Introduction to Administrative Support


Overview
Once schools move to personalised student devices, administration support is essential to complete accounting, asset tracking and contract management and support for families/whānau/aiga. At the outset, the financial arrangements for the family’s repayment of the student device will be agreed, deposits paid and credit sale contracts signed for a 12, 24 or 36 month period. Parents will commit to repaying a set amount each week or month. Each contract is set up as a sale within the accounting system, and attention to detail is critical to ensure correct information.

A device will be allocated to a student and the device serial number becomes the unique identifier. As payments are received, these are reconciled on a regular basis within the accounting system, and payment progress reported to schools to provide information for their follow up with parents where required. The device is managed and tracked within the asset system, which is used by the technical support to record warranty and repair history.   
Administrative Support 

There are roles for the school and at the wider cluster level to support the enablement of personalised devices. This is another of the areas where working together and where possible standardising procedures makes the whole process more manageable and sustainable.

Cluster Activities
  • First Phase - Term proceeding going live in the classroom
    • Your trust needs to become a registered Financial Services Provider (FSP) link
    • Preparing parents for investing in the learning device
    • Establishing a credit sale contract and automatic payments
  • Second Phase - administering the move to 1 to 1
    • Cluster wide sales monitoring
    • Financial tracking
    • Asset tracking
School Activities
  • Information for Parents before establishing the contract
  • Establishing the contract 
  • Monitoring 
    • Payment arrears 
    • Repairs and insurance