If you are slated to be issued a new laptop, yes, you are expected to exchange even a recently issued replacement laptop. Staff, regardless of the device they might have been issued, and even if recently issued a replacement laptop, are to exchange their device for our newest laptop model, if identified to receive a new one. Standardizing our deployed fleet in this fashion is being done for support and maintenance purposes.
Files on current staff laptops will be securely erased after the laptops are returned to the technology department. If you are interested in saving any of the files that are on your current laptop, we suggest that you follow one or both of the following two methods:
The following directions below (b) were sent out in an earlier email. If further help is needed please feel free to reach out to Rick or Matt, our technology integrationist specialists (firstname.lastname@example.org).
Save files to Google Drive
To Save files to a flash drive:
Step 1: Plug your flash drive into your laptop
Double-click on My Computer
You will see your flash drive on the left-hand side of the window
- Simply drag and drop files into your flash drive
Some common files types that you may want to consider backing up include:
- PDF’s (Might be in the Documents folder)
- Files in the Downloads folder
- Files on the Desktop
The technology department can only suggest staff consider asking their principal directly if additional time might be set aside for this purpose during their next staff meeting.
- There are many external USB CD/DVD optical drives, and some will invariably come up for sale on Black Friday, Cyber Monday or around certain holidays. Ditto for standalone Blu-Ray and DVD players (we are not providing links for those). For those who have requested links to possible inexpensive drives for consideration, here are some, in no particular order (our department makes no claims on their usability, but their specs suggest they will work as expected):
No. At this time all older HP laptops will be exchanged. Standardizing our deployed fleet by role is being done for support and maintenance purposes.
A limited number of external CD/DVD optical drives will be issued to each building via the media center/front office for check out. Staff will need to work with the front office / media specialist in regards to access and their check out policy.
Yes, all special teachers and media specialists are being issued a new laptop and are expected to exchange their former equipment in the issuance process.
That decision hasn’t been made as of yet, but will the week of November 26th. The Teaching and Learning Dept will be providing input to the IT team regarding the technology needs of specific instructional staff, some of whom are also issued desktop computers (which have been or will soon be refreshed). Please note, not all cohort roles will be issued the same type of device with some determined to be issued a repurposed (formerly issued) Windows laptops or a Chromebook, rather than a new one.
While all laptops will have certain software pre-installed including browsers (eg Google Chrome, Firefox, Edge) and LibreOffice, where applicable, by building level (elementary, middle, high), other software, whether licensed by the district or simply relevant to that level, has been pre-installed. As an example, the elementary laptops are pre-installed with the latest versions of licensed Smart Notebook (v18), licensed Mirroring360, and the software for their model document camera (Hovercam).
Yes, but we strongly encourage compliance as the logistics of issuance to over 1000 staffers is already daunting. Teachers should be ready to exchange their current equipment for a new laptop on the day their building is scheduled. If they are not ready or are absent on their scheduled day, they are not able to turn in their device at another location and there is no makeup day per se for any building. During a limited time window, likely in January or February, after our department has completed scheduled issuance for all cohorts across the district, we will be in a position to circle back to those who, for various reasons, missed the exchange when it was initially scheduled for them. We appreciate everyone’s cooperation to minimize the time that needs to be spent on deployment.
Yes. Both Windows laptops and Chromebooks being returned to our department will be erased and wiped of all accounts and accompanying information.
Yes. Please uninstall any software you personally installed in case you need the license back to install it on a new laptop.
Yes. You will receive a new power cord for the new laptop.
While nearly everyone was issued a bag, a few declined, usually because they preferred to use a bag they already had. Other staff have shared that their issued bag has since been lost or can’t be found. In all cases, we will still exchange the current laptop with a new laptop, even if a bag isn’t returned with the current laptop. However, as a department, we are hopeful that those that were issued laptop bags and still have them will locate and return them, in large measure because the bags represents a real expense the district incurred and if they are still viable, we’d like to continue to have them used (for example, while we will have on hand modest Amazon basic bags, we didn’t purchase enough for everyone, and expect that at least some of the bags that are returned are in good shape and can be issued out again with a new laptop).
For the exchange to take place, we need the power adapter of the device you were issued to be returned, whether it is working or not. Please do alert department staff if the power adapter is not working.
There is no opt-out for the new laptops. Standardizing our deployed fleet is being done for support and maintenance purposes.
No. Laptops will not be available for purchase.
No, you will not be charged for a broken laptop bag. We will still exchange the current laptop with a new laptop, even if a bag is returned broken or isn’t even returned with the current laptop. To preserve limited district funds, our department is hopeful that those that were issued laptop bags and still have them will make an effort to locate and return them, because the bags represents a real expense the district incurred and if they are still viable, we’d like to continue to have them used (for example, while we will have on hand modest Amazon basic bags, we didn’t purchase enough for everyone, and expect that at least some of the bags that are returned are in good shape and can be issued out again with a new laptop or Chromebook).
Staff accounts on the issued laptops are accorded full administrative rights which include the ability to install software and perform updates. Our department reminds staff that all software must be duly licensed, if not freeware/open source. The district does not condone and disavows any practice of software copyright infringement. Please note, the infringer can be charged with a criminal offense by US law, with the maximum criminal penalty for copyright infringement a fine of up to $250,000 and a jail sentence of up to five years.
Depending on your role (ie nurses), our department might work with you to install additional safeguards such as BitLocker to further protect the data on the laptops. As a reminder, please keep your laptop safe at all times and implement features such as invoking password protection within a short time of inactivity or the screen being closed to reduce the risk of student information being accessed or stolen.