Author or Editor: Jennifer Mccartney - Edit

iPad Distribution Days Processses

Screen Shot 2016-02-29 at 11.09.58 AM

For students who are new to the LTP at your school, it is required that devices be distributed at an event with parents in attendance. Following your initial distribution year, you may choose to do these steps with returning students as part of your normal school day and only hold a distribution event for new families.


Parents should expect to spend 40-60 minutes at your school distribution event to complete these steps.


Important: You can find many resources, including updated instructions

for device setup and enrollment here


Check for completion of paperwork and Apple ID


What should I ensure is completed on the signed agreement?

Make sure the following are completed:

  • Agreement to terms is checked
  • Parent signature and date
  • Student signature and date
  • Option to either receive an iPad OR BYOD is checked


If collecting this form at the iPad checkout station (recommended), have parents note asset tag number of iPad assigned and initial that they received their iPad. (All of these documents are linked on your school’s LTP site and are also available from the district here.




What else do I need to do for BYOD students?

  • Void iPad insurance fee in IC so that it is not available for purchase.
  • Contact the Help Desk for assistance in marking the BYOD box on the Network Login tab in IC.
  • Offer parents and students the option to join the district MDM, which will make any apps paid for by the district available to them. Directions for joining can be found here.
  • Make parents and students aware that joining the MDM with a personal device will also place the device under the same restrictions as a district owned device (such as no explicit content and no apps that are 17+ rated for HS). If a student chooses not to join their personal device to the MDM, they will be responsible for the cost of any required apps and must still abide by SVVSD Responsible Use policy.


Outstanding iPad repair or loss fees


How do I determine outstanding iPad fees for students?

All iPad repair and loss fees are assessed in Infinite Campus and payable through RevTrack. You can use IC to determine if a student has any outstanding fees (be sure to change the filter to ‘All years’ in order to view fees from the prior year). DTS will also add a note to the student’s Destiny record to flag students with missing iPads.


If a student has an outstanding iPad repair or loss fee, a new iPad should not be issued until the fee is paid. These fees carry across school years and will transfer between schools. If a student has an outstanding iPad accessory fee (Such as a missing charger, you may check out an iPad to the student, but the missing accessory should be paid for before replacing from your school store.)


An annual report of fees will be made available to your school librarian, administrators, and deployment organizers. If there are others who need access to this report, please let us know.


What do I do if a student has outstanding iPad repair or loss fees and cannot afford to pay?

If a family cannot afford the cost of the repair fee, the school may assign service in lieu of payment with the goal being to reinforce student responsibility for care of the device. Your school can determine the type and amount of service appropriate. A good guideline would be an hour of service for every $10 of fees, with a maximum of 15 hours of service per repair incident and 30 hours for a missing iPad. A student iPad will be reissued and the repair fee will be considered fulfilled once the school has informed DTS that the service has been completed to satisfaction.


Use Destiny to check out device to student


How do I use Destiny to check out an iPad to a student?

Prior to your deployment date, DTS will deliver enough iPads, chargers and lightning cables to meet your current school enrollment. A school administrator will need to sign for their receipt and a secure location will need to be identified for storing the iPads until your deployment nights.
In your Destiny assets, you’ll see iPad and a number of copies that equals to the number of iPads assigned to your school for student use:

Screen Shot 2016-02-29 at 11.13.54 AM

Opening a record for a specific copy will allow you to see the asset tag number (Call number) and the serial number for that iPad:

Screen Shot 2016-02-29 at 11.15.55 AM

Check out these assets as you would any book to a student. An asset tag is located beneath the camera flap on the rear of the iPad. You may also use the SVVSD asset app to see a barcode that can be scanned using any barcode reader. The circulation time is set to cover the school year.


Note that a student may only have one iPad checked out to them at a time.


IMPORTANT: If a student has an outstanding loss fee, you will see a note attached to the student record in Destiny. Students with outstanding iPad repair or loss fees are not eligible to check out an iPad. Please contact DTS if you have questions


Help students prepare and setup device and accounts


How do I organize student device setup?

On your iPad deployment, you’ll want to set up stations to help walk students and parents through the following steps.


The document linked here will help you organize and assign volunteers to man each of the required stations.


Here’s an example of a “passport” in Pages, Word and as a PDF you can create to walk parents & students through stations including:


  • Collect E&C agreement and receive checklist/passport
  • Check out iPad and have parent initial for device receipt
  • Put a name tag on your iPad (see an example of the WVMS tag created by StickerGiant.)
  • Complete the initial setup
  • Log into the App Store and iCloud with an Apple ID and turn on Find my iPad
  • Accept the connection to SVVSD and the MDM to receive apps at no charge
  • Demonstrate installing apps through the MDM. You will probably want this to be done by students at home due to the time and the bandwidth required to install the apps.
  • Set up email and calendar through the MDM profile
  • Set a passcode (make sure parents also know the passcode)
  • Go to help station for parents to set up and understand restrictions and show parent info link with more information (See below for additional information that might be covered)
  • (Optional) Get a public library card and learn about the digital library resources they offer.
  • Pick up your charger & Lightning cord and learn about care and cleaning as your passport is checked on your way out


IMPORTANT: Step Sheets for many of these stations can be found in the folder here.


What should be done during the first days following deployment?

  • Reinforce with students the proper care and cleaning of their device and accessories
  • Reiterate that multiple failed passcode attempts will erase their devices
  • Set the iPad name to the student’s name and asset tag number so that it will show up logically with AirServer and in the MDM (this is not required, but will be helpful for your use)
  • Download required apps from the MDM (This step will need to be completed at home if parental restrictions are set)
  • Set up Google Drive, IC, and Schoology
  • Set Home Page icons for school websites
  • Review basic troubleshooting and school iPad support processes.


Assist parents in setting restrictions and using device


What information must be covered with parents during or soon after device distribution?

Every parent should know:

  • The passcode for their student’s iPad and how to unlock
  • How to use basic navigation to review any apps installed by their student
  • How to open and review a student’s mail and messages
  • The location of the Parent Info app on the iPad and what it contains.
  • Information on family use of the iPad and setting home use guidelines
  • Information on Internet safety (consider using your SRO to assist)
  • Their right to limit or remove any apps or data installed by their student that do not match their family values
  • How to set parental restrictions and the implications of some settings that may interfere with educational use (this link gives more information on family filtering)


What else might be useful to offer? (Maybe at a later date)

  • iPad basic use for those new to the iPad
  • How to look at Safari search history
  • Basics of Apple ID and iTunes.
  • Optional station for low-cost Internet access
  • Information on public library resources available online and on the iPad


What information should I have available for parents to take home with them?

Suggestions include:

  • Heads Up: Stop, Think, Connect. pamphlets in English and Spanish (these can be ordered for no charge through the Federal Trade Commission – give about 3 weeks for delivery)
  • NetCetera pamphlets in English and Spanish (these can be ordered for no charge through the Federal Trade Commission – give about 3 weeks for delivery)
  • Apple ID Parent Guide which includes information about setting restrictions

Common Sense Media Family Media Guide and Customizable Contract (can be downloaded in English and Spanish from the Common Sense Media site here.)

Last updated by mccartney_jennifer on 2018-10-15 10:09:05

Comments are closed.