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Section 4: Renewal/Rehab

  • Difference between Spare/Hot Spare

  • Check with Scott for difference between Spare/Hot Spare on Windows

  • For Macs, they are only added now as Spare since they are not joined to Nexus.

  • Type ACO number and press tab and the information should pop up.

Spare Assets

Spare assets are kept in the case of a member of Arts needing a computer on a short time notice. For instance, they may need an emergency laptop to use if theirs is down. Spare assets can be assets that are returned to ACO, those that have an old operating system etc. 

Spares

Assets that are not connected to the domain.

How to add spare assets

  1. Click on Spare Assets at the top of the screen.

  2. Fill in the fields as explained below:

    1. Fill in the ACO No. (if provided)

    2. Fill in the Serial No of the device

    3. Type in the Item name (ex. MacBook Air 13”)

    4. Select the Category from the drop-down menu of options (ex. Laptop)

    5. Fill in the Operating System as None

    6. Fill in the Processor of the asset (ex. I5-1.8GHz)

    7. Fill in the RAM of the asset (ex. 16GB)

    8. Fill in the HD Capacity of the asset (ex. 8GB)

    9. Select the Status of the asset (ex. Hot Spare or Spare). Note: Fill in the status as “Spare” for monitors.

    10. Click Set as Spare button:

    11. Set as spare button

      You can find the button here:

Spare assets fields

Hot Spares

Assets that are connected to the domain. Note: All Macs are classified as Hot Spares since they must have an image and are not joined to nexus. 

Repair/Warranty

The category for repair and warranty takes care of the assets that need repairing. The warranty guarantees that for a specific period of time after loaning the asset, any damages that may happen will be fixed or replaced by the vendors.

Returned to vendor

The return to vendor concept is after the use of an asset by the client. The loan time has completed.

How to Loan on CALMS using the iPad

  1. Access CALMS on the iPad. Go to home page.

  2. Go to the Spare Assets tab located at the top of the screen.

  3. Search for the ACO number you wish to loan.

  4. The Status for all of the Assets here will be “Spare“

  5. Click on the desired ACO device’s white space – do not actually go to the device page.

    1. How the second list item is light blue to indicate it is selected.

    2. If you want to loan multiple assets at the same time tap more than one asset.

      1. You might need to tap 2 time before it switches from light blue to dark blue.

  6. Click Loan Selected Assets button:

    Loan selected assets button

  7. “Search Directory” for Name of person asset is linked to.

    1. Search by first name or username.

      Loan assets, search directory field

    2. Select for autofill:

      Autofill feature

    3. Set the Due Date (mm/dd/yyyy).

    4. Make sure the “Notify on Due“ is addressed to who will receive email.

    5. Sign in the signature box:

      Signature box

    6. Click “I agree”.

For Loans that are Returned

  1. Find the loaned laptop that was returned

    1. If you don’t have the asset number, go to Dashboard tab located at the top to look for it.

  2. Change Status as “Returned to ACO”.

  3. Remove User ID by clicking the X, this should prevent the asset from showing up in the user’s list of assets.

  4. Remove guest account and create a new one on the returned device.

    1. Verbally inform and confirm with the requestor that you are removing the guest account from the returned device and their files will not be saved. This ensures they know that once they leave any files they forgot will be gone.

  5. The device will only need to be re-imaged if there is an OS issue (malware installed, crashing, etc.).

  6. Click Update located at the bottom.

    Update button

  7. If it is a drop-in or phone-in requestor:

    1. Verbally inform the requestor that if the device is not returned by the due date, then they will be charged a fee of $5 to their Quest Account and allow them to read over this link detailing ACO’s loan agreement.

  8. If it is an email requestor:

    1. Send the requestor an email informing them of the $5 fee and a copy of this link for them to read over prior to pick-up.

Only inform students of the fee, not staff or faculty.

Sample Email:

Good morning/afternoon______,

Thank you for reaching out. Would you like a laptop running Windows or Mac OS? In addition, attached you will find a link to the Arts Computing Office Loan Agreement. Please read it over prior to picking up your device and we can answer any questions you may have. Also, be aware that if the device is not returned by the due date, a $5 late fee will be charged to your Quest account.

  1. Other way is to go to CALMS > Spare Assets.

Spare assets button

and you’ll find the Spare Assets page.

2. Click an Asset. You will know it is selected when it is Blue like this:

3. Then click the Loan Selected Assets button.

Loan selected assets button

4. Which will bring you to this page:

Loan assets page

5. The Notify On Due section will show:

Notify on due field

This is where you input your acocoop email in the field.

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