Rock Valley College (RVC), a community-focused institution in Illinois, has been dedicated to providing accessible, high-quality education for over 50 years. Its mission is to empower students, foster lifelong learning, and support the diverse needs of the local community. As part of its ongoing efforts to deliver excellence in education, RVC strives to keep pace with the evolving demands of technology, especially as it pertains to managing digital assets and supporting a growing student body.
However, managing the technological needs of a college campus presents unique challenges. From ensuring the functionality of classroom equipment to providing students and staff with the right tools for remote learning, the complexities of asset management have only grown more acute. RVC also runs a student laptop loan program, which is critical for supporting students, many of whom come from modest communities and may lack access to personal computers.
Challenges
The IT team at Rock Valley College faces a high and diverse workload. They manage everything from classroom technology to campus events, on top of maintaining hundreds of devices, such as laptops and desktops, for both staff and students. With just nine people, the team tackles daily break-fix tickets, supports campus-wide needs, and handles cybersecurity challenges, big and small.
On top of that, the student laptop loan program could easily be a full-time job by itself. The team is responsible for tracking where each loaned device is, ensuring it’s being used properly, and keeping it up to date—all while balancing their other responsibilities.
"We handle all of the equipment distribution, from desktops to laptops and everything in between. We also have our student laptop loan program, which is practically a full-time job on its own." – Melissa Gear, Director of Service Delivery, RVC
The Need of a Device Tracking Solution
Before the introduction of a comprehensive device management solution, Rock Valley College faced significant challenges in tracking and managing its fleet of devices. During the pandemic, the sudden shift to remote learning exposed gaps in their ability to monitor equipment that had been distributed to students and staff.
Laptops were often sent home with students without any reliable tracking system, resulting in a loss of control over assets. Devices would go missing, sometimes for years, and with no effective software in place, the IT team struggled to keep up with inventory, ensure device security, and maintain up-to-date equipment across the campus.
"My biggest concern is knowing where the fleet is. We have devices that haven’t been updated or touched in years, and I have no idea where some of them are." – Melissa Gear, Director of Service Delivery, RVC
Rock Valley meets Prey
Facing increasing difficulties in managing their device fleet, Rock Valley College sought a solution that would provide stronger control and security. Prey emerged as the ideal choice, offering tools that simplified device management while boosting security. With Prey, the IT team not only regained control of their inventory but also enhanced protection and adherence to security protocols.
Prey’s features that had the most significant impact on IT operations:
- Device location tracking: Real-time GPS monitoring to locate devices quickly.
- Lockout capabilities: Remotely lock devices to prevent unauthorized access.
- Remote wipe: Securely erase data on lost or stolen devices.
- Loan management: Set loan periods and automatically lock devices when overdue.
One of the college’s most pressing needs was a system that could simplify and automate the process of tracking devices across different locations. Prey’s ease of use and scalability allowed Melissa and her team to efficiently manage the large fleet of laptops, ensuring they were always accounted for and up to date with the latest security standards.
The ability to remotely lock devices, track their location in real-time, and set predefined usage periods gave the team peace of mind, especially as the student laptop loan program expanded. With Prey in place, Rock Valley College could better secure its devices, streamline management processes, and significantly reduce the number of lost or unreturned laptops.
"With Prey, we can lock down devices, set loan timelines, and even recover equipment that’s gone missing. It gives us the control we need, and it’s incredibly easy to use."
The Benefits
Since implementing Prey, Rock Valley College has experienced significant improvements in their ability to manage and secure their fleet of devices. The IT team now has full visibility over the location and status of each device, leading to a dramatic reduction in lost or unreturned equipment.
Additionally, Prey's lockout and remote wipe features have given them peace of mind, knowing that sensitive data is protected even if a device goes missing. This has not only streamlined their operations but also enhanced the overall security and efficiency of their student laptop loan program.
- 95% recovery rate: After implementing loan parameters and lockout features, the college recovered 95% of its laptops in the first semester.
- 8 devices per hour: The team processed 45 student laptops in just 6 hours, significantly improving efficiency with Prey.
- Successful recovery of lost devices: A staff member’s lost Surface Pros was returned thanks to Prey's lockout and recovery features.
Safeguarding Devices Across Campus and Beyond
One of the most notable successes Rock Valley College experienced with Prey was the recovery of two lost Surface Pro devices. During a conference, a staff member misplaced her bag containing the devices. Using Prey’s lockout feature, the IT team was able to secure the laptops and display a recovery message on the screen. Thanks to this feature, both devices were later returned by a Good Samaritan, giving the college confidence in Prey’s ability to protect their assets.
"I locked down both of her surface pros and set up a message on the screen that basically said hey this device has been locked if you find it please return it and I put the address of the school on there And about two weeks after the conference was over, the mailroom called me and said, hey, two surface pros just arrived via UPS." – Melissa Gear, Director of Service Delivery, RVC
Overall, Rock Valley College’s experience with Prey has been transformative. The IT team now has the tools to efficiently manage their growing fleet of devices, recover lost or missing equipment, and protect sensitive data, all while improving user satisfaction. Prey has not only streamlined their operations but has also given the college the confidence to continue expanding their technology programs, knowing that their assets are secure and well-managed.
