Campus Technology Contacts Guide to Audits

This document outlines the mandatory Beginning of Year and End of Year audit procedures for Campus Technology Contacts. Follow these instructions to coordinate staff room audits, verify campus assets, reconcile discrepancies, and submit the completed campus audit documentation.

1. What Assets Need to Be Audited?

Before starting your campus audit, review which items at your campus need to be audited.

Full guide on what assets to audit: What Assets do I Audit

2. What Role Do Staff Have During the BOY and EOY Audit?

• Each staff member audits their assigned room assets, verifies the assets in that room, and makes sure they are correctly assigned to their room in Incident IQ.

• Each staff member completes the Room Audit Checklist and submits it to their Campus Technology Contact by the campus deadline.

3. What Is My Role During the BOY and EOY Audit?

• As the Campus Technology Contact with Agent access in Incident IQ, your role is to facilitate your campus BOY and EOY audit.

• You are the official accountable party for the accuracy and completeness of your campus audit.

4. What Are My Campus Audit Responsibilities?

Your campus audit responsibilities include:

• Reviewing all staff room audits for completeness in Incident IQ.

• Auditing non-classroom and non-office areas, such as labs, storage rooms, common areas, and other areas with technology.

• Reconciling asset discrepancies, including missing or broken equipment.

• Ensuring all campus areas are audited.

• Compiling the Campus Asset Audit Report.

• Completing and signing the Campus Audit Certification Oath.

• Emailing the completed audit and signed Certification Oath to Shane Mitchell in District Technology with the subject line: Campus Technology Asset Audit – [School Name].

5. What Are My Initial Steps for the Audit?

• Issue Room Checklists to staff: Provide staff with the Room Asset Audit Checklist and a campus deadline for completion.

• Distribute audit instructions to staff:

  • If staff will use a scanner and device, such as a Chromebook, laptop, or desktop PC, send them the How to Audit Your Room Assets Using the Incident IQ Website instructions.

• • If staff will use the Incident IQ Mobile App to audit their room, send them the Verifying an Asset Using the Incident IQ Mobile App instructions.

6. How Do I Verify That a Staff Member Has Completed Their Room Audit?

• Staff complete the audit process by verifying all room assets using the instructions you provided and giving you their completed and signed Room Audit Checklist.

• • Create a Room Custom View with Last Verification Date Column for the staff member’s room.

  • • BOY Audit: August–September

    • EOY Audit: April–May

7. What Areas of the Campus Do I Audit?

• Campus Technology Contacts audit non-classroom and non-office areas.

• This includes all common areas and storage rooms that have technology.

8. What Do I Do With Assets That Are in Repair During the Audit?

• Make sure those assets have the status of In Repair in Incident IQ.

• Add a verification date within the audit window after verifying that they are in repair and have the correct status.

9. What Do I Do With Assets That Come Up as Missing During the Audit?

• Make sure they have a status of Missing in Incident IQ.

  • Chromebooks: Campus Technology Contacts can lock them through Incident IQ.

  • iPads: Have a Device Lost or Stolen Incident IQ ticket submitted for Shane’s team to lock the device.

10. What Custom Field should I use for Assets that are on my campus but owned by another department?

• The “Asset Managed by” custom field identifies campus-located assets owned by external departments. Use the field’s dropdown menu to select the appropriate department for any non-standard campus equipment. Please see the guide below for more details: How to Tag Department Purchased Devices in Incident IQ

• During your campus audit, ensure all assets belonging to the following departments have their “Asset Managed by” custom field defined correctly:

  • Bilingual

  • CTE (Career and Technical Education)

  • Special Education

  • Special Education - OT/PT/AT (Assistive Technology)

  • Portable Building

Example: If Special Education owns an asset on your campus, select “Special Education” in the dropdown menu for the Asset Managed by custom field.

11. What do I need to do to ensure that my portable buildings are accurately Audited and the portable room is correct in IIQ?

• General Requirement: All technology assets in portable buildings must be verified and accurately assigned to the portable room in Incident IQ.

• Unoccupied Portables: If a portable is not assigned to a staff member, it falls under the "non-classroom/non-office area" category and must be audited directly by you during BOY and EOY Audits.

• District Ownership: Portable buildings and their technology are District property and must remain in the portable. (Exception: Student devices assigned specifically to that portable by your campus).

• Custom Field Requirement: For all portable-owned technology, set the “Asset Managed by” custom field to “Portable Building.”

• Standardized Naming: The IIQ room name must strictly match the official name listed on the small red sign on the portable’s exterior door.

• Custom Names: If your campus uses an informal name for the portable, include it in the Description field in IIQ, not the primary room column.

• Missing Signs: If a portable is missing its red exterior sign, let Shane Mitchell know.

12. What Custom Field Should I check is accurate for Chromebooks and iPads during the Audit?

• If a staff member has a cart and student devices in their room, make sure the Cart Number custom field is filled out correctly in Incident IQ.

  • Chromebooks: Use the actual cart number in the Cart Number field. Correct format: Cart #, for example, Cart 2035.

  • iPads: Use the asset tag number of the cart in the Cart Number field.

• When checking each staff member’s room in Incident IQ, add the Cart Number column to the Room View to confirm that student devices have the correct Cart Number.

• Check that the cart itself is correctly verified and assigned to the room in Incident IQ when checking a staff member’s audit.

13. What Do I Do With Unaccounted Assets Once My BOY or EOY Audit Is Complete?

• Move any unaccounted assets, including assets with an unknown status or location, that do not have a verification date within the audit window to your Unknown room.

14. What Do I Do With Assets Found During the Audit That Need to Be Recycled?

• Follow the Technology Recycling Process.

15. What Steps Do I Take Once My BOY or EOY Audit Is Completed?

Your audit is complete when you’ve completed the items below:

• Create the Campus Audit Report: Create a Custom Audit Report with Last Verification Date and include the following columns: Asset Tag, Serial Number, Model, Room Number, Location, Cart Number for student devices, and Last Verification Date.

• Verify Last Verification Dates:

  • BOY: August–September

  • EOY: April–May

• Export and sign: Export the report as an Excel file and sign the Campus Audit Certification Oath.

• Submit documentation: Email the Excel report and signed oath to Shane Mitchell with the subject line: Campus Technology Asset Audit – [School Name].