Preparing Your SmartLab for Summer/Winter Breaks
Updated at July 18th, 2025
Table of Contents
Keeping your SmartLab HQ up-to-date and well-functioning requires occasional, yet consistent, maintenance of the SmartLab computers and technology. It is recommended to check for Mac and iPad updates once a month. For PCs, it is recommended to set up automatic updates which will run weekly via Deep Freeze Console. We recommend completing these maintenance tasks prior to (and right after) extended breaks. This will reduce disruptions to learner use of the SmartLab equipment.
Preparing For an Extended Break
When getting ready for any long break, there are a few things to complete and check over to ensure your SmartLab is ready for the time off:
- Server maintenance (if applicable)
- PC/Mac maintenance
- iPad maintenance
- SmartLab HQ and kit maintenance
Server Maintenance
Please note you may not have a server, if you are unsure, please email support.
Updating your Server:
If your SmartLab is equipped with a Creative Learning Systems server, usually located underneath the Teacher’s desk, it will be a standard server running Microsoft Windows Server OS. Any update needed for the server can be completed. Make sure you are logged into the server remotely, or directly on your server monitor. If your server is not supplied by Creative Learning Systems, your local IT will manage the updates.
Step 1 - Click on the Windows icon located at the bottom left of the screen.
Step 2 - In the search box, type Windows Update, and then tap or select Windows Update.
Step 3 - In the details pane, select Check for updates, and then wait while Windows looks for the latest updates for your computer. If you see a message telling you that important or optional updates are available, or telling you to review important or optional updates, select the message to view the updates to install.
Step 4 - In the list, select the check box for the updates that you want to install under Important or Optional, and then tap or select Install.
Step 5 - Follow the prompts to restart the server after the updates have installed. Depending on the number of updates needed, your server may need to restart more than once.
Power Off the Server Before an Extended Break:
- Power down the server by going to the start menu > shut down and wait for it to fully turn off. The server will power off and the fans will stop.
- Leave all cables connected to the server including the power cord.
- If a cleaning crew is coming in to clean the floors, please disconnect cables the from the server This omits the chance of the wires pulling away from the wall too quickly and prevents any damage that could occur. Then reconnect them when the cleaning is complete.
- Most servers have a wireless keyboard and mouse. Ensure the batteries are replaced often to avoid interruption in use.
Computer Maintenance
PC Updates
Complete any Windows Updates that are available including Windows 10 Version 22H2 (released November 2021). If you’d like to update to Windows 11, please see the Upgrading from Windows 10 to Windows 11
For computers with Deep Freeze, installing Windows Updates through your computers' settings will not work properly. Instead, this must be done through Deep Freeze Console by following the article Running Windows Updates Through Deep Freeze
Mac Maintenance
Mac OS Update: We currently support Sequoia, Sonoma and Ventura. If you would like to update your Mac OS, please follow the instructions from the Apple website.
Update all other applications that are used. Most often there is a check for updates option listed under the program name in the top left of the screen. Most Mac computers have a wireless keyboard and mouse. Ensure the batteries are charged by plugging them into the Macs every night and over breaks or summer so that they are fully charged when you come back into the classroom.
Power off all Mac's in the lab, do not unplug any cables from the computers including the power cable.
iPad Maintenance
Check for any iOS and app updates on the ipad, update them if they are available. Power off iPads and lock them securely in a cabinet. We recommend not leaving the ipads on a charger during break as this can cause damage to the battery.
Kit Maintenance
Inventory Items
Note all the kits that are in your room and take pictures if needed. Kit sheets that list the components of each kit are available in the Technology Resources section of Learning Hub. Contact support if you are missing any parts of the kit or if any parts are damaged and need to be replaced. Please note we offer a one year warranty on all kits except for accidental damage.
3D Printer
Remove the filament from the 3D printer and store it in a cool, dry, airtight space such as a ziplock bag. If the filament is not stored airtight, it can become brittle and break easily. Purge any filament from the 3D printer, please follow these instructions on the Dremel youtube site:
HP LaserJet Printer
Ensure the printer is turned off and leave the cables plugged in.
Secure High Value Equipment
Lock all high value equipment in the locking cabinets including: cameras, drones, iPads, SD cards, etc.
Returning From an Extended Break
Server
If your lab has a server, turn it on and wait for it to fully load. Please note this may take several minutes for it to fully turn on and connect. Check that it has internet by opening a web browser and searching for something or look at the bottom right tray icons for an internet connection. Access the Learner/Transfer drives from a student computer to confirm they are connecting properly.
PC's/Macs/iPads
Turn them all on. Check that it has internet by opening a web browser and searching for something. If they do not have internet, contact our support team.
Software
Open Deep Freeze (on the server if you have one or on the teacher computer). Check that all computers are showing and are online. Open Lanschool and check that all computers are showing. If any of the computers are not showing, please contact our support team.
Kits
Inventory Items: Note all kits that are available in your room. Take pictures if necessary to note where all items belong. Kit sheets are available in the Facilitator Resources section of LearningHub. Kit sheets offer a list of materials, pictures and organizational tips. Contact support if you have any missing or broken pieces. Creative Learning Systems carries a one-year warranty on the kits, but can advise on how to repair or replace outside of the year.
Peripherals: Ensure any item that requires a charge is placed on the charger and ready for students. This would include iPads, cameras, Vernier sensors, drones, etc. Some equipment requires batteries and new ones can be inserted to avoid any interruption in use.
Printers
Ensure both the LaserJet and 3D printers are turned on and plugged in. Test each with a test print to ensure it works successfully. Load or reload the filament of the 3D printer. You can follow the steps below:
- Start filament change/load process by removing the spool door by rotating it counter clockwise.
- Insert a new spool of filament.
- Press the Filament button on touch screen. The extruder will move to front right corner of print area and extruder tip will begin to heat.
- Thread tip of new filament through guide tube, place spool on spool holder, replace spool door by aligning locking tabs and rotating clockwise.
- When you place a roll of Dremel filament into the spool holder, the printer will auto-recognize the filament type and adjust the printer settings to be optimized for the filament you are using.
Curriculum and Support Agreement
Curriculum and Support Agreement (CSA): Please reach out to your CSM to renew your CSA or to check if yours is active.
Innovation Fund (formally known as catalog credit): Your Innovation Fund expires on July 31st every year. Please contact your CSM if you are unsure how much Innovation Fund credit you have. This can now be used to enrich programs with added curriculum, professional development, or catalog orders.
Catalog orders: To place a catalog order, please fill out the order form available on the SmartLab Learning Customer Support page.
Contact Support for Help
Contact Customer Support if you have any questions or concerns on how to properly prepare your SmartLab HQ for breaks during the year. You can call us at 1-800-458-2887 or email us at support@clsonline.com