The 4 week timeline
Week minus 4
Send the kit list and collection calendar to every family. Co-brand the email with school colors. Include exactly what to return.
Week minus 2
Open collection stations. Stagger by grade level. Each station handles intake, accessory check, condition photo, and asset re-tag.
Week minus 1
Chase outstanding devices by phone and home email. Flag for fall holds at registration. Begin triage on collected devices in parallel.
Week 0 to 4 of summer
Triage queue. Repairs route to KBS for covered devices. Reimage, retag, restock. Pre-stage spare parts for fall.
Collection station checklist
- Verify student name and asset tag against MDM record.
- Inspect screen, hinges, keyboard, ports, and case for damage.
- Photograph any damage on a neutral background with the asset tag visible.
- Confirm all accessories returned: charger, case, stylus or Pencil.
- Wipe and reimage in batches. Do not push to summer if you can do it now.
- Print and hand the family a receipt with condition notes.
The 5 mistakes that cost the fall budget
- 1Starting collection too late and discovering damage after the tech team is already on vacation.
- 2Skipping the intake photo. Without it the family fee dispute always wins.
- 3Letting accessories slide. A missing $35 charger adds up across 4,000 devices.
- 4Reimaging in fall instead of summer. Day 1 becomes a help desk fire drill.
- 5Triaging damage one at a time instead of batching by repair type. Batching doubles tech throughput.
Frequently asked questions
When should collection start?+
Two weeks before the last day of instruction. The last week is for chasers, not the primary collection. Starting earlier gives the technology team time to triage damage and order parts during summer.
Should we collect cases, chargers, and styluses too?+
Yes, every accessory. KBS districts standardize the kit list at deployment and check it line by line at return. Missing accessories are 70 percent of post-collection fee disputes.
What goes in the damage triage queue?+
Anything that cannot be reissued as-is in fall. Screens, hinges, keyboard issues, missing screws, port damage, and any device with visible liquid history. Photograph each on intake.
How do KBS-covered districts bill summer damage?+
They do not. Covered devices route into the KBS repair queue and the family pays nothing beyond their flat school year fee. Uncovered devices follow the standard fee schedule with photo evidence.
What is the goal turnaround for the fleet?+
Most KBS districts target 100 percent of collected devices triaged within 10 business days and 100 percent fleet-ready 30 days before the first day of school.