Seton Hall University PC Support Services Asset Management Training

Student Laptop Distribution Guide

Step 1: Verify Student Identity

• Ask for SHU ID Card

• If they don’t have one, request a driver’s license or passport for verification.

• Confirm Enrollment Status

  • Ask the student to pull up their credit list showing 12+ credits.

  • If they need help, guide them through the process.

  • If still stuck, ask Yiling to look up their Banner using their ID.

Step 2: Select the Right Laptop

• Choose the correct laptop model based on the student’s major:

  • 2 Gen 4 X13 Yoga OR T14s

Step 3: Log the Laptop in JIRA

• Access JIRA via PirateNet

• Open JIRA & Confluence chicklet

• Click Assets at the top

• Go to Service Catalog

• Select Laptops on the left sidebar

• Find the Laptop in JIRA

• Scan the Serial Number to filter results

• Click the corresponding laptop entry

• Update Ownership Details:

  • Owner_ID-Name → Enter Student’s ID or Name

  • Cohort → Select 2425 Spring MOB / 2025 Spring Transfer

  • Select_Disclaimer → Choose Transfer or Freshman

  • Install Status → Set to In Use

  • Official Status → Set to None

  • Substatus → Set to None

  • Remove Stockroom

  • Current Owner Department → Enter Student’s Major

  • Owner School Division → Enter School Name (e.g., CHDCM, A&S)

Step 4: Complete Agreement & Final Steps

• Search the Serial Number in the JIRA search bar (top right)

• Click 'TODAY' under Agreement – Transfer/Freshman

• Open the agreement → Scroll to the bottom → Click 'SIGN THE CONTRACT'

Step 5: Hand Off & Explain to the Student

• Give them the following:

  • Their SHU ID Card

  • Their laptop box (including laptop & charger)

  • A Set-Up Sheet with instructions

• Tell them the key details:

  • The laptop and charger are brand new

  • They are paying the Mobile Computing Fee for 4 semesters

  • If they leave before 4 semesters, they must return the laptop

  • After 4 semesters, the laptop is theirs to keep!

• For support/questions, the contact details are provided on the Set-Up Sheet

• For any tech issues, visit Corrigan Hall, Room 29

Admin/Faculty Laptop Distribution Guide

Step 1: Verify Employee Identity

• Ask for SHU ID Card

• If they don’t have one, request a driver’s license or passport for verification.

Step 2: Select the Right Laptop

• Choose the correct laptop model:

  • Gen 5 T14s for Admin

  • X13 for Faculty

Step 3: Log the Laptop in JIRA

• Access JIRA via PirateNet

• Open JIRA & Confluence chicklet

• Click Assets at the top

• Go to Service Catalog

• Select Laptops on the left sidebar

• Find the Laptop Section in JIRA

• Scan the Serial Number to filter results

• Click the corresponding laptop entry

• Update Ownership Details:

  • Owner_ID-Name → Enter Employee’s ID or Name

  • Cohort → Select ADMIN – WINDOWS 11 OR Faculty Refresh 25

  • Select_Disclaimer → Choose Employee OR Faculty

  • Install Status → Set to In Use

  • Official Status → Set to None

  • Substatus → Set to None

  • Remove Stockroom

  • Current Owner Department → Area of Work (e.g., Bursar Operations, Provost, etc.)

  • Owner School Division → Enter Office/Dept. Name

  • Managed By → Supervisor’s Name

  • Install Date → Enter Today’s Date

  • Send_Disclaimer → Set to TRUE

Step 4: Complete Agreement & Final Steps

• Search the Serial Number in the JIRA search bar (top right)

• Click 'TODAY' under Agreement – Employee / Faculty

• Open the agreement → Scroll to the bottom → Click 'SIGN THE CONTRACT'

Step 5: Hand Off & Explain to the Student

• Give them the following:

  • Their SHU ID Card

  • Their laptop box (including laptop & charger)

  • A Set-Up Sheet with instructions

• Tell them the key details:

