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General Chat Thread, email to be sent in General; I have been asked to send an email to the staff asking for their laptops to handed in for a ...
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    email to be sent

    I have been asked to send an email to the staff asking for their laptops to handed in for a service(updates, clean downs etc.) over the summer.
    but i have no idea on where to start.

    any help would be good.

  2. #2

    elsiegee40's Avatar
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    Are they all identical?

    If so, I'd go for a complete re-install on one machine and then take an image that can be used to re-image all the others.

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    Whatever you send, the amount of people that actually bother to bring them in will be about 5% at best

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    aerospacemango's Avatar
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    Would all depend on their age (the laptops....Not the staff!!!).

    If they're fairly new, then it may be a case of just clearing out temp files, clearing unwanted profiles, and defragging. That tends to work for us.

    But, this summer, we are gonna go for a massive re-imaging process, for everything in the college!

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    DSapseid's Avatar
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    where to start on what? on what to say in the email?

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    creese's Avatar
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    Send an email saying 'under no circumstance bring you laptops to me on ??/??/2010'

    You should get 90% of them.

  7. 2 Thanks to creese:

    DSapseid (1st July 2010), sidewinder (1st July 2010)

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    skunk's Avatar
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    I would (and did) personally draft a letter along the lines of:

    ----------------
    Dear Staff Member

    To ensure the efficiency and manageability of the schools ICT resources, we are undertaking the first annual laptop audit. We will require your laptop for X days, we will collect the laptop on the X of X 2010 from your office/staffroom/classroom at 8.45am.

    We will refresh the software and operating system to ensure consistency across our network.

    Please contact the IT support department if you cannot make this date to arrange a suitable time, otherwise the IT support staff will assume this date and time are convenient.

    Regards

    The Head
    -------------------------

    I would back it up with an identical email, but make sure it is a letter signed by the head, if it comes from you it will not carry enough authority to ensure people comply with it.

    This will ensure you get at least 90% when you expect them and the other 10% know the head will be on to them if they fail to comply at the second time of asking.

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    Thanks for the replys.

    i think skunk hit it on the head with that message.

    Can i use it and modify it to my needs skunk?

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    skunk's Avatar
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    Yep, absolutely.

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    You might also want to add that staff should ensure they backup anything that isn't stored on the network too. It covers you in case you delete any work they wanted when re-imaging.

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    It might be worth adding that they should backup all personal files as well before collection, it shouldn't fall on you to have to backup everyone's itunes for example.

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    Start with something, IT Support require all staff laptops to be handed in for a reinitialisation to prevent the laptops from being deactivated which can not be reversed. Any member of staff which doesn't hand in their laptops will be issued with a fixed penalty of £350.00 to buy a new laptop. During this process we'll also be cleaning the laptops and updating.

    Complete BS I know, but least people might think twice about ignoring it.

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    I know what would happen here. They would all say they are planning to do a lot of school work over the holidays and can't manage without their laptops. That is, they want to take them on holiday, so they can get online.

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    How many do you actually need to deal with?

    It should be pretty straight forward, and as on another thread, you should try to make it clear that when it comes to all things IT, your word is the law, as you can get it backed up by SMT.

    I know that tutors/teachers/lecturers like to think of the kit as their own, but it's your responsibility to make sure that the kit is usable, and they need to know that!

    If needs be, go to your SMT with a list of people that haven't done as you've asked. I'm guessing that in these "public sector cuts" times, staff will want to be seen as doing as they're asked.

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    I've been pondering how to do something like this, as I have a new AV to rollout, and multiple software suites requiring upgrades.

    But i've been told that I just won't be allowed to do it. It annoys me a little; the teachers are not technically paid to work during the holidays, and neither am I; but yet I'm still expected to have a completely working shiny network in the 1st September despite having no time to do it in, and not being given access to half the computers to get them working!

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