Year-End Device Collection Guide

Collecting devices at the end of the school year is one of the most critical inventory management tasks. This guide walks you through the complete process from planning to final verification.

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Overview

End-of-year device collection involves:

1. Planning - Setting timelines and assigning responsibilities
2. Preparation - Generating reports and preparing collection materials
3. Collection - Physically collecting and checking in devices
4. Verification - Confirming all devices are accounted for
5. Follow-up - Handling unreturned devices

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Phase 1: Planning (2-4 Weeks Before Collection)

Set Your Timeline

Establish key dates for the collection process:

Milestone	Recommended Timing
Send first reminder to staff	3 weeks before collection
Generate checkout reports	2 weeks before collection
Begin collections	1 week before last day
Final collection deadline	Last day of school
Follow-up on missing devices	First week after school ends

Assign Responsibilities

Determine who handles each aspect:

• Building coordinators - Oversee collection at each school
• Tech staff - Process check-ins and inspect devices
• Office staff - Track unreturned devices and contact families

Communicate Early

Send initial communication to staff explaining:

• Collection dates and locations
• What they need to return (chargers, cases, etc.)
• Consequences for unreturned devices
• Who to contact with questions

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Phase 2: Preparation (1-2 Weeks Before Collection)

Generate Checkout Reports

Before collection begins, export a complete list of all checked-out devices:

1. Navigate to Reports > View Reports
2. Select Device Checkout Report or Active Leases Report
3. Filter by building if needed
4. Export to CSV or print for collection stations

This report serves as your master checklist.

Prepare Collection Stations

Set up physical collection areas with:

• Device return bins or shelves (organized by grade or homeroom)
• Charging cables for testing
• Cleaning supplies for basic device cleaning
• Printed checkout lists for verification
• Incident report forms for damaged devices

Pre-Check Device Status

Review your device inventory for:

• Devices marked as "Lost" or "Stolen" - don't expect these back
• Devices out for repair - track separately
• Recently transferred students - verify their devices were collected
• Long-term absences - plan alternative collection methods

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Phase 3: Collection Process

Standard Check-In Workflow

For each device returned:

1. Locate the device in Manage1to1

   • Search by serial number, asset tag, or barcode
   • Verify it matches the student's assignment

2. Inspect the device

   • Check for physical damage (cracks, dents, missing keys)
   • Verify charger and case are included
   • Power on to confirm it works

3. Handle any damage

   • If damaged, create an incident record before checking in
   • Note the damage type and take photos if needed
   • Link the incident to the student's account

4. Complete the check-in

   • Click Check In Device on the device profile
   • Verify the return date is correct
   • The device returns to available status

5. Physically store the device

   • Place in designated storage area
   • Keep devices organized by grade, model, or building

Handling Damaged Devices

When a device shows damage:

1. Don't check it in yet - create the incident first
2. Navigate to Incidents > Add Incident
3. Select the device and damage type
4. Add photos and description
5. Assign billing if applicable
6. Then check in the device

This ensures the damage is documented and linked to the correct user.

Tracking Progress

Throughout collection:

• Mark devices as collected on your printed lists
• Update Manage1to1 check-ins in real-time
• Run periodic reports to see remaining checkouts
• Communicate progress to building administrators

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Phase 4: Verification

Run Collection Status Reports

After the collection deadline:

1. Go to Reports > View Reports
2. Run the Outstanding Checkouts report
3. Filter by building to see what's still out
4. Export the list for follow-up

Identify Missing Devices

Categorize unreturned devices:

Category	Action
Student absent on collection day	Schedule makeup collection
Student left district	Contact previous address/school
Device reported lost	Verify incident exists, proceed with billing
No response from family	Escalate to administration

Physical Inventory Count

Compare your physical device count against Manage1to1:

1. Count devices in storage
2. Run a device inventory report in Manage1to1
3. Verify counts match for each model/type
4. Investigate any discrepancies

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Phase 5: Follow-Up

Contact Families for Unreturned Devices

For devices not returned:

1. Export the list of outstanding checkouts
2. Send formal letters requesting return
3. Include:
   • Device details (serial number, model)
   • Return deadline
   • Replacement cost if not returned
   • Contact information for questions

Process Billing for Lost/Damaged Devices

For confirmed lost or damaged devices:

1. Create invoices in Billing > Add Invoice
2. Link to the user's account
3. Send invoice notifications
4. Track payment status

Mark Devices as Lost

For devices that won't be returned:

1. Update device status to "Lost" or "Decommissioned"
2. Ensure incident records document the loss
3. Update your asset inventory records

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Tips for Success

✅ Do:

• Start communications early - families need time to prepare
• Have backup collection days for absences
• Check in devices immediately - don't let them pile up
• Inspect every device before accepting it
• Keep detailed records of everything collected

❌ Don't:

• Wait until the last day to start collecting
• Accept devices without verifying identity
• Skip damage inspection - you'll lose accountability
• Forget to check in devices in the system
• Ignore unreturned devices - follow up promptly

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Common Questions

Q: What if a student returns a device that isn't theirs? Check the serial number against Manage1to1. If it's assigned to a different student, record that student's device as returned and investigate why they have the wrong device.

Q: How do we handle devices out for repair? Track them separately. Mark them as "In Repair" status in Manage1to1 and reconcile with your repair vendor's records.

Q: Should we check in devices from transferred students? Yes! Check the transfer date. If they transferred mid-year, the device should have been collected at that time. Follow up on any that weren't.

Q: What if a family disputes damage? Refer to your checkout photos (if available) and the device's incident history. Document everything in the incident record.