OUs are the basic unit of organizing devices, users, and settings, so for each pool of loaners (e.g. one for elementary schools, one for high schools), configure at least the following OUs:
Available Chromebooks
Checked Out Chromebooks
You'll want to track these separately because (1) you need different settings for each, e.g. available devices should not be usable until they are checked out, and (2) it's helpful to see quickly at a glance how many and which devices are in each group.
Clearing out initial user assignments
You'll need to keep track of who has which device (see more on that below), so it's important to prepare devices by clearing out their initial user assignments. We recommend using Google Admin Console as a free asset tracking system for Chromebooks, so edit the "User" field for each of your loaners and make sure it's empty to start.
Pro tip: If you need to edit hundreds or thousands of devices in Google Admin Console at once, use a tool like Instinctive to get it done in one go.
Configure ChromeOS settings for loaners
In addition to the essential device settings you should have configured for all of your Chromebooks, loaners require some special configurations.
Lock down devices that haven't been checked out yet
You should lock down Available devices so that they can't be used without first going through the checkout process. This will provide built-in accountability and make sure that your asset tracking system actually gets updated each time.
Setting
Recommendation
Sign-in restriction
Do not allow any user to sign in
Guest mode
Disable guest mode
Device wallpaper
Use the wallpaper to instruct students how to check out the device
Loaner-specific device settings
Devices that have been checked out to a student still require a few extra Chrome settings compared to your normal fleet.
Setting
Recommendation
Disabled device return instructions
Fill in with instructions to return devices
Sign-in screen
Never show user names and photos
Enterprise remote access connections
Enable remote access connections from enterprise admins
Device restriction schedule
Set schedule of the hours of your school day so loaners can't be taken home
Keep track of who has which device
The most essential part of a loaner program is tracking who has which device. Whether a device gets lost, stolen, damaged, or just needs a status check, all accountability systems start with good data.
The easy way: Use an automated checkout tool
Using an automated device checkout tool like Instinctive Checkout can save tons of time and headache. Rather than requiring a staff member to carefully note student IDs and device serials, Instinctive Checkout automaticallys fills in student's email address to your Google Admin Console. Students open the device, use the Instinctive Checkout kiosk app to sign it out to themselves, and the data fills in automatically. When they're done for the day, they can use the same kiosk app to check it back in, with staff members verifying the device was returned properly.
An automated system can also help flag situations that require a closer look, like a student who has multiple devices checked out at once.
The manual way: Use a free asset tracker like Google Admin Console
Without an automated tool, we'd still recommend putting the student's email address into Google Admin Console in order to track who has which device. This makes it very easy to see at a glance where your devices are, and most K12-focused products have an integration to sync the data from Google. You can also quickly compare whether the most recent user of the device lines up with the assigned user so you can reconcile any tracking issues. Google Admin Console also already has the ability to delegate access to other staff members in order to help. We'd recommend this every time over a basic spreadsheet.
Automate assignments, unreturned device alerts, and data resets
The best loaner programs are have built-in monitoring, alerting, and device protection so you don't need to constantly check on things by hand. These steps require using a loaner program like Instinctive Checkout and are well worth setting up:
Move devices between OUs - Once a device is checked out by a student, you'll need to move it into the Checked Out OU so that they can log in and receive the settings you configured above. And when it's returned, you'll need to move it back to Available
Wipe data - When a device is returned, it's best practice to wipe the data from the device so it's ready fresh for the next student.
Block unreturned devices - If a device has been checked out for longer than your typical loaner period, you should disable it via Google Admin Console. This will prevent the device from being used and display a message on the screen instructing the student to return it promptly.
Alerts for unreturned devices - Unfortunately sometimes you will need to track down devices that haven't been returned properly, so having an automatic alert can let you know proactively when it's time.
Include library & other non-tech team staff
The best way to scale a loaner program is to ensure responsibilities can be spread across multiple people. Many schools and districts run loaner programs through their libraries, for example. Two options for including non-tech team staff on your loaner program:
Use a dedicated loaner program like Instinctive Checkout so that staff members can manage the program without needing full-fledged access to your asset tracker or Google Admin Console.
Add non-tech team members to your tech administration systems, but provide training and oversight on how to use them effectively.
Typically, for staff members that aren't part of the Technology department, #1 is simper, easier, and has less risk because of less access.
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