1. Audit and Inspect Devices
The first step is to complete a thorough inventory and physical inspection of all devices. IT teams should inspect Chromebooks, laptops, tablets, chargers, carts and classroom-based technology. It is important to check for visible damage, missing parts, battery issues, broken screens, damaged keyboards, charging problems, and other issues that may impact the device’s capabilities and interrupt the learning process.
This is also a good time to compare the physical inventory with records kept of students and the devices they have been provided with. Devices that were lost, completely damaged or that are no longer in active use should be documented. Having accurate inventory is important for budgeting, insurance, determining replacement needs, and ensuring equitable access across schools and classrooms.
An audit also helps identify trends in the use of technology and the impact on devices. For example, if one grade level has a high number of damaged screens, the district may need to consider stronger cases or provide additional reminders about the importance of device care. If some charging carts repeatedly have issues, they may need to be replaced more frequently. Looking at these trends helps schools prevent problems rather than simply repairing them.
Sandra Paul, former IT director of Township of Union Public Schools, says managing a rapid shift to “1:1 Chromebooks and laptops for teachers” meant entirely re-engineering summer workflows. Initially, a four-person IT team collected 2,400 high school devices each June for audits, repairs and “white glove configurations.” Teacher laptops were never collected due to “the need for online teacher professional development during the summer,” with loaners provided as needed. However, the pandemic scaled operations from 2,400 to over 7000 Chromebook devices across grades 1-12. Paul says the district stopped total collection and built a system using teachers, elementary librarians and summer student workers to log issues, manage assets and execute repairs.
2. Categorize the Devices: Clean, Repair, Refresh or Retire
Once devices have been inspected, IT teams can decide which category to place them in. Devices may be ready for use, need repair or cleaning, be ready for redeployment or be ready for retirement. There may be older devices that are not compatible or ideal for daily student use but could still be used for other simple tasks. “Some devices that were under warranty were sent to the manufacturer for repairs,” Paul says, “but those that were out of warranty would be assessed by IT or a teacher on whether it was worth repairing or replacing the device”.
Planning must also extend beyond devices. Matthew Rivers, director of operational technology for Stratford Public Schools, emphasizes coordination across departments. “While summer is often seen as a break, our tech and facilities departments are working at full capacity. Because these two groups operate in the same buildings on very different tasks, coordination is essential.”
Coordination matters because technology teams are often working in the same spaces as custodial and facilities staff. Rivers explains, “Beyond financial planning for device refreshes and new equipment, spatial planning is critical. For example, custodial staff must clean rooms and wax hallways while we are attempting to access hardware. This requires a carefully coordinated ‘dance’ between departments to ensure that everyone can complete their work without getting in each other’s way.”
Cleaning should include more than wiping down screens. Dust, debris, stickers and labels build up over the course of the school year. Devices, keyboards, ports, carts, cases and classroom equipment should be cleaned carefully, following manufacturer guidance. Classroom projectors need filters cleaned and bulbs checked and replaced. Interactive boards may need recalibration. Virtual reality (VR) headsets may need lenses cleaned, controllers checked and storage systems reorganized. There are a lot of moving parts when it comes to technology, which reaffirms the importance of having a solid plan in place for IT teams. Setting a summer schedule helps schools avoid scrambling once students return in the fall.
UP NEXT: Try this end-of-year checklist for K–12 devices.
3. Update, Patch and Strengthen Security
While many updates and patches are installed throughout the school year, summer is when IT teams engage in a deeper review of these, along with device management settings, applications, security tools and content filters. IT teams should also review user accounts, access permissions and device policies. If staff members have changed roles, retired or left the district, their access needs to be updated. Student accounts should also be updated by grade level, school placement and enrollment status.
Another important part of summer readiness is reviewing subscriptions, contracts and compliance documentation. Steve Dembo, director of digital innovation for Western Springs District 101, shared that his district once had subscription start and end dates scattered throughout the year. “Over the past two years, we've worked with our partners on short- or slightly longer-term contracts to align our start and end dates with the fiscal year. That way, all of our renewals hit at the end of June.”
This approach allows the district to review usage across the entire school year, make informed decisions, submit renewals together, and confirm that required privacy agreements and websites are up to date. As Dembo notes, it is “so much easier to do in one big batch than to try to spread it out sporadically throughout the school year.”
Cybersecurity should also be part of summer readiness. Device preparation should include checking endpoint protection, reviewing backup systems, updating security settings and educating staff members on how to report suspicious activity.
4. Prepare Classrooms and Support Teachers
Communication is also essential. Teachers need to know what technology will be available, what has changed, how to request support and what steps they should take before students arrive. IT teams need to test all of the devices in each classroom. Having a short back-to-school technology checklist for teachers can prevent many common problems. IT teams should also work with instructional leaders to understand changes for the upcoming year. Are new digital tools being adopted? Are teachers receiving new devices? Are certain grade levels piloting artificial intelligence tools, VR, robotics or other emerging technologies? Are accessibility tools configured for students who need them? Addressing these questions earlier will lead to a smoother fall launch.
When technology is not ready, the first weeks of school can quickly become frustrating for everyone. Technology should not be a barrier to learning. For IT teams, summer is a critical preparation phase for the upcoming school year. With thoughtful summer planning, schools can be ready to support the creativity, connection, and innovation that students and teachers need from the very first day.
