Managing Student Chromebooks and Technology

students with chromebooks

SFUSD Department of Technology Device Guidance

This webpage is meant to provide information for School Site Device Managers and others interested in reviewing the requirements, guidance, and resources to support student technology access at your school site.
What is a Device Manager?

  • The Site Device Manager is the main point of contact for the Department of Technology as we partner with you to provide resources and support with implementing SFUSD's 1:1 Chromebook Program. DoT is providing stipends of $1000 (0-500 students)-$1500 (500+ students) Note: These stipends are ONLY available to Certificated Teachers who fulfill this role. 

  • If you would like to sign up to be your school’s Site Device Manager, please complete this form. 
    Note: You must get the approval of your site Principal before completing the form!

*NEW Info: Secondary Student Chromebook Distribution Process for 2025-26
  • Please review this document for changes in the Chromebook Lost/Stolen process and new policies about device replacements. This applies to Grades 6-12 only.
Device Management: Beginning of the Year Checklist SY24-25 
  • We encourage Device Managers to save this document to review important tasks and resources for a successful opening of school. All the resources you need to successfully perform the Device Manager Role can be found in this document, which we will keep updated with the latest information. 
Chromebook/Hotspot Requests:

  • T-Mobile Hotspots are available to be assigned to students who meet the eligibility below:

    • Students experiencing homelessness (all Grade Levels) -or-
    • 4th - 12th Graders who have a Direct Certification eligibility or Multipurpose Family Income Form (MFIF) on file with the District.

    • Refer to this document for more information and the necessary steps to issue a T-Mobile Hotspot to an eligible student.

    • If you need additional hotspots to assign to eligible students, submit this Hotspot Request Form.

  • For K-3 devices - email Cary Batty (BattyC@sfusd.edu) or submit a help desk ticket

  • Use this form to request additional 4th and 5th Grade Chromebooks (Take-Home Devices)

  • Use this form to request additional ECF Chromebooks for 6th grade - 12th grade students at your school
Quick Links/Resources:

SY 2024-25 Device Requirements & Guidance

Getting Started (for All Schools): 

  1. YOUR ROLE AS SITE DEVICE MANAGER: As device manager, you have signed up to be responsible for managing Chromebooks and Hotspots (as needed) for your school site. For more details about expectations for this role, please refer to this Site Device Manager Role document.
  2. DESTINY: As a reminder, all device assignments must be reflected in Destiny (Follett). If you have never used Destiny before, or would like a refresher, please schedule a one-on-one demonstration by submitting a help ticket. Alternatively, you can refer to this self-guided slide deck.
  3. STUDENT ACCOUNTABILITY & CHROMEBOOK REPLACEMENT POLICY: To ensure accountability and responsible use of district-issued Chromebooks, each site should develop a comprehensive policy addressing intentionally damaged and lost Chromebooks. This Student Contract and Site Replacement Policy Template can serve as a foundation for your policy development. The District currently does not have a policy in place that charges students for lost or damaged devices.
  4. STUDENT TECH TEAMS: Consider forming a team of students that can assist you with basic Chromebook troubleshooting/cataloging of e-waste that you accumulate throughout the year. This is a great way of engaging students interested in technology and in the process, helps you manage the support of technology in the school. Thad Austin, a Device Manager at Hoover, created this helpful Google Classroom Course (<-shows resources) on how to set up a Student Tech Team. (You can also join and take the Course by going to classroom.google.com and using class code zby4uvx - Note: this course is self-serve and not taught or monitored)
  • Chromebook Troubleshoot Guide for Student Tech Teams - feel free to use this document as a simple checklist that your Student Tech Team (or you!) can use to help troubleshoot basic issues Chromebooks experience.
  • Updating SFUSD Chromebooks - this slide deck was created by one of DoT’s SFUSD High School interns as a step-by-step guide to updating Chromebooks. It’s an easy resource for students to follow, and a perfect tool for classes to use, especially right before the testing period.
  • If you have any questions or need additional support, please reach out to Cary Batty (battyc@sfusd.edu).

SFUSD 1:1 Chromebook Program - Device Guidance by Grade Level

SFUSD began to implement a systematic 1:1 Chromebook Program in 2022 with a goal to become a 1:1 district by the end of 2024. The goal of this program is to provide every student in our district with an individual Chromebook they can use. The model provides for in-classroom carts of Chromebooks for students in grades K-3 and personally assigned Chromebooks for all students beginning in 4th grade through 12th grade. The goal is for students in 4th and 5th grade to begin taking their device back and forth to school a few times a week so that by the time they reach middle school they will be ready to participate in the 1:1 Chromebook take-home program by which all students are to bring their device back-and-forth to school daily.

