Admin Assistant


Who Should Participate

  • If you did NOT opt out of the role

  • If you and your principal agreed that you will be supporting this role for part of the school year or for the entire school year

  • If you are SEIU

Onboarding Process

Supporting technology distribution and outreach at your school site is voluntary. Those that are participating will receive a stipend. These onboarding activities will help you perform the required tasks. To complete the onboarding process you will need to do the following:

  • Review the materials provided in each activity

    • Slide presentations are being updated so they are excellent resources

  • Submit the Admin Assistant: Check for Understanding at the end

Schedule 1:1 Tech Support


Processes are being updated! Emails will be sent out with any important changes and information and resource documents will be modified to reflect current practices.


Using the Tech Access Dashboard to View Checkout Data

NEW: Admin Assistant Guide to Device Distribution and Collection

Admin Assistant Guide to Device Distribution/Collection

Activity 1: Overview of Role (30 min)

WATCH: Overview of the Role (15 minutes)

REVIEW: Activity 1: Overview of the Role (5 minutes)

  • This slide deck is continuously updated-- Refer to this presentation as a resource

REVIEW: Overview of the Affordable Connectivity Program (10 minutes)

Activity 2: Device Distribution (30 min)

REVIEW: Check-Out Process One-Pager (15 minutes)

WATCH: How to Check out a Device (5 minutes)

WATCH: Navigating the Tech Access Dashboard (5 minutes)

REVIEW: Activity 2: Device Distribution (5 minutes)

  • This slide deck is continuously updated-- Refer to this presentation as a resource

  • Added 8/18: Slide 15- Communication to Families for Device Pick Up

Activity 3: Device Collection (30 min)

WATCH: Device Collection (15 minutes)

REVIEW: Activity 3: Device Collection (5 minutes)

  • This slide deck is continuously updated-- Refer to this presentation as a resource

REVIEW: For Families: How to Complete Online Data Confirmation/Back-to-School Forms (5 minutes)

  • Slide 10: Authorizations

  • To Change Responses (all responses except income can be modified)

    • 1) Login

    • 2) Tap Menu

    • 3) Go to Student Information > Data Confirmation

DO: Bookmark the following (not sure how? How to bookmark in Chrome) (5 minutes)

Check for Understanding

Important Changes

We will only be distributing to students who meet the following 2 requirements:

  1. They have home digital access needs captured in Data Confirmation (Authorizations) in Aeries

  2. They DO NOT have a device already checked out to them

Manifests with a list of students receiving devices for that week will be provided the week of. Lists are alphabetical by school and view-only. There are two tabs: Chromebooks and Hotspots

Important Resources

RESOURCE: ​2022-2023 Device Distribution Schedule Based on Tech Authorizations​ (DOC)

WHEN TO USE: When someone asks you when they will receive their device. So long as they (1) indicate a computer or internet need in the Authorizations and (2) do not have a device already checked out to them, they will receive a device in the Week of column if they completed their Authorization (or updated them) during the date range provided.

RESOURCE:​ ​Guide: How Parents Can Update Data Confirmation/Authorizations(DOC)​

WHEN TO USE:​ When parents ask how to update their responses in the Authorizations because they completed it incorrectly or their student has had a change in home digital access. If you need to provide this document to a parent, please make a copy.

​RESOURCE: Aeries Data Confirmation- How to Emulate a Parent Account​(VIDEO)​​

WHEN TO USE:​ If a parent has a Parent Portal account but does not know how to update the Authorizations, you can do it for them by emulating them.

​RESOURCE: How to Data Confirmation for a Student if the Parent Does Not have a Parent Portal Account: (VIDEO skip to 40.00-49.00)

WHEN TO USE: If a parent does not have Parent Portal account, you can help them with Data Confirmation and responding to the Authorizations by emulating them in a slightly different way. This is more complex.

​RESOURCE: Parent Outreach Flyer (DOC- Multiple Languages)

​WHEN TO USE: When parents ask how they can get a device for their student.


Common Forms

Device Pick-Up Form (OUSD)- Duplicate/extra district-loaned Chromebooks and/or hotspots

Device Pick-Up Request (Tech Exchange)- Leftover undistributed permanent #OaklandUndivided Chromebooks from 2020-2022

Access to Tableau Dashboards- Complete if you do not have access to the Tech Access Dashboard

Onboarding Slide Decks

Activity 1: Overview of Admin Opportunity

Activity 2: Device Distribution

Activity 3: Device Collection

Reference Materials

Clerical One-Pager Cheat Sheet

Intro Letter/Reminders for Site Admins

OUSD Offsite Loan Agreement (multiple languages)- Print and hand out with loaner devices (does not require signature)

Admin Opportunity Presentation 8.1.22