Devices (Laptops)

Devices (Laptops)

Step-by-step instructions for setting up, managing, and returning scholar laptops throughout camp. The IL assigned to manage laptops during your pre-camp collaboration meeting is the primary owner of these tasks. All tracking happens in the Device Tracker interface in your camp's Airtable base.
Laptops for all scholars are shipped directly to your camp location in large pelican cases prior to Day 1.
The instructional leader responsible for managing laptops - as determined during your team's collaboration meeting - should oversee setup, daily use, and end-of-camp return. This is all managed in your camp’s Airtable base, in the Device Tracker interface.
The instructions below walk through your team’s responsibilities of managing the laptops throughout camp.
🔑 Laptop password: klossy

airtable-logo Day 1: Unpack, Inventory & Assign

Pull up the Device Tracker interface in your camp’s Airtable base and complete the following steps by the end of Day 1.
🔑 Laptop password: klossy

Unpack & Inventory Laptops

  1. Find the asset number on the back of each laptop.
  1. Locate it in the Device Tracker table and set Device Status → Arrived.
  1. If a laptop is missing, set Device Status → Missing and notify @Ella Kennedy and @logistics on Slack ASAP.
notion image

Assign Laptops to Scholars

  1. In the Scholar Roster table, use the Asset Number linked field to assign one laptop per scholar.
  1. Have scholars label their laptop with a Post-It note showing their name so they use the same device every day.
⚠️ Do not apply name badges to laptops. They don't come off cleanly and make refreshing devices for the next camp more difficult.
notion image

airtable-logo Day 2-10: Daily Management

  • Ensure all scholars leave their laptops at their tables before leaving camp each day.
  • Secure and charge all laptops overnight.

Damaged Devices

If a device is damaged in camp, please follow these instructions:
  1. If the device can still power on, follow the Day 10 Scholar Sign-Off steps below to log out and shut it down. If it cannot power on, skip to the next step.
  1. In the Device Tracker, set Device Status → Damaged - Returned to Case.
  1. Add damage details to the Notes field.
  1. Assign the scholar a new, available laptop using the Day 1 assignment steps above.
Note: A scholar may end up with two asset numbers, both the damaged device and the replacement. Leave both linked in the tracker.
notion image

airtable-logo Day 10: Scholar Sign-Off & Pack-Up

Scholar Sign-Off
Before scholars leave camp, please ask them to complete the following steps with their laptops:
Send your capstone project presentation to your Instructor
Log out of all personal accounts (including iCloud)
Clear full browsing history and saved passwords in Chrome and Safari
Log out of Slack
Delete any personal images, documents, or files, and empty the trash
Fully power down the laptop
Neatly coil the charging cable and power adapter
Update the Device Tracker
Once scholars have completed sign-off, pull up the Device Tracker interface and complete the following:
  1. Confirm scholars followed the sign-off steps above.
  1. Return 10 chargers to each Pelican case.
  1. Place each laptop in its assigned pelican case and set Device Status → Returned to Case.
⚠️ Important: Do not update the status of any laptop already marked Damaged - Returned to Case or Missing. Double-check that damaged devices are still in their cases and leave those statuses as-is.
notion image