  • The laptop and charger are brand new

  • For support/questions, our contact details are on the Set-Up Sheet

  • For any tech issues, visit Corrigan Hall, Room 29

Step 6: Close Laptop Request Ticket

• Click Blue Square in the upper right corner

• Click Resolve this Issue

• Resolution → Done/Resolved

• Resolution to Issue → User picked up laptop

• Assignee → Assign to Me

ADMIN Laptop Request Guide

Step 1: JIRA

• Click Create at the top of the Home Page

• Project → Technology Service Desk (TSD)

• Issue Type → [System] Service Request

• Request Type → Agent – Create a Request

• Raise this request on behalf of: → New Employee’s Name

• Select Report → New Employee’s Name

• Summary → New Admin Laptop Request (S/N OF LAPTOP) [SHELF]

• Description → New Admin Laptop Request (S/N OF LAPTOP) [SHELF]

• Click Blue Box “Create”

Step 2: Select the Right Laptop

• Choose the correct laptop model:

  • Gen 5 T14s

Step 3: Adjust Ticket to Have Necessary Information

• Input any Email/Communication into Internal Comments

• Category Tab:

  • Category → Hardware

  • Item → Laptop – Windows

  • Issue → Hardware Request

• Group Tab:

  • Department Group → PCSS

  • Assignment Group → Asset Management

  • Contact Method → Method of Contacting (Email, Walk-In, etc.)

  • “WAITING FOR SUPPORT” Button → IN PROGRESS

Step 4: Log the Laptop in JIRA

• Access JIRA via PirateNet

• Open JIRA & Confluence chicklet

• Click Assets at the top

• Go to Service Catalog

• Select Laptops on the left sidebar

• Find the Laptop in JIRA

• Scan the Serial Number to filter results

• Click the corresponding laptop entry

• Update Ownership Details:

  • Owner_ID-Name → Enter Employee’s ID or Name

  • Cohort → Select ADMIN – Windows 11

  • Select_Disclaimer → Choose Employee

  • Install Status → Set to In Stock

  • Official Status → Set to Inventory

  • Substatus → Set to available

  • Current Owner Department → Enter Area of Work (e.g., Bursar Operations, Provost, etc.)

  • Owner School Division → Enter Office/Dept. Name

  • Managed By → Supervisor’s Name

  • Shelf → B6 - B8

Step 5: Create a Subticket

• On the Laptop Ticket → Under Title, “Create Subtask”

• “What needs to be done?” → Prepare Laptop for Pick Up (S/N OF LAPTOP) [SHELF]

• Click Blue Button → “CREATE”

• Description → Prepare Laptop for Pick Up (S/N OF LAPTOP) [SHELF], User Start Date

• Click Blue Button → “CREATE”

• Category Tab:

  • Category → Hardware

  • Item → Laptop – Windows

  • Issue → Hardware Request

• Group Tab:

  • Department Group → PCSS

  • Assignment Group → Inventory Repair

  • Assignee → James Anati

Step 6: Put Laptop on Respective Shelf

Step 7: Notify User of Laptop Ready for Pick Up

• Open PirateNet and Login

• Click “Microsoft Office 365 Mail” Chicklet

• Top Right Corner (Your Initials) → Open Another Mailbox

• Input mobilecomputing@shu.edu

• Login and wait to load the page

• Click “New mail” BLUE Button

• To → New Employee’s Name

• Cc → Supervisor’s Name

• Add a Subject → Laptop Ready for Pick Up

• Content of Message:

  • Dear Mr./Dr. [NAME],

  • A laptop has been prepared for you. You can come to the Asset Management office at any time in Corrigan Hall Room 27 to pick up. Our office hours are 9:00am to 4:00pm Monday to Friday. No appointment is necessary. Please let us know if you have any questions.