K-3rd Grade
  1. Plug in and turn on your chromebook carts and charge for several hours before use.
  2. Update your Chromebooks’ Operating System (OS) to the most current version.
    • Here is a slide deck created by one of our SFUSD High School Interns that goes step-by-step.
  3. Ask classroom teachers to review this Device Care Slide Deck/Lesson Plan with students.
  4. ALL K-3 Grade Classrooms should implement a system where their students use the same device in order to decrease the login time, which will help make online assessments more successful. When signing in via Clever, student profiles are saved on the Chromebook. Logging in on a different device for each use will incur a wait time for the Chromebook to load the student’s profile. If the student uses the same device, they will only experience the wait on initial use. If a cart is shared amongst several classes, that is totally fine! Just make sure the student uses the same Chromebook from the cart that they previously logged in on.
    • Make sure classroom teachers assign a number for each Chromebook in the cart to a specific student and keep a list in the classroom (feel free to use this template. (Note: this helps the chromebook perform better as it only has to load one student’s profile vs. a whole class of different logins).
  • K-3 students do not take Chromebooks home, they should remain in the classroom.
  • If you have any questions or need additional support, please reach out to Cary Batty (battyc@sfusd.edu).
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4th-5th Grades

ALL 4th & 5th grade students should be participating in a 1:1 Chromebook Take-Home Program this year. In order to make sure your school is prepared for this, please complete the steps below:

4th Grade

  1. DoT has purchased Chromebooks for SY24-25 4th Grade Classes. These Chromebooks are intended for schools participating in the 1:1 Take Home Program and must be assigned to your 4th graders and taken on to future grade levels.
  2. DoT will coordinate with you and our vendor, Arey Jones, on deliveries to your school, which DoT anticipates will begin the Week of August 26 - see third sub-bullet below.
  3. To prepare for the arrival of your 4th Grade Chromebooks:

5th Grade -

  1. Set up a “Bring Your Device to School Day” for your 5th Graders to bring in their individually assigned Chromebook from last school year (this helps to make sure all students have a working device). For any students who have broken or lost their Chromebook, please make sure to replace those. (Note: Feel free to use this template or create your own, to gather info regarding devices in each classroom).
  2. If you need replacement devices for any 5th grader, please fill out this request form. This is their device for this school year. The District has established that schools should implement a 1:1 Chromebook Take-Home Program for all 4th-12th graders.
  3. In Middle & High School, students will be expected to bring their assigned Chromebooks back-and-forth to school daily. This is why we recommend you begin this in 4th and 5th grades, so they are ready for this expectation when they move on to their SFUSD Middle School.
  4. Ask classroom teachers to review the Device Care Slide Deck/Lesson Plan with students, and have any new 5th Grade Students and their Parents complete and return the Student/Family Device Agreement Form (translated forms can be found in this folder).
  5. Teachers may also want to review the Getting Started with Digital Learning Guide for their grade level. This guide is great for new teachers or those new to technology!
  6. If you have any questions or need additional support, please reach out to Cary Batty (battyc@sfusd.edu).
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Middle, K-8 (for 6-8) and High Schools

Beginning of the Year Procedures:

  • We recommend that you implement a “Bring your Device to School Day” within the first couple weeks of school. Most schools conduct this in Advisory/Homeroom to audit devices, and ensure all students have a working device. (Note: Feel free to use this template or create your own, for your advisory teachers to gather info regarding devices in each classroom).
  • Ask Classroom Teachers to review the Device Care Slide Deck/Lesson Plan.

*NEW Secondary Student Chromebook Distribution Process for 2025-26

  • Please review this document, which outlines the NEW POLICY regarding Lost/Stolen Chromebooks and Device Replacements.

    • Due to unsustainably high rates of broken and lost Chromebooks, the Department of Technology (DoT) is announcing a shift in its Chromebook Take Home Program, effective immediately.

New Students: As schools receive new students, additional devices can be requested from DOT.

  • In August, DoT will generate a list of Middle and High School Students who are new to the District, who will need a Chromebook issued to them. DoT will provide this list to the School's designated Device Manager and/or Administrator. Schools should prioritize issuing devices to these students. DoT will provide Chromebooks as necessary.

  • As a reminder, returning students will have their Chromebook from last year. This includes your incoming 6th (for Middle School) and 9th (for High School) Students.

  • When new students arrive throughout the year, the School’s Device Manager or Administrator can submit a help desk ticket with the name and student ID number of the student. DoT will verify that the student is new to the District. Multiple students can be included on the same help desk ticket.

