Our school year (and first year as a 1-to-1 iPad program) is coming to a close. Going through the intake process for the first time, it seemed like it would make sense to share our process and the support documentation we’ve created:

Teacher prep

• Intake form for teachers – (https://docs.google.com/spreadsheet/ccc?key=0AnI8jre2u7V2dExXZ0ZKYjdwZEtBWTROYjFlMmtoOGc) – we used this to document what had been received. Google Docs was used so that our changes would remain synchronized as teachers worked to log each interaction.
• Turn in form for families (.pdf | .pages | .doc) – we provided and explained this document to parents and students at end-of-year conferences. Parents and students checked the devices out at the beginning of the year, it was only fitting to have both check iPads back in.
• Screen cleaner
• Computer wipes
• Tub/box for accessories
• Syncing computer with enough HD space to backup all devices

Student prep

For 2012/13, students will be issued the same iPads they used this year. In order to clear space for new apps and reduce back-up times, students were asked to organize the content they wanted and delete the multimedia that was consuming drive space. We provided time at school for cleaning up the iPad hard drives and had teachers on hand to help out with decision-making or procedural questions:

• Organize files
• Confirm that all files are named in a way such that you know what is inside before opening it
• Group Pages, Keynote, Numbers, Photos, Video & Garageband projects by subject/grade or some other system
• Delete any rough drafts of assignments that aren’t needed now that you’ve got a final version
• Visit Settings>General>Usage and take a screenshot of how much hard drive space is free/used
• iMovie
• Export completed projects to your camera roll
• Once that is complete, you can delete the iMovie project (which takes up lots of space)
• Head into the Photo Library and delete all the rough snippets used to create your master Movie, which is safely exported in its entirety to the Photo Library
• Other video
• Access the camera app
• Click on the little button in the bottom left that takes you to your photo library
• Use the top menu to show ONLY videos
• Delete any videos that are not needed any more AND were not final assignments
• Visit ShowMe & ScreenChomp to delete any files you don’t need any more
• Garageband – delete any practice tracks. Keep the stuff you love, dump the stuff you don’t.
• Photo Library – we typically take 100 photos at a time and get 2 decent shots. Delete the other 98
• Take another screenshot of Settings>General>Usage. Email both screenshots together in a single email to technology teacher

Intake process

• Students remove iPads from cases and cleaned them
• Teacher & student compare iPad to the signed turn-in form and agree on any damage
• Student reports any outstanding software or hardware issues (volume button doesn’t work, won’t hold charge, etc)
• Teacher logs the form and iPad turn-in on the iPad intake form
• Student turns in accessories – teacher notes on iPad intake form
• Teacher backs up all devices to laptop
• Teacher charges/drains all devices to 50% before powering down
• Proceed with warranty or Applecare claims on necessary iPads
• Secure functional devices until August prep