“Given that U.S. public schools collectively spend approximately $18.9 billion on instructional materials annually, even a small percentage of losses can translate into substantial financial waste. For example, a 0.5% loss rate would amount to nearly $95 million in lost materials nationwide.” (MDR Education).

As the school year winds down, the focus shifts to efficiently collecting school assets like textbooks, 1:1 devices, and instructional materials. Effective collection ensures accountability, prepares assets for the next academic year, and minimizes loss or damage. Here’s a guide to streamline your district’s collection practices with clear processes and roles.

1. Pre-Collection Planning

Assemble an asset collection team.

Ensure clear roles and responsibilities:

• Administrators – Communicate schedules and enforce policies.
• Inventory Managers – Track returned items and oversee records.
• IT Staff – Handle 1:1 device diagnostics and repairs.
• Support Staff/Volunteers – Assist with inspections, student flow, and storage logistics.
• Students – Return all assigned items as a complete set.

Set the collection timeline

• Start collection per district calendar, usually a few weeks before the last school day.
• High school seniors should return items during their final week.
• Ensure all assets are collected before summer – some assets will not go home with students or staff without prior approval if that is your district policy.

2. Collection Process for Each Asset Type

Textbooks

• Inspect for missing pages, writing, or damaged covers.
• Identify missing or damaged barcodes.
• Record returns in Follett Destiny® Resource Manager.
• Assess and document fines for damages or missing books.
• Store textbooks in a secure, designated summer storage area.

1:1 Devices (Chromebooks, Tablets, etc.)

• Perform functional checks: screen, battery, ports, and overall condition.
• Use help tickets to track devices needing repair or replacement.
• Identify missing or damaged barcodes.
• Record device status and assess fines for any damage or lost accessories such as chargers and cases.
• Mark unreturned or stolen devices appropriately in Destiny Resource Manager.
• Store devices securely for summer servicing or re-issuance.

Fun Fact – Did you know Google Support advises on how to store Chromebooks long term? Visit the Google support page here. 

Other School Assets (Kits, Teacher Resources, Lab Equipment)

• Verify all components are returned in complete sets.
• Check for wear and tear, missing parts, or labels.
• Create work orders for cleaning or repair.
• Sort assets by category for organized summer storage (e.g., Teacher Editions, Kits, Student Editions).

3. Collection Station Setup

Organize collection stations to streamline the return process:

1. Check-In Station – Log each item into the system.
2. Inspection Station – Examine for damage or missing labels/barcodes.
3. Issue Resolution – Document help tickets and assess fines.
4. Storage Transfer – Move cleared items to summer storage.

• Use grade-level or subject-based stacking for faster processing.
• Students should return all items at once – avoid piecemeal returns.
• Allow students to assist in nonsensitive tasks to promote responsibility.

4. Managing Issues and Fines

• For damaged or missing items, assess fines in Destiny Resource Manager.
• Provide a deadline for students to settle fines and return missing items.
• Create reports for items marked as lost or damaged. and submit them to the campus/district staff member responsible for fund collection by the specified date.

5. Post-Collection and Summer Storage

• Update asset statuses: available, out for repairs, lost, or ready for disposal, for example.
• Perform inventory checks to confirm accuracy.
• Organize assets in secure, designated storage for summer.
• Plan for repairs and ordering replacements based on the collection data.

Fun Fact – Did you know you can batch update status for resources in Destiny Resource Manager? Check it out here.

Efficient collection of textbooks, 1:1 devices, and other instructional assets is essential to preserving resources and reducing replacement costs. By following these recommendations – from setting up well-structured collection stations to managing fines and storage – districts can ensure accountability and readiness for the next school year.

Need additional support or tools for your asset collection process? Contact us for tailored solutions and services.