Replacement Chromebooks

Chromebook inventory for the 2025-26 school year is limited, and requests to replace lost or damaged devices will be reviewed against the guidelines listed below.

Moving forward, schools must follow these steps when addressing student claims of lost and stolen Chromebooks:

Lost / Stolen Chromebooks:

  • Step One: Device Manager or Administrator emails help@sfusd.edu to report the device lost, and requests that it be locked. Include the asset tag number of the device, which can be found on the student’s Destiny profile. DoT can support schools to track down the device by providing the last user of the device and the last date it was used.
  • Step Two: Device Manager or Administrator marks the device as lost in Destiny.
  • Step Three: Instruct the Student to retrace their steps (go to their classes) and check for their Chromebook. If lost on Muni, suggest to the Family to call 311 to report the lost device (backpack) and see if it has been found.
  • Step Four: Do not immediately issue a replacement device. Wait at least a week to see if it gets recovered - many devices “reappear” once being locked.
  • Step Five: If the device does not turn up, the Device Manager / Administrator can make the decision whether to issue a replacement device. Note: Schools are encouraged to utilize site funds to purchase a stock of Chromebooks for day-use loaners. If a loaner device needs to go home with a student, consider requiring a parent or guardian to pick up the device from the school.

What to do if a Lost/Stolen Chromebook is located:

  • Step One: Device Manager or Administrator checks in the Chromebook on Destiny. You must do this to clear the Lost status in Destiny.
  • Step Two: Device Manager or Administrator checks out the Chromebook to the Student in Destiny. If the student was issued a replacement device already, skip this step, and keep the recovered Chromebook in your replacement stock.
  • Step Three: Device Manager or Administrator emails help@sfusd.edu to report the device recovered, and requests that it be unlocked. Include the asset tag number in your request.

Limits on Replacements

  • Schools must use existing District-provided Chromebooks residing onsite before requesting additional devices from DoT.
    • DoT will audit the school inventory based on assets listed in Destiny.
  • Chromebook replacements will be provided up to a  10% replacement rate per school to replace non-functioning devices. Replacement Chromebooks will be previously used Chromebooks. For example, if a school’s enrollment is 1,000 students, the school can receive up to 100 replacement devices. 
    • This 10% threshold will apply to lost, stolen, and broken replacement requests.
  • While DoT can usually get devices out to schools fairly quickly, we understand that sometimes urgent issues arise. To proactively address these types of situations, an allotment of 5 Chromebooks will be provided to schools to use. These are meant to help with immediate needs, but should not be permanently assigned for students to take home. For example, a student just lost their computer, and testing starts this morning. These will not count towards the 10% allotment.
  • Schools are encouraged to continue to leverage their student accountability plans and highlight Chromebook care resources as needed. Templates are available below for schools looking to update their resources:
  • 1:1 Chromebook Device Care Guidance for Secondary Schools Slide Deck
  • Middle School Welcome Back Template Letter
  • High School Welcome Back Template Letter
  • Secondary Schools - 1:1 Chromebook Contract Template

Questions?

We hope you find this information helpful. Please contact the DoT Help Desk if you have questions at https://help.sfusd.edu. 

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Digital Learning Resources for Teachers

Looking for some great resources to help your teachers get started with teaching with technology in the classroom? Check out these great resources created by our Digital Learning and Enablement (DLE) team in the Department of Technology (DoT). Also, check out the Technology-related supports and resources provided by DoT for Families.

Getting Started with Digital Learning

Getting Started with Digital Learning Slide Decks (K-5)

Digital Agency (Citizenship) Curriculum by Grade Level

Digital Agency Website
AI in SFUSD

Generative AI in SFUSD

Generative Ai in SFUSD Website
DLeaF Flier 23-24

What is a DLeaF?

Learn more about the Department of Tech Digital Learning Facilitators Program

Digital Learning Facilitators Program

District Approved Digital Applications

The Applications SFUSD is currently funding and supporting centrally for the 2024-25 school year are:

Technology Resources for Families

This website provides resources for families from how to get Internet at home, help with Synergy ParentVUE, and information about Apps available for student use. Even a Help Desk for Families!
Check out the Technology Resources for Families Webpage
  • Do you have parents who need help with District Technology? Did you know we now have a family technology support team that can assist families? 
  • Families can get support in any of the following ways: 

Lost/Stolen Chromebooks

What to do if a student reports that their Chromebook has been lost or stolen:

Lost / Stolen Chromebooks:

