Standard Operating Procedures for Student Devices

South Atlanta High School-Device Management

Standard Operating Procedure (SOP): Student Device Distribution, Collection, and Support

Responsible Parties:

●Ms. Waters-Winston (Instructional Technology Specialist)

●Ms. Baines (Media Specialist)

1. Purpose

This SOP establishes the process for student device distribution, collection, and ongoing support to ensure equitable access to instructional technology and consistent accountability across all students.

2. Location of Support

●All device-related services will take place in the Media Center, Device Support Section, located to the right near the hall windows upon entering the Media Center.

●Support is not permitted in alternate spaces/areas unless explicitly approved by the evaluating administrator or designated leadership team member.

3. Hornet’s Tech Counter

● Schedule: Monday–Thursday, 8:45 AM – 10:15 AM.

● Staffing Expectation: Both the Instructional Technology Specialist and Media Specialist will work in tandem; both must be present during Hornet Tech Counter Hours.

● Services Offered:

○ Device Distribution – issuing APS-assigned devices and chargers at the beginning of the school year.

○ Password & Access Support – assisting students with login, account resets, and access issues.

○ Basic Troubleshooting – resolving minor technical issues (connectivity, charging, system errors).

● Escalation Process:

If a device issue requires advanced troubleshooting or repair, the student will submit the device at the Hornet’s Tech Counter.

○ The student will be given an estimated pickup time/day.

○ Devices will be returned once repairs are complete.

4. Device Distribution and Replacement Policy

● Initial Assignment: Each student is issued one laptop and one charger at the beginning of the school year.

● End-of-Year Return: The originally assigned device and charger must be returned at the end of the school year.

● Lost, Stolen, or Damaged Devices:

○ If the APS-issued device is lost, stolen, or damaged, the student will be assessed the appropriate charge.

○ Atlanta Public Schools/South Atlanta High School will not provide a second or subsequent device.

○ Students are responsible for purchasing a personal replacement device to continue coursework.

● Loaner Devices:

○Loaners are not available, and there is currently no anticipated time of availability.

○ Students without a device must:

■ Provide their own laptop, or

■ Use an alternative assignment method provided by their classroom teacher.

○ Cell phones are not permitted as substitutes for APS-issued computers.

5. Device Collection Procedures

● End of Year Collection: Devices and chargers will be collected in May during a structured schedule coordinated by the Technology Specialist, Media Specialist, and school administration.

Mid-Year Collection:  If a student transfers or withdraws, their device and charger must be returned before records are released.

●Damage/Incident Documentation: All lost, stolen, or damaged devices must be logged in APS systems with charges applied as necessary.

6. Support Beyond the Hornet’s Tech Counter

● As staffing permits, a weekly designated time will be scheduled for in-house support by the APS district-assigned Field Technician for South Atlanta.

● The Field Technician will handle escalated repairs and advanced troubleshooting that cannot be completed during Hornet’s Tech Counter hours.

7. Roles and Responsibilities

● Instructional Technology Specialist (Ms. Waters-Winston):

○ Oversees technical support processes, escalates issues to APS Field Technician, and manages device inventory.

● Media Specialist (Ms. Baines):

○ Coordinates scheduling maintains student records for device issuance and collection and ensures the Media Center environment is prepared for Hornet’s Tech Counter.

● Both Specialists:

○Must be present during Hornet’s Tech Counter hours.

○ Work collaboratively to ensure smooth device support, accurate student accountability, and consistent adherence to APS technology policies.

8. Compliance and Accountability

● This SOP must be adhered to by all staff involved in device management.

● Deviations from this process may only occur with approval from the evaluating administrator or designated leadership team member.

● Student and staff compliance will be monitored, and adjustments to procedures will be made as needed.