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Educational Services and Innovative Programs Division » Information Technology » Computer Equipment Donation Process

Computer Equipment Donation Process

Computer donations are a great source of low-cost equipment, but in order for them to be properly supported within the KHSD IT environment, a number of critical items need to be considered.

 

Donated equipment falls under KHSD policy. This policy states that donated equipment is district property, this means that equipment must be associated with a KHSD building, even if the staff member who facilitated the donation leaves the district.  

 

 

All following requirements (both financial and standards-based) need to be met for a donation to be accepted.

Standards Compliance

All equipment accepted into the KHSD environment must meet our minimum standards, found in the below grid.

As of November 2018, these standards are:

Please note: power supplies are not to exceed 640 watts

 

 

Apple 

PC 

 

Desktops / Laptops

Processor

Intel Core i5 3.0 GHz

Intel Core i5 3.0 GHz

RAM

 8 GB

 8 GB

Hard Drive

 256 GB

 256 GB

OS

 Originally shipped with 10.10

 Windows Compatible

Age

 Less than 5 years old

 Less than 5 years old

 

Mobile Devices Accepted:

Also accepted:

  • 22" or larger LCD monitors.
  • For any other items, provide as many specs as possible and our team will review and determine if the equipment is viable in our environment.

 

Financial Considerations

  • CHROME: Chrome management licenses must be purchased for each Chromebook through KHSD IT Purchasing so that devices are registered into the KHSD Google Suite for Education instance and managed and secured by the district. The cost of the license through KHSD IT is $30.Please submit requests for Google Chrome Management Licenses through your local site technician.
  • APPLE macOS and iOS: All Apple donations to KHSD must be enrolled in our JAMF mobile device management system. Current pricing for iOS Devices is $9 per year. Current pricing for MacOS Devices is $18 per year.
  •  

NOTE: Every qualified, accepted donation will be supported by a KHSD image and the IT Help Desk.

Donated equipment is likely not covered by warranty from the manufacturer, so any hardware repairs will need to be funded by the school or department requesting the repair through the IT Help Desk.

 

If you are planning on acquiring a donation from Donors Choose, please contact your site technician or District Office IT at 661.827.3414. A technician will assist you in understanding what is needed for the IT department to support the donation.

 


Legal Processing

Once a donation is received, your school office supervisor will submit the donation to the next board meeting. Once approved Business Services will issue a donation letter to the donor. The quantity and condition of the equipment will be noted in the letter.

 


How to Start the Process

To initiate this process, please contact your site technician with the following information. This information will also be used by your school site supervisor for the board submission.


1) Type and quantity of equipment (including make/model and processor speed)
2) Name and address of the donor
3) Condition: New / Used, Functioning / Non-Functioning
4) Operating System (OS) and presence of Certificate of Authenticity (COA)
5) Time constraints with respect to the pickup

Once this initial information is gathered, the Help Desk will work with you to arrange retrieval of a representative sample of each hardware type (by make/model/configuration). This part is critical to the donation acceptance process, as every donated machine needs to be tested with our standard images before being accepted. If this part of the process is not followed, the machine may not be supported by IT.

If the hardware passes IT's imaging tests and all other requirements (listed above) are met, KHSD can accept and support the donation. If the image does not work, IT may develop the image as required as long as there are 5 or more machines of the same build. For any fewer, we cannot accept the donation due to the time and labor required for image development.

If image is tested and accepted, the Help Desk will work with the donation recipient to arrange further imaging, asset tagging and setup.

This entire process should take 2-6 weeks, depending on quantity and requirements for development.