  • Best Regards,

  • Asset Management

• Send Email

• Post Email as Internal Note on Request Ticket

FACULTY Laptop Request Guide

Step 1: JIRA

• Click Create at the top of the Home Page

• Project → Technology Service Desk (TSD)

• Issue Type → [System] Service Request

• Request Type → Agent – Create a Request

• Raise this request on behalf of: → New Faculty’s Name

• Select Report → New Faculty’s Name

• Summary → New FACULTY Laptop Request (S/N OF LAPTOP) [SHELF]

• Description → New FACULTY Laptop Request (S/N OF LAPTOP) [SHELF]

• Click Blue Box “Create”

Step 2: Select the Right Laptop

• Choose the correct laptop model:

  • Gen 5 X13 2-in-1

Step 3: Adjust Ticket to Have Necessary Information

• Input any Email/Communication into Internal Comments

• Category Tab:

  • Category → Hardware

  • Item → Laptop – Windows

  • Issue → Hardware Request

• Group Tab:

  • Department Group → PCSS

  • Assignment Group → Asset Management

  • Contact Method → Method of Contacting (Email, Walk-In, etc.)

  • “WAITING FOR SUPPORT” Button → IN PROGRESS

Step 4: Log the Laptop in JIRA

• Access JIRA via PirateNet

• Open JIRA & Confluence chicklet

• Click Assets at the top

• Go to Service Catalog

• Select Laptops on the left sidebar

• Find the Laptop in JIRA

• Scan the Serial Number to filter results

• Click the corresponding laptop entry

• Update Ownership Details:

  • Owner_ID-Name → Enter Employee’s ID or Name

  • Cohort → Select Faculty Refresh 25

  • Select_Disclaimer → Choose Employee

  • Install Status → Set to In Stock

  • Official Status → Set to Inventory

  • Substatus → Set to available

  • Current Owner Department → Enter Area of Work (e.g., Bursar Operations, Provost, etc.)

  • Owner School Division → Enter Office/Dept. Name

  • Managed By → Supervisor’s Name

  • Shelf → B6 - B8

Step 5: Create a Subticket

• On the Laptop Ticket → Under Title, “Create Subtask”

• “What needs to be done?” → Prepare Laptop for Pick Up (S/N OF LAPTOP) [SHELF]

• Click Blue Button → “CREATE”

• Description → Prepare Laptop for Pick Up (S/N OF LAPTOP) [SHELF], User Start Date

• Click Blue Button → “CREATE”

• Category Tab:

  • Category → Hardware

  • Item → Laptop – Windows

  • Issue → Hardware Request

• Group Tab:

  • Department Group → PCSS

  • Assignment Group → Inventory Repair

  • Assignee → James Anati

Step 6: Put Laptop on Respective Shelf

Step 7: Notify User of Laptop Ready for Pick Up

• Open PirateNet and Login

• Click “Microsoft Office 365 Mail” Chicklet

• Top Right Corner (Your Initials) → Open Another Mailbox

• Input mobilecomputing@shu.edu

• Login and wait to load the page

• Click “New mail” BLUE Button

• To → New Faculty’s Name

• Cc → Supervisor’s Name

• Add a Subject → Laptop Ready for Pick Up

• Content of Message:

  • Dear Professor [NAME],

  • A laptop has been prepared for you. You can come to the Asset Management office at any time in Corrigan Hall Room 27 to pick up. Our office hours are 9:00am to 4:00pm Monday to Friday. No appointment is necessary. Please let us know if you have any questions.

  • Best Regards,

  • Asset Management

• Send Email

• Post Email as Internal Note on Request Ticket

Power Adapter Borrow Guide

Step 1: Verify Person’s Identity

• Ask for SHU ID Card

• If they don’t have one, request a driver’s license or passport for verification.

Step 2: Take Out New Charger

• Take an open and nicely wrapped charger out of the box; this box is found under the front of Yiling’s Desk.

Step 3: Log the Charger in JIRA

• Access JIRA via PirateNet

• Select Laptops on the left sidebar

• Find the Laptop in JIRA

• Scan the Serial Number to filter results

• Click the corresponding laptop entry

• Select_Disclaimer → Accessory – Borrow

• Send_Disclaimer → Set to TRUE

Step 4: Complete Agreement & Final Steps

• Search the Serial Number in the JIRA search bar (top right)

• Click 'TODAY' under Agreement – Accessory Purchase

• Open the agreement → Scroll to the bottom → Click 'SIGN THE CONTRACT'

Step 5: Hand Off & Explain to the User

• Give them the following:

  • Their SHU ID Card

  • Their charger

• Tell them the key details:

  • The charger is there

  • They are issued the charger for only 7 days, after that it needs to be returned.