  1. Step One: Device Manager or Administrator emails help@sfusd.edu to report the device lost, and requests that it be locked. Include the asset tag number of the device, which can be found on the student’s Destiny profile. DoT can support schools to track down the device by providing the last user of the device and the last date it was used.
  2. Step Two: Device Manager or Administrator marks the device as lost in Destiny.
  3. Step Three: Instruct the Student to retrace their steps (go to their classes) and check for their Chromebook. If lost on Muni, suggest to the Family to call 311 to report the lost device (backpack) and see if it has been found.
  4. Step Four: Do not immediately issue a replacement device. Wait at least a week to see if it gets recovered - many devices “reappear” once being locked.
  5. Step Five: If the device does not turn up, the Device Manager / Administrator can make the decision whether to issue a replacement device. Note: Schools are encouraged to utilize site funds to purchase a stock of Chromebooks for day-use loaners. If a loaner device needs to go home with a student, consider requiring a parent or guardian to pick up the device from the school.

What to do if a Lost/Stolen Chromebook is located

  1. Step One: Device Manager or Administrator checks in the Chromebook on Destiny. You must do this to clear the Lost status in Destiny.
  2. Step Two: Device Manager or Administrator checks out the Chromebook to the Student in Destiny. If the student was issued a replacement device already, skip this step, and keep the recovered Chromebook in your replacement stock.
  3. Step Three: Device Manager or Administrator emails help@sfusd.edu to report the device recovered, and requests that it be unlocked. Include the asset tag number in your request.

Recommendation: Some schools create an internal school-based form students can easily fill out to notify you if they have broken or lost their device. Most schools create a QR code and post flyers around the school site. This allows you to easily monitor and replace devices throughout the school year.

E-Waste/Broken Chromebooks

What to do with broken, damaged, or outdated technology hardware.
  • Any Chromebook that is broken/being sent to E-Waste must be checked out to the Patron 911 (P911) Account on Destiny.
  • District provided Chromebooks can be picked up in bulk: Device Collection Request Form, or sent via interoffice mail: (To: Department of Technology, Attn: Cary Batty)
    • If you include materials that are not Distinct provided Chromebooks and/or do not box up the devices, the DoT will not take them.
  • All other E Waste goes to the Warehouse. Submit the Warehouse Service Request Form. 

Basic Chromebook Troubleshooting

Before submitting a help desk ticket for Chromebook related issues, please review the below as they may address the issue. These are common tickets received in the past:
  1. Dead Battery - Before sending these back, attempt to charge them for several hours, and see if the indicator light turns solid white. A good 40% of Chromebooks sent back to DoT labeled as “bad batteries”, just needed to be fully charged. Other things you should try:
    • Try to turn the Chromebook on, while it is plugged in. Sometimes it needs a “jump start.”
    • Try charging it from the other port. 
  2. Wifi Issue - If the Chromebook is not connecting to the “SFUSD” Wi-Fi, try connecting to “SFUSD-GUEST.” Then log into the Chromebook. The Chromebook should automatically switch over to “SFUSD.”
  3. Screen Accidentally Rotated - Press and hold the CTRL + Shift + Refresh keys (circle with arrow on the top row of the keyboard) to rotate the screen 90 degrees clockwise. Repeat until your screen is orientated correctly.
  4. Screen zoom level needs adjustment:
    • To zoom in: Press and hold Ctrl + Shift and press +
    • To zoom out: Press and hold Ctrl + Shift and press -
    • To reset zoom level to default: Press and hold Ctrl + Shift + 0

Do’s & Don’ts

  • DO: Make sure all Chromebooks and/or Hotspots are assigned to 4th-12th grade students in Follet’s Destiny program. You can access the program at http://follett.sfusd.edu). 
  • DO NOT: write in permanent marker/ink directly on a Chromebook that it is “broken”
    • If we are able to repair it, we now have a device with confusing messaging and/or inappropriate markings. Instead use masking tape to write on.
  • DO NOT: allow students to place stickers or mark up their Chromebook.

FAQ’s

  • What if a Chromebook is Missing an Asset Tag? If a device is missing the SFUSD Device Asset Tag, you can press the “Alt” & “V” keys when the device is turned on and on the login screen, then you will see it appear in the upper right corner of the screen. We recommend that you write the Asset Tag number on the back of the device with a Sharpie. 
  • Need Replacement Chromebook Chargers? Please submit a help desk ticket by emailing help@sfusd.ed or going to http://help.sfusd.edu with the specific number of chargers you need. We will do our best to provide you with these, given we have a sufficient supply.

This page was last updated on June 5, 2025