New Student Device Process

Step 1: Notification of New Student

Action: The Front Office emails IT at it@wrc.vic.edu.au to notify them that a new student has been enrolled.

Step 2: Communication to Parent/Guardian

Action: IT sends an email to the parent/guardian of the new student from zammad ticket using the text module New-Student-Email-Parent/Guardian-about-device-setup.

Email Content Example:

Subject: New Student Device Setup

Dear Parent/Guardian,

We are preparing for [Student Name] to begin at Warragul Regional College on [Start Date]. To ensure their school device is ready for use from day one, our IT team needs to complete setup and configuration.

We kindly ask that you drop off [Student Name]’s device at the school:

📍 Location: IT Office / Reception 📅 Date: [Insert date]

This process allows us to install the necessary software, security updates, and student resources. Once setup is complete, we will notify you by email that the device is ready for collection.

👉 If you have ordered a laptop through one of the school’s approved vendors, please ignore this message, as the device will be delivered directly to the school for setup.

If you have any difficulties with these arrangements, please contact us at it@wrc.vic.edu.au/03 5623 9913, and we will be happy to assist.

Thank you for your support in getting everything ready for [Student Name]’s first day.

Best regards,
[Your Name]
[School IT Department]

Step 3: Device Setup by IT

IT receives the device (either dropped off or vendor-delivered).
IT performs initial setup, including:
- Installing required software
- Configuring school accounts
- Ensuring device security and network access

Step 4: Notification of Completion via Zammad

Action: Once setup is complete, IT triggers the “NewStudentDeviceSetupReadyToCollect” in Zammad.

This trigger automatically sends a templated email to the parent/guardian and student.
The email confirms that the device setup is complete and provides any instructions for pickup or first use.