**PLEASE NOTE: ALL EQUIPMENT RETURNS MUST BE COMPLETED BY C.O.B FRIDAY JUNE 2nd, 2017**

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1 Staff, Your friends in IT want to make your administrative tasks a little easier as the academic year winds down and you begin processing paperwork for non-returning personnel, retirees and NCC s. Just like we did last year, your reports who are leaving the district will be able to turn in their equipment at their assigned location instead of making a trip to the Operations Center to turn in their technology, although, they are welcome to turn in equipment at our service counter, as well. From the feedback we ve received, this was a great customer service win for IT Client Services and a convenience win for all staff members. **PLEASE NOTE: ALL EQUIPMENT RETURNS MUST BE COMPLETED BY C.O.B FRIDAY JUNE 2nd, 2017** This new process, developed in collaboration with HR, is a simple one: During your exit interviews, please gather any district equipment the employee may have, such as their badge, keys and any technology devices. Please ensure all associated components issued with their laptop/tablet (e.g. bag, case, power cord, kensington lock, battery) are accounted for. Record the user s name and employee ID, collect the devices and keep in a secured storage location. The user information must accompany their equipment in order for them to be credited for proper turn in. After you ve collected one device, or a few, it is up to you, simply submit an Equipment Pick Up request in ServicePro or contact the Service Desk at 587-HELP(4357), you can even helpdesk@okcps.org with Equipment Pick Up in the subject, and other details in the body. IT Client Services will come to your site and collect the devices, badges and/or keys. It s a simple and convenient process for all! Please read and share with your designee the following notes: APPLE PRODUCTS: There are a few particular things you need to know for devices from Apple: the iphone, the ipad and/or Mac laptop. All of our staff use their own Apple IDs with these devices. Many take advantage of icloud accounts and the FindMyiPhone, ipad, or FindMyMac feature. During your collection process, if you are collecting any Apple device, it is

2 imperative that you ensure that the user has signed out of the icloud accounts on these devices, and that any passcodes on ipads or iphones have been disabled. **Apple iphones and ipads which are returned with the user still signed into icloud or their passcode is still activated, will not be considered to have been returned as they are unusable devices.** To erase your iphone, ipad, or ipod touch, tap Settings > General > Reset > Erase All Content and Settings. The device will prompt you to enter both the passcode and the user s icloud password Be sure to have the user who is returning the device do this while they are with you. If the user claims to have forgotten their icloud password, they can change the password at **IMPORTANT** As some have used their OKCPS as an AppleID, it is important that any password resets are performed before their OKCPS is disabled. As always, if you or your employee run into trouble with this step, do not hesitate to contact the Service Desk and our team can walk you through this process. **PLEASE NOTE: ALL EQUIPMENT RETURNS MUST BE COMPLETED BY C.O.B FRIDAY JUNE 2nd, 2017**

3 As you go through more of these than you may have in the past, we want to make this process easier for all of us and ensure we are properly accounting for all district equipment. Again, if you have any questions, a quick call to the Service Desk will get your answer. **THINGS TO REMEMBER** School staff, such as Principals, Assistant Principals or their designates are only authorized to accept laptops or tablets from departing employees or any that have been left at the school. They should then follow (as closely as possible) the procedure above to ensure devices are owner identified and returned to IT Client Services (ITCS) and re-assigned in inventory. The ITCS department and specific deployment team are the only individuals that may deploy and assign District equipment. (If you find equipment at your school and are having trouble identifying the owner, contact IT Client Services, and most likely we can assist with this.) If the Principal/Assistant Principal is aware that laptops/tablets/phones have been left behind, they are responsible in notifying ITCS by submitting a ServicePro ticket (Equipment Pick-Up) for the devices to be picked up and returned to the ITCS Warehouse for re-imaging and inventory updates. Temporary or part-time staff that need use of their laptop/tablet over the summer should provide a copy of their Summer School Acceptance Letter. An or letter from a Supervisor/Principal indicating that the employee is working over the summer and will need their laptop or tablet is also acceptable. Final paychecks for the departing employees may be delayed pending receipt of the District owned laptop or tablet. This is why it is imperative to document the user s name and employee ID alongside turned in equipment. Laptop Recovery from Long-term Subs and Adjunct Teachers Leaving District Employment before the last day of school. If a Principal is aware of other school based staff leaving employment or going on a long term leave at any time during the year, they should inform the individual of the policy above and retrieve equipment per above instructions before the employee s last day of work and/or contact IT for assistance. Some of our schools have loaner laptops in their media centers to be checked out as needed for various staff. Please ensure these have all been checked in, and if needed, the Media Specialists may submit a service request and we ll reimage those machines for you. If you have any questions or comments on any of the above IT policy, please contact mcwilleford@okcps.org

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