Deactivated Staff and Students

RLAS 116 STANDARD OPERATING PROCEDURES

RLAS

Round Lake Area School District 116

IT DEPARTMENT

Procedure:

Deactivated Staff and Students

Effective Date:

7/9/25

Revised Date:

7/9/25

Type of Process:

Internal Procedure

District Procedure

Authority

Manager, Computing Devices, Network Systems & Cybersecurity

Purpose

To hold proper inventory technology equipment 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

This status applies to individuals who are no longer active in the system due to graduation, transfer, or employment termination. Deactivated staff and students no longer have access to school resources, systems, or services. Their accounts are suspended, and any previously assigned items, such as devices or library materials, must be returned or marked as lost. Please ensure all necessary steps are taken to finalize their records and update inventory accordingly

**All returned items must be promptly submitted to the technology team without delay. Your cooperation is essential in ensuring a smooth and efficient process. Thank you for your attention to this important matter

Steps

Student Leaves the District

Who is Responsible

Notification of Student's Unenrollment:

Fill out a FixIt ticket when the student is leaving the district
With the
- Student's full name
- ID Number
- Building location

Secretary

End Enrollment in IC

End date of the student

Data Team

Notification of Student's Departure:

Notifies the building technician that the student has left or is leaving the school.
If building secretaries have received devices, turn them into the building technician.

Secretary

Verify Items Turned In:

Confirm with the front office if any items have been turned in.
Check-in items, if any

Building Technician

Check for Checked-Out Items:

Verifies what items are still checked out to the student

Building Technician

Mark Lost Items and Apply Fees in Follett:

If any items are still checked out to the student, mark them as lost and assign the appropriate fee based on the fee schedule.

Building Technician

Mark Items Lost in Jamf:

If any iPads or MacBooks are marked lost in Follett, in Jamf, place them in lost mode immediately to increase the chances of recovery.

Building Technician

Fee Notification:

Once the items are in lost mode in both Follett and Jamf, notify the building fee secretary of the total amount for the fees.

Building Technician

Enter Fees in Infinite Campus:

Input the fee amount into Infinite Campus.

Secretary

Parent Notification:

Notifies the parents about the fees that have been assessed.

Secretary

Steps

Staff Leaves the District

Who is Responsible

Check for Checked-Out Items:

Verifies what items are checked out to the Staff

*If the last day is provided, send an email to the staff with the items they need to return. CC Supervisor and building technician.

staff -

Computing Devices Specialist

Notification of Staff Departure:

Notifies the building technician that the staff has left or is leaving the school.
Notifies the Supervisor that the staff has left or is leaving, to have them make sure items are turned in.

Computing Devices Specialist

Verify Items Turned In:

Confirm with the front office if any items have been turned in.
Check-in items, if any

Building Technician

Check for Checked-Out Items:

Verifies what items are still checked out to the Staff

Building Technician

Confirm Items Turned In:

Confirm with the front office if any items have been turned in.
If nothing was turned in notify the Computing Devices Specialist

Building Technician

Mark Lost Items and Apply Fees in Follett:

If any items are still checked out to the staff, mark them as lost and assign the appropriate fee based on the fee schedule.

Computing Devices Specialist

Mark Items Lost in Jamf:

If any iPads or MacBooks are marked lost in Follett, in Jamf, place them in lost mode immediately to increase the chances of recovery.
Windows ?

Computing Devices Specialist

Fee Notification:

Fill out the invoice sheet for the staff member
Submit the invoice to the manager

Computing Devices Specialist

Submit the Invoice:

Send the invoice to the business office

Manager

Specialist Team

Enter Fees to Staff Account:

Input the fee amount into the system.

Business Office

Staff Notification:

Notifies the staff about the fees that have been assessed

Manager

Specialist Team