Step 6: Update Charger Borrowed Ticket

• Search the Serial Number in the JIRA search bar (top right)

• Click 'TODAY'

• Click on Ticket that says “Accessory Borrow Lenovo…”

• Adjust the title to include charger and due date for 7 days from borrow

• Contact Method → Walk In

• “WAITING FOR SUPPORT” Button → "WAITING FOR CUSTOMER"

Power Adapter/Stylus Purchase Guide

Step 1: Verify Student Identity

• Ask for SHU ID Card

• If they don’t have one, request a driver’s license or passport for verification.

Step 2: Take Out New Charger

• Take a new charger out of the box, this box can be found in the cabinet under the TV.

Step 3: Log the Laptop in JIRA

• Access JIRA via PirateNet

• Open JIRA & Confluence chicklet

• Click Assets at the top

• Go to Service Catalog

• Select Laptops on the left sidebar

• Find the Laptop in JIRA

• Scan the Serial Number to filter results

• Click the corresponding laptop entry

• Select_Disclaimer → Accessory – Purchase

• Send_Disclaimer → Set to TRUE

Step 4: Complete Agreement & Final Steps

• Search the Serial Number in the JIRA search bar (top right)

• Click 'TODAY' under Agreement – Accessory Purchase

• Open the agreement → Scroll to the bottom → Click 'SIGN THE CONTRACT'

Step 5: Hand Off & Explain to the User

• Give them the following:

  • Their SHU ID Card

  • Their boxed charger

• Tell them the key details:

  • The charger is brand new

  • $59.99 will be charged to their Bursar Account/Department within 24 hours

  • For any tech issues, visit Corrigan Hall, Room 29

Step 6: Adjust Request Ticket

• Search the Serial Number in the JIRA search bar (top right)

• Click 'TODAY'

• Click on Ticket that says “Accessory Purchase Lenovo…”

• Adjust the title to include charger/stylus

• Assignee → Assign to Yiling Chen

Step 7: Assign Stylus S/N to User (IF STYLUS)

• Access JIRA via PirateNet

• Open JIRA & Confluence chicklet

• Click Assets at the top

• Go to Service Catalog

• Select Accessories on the left sidebar

• Find the Stylus S/N in JIRA (FOUND ON BOX/BAG OF STYLUS)

• Scan the Serial Number to filter results

• Click the corresponding laptop entry

• Current Owner → User’s CWID Number

• Install Status → In Use

Inventory Guide

Step 1: Find Laptop S/N into JIRA

Step 2: Update to Inventory in JIRA

Step 3: Find Corresponding Shelf and Put it There

• Step 1: Find Laptop S/N on JIRA

  • Open JIRA and in the top bar click Assets

  • Click the Service Catalog box

  • On the left side scroll down and click Laptops

  • Once here, click on the Filter button and click the Serial Number option

  • Scan laptops S/N and set filter, then select the laptop that shows up

• Step 2: Update to Inventory in JIRA

  • Once clicking on the laptop, remove it from A-Shelf prior to doing any other changes

  • Follow process sheet for Inventory that is located at each computer station:

  • Remove Owner ID if present

  • Set Cohort to Inventory

  • Remove Select Disclaimer if present

  • Set Install Status to In Stock

  • Set Official Status to Inventory

  • Set Sub status to Available

  • Make sure Stockroom says Corrigan Vault

  • Ensure Asset Tag is empty

  • Remove Install Date (at the bottom)

• Step 3: Find Corresponding Shelf and Put it There

  • After completing the above processes, assign the laptop to the shelf based on the model of the laptop

  • Use the Vault Locations sheet at each laptop station (picture attached).

