxes from the deployment table to return to your building

Then you will find the corresponding box number and the Serial number of the device that needs to go into that box

Building Technician

Pack the boxes with the correct iPad

Building Technician

Once all boxe(s) are filled, Call to schedule a pickup from FedEx

Building Technician

Update the Follett Record

Building Technician

Update item(s)

Create a CSV file of all asset tags (barcodes) that need to be updated
Change Status to “Returned to Vendor”
Change Condition to “Damaged”
Change Add historical note “Sent back to AppleCare”

How to batch update

Building Technician

Apple will send out boxes with new iPads

When boxes come into the Annex the boxes will be placed on the receiving table for sorting

Receiving Team

The boxes will be sorted out to deployment tables

Receiving Team

Grab boxes from the deployment table

Asset Tag devices
- Refer to the AppleCare sheet for the correct color tag based on the funding source
  - Green tags are for all grant funding sources (ie, ECF, ESSER….)
  - Blue tags are for district funding sources

*AAC iPads can be returned to the correct building technician for processing

Receiving Team

Log the new serial number into GSX Based on the repair number

Update the KGB number
Change the status to Repair Marked Complete >Save

*wait about an hour for the iPad to sync with ASM and be added to Jamf

Receiving Team

Edit the items on the tab on the intake inventory sheet for the school year being used

All fields must be filled out based on the inventory SOP
Once complete, notify the inventory owner the intake can be uploaded to Follett

*All intake sheets are made on the same school year inventory intake sheet, not on separate Google Sheets. Do not create your own Sheet

Receiving Team

Once items are on the intake sheet and verified correct fields are filled out Based on Inventory SOP

Determine the Follett Destiny appropriate input process that is most efficient for entry of the technology equipment that was just asset tagged (e.g. manual entry (How to Enter items into Follett Destiny), as well as the batch (or mass?) upload process (Upload CSV to Follett Destiny), using the attached .csv template (Follett Destiny Inventory Upload Template)

Receiving Team

Return items to the restocking shelf

*Make sure iPad has been enrolled before sending to a building

Receiving Team

Before Deployment

Prestage the iPad(s) to the correct building they came from

Do this before you turn the iPad on for the first time
Use MUT to change the pre-stage to the correct building
- Use the “Groups and Prestages Template” from MUT

Building Technician

Run each device through the enrollment process

Note: Data and Privacy Screen = Rewipe

Building Technician

Use MUT to upload asset tag information into Jamf

Use “Mobile Device Template” from MUT

Building Technician