Long-term laptop loaner procedures

Ronald Cahall

Nov 17, 2021

1889

Loaner laptop Procedures

Last Revision: 11/17/2021

Process for initial laptop deployment

Student Support Role

Student Support receives a request to borrow a laptop from the student or a faculty member on the student's behalf.
Student Support connects with the student to verify eligibility and need.
Once approved, the Student Support rep would initiate the loaner laptop agreement by clicking on https://arsl.at/3G641kwB which would either be bookmarked on their PC or we can make a tile within their BaronOne that links to the form.
When the form opens, Student Support would enter the student’s full name, email address, ID number, and specify the date that the laptop is to be returned to RCBC.

Student Role

Once the student support rep has completed their section of the form, the student will then receive an email, at the address entered on the form by the student support rep, inviting them to fill out the rest of the form.
The student would click Fill Out Document.
Once the form is opened, the student simply needs to review, sign, and date the form.
Once they complete the form, they will receive a confirmation email with a copy of their signed form attached and all the relevant details from the form listed in the body of the email itself.
They would use this confirmation email when they go to the library to pick up their device. They can either print out their signed form or show the email to the library as proof that they were approved for a semester-long loan of a laptop.
Students will also need a valid RCBC ID card with Library Barcode and Current Semester sticker attached

Library Distribution Role

A student comes to the library and says they are there to pick up their loaner laptop for the semester.
They ask the student for the confirmation email they received after completing the agreement. Students must present a legible copy of this to the library, either printed or on their mobile device.
If a student is unable to provide this using their mobile phone, then they can sign in to one of the library computers to pull it up. The student will also need to present their RCBC ID card.
The library representative would check the laptop and charger out like any other library item and would specify the return due date to match what is on the student’s signed agreement. (These dates would ideally be standardized per semester)

Library Device Management

Returned laptops will need to come back to OIT to be updated and restored to a clean state before they can be re-issued to another student.
With that, there will be 2 laptop carts in the library. One cart for available laptops that are ready to be checked out and another cart for returned devices that OIT will need to pick up and restore.
Device inspection - Library personnel should inspect devices both before they are checked out to students and when they are checked back in. They should check for the following:

Inspect the casing of the device for cracks or any other notable signs of damage
Inspect the device screen for scratches, cracks, black spots, or other signs of damage
Verify that the device powers on and that the touchpad and keyboard appear functional
Verify the charger fits the assigned laptop and that there are no wires fraying or other signs of damage.

OIT’s Role

OIT is responsible for configuring new devices to be deployed to students and restoring existing devices when they are returned.
Laptops are configured with software that is capable of remotely freezing the systems if lost or stolen. If a device is lost, stolen, or not returned on time, library personnel should notify OIT to request the device be frozen and to possibly identify the location. The screen that appears on the device will say something along the lines of, this device is property of RCBC and is past the due date for return. Please return this device immediately to avoid unnecessary fines and penalties.
OIT created a stand-alone helpdesk site specifically for students that have trouble with their loaner laptops. There is a shortcut on the desktop of each loaner system. The site can be accessed directly at http://lls.rcbc.happyfox.com/new

Loaner Laptop Extension procedures

Student Support will connect with the students who will require their laptop loan to be extended through the Spring 22 term. Extensions will not be granted unless/until the student is currently registered for the Spring term. Once Student Support's verification is complete and approval is granted, Student Support will complete another loaner laptop agreement form. This form will be checked off as a renewal and will have an updated item due date sometime in mid-late May 2022.

Library - Once the student completes the loan agreement form, an email will automatically be sent from Airslate to [email protected]. This email will include the following information: borrower name, borrower ID number, the updated return due date, and a PDF copy of the completed form. Using this information, library personnel would then need to update the respective student's library records accordingly to reflect the updated Spring due date for the device assigned to them.

Additional Renewal Notes:

The established process for regular first-time loans will remain the same going into the Spring term as it was for Fall 21.
Returned devices will need to come back to OIT for re-imaging prior to being made available for new loans.
The library laptop cart inventory spreadsheet proved quite useful this term, so we should continue maintaining this moving forward.
If a device is reported lost/stolen or is not returned by the established due date then please notify me as soon as possible. I will need to also know the library item number of the device in order to possibly track/disable the system.