Equipment

Selecting equipment

It is the least restrictive environment for a student in special education to use the same tools available to his peers. Therefore, always start by exploring tools already in the classroom to determine whether these devices or programs can meet your students’ needs, with or without modification. If not, determine whether there is something else available in the district that can be trialed to meet the student’s needs. Another option is to search online for a free resource.

Before purchasing tools for your student - especially something costly - consider borrowing the device or software program for a short trial.

• Region 13’s Lending Library
• Texas Technology Access Program
• AAC vendors

Ordering equipment

When you need to make purchases, be sure you understand your district’s policies and procedures for purchasing.

• Get a list of approved vendors that have contracts with the district
• Learn the policies for buying from non-approved vendors
• Find out whether you need a quote from the vendor
• If you are the person completing the purchase order, learn the budget codes in order to select the appropriate account; request a list of budget codes from the Finance Department
• Find out the policies and procedures specific to the Technology Department for purchasing
  • Allowed devices and prohibited devices
  • Quotes and ordering procedures
  • Approval for software use

Maintaining equipment

Technology needs ongoing attention. Operating systems and software need to be updated, applications need to be programmed, technical difficulties need to be debugged, and cracked screens need to be replaced.

Here are some suggestions:

• Determine who will have the primary responsibility for maintaining the equipment
• Train classroom and itinerant staff to perform simple maintenance items:
  • Installing apps, extensions, software
  • Updating apps, extensions, software
  • Updating iOS, Chrome, Android OS
  • Programming communication apps
  • Troubleshooting basic issues; i.e., sound isn’t working, screen doesn’t rotate, app crashes, device won’t power on
• Consider having troubleshooting guides available in writing or video format for staff to reference
• Consider buying warranties for devices

Tracking equipment

It will be essential to have a system to inventory and track your equipment. If there is a system in place used by other departments, explore whether that system is available to you and is adequate to meet the AT Department’s needs. If so, ask for training and begin to implement that system.

If not, utilize resources such as Google Sheets or Microsoft Spreadsheets to inventory materials as they are purchased and distributed. Having an electronic list allows you to sort and search.

Other suggestions:

• Create a logical, organized file system:
  • Arrange lists by school year, equipment type, account that purchased materials, or any other feature that makes sense to you
  • Label spreadsheet properly
  • Include identifying information such as serial number, model number, brand name, color, size, etc.
  • Include date of purchase and PO number
• Create separate spreadsheets for checking materials in and out since this information will change but the original purchase information will not
• Create new spreadsheets for checking materials in and out each school year
  • This minimizes the information you have to search/sort in any given school year
  • This provides a record of who has used which devices in the past
• Label the item itself with the name of your school district and PO number

Consider using a mobile device management system (MDM) to inventory, monitor and manage mobile devices. Consult with your Technology Department to find out whether they have a system in place that the AT Department can utilize. If not, explore the free options available. If there is money to purchase an MDM, it is a worthwhile investment. Here is why:

• Creates a reliable inventory system
• Locates devices via online dashboard
• Remotely locks or wipes lost or stolen devices
• Secures devices by restricting adult, violent and other inappropriate content
• Installs applications remotely

When buying Chromebooks, consider also buying the Chromebook Management Console. The console provides benefits similar to an MDM. In addition, it allows for locking down the Chromebook to create a secure platform for state testing.