Example

• Laptop model T490s, shelf would be C4-C8

• Laptop model 2 Gen 4 X13 Yoga, shelf would be F8

• After assigning laptop to proper shelf, cross out old shelf from top sheet and write the new one

• Put the laptop on the new shelf

Returns

Types of Returns

• Student withdrawal

• Laptop return from GAs, TAs, Faculty, and Admin

• Both follow the same process with minor differences.

Student Withdrawal Process

• A student will bring their laptop into our office and state that they are withdrawing from the university.

• Ask to see their CWID and look their name up in Jira.

• Select their laptop and pull up the Jira page.

• Send the ‘Asset Return – Student’ Disclaimer, set Disclaimer to TRUE.

• Have the student sign the return disclaimer.

  • A repair ticket will be generated alongside the disclaimer.

  • Search up the user’s laptop serial number in the blue search bar at the top of Jira to find the repair ticket if it does not show up in ‘Linked Issues’ on their Jira page.

• Record the ticket number down on a sticky note, then direct the student to Room 29 to have a visual inspection performed on the laptop.

  • Go into the ticket and include ‘WD’ in the title of the ticket, as well as add more to the description.

  • For example, for the description: “Student withdrawing from university. Full inspection.”

• Update the ‘Freshman Withdrawal’ spreadsheet found in the Sharepoint folder.

  • Follow the information and input the student’s information from Jira into the spreadsheet.

• While waiting for the laptop to be returned to Asset through the tech window, update the laptop status on Jira:

  • Follow the Quick Jira guide that is posted at the workspace:

    • Cohort: Inventory

    • Install Status: In maintenance

    • Official Status: In repair

    • Substatus: Repair

    • Stockroom: Corrigan Vault

    • Shelf: Any A-shelf

  • Delete any personal information about the student, such as their name, major, and school.

• Print the top sheet, receive the laptop and power adapter, attach the top sheet, and write the ticket number on the top of the top sheet.

  • You can now shelf the laptop.

• Place the power adapter in the charger box.

GA/TA/Faculty/Admin Return Process

• Ask to see their CWID and look their name up in Jira.

• Select their laptop and pull up the Jira page.

• Send the ‘Asset Return – Non-student’ Disclaimer, set Disclaimer to TRUE.

• Have the user sign the return disclaimer.

  • A repair ticket will be generated alongside the disclaimer if the laptop is still under warranty.

  • If no ticket comes up for the repair, you must create one:

    1. Project: Technology Service Desk (TSD)

    2. Issue type: [System] Incident

    3. Request type: Agent – Create an Incident

    4. Raise this request on behalf of: [USER]

    5. Select Reporter: [USER]

    6. Summary: Lenovo [MODEL] Inventory Repair and Inspection (SN: [XX])

    7. Description: Copy and paste the summary, add any additional info (e.g., User returned GA/TA/Faculty/Admin laptop. Full inspection).

    8. Create

    9. Under ‘Category’:

    • Category: Hardware

    • Item: Laptop (Windows)

    • Issue: No image

    1. Under ‘Group’:

    • Department Group: PCSS

    • Assignment Group: Inventory Repair

• Update laptop status in Jira to reflect the return, following the ‘Returns’ section of the Quick Jira guide posted at the workspace:

  • Cohort: Inventory

  • Install Status: In maintenance

  • Official Status: In repair

  • Substatus: Repair

  • Stockroom: Corrigan Vault

  • Shelf: Any A-shelf

• If the user is Faculty, their laptop goes into Pending Hold, following the Quick Jira guide for ‘Pending Hold’.

  • Cohort: Pending Hold

  • Install Status: In maintenance

  • Official Status: None

  • Substatus: None

  • Stockroom: Corrigan Vault

  • Shelf: Any from B6-B7

• Print and write the ticket number on the top sheet, attaching it to the laptop and shelving it.

Loaner Laptop Guide

Loaner Process Overview

• This is the process for when a technician gives out a loaner and takes in a student’s laptop for repair.

