Information Security Office Local and Cloud Services Decision Matrix  

Policies Governing the use of Cloud Services

Risks of Cloud Services

Approved Services

Roles and permissions for departments

Administrator: The Administrator is responsible for Apple School Manager at your institution, and for accepting Apple School Manager Terms and Conditions.

Site Manager: Site Managers help the Administrator with Apple School Manager. They are located at University of Texas at Austin, and manage people, devices, and content.

People Manager: People Managers help the Administrator with Apple School Manager. They are located at University of Texas at Austin, and manage individuals and classes.

Device Manager: Device Managers help the Administrator with Apple School Manager. They are located at University of Texas at Austin, and manage devices and MDM servers.

Content Manager: Content Managers are responsible for volume purchasing at specific locations within University of Texas at Austin. They can be assigned to any location, and manage licenses for apps and books.

Manager: Managers are responsible for specific locations within University of Texas at Austin. They can be assigned to any location, and manage individuals, classes, and content.

Instructor: Instructors teach classes at specific locations within University of Texas at Austin. They can be located anywhere, and may reset Students’ passwords, manage classes, and/or manage content.

Staff: Staff are non-instructional personnel at specific locations within University of Texas at Austin. They can be located anywhere, and have basic privileges in Apple School Manager.

Student: Students take classes at specific locations within University of Texas at Austin. They can be assigned to any location, and can use devices managed by your institution, but may not sign into Apple School Manager.

How to create accounts within my location

1. Log into Apple School Manager
2. Click Accounts in the left side bar
3. Click on the face profile (add new account) in top ribbon
4. Enter First Name
5. Enter Last Name
6. Enter preferred Managed Apple ID (first initial last name suggested)
7. Choose the correct role from drop down
8. Enter UT email address
9. Enter the department name within the Grade Level section
10. Then click save, this will bring you to their profile page
11. Click on the Hello button under their name to send out their welcome email

Integrating an MDM with ASM

1. Log into Apple School Manager
2. Click on settings in bottom left corner
3. Click on Device Management Settings
4. Click on Add MDM Server
5. Name your MDM
6. Click Choose File and upload Public Key
7. Download the server token after saving
8. After generating and downloading a new token, you must install this new token on your MDM Server

Locating devices and assigning to MDM

1. Log into Apple School Manager
2. Click on Device Assignments on left sidebar
3. Under Choose Devices you can enter via Serial Number, Order Number, or Upload CSV File
4. Click on Assign to Server under Perform Action then choose the correct MDM Server

Purchasing Apps and Books in ASM

There are two options for buying apps and books in Apple School Manager (ASM):

• UT Pro-card
• UT Purchase Order

Please ensure your ASM managed Apple ID has content manager privileges before attempting to purchase apps and books.  To request account privilege adjustments contact appleschoolmanager@utlists.utexas.edu or call the UT Service Desk at 512-475-9400. 

Purchase by Pro Card 

1.  Enter Pro-Card info on your account in ASM (Account>Preferences>Payments and Billing>Payment Method>Add)
2.  Navigate to Apps and Books to search titles and make purchases  

Purchase Orders (App Store Credit)

1. Request an App Store Credit quote from Apple's UT Austin team (Trece Witte twitte@Apple.com (512) 653-5757, Dale Love dlove@Apple.com 512-674-2823)
   
   1. Quote requests must include:
      
      • Desired dollar amount for the credit
      • Name of the managed Apple ID/email address of the person who will be redeeming the credit through Apple School Manager
2. Submit the Apple quote to your UT Purchase Order generation process
3. Completed UT PO's may be submitted to institutionorders@apple.com for processing
4. A store credit/ PO number is issued and should be entered under the ASM account referenced in the quote (Account>Preferences>Payments and Billing>Store Credit>Add)
5. Navigate to Apps and Books to search titles and make purchases

Migrating legacy VPP accounts to ASM

The process relies on ITS to create the import structure, extend the "invitation" and help with license transfer (if needed). Internal process listed below.

ASM Admin must create custom location named for imported legacy VPP account (name by person)

1. Admin to create VPP invitations (sends email link for importation of legacy VPP account)
2. Have end user accept invitation and select custom location for VPP account
   
   
   1. All existing legacy VPP App licenses (distributed or not) move to the ASM custom location
   2. Legacy VPP may transfer licenses from custom to new location (must select each app and transfer per App)
3. Custom location can be deleted after transfers are complete