1.3 Deployment Considerations

Basics

Schools and districts handle the deployment, or distribution, of technology assets in a variety of ways. In some schools, all devices and hardware are assigned to staff members/teachers or a technician, who are then responsible for deployment to students within their classrooms. These devices may come imaged with approved software, but some school districts may have an approved web portal or in-house “store” with approved software that staff and students can install on their devices. In other systems, each device is prepopulated with approved software and devices are assigned directly to students. This is the primary method of deployment for districts that are called “one-to-one” (a device available for every student). 

You should know the following terms:

  • Deployment
  • Digital citizenship
  • Firewalls

Staff/Student Sign Out (Devices)

Schools/districts may choose to utilize a system similar to the system used to assign textbooks to students. A monetary value is assigned to each device, students are assigned a specific device based on their age/grade-level. For example, high school students often have a wider range of software options. Students and guardians “sign out” the device--digitally or on paper--and have to accept the terms of use and any costs in the event of damage. Sometimes these are covered by a flat user fee.

Know whether your school system requires a student usage fee for devices you supply and how those are to be collected. These fees are often reasonable, and waivers are sometimes provided for families that need them, but the fees can go to help cover the cost of warranties or replacement parts. 

Prior to deployment, you have to have an accurate inventory of your assets. Every device should be physically checked to ensure it is operational and in good condition. You don’t want to find a cracked screen or other problem during deployment. Using a generic student account to log into devices can determine whether access permissions are accurate. You also need to know whether students will receive the same devices they had last year or a different one.

If you are asked to help with deployment, either classroom sets of devices to teachers or individual devices to students, know how the process is structured. Will teachers or student helpers be involved in helping or will it only be IT staff? What training do helpers need to effectively deploy devices? 

There should be a clear schedule of who receives devices when, and what to do if someone misses their appointment because of being absent. 

Where will devices be deployed? There should be ample room so that devices can be stored and students and others can easily receive their device and quickly return to a classroom. Does your inventory system use bar codes and scanners? If you can scan student IDs you can speed up the process: first scan the student ID then scan the device barcode. Or, you can preassign devices to students in case they forget their ID or the barcode is damaged. 

As devices are being deployed, use your asset management system to ensure students obtain the correct device and it is fully operational. If your deployment occurs over several days, you may want to run a check of your asset management system at the end of each day.

Software

In many districts, the decision on which software applications to approve and accept happens at the administrative level based on an established criteria of cost, usefulness, and safety. Once approved, the deployment of software to devices can happen en masse utilizing procedures and resources presented in the managed software deployment section.

Home/School Use Considerations

Some schools/districts have made the decision to allow devices to travel home with students. If that is the case in your school system it is advised that devices be equipped with firewalls preventing unauthorized use, and that families and students be provided with digital citizenship training to guide the safe and effective use of school-issued devices off campus.

Other Considerations

It is also important for a Level 1 Technician to understand the established policy or procedures to guide the following circumstances:

  • A student forgets a device at home. Will a replacement/loaner be issued?

  • Damage occurs at home or off school grounds due to intentional neglect. How will billing and replacement costs be secured?

  • If deployment of software is necessary for devices that may be sent home, how will students/families be advised of the need to return devices?

Here are additional resources you may find useful:

Complete the following task or self-assessment:

Identify the deployment process and procedures that have been established for hardware within your school and district. Practice the process using a few devices and relevant applications. You should be comfortable with any software used to support the process, such as inventory systems, software repositories, or asset management consoles. What efficiencies or improvements might you suggest to your department regarding deployment?