Steps to Process a Loaner

• Step 1:

  • Take the student’s laptop off the shelf by Yiling.

  • The paper agreement should be titled 'Loaner License Agreement'.

• Step 2:

  • Search Jira using the student’s ID number.

• Step 3:

  • Under 'Loaner Assigned,' enter the loaner laptop SN. This can be found on either the disclaimer or the top sheet paper.

• Step 4:

  • An agreement for the loaner should be generated. Go to the search bar, paste the SN, and open the loaner agreement in another tab.

• Step 5:

  • Update the student’s MAIN laptop (NOT the loaner) in Jira with the following changes:

  • Install Status → In Maintenance

  • Official Status → Student Storage Warranty Repair

  • Substatus → Repair

• Step 6:

  • Under Stockroom, select 'Corrigan Vault'.

• Step 7:

  • Under Shelf, select any open area on 'A Shelf'.

• Step 8:

  • Click 'Object Graph', ensure the SN and shelf are visible, then print. (If too much info on the screen, scroll down before printing).

• Step 9:

  • Open the loaner in Jira, remove stockroom, add the install date, and set it to 'In Use'.

  • Set Install Date to the date the transaction took place (typically current date).

• Step 10:

  • At the printer, make a copy of the original top sheet and send it to mobilecomputing@shu.edu.

  • Write the ticket number on the new top sheet.

  • Tape the new top sheet to the laptop and place it on the shelf.

  • Download and attach the scanned old top sheet to the internal notes section of the Jira agreement.

  • Override the agreement after attaching the scan.

  • Place the old top sheet in the black binder behind Yiling.

Student Asset Return Process (Loaner Return)

Process Overview

• This process is executed when a student returns a loaner and retrieves their repaired laptop. The process ensures the loaner is wiped and prepared for the next user.

Steps for Loaner Return

• Step 1:

  • Search Jira by student ID number. This ensures both the student’s main laptop and the loaner appear.

  • Open both laptops in separate tabs, the loaner is typically a Lenovo T490s.

• Step 2:

  • For the student’s MAIN laptop:

  • Remove Shelf and Stockroom.

  • Update the following fields:

    • Install Status → In Use

    • Official Status → None

    • Substatus → None

  • Scroll down and remove the serial number under 'Loaner Assigned' to complete the process for the student’s laptop. Now proceed to the loaner.

• Step 3:

  • For the Loaner Laptop:

  • Set 'Select_Disclaimer' to 'Asset Return - Student'.

  • Scroll to the bottom and set 'Send_Disclaimer' to TRUE.

  • Refresh the page, paste the SN into the search bar, and open the agreement in another tab.

  • Remove the student’s information from 'Owner_ID-Name'.

  • Change 'Cohort' to 'Inventory'.

• Step 4:

  • Update the Loaner Laptop's Jira entry:

  • Install Status → In Maintenance

  • Official Status → In Repair

  • Substatus → Repair

  • Remove Supplement Parent.

  • Remove Install Date.

  • Change Stockroom to 'Corrigan Vault'.

  • Place the loaner on 'A Shelf'.

• Step 5:

  • Print the top sheet.

  • Write the ticket number at the top of the sheet.

  • Tape it to the laptop and place it on the shelf.

• Step 6:

  • While at the printer, make a copy of the top sheet and send it to mobilecomputing@shu.edu.

  • Attach the scanned copy to the Asset Return Agreement in Jira.

  • Override the agreement.

  • The process is complete.

Procedures for Creating a Ticket

General Information

• Tickets are used to communicate issues, requests, inspections, and to schedule appointments.

What Type of Ticket Should I Create?

• There are many different formats of tickets that can be created. However, the Asset Management Office only utilizes:

  • ‘Agent – Create an Incident’ (for laptop repairs, inspections, and accessory purchases and borrows)

  • ‘Agent – Create a Request’ (for new laptop requests, laptop upgrades, scheduling appointments, requests for accessories, etc.).

• Tickets can be created for many different reasons. Marsha, Yiling, and Troy will give instructions on creating specific tickets.

