Technology Equipment Replacement & Purchasing Guidelines

Purpose: Detail the technology packages provided to staff, the budgetary responsibilities for the equipment, and the types of equipment eligible for purchase using district funds.

In order to maintain a reliable and modern technology equipment fleet, streamline the technology requisition process, and offer timely service to Pasco School District staff and students, Information Systems Department adheres to the following replacement plan and purchasing guidelines for technology equipment.

Technology Equipment Packages

The following equipment packages are funded, maintained, and replaced by the Information Systems department. The district has established a standard technology package for each staff member, tailored to meet the requirements of their roles and responsibilities. This approach ensures staff members working in different buildings have the same access to technology. We avoid deviating from the standard technology package, except in cases where specific accommodations are necessary. This ensures fairness and equal access to technology resources among our staff members, especially in scenarios where a staff member does not have access to supplemental funding sources.

Distribution Unit

Equipment Package

Students - Grades K-5

1 laptop per student plus 3% overage to bldg for swap-out, optional laptop charging cart

(4G RAM, 128G SSD, Celeron processor, touch screen)

Students - Grades 6-12

1 laptop per student plus 3% overage to bldg for swap-out, 1 laptop case

(4G RAM, 128G SSD, Celeron processor, touch screen. Transitioning to Chromebooks beginning 2024-25)

*Device is checked-out to individual and kept until unit replacement

Students – Pixel

1 laptop per student plus 3% overage to bldg for swap-out, 1 laptop case

(8G RAM, 256G SSD, Core processor, touch screen)

*Device is checked-out to individual and kept until unit replacement

Administrators

The choice of either:

Laptop and docking station or desktop, 2 monitors, Black/White desktop printer (8G RAM, 256G SSD, Core processor, touch screen for laptop. 23-24 began transition to 16GB RAM)

Instructional Staff

Long-term Substitute

Laptop

(8G RAM, 256G SSD, Core processor, touch screen. 23-24 began transition to 16GB RAM)

*Device is checked-out to individual and kept until unit replacement

Paraeducators

A pool of laptops are provided to buildings based on a percentage of student enrollment—3% Elementary, 1.2% Middle, 1% High.

(4G RAM, 128G SSD, Celeron processor, touch screen)

Clerical/Secretarial Staff

Desktop, 2 monitors, multiline desk phone. Scanner provided to staff that regularly work in BusinessPlus or with student records in PowerSchool.

(16G RAM, 256G SSD, Core processor)

Substitute

A pool of laptops are provided based on building type—5 laptops for Elementary building, 15 Middle, 25 High

Office

Depending on use, either:

Desktop or docking station, 1 monitor, Black/White desktop printer, desk phone. Nurse office: desktop and scanner.

Classroom

Docking station, 1 monitor, Black/White desktop printer, document camera, desk phone, projector (24-25 transition to interactive TV), enhanced voice and speaker system (24-25 transitioning away from classroom sound and voice enhancement in favor of native TV sound. Voice enhancement provided for documented accommodation)

Building – Network Printers

Black/White – 1 per main office area, 1 Library, 1 per building wing (secondary)

Color – 1 per main office area, 1 Library

Multipurpose Scanner/Copier – 1 in main office or workroom, 1 in building wing instead of printer if larger user base

Multi-purpose room

High end projector (mounted when possible)

Additional items funded by the Information Systems Department:

Network drop repairs
Network printer parts and repair kits

Information Systems does not fund items excluded from the above table, including the below common situations. Equipment falling under this category is purchased and replaced by the sponsoring budget head.

Equipment for Administrative building department staff (eg. Booth, Building 210, Parent Ed Center), including computers, monitors, printers, scanners, desk phones, etc.
Additional network printers
Second instructional equipment package when two teachers are placed in one classroom. Commonly seen with Special Education programs.
Equipment or staff supported with grants or special funds (eg. 21^st Century laptops)
Computers requiring more robust hardware (eg. CTE computer labs)
New network drops
Printer cartridges and toner
Cell phones and service

Purchasing Guidelines

Purchasing of technology hardware and software with district funds is completed by the Information Systems Department and must be approved in advance to ensure the equipment/software is compatible with the district’s technical ecosystem. Information Systems will also determine whether the requested equipment is necessary for the performance of the individual’s duties and whether a more economical solution exists.

Staff are eligible to be assigned only one mobile device. For example, a staff member may not have both a laptop and an iPad. If a staff would like to replace an existing mobile device, they must turn in their old mobile device in exchange for the new one.

The following equipment is not currently eligible for purchase with district funds:

Portable monitors
Laptop monitor extensions
Apple watches or other similar devices

Staff personal equipment

Staff can purchase peripheral equipment that connects to district devices with their personal funds. However, Information Systems does not provide technical support for personal equipment, including the installation of non-district supported software on district devices.

As of the 2024-25 school year, classroom supply budgets are issued directly to staff members via a payroll payment. With these funds, staff have the flexibility to invest in equipment that enhances their teaching environment and supports their specific needs. However, the purchased item is considered personal equipment and will not be supported by the Information Systems department.

Information Systems offers a small store of district-compatible equipment and software, such as laptop chargers and Adobe Pro licenses. This equipment can be purchased with personal funds via the below School Pay link.

https://www.schoolpay.com/pay/for/Technology/Mfjv

Equipment Replacement

Information Systems is responsible for replacing the equipment (outlined above) once it has reached its end of life. Replacement of equipment not under Information Systems’ budgetary responsibility will be replaced by the budget head responsible for that equipment or staff members using the equipment. For departments with budgetary responsibility over technology equipment, Information Systems will make recommendations on when equipment should be replaced. Information Systems will not fund replacement of equipment in which staff wish to replace/upgrade before its appropriate cycle, given the equipment satisfactorily meets the requirements of the staff member’s job duties.

Information Systems attempts to adhere to the following equipment replacement life cycles. When at all possible, given equipment is still functioning properly, Information Systems will extend the life cycle.

Equipment

Typical Life Cycle (Yrs)

Student Laptop

Staff Laptop

Desktop

Document Camera

Projector/Interactive TV

Classroom AV

Network Printer

Desktop Printer

Desktop Phone

Monitor

Docking Station

Scanner

Replacement order is based on model of equipment and the original purchase year (first in, first out). When the replacement cost for an entire model fleet exceeds budget, replacement for that model is phased over multiple budget cycles.

Equipment Maintenance

Information Systems is responsible for maintaining all computer equipment, regardless of the funds used to purchase the equipment. This includes the following common occurrences:

Computer components (laptop screens, keyboards, hard drives, etc)
Projector and document camera bulbs
Network printer maintenance kits
Cabling

Maintenance includes the repair or replacement of malfunctioning hardware. If the equipment cannot be repaired, Information Systems will replace all equipment under its budget authority; otherwise, the budget head responsible for the equipment will fund the replacement. Desired, not required, upgrades to existing hardware (eg. larger harddrive, more RAM) will be funded by the budget head making the request.

Misuse and Abuse

The cost of repairs to staff and student equipment will be the responsibility of the appropriate budget head as outlined above. If necessary, students will be issued a fine based on the rubric below.

Repair/Replacement Fee

First Claim

Second Claim

All Other

Accidental Damage

None

50% of cost

Full cost of repair

Theft (with police report)

None

50% of cost

Full cost to replace

Loss or damage due to negligence

50% of cost

Full cost to replace

Equipment lost by staff (eg. laptop charger, class microphone) is the responsibility of the building/department or staff member.