• Tickets regarding the return of a power adapter can be created without instruction.

Steps to Create a Ticket

1. Receive information on what type of ticket is to be created.

2. Click ‘Create’ at the top of Jira in the blue banner.

   • A window will pop up: this is where you will create the ticket.

3. Under ‘Issue Type,’ select the type of ticket – usually ‘[System] Service Request’ or ‘[System] Incident’.

4. Under ‘Request Type,’ select the request specifics – usually ‘Agent – Create a Request’ or ‘Agent – Create an Incident’.

5. Fill out who the ticket is raised on behalf of and the reporter – often the same person.

   • Sometimes the system has difficulty identifying users by CWID; use their full name instead.

6. Fill out the ‘Summary’ and ‘Description’ portions which explain the purpose of the ticket.

   • The ‘Summary’ is a brief explanation, e.g., “New Laptop Request BX-XX”.

   • The ‘Description’ gives detailed context, e.g., “User [] is a new admin requesting a laptop for clerical use.”

7. Click ‘Create’ to generate the ticket.

   • A small pop-up window will appear in the bottom left corner. Click ‘View Issue’ under the ticket number to open it in a new tab.

8. Fill out the ‘Category’ and ‘Group’ sections to help organize the ticket.

   • Category = Subject of the ticket

   • Item = Specific object the ticket pertains to

   • Issue = Reason for ticket creation.

   • ‘Group’ includes the Department Group (PCSS for asset management tickets) and Assignment Group (where the ticket needs to be resolved).

Procedures for Student Withdrawals

General Protocol

• Before proceeding, confirm: “Are you withdrawing from the university?”

Student Status Check

1. Ask their CWID to look up their laptop information in Jira.

   • Check the cohort status:

     • XXXX No MOB = does not need to return laptop

     • XXXX MOB = must return laptop

     • XXXX [season] Withdraw = must return laptop

     • XXXX [season] No MOB Withdraw = does not need to return laptop.

   • If cohort is ‘Buyout’, note their return to avoid Bursar fees.

Return Process Steps

1. Ask for the SHU student CWID.

2. Pull up the laptop assigned to the student in Jira by filtering with CWID.

3. Send the ‘Asset Return – Student’ Disclaimer and set it to TRUE.

4. Have the student sign the disclaimer.

   • Inform they will receive the signed disclaimer via SHU email.

5. Direct the student to Room 29 for visual inspection with the laptop and power adapter.

6. Update laptop status in Jira following the Quick Jira guide:

   • Remove personal info (name, major, etc.)

   • Shelf: A-Shelf for Inventory Repair.

7. Print and label the top-sheet for shelving when the laptop returns post-inspection.Field…

8. Photograph and save important documentation.

9. Enter withdrawal details into the Freshman Withdrawal spreadsheet found in Sharepoint.

10. Attach ticket number to the laptop for shelving.

11. Finalize all paperwork before concluding the process.

Laptop Return & Assignment Process

Step 1: Laptop Pickup

• Student goes to Corrigan Hall, Room 29 to pick up their laptop.

• Techs return the loaner laptop with a top sheet & disclaimer.

Step 2: User Lookup

• Look up the user via ID number, find 2 computers, open the T490s in another tab.

Step 3: Update Original Laptop

• Find the user’s original laptop, update its status:

  • Remove:

  • Shelf

  • Asset Tag

  • Loaner Assigned

  • Stockroom

  • Set to:

  • In Use

  • None (Install Status)

  • None (Substatus)

Step 4: Update Returned Loaner Laptop

• Loan laptop information updates:

  • Disclaimer: Asset Return Student

  • Set Disclaimer to TRUE, refresh the page, paste in SN and open the agreement.

  • Remove User ID, change 'Cohort' to 'Inventory'.

Step 5: Process Disclaimer

• Look up serial number for agreement printing:

  • Override Disclaimer, print documents, and finalize the return process.

Step 6: Final Steps

• Print top-sheet for loan computer, copy Ticket number.

• Place the laptop on the Proper Shelf

• The overall return and assignment process is complete.