REVISED 9/2008

CWCS Computer Repair/Refresh Process

Repairs: School owned computers under warranty cannot be repaired with school funding. Please see the CW IT and Computer Warranty page for contact information. If a school owned computer is no longer under warranty, the computer may be repaired with the ES and the computer vendor determining if the computer is worth repairing.
Refresh: A computer must be “refreshed” by an approved school computer vendor prior to placing it with another family. All personal information and any software programs that the school does not own must be removed from the computer. If a computer that is still under warranty is being refreshed, and repairs are found to be needed, the vendor must make note of those repairs and the computer can then be submitted for repairs through the warranty process. The repairs can not be paid for through instructional funds if the computer is under warranty.

(New Dell computers can be refreshed using the Dell Refresh/Restore disks provided to the ESs through their Area Facilitators. These disks can only be used on the Dell computers.)

Possible Vendors (Other vendors may be added, please submit any suggestions through Vendor Request in FRED.)

Gizmo's Computer Services

Procedure for Obsolete Computers

ESes may take obsolete school owned computers to an official electronic recycler. A receipt must be obtained for their student files, and the information about the recycling must be entered into their materials list in FRED. “Obsolete” is defined as any non-working computer over 5 years old, or any non-working computer over 3 years old in which the repair cost (determined by a school computer vendor) is over half the cost of a new computer.

A Computer Recycle Drop-off Form must be used if taking the obsolete computer to a learning center (only allowed at specific times/dates as indicated by learning centers through list serve messages. Please note, only obsolete computers or computers that are being turned in for refresh/repair (see below process) can be left at the learning centers.)

Procedure for refreshing/ repairing a school owned computer.

1. Locate a school computer repair vendor and call to make an appointment to take the computer in for refresh/repair. (Some school vendors will pick up the computers from a school learning center, if applicable.) Verify the cost for the refresh with the vendor.

2. If the computer is not under a school warranty plan, email the information on the computer and why you would like to repair it, and estimated cost of those repairs (from vendor) to the IT department for approval before proceeding.

3. Submit a PO for the computer refresh. Computer repair POs can be submitted, but only for computers no longer under warranty and those approved by the IT department.

4. Complete the top portion of the Computer Refresh Request form and sign at the bottom of the page and locate all computer serial numbers, warranty information, and software disks for that system.

5. Take the computer (labeled with your contact information), and all items in #3 and 4 with you

a) to the school computer vendor.

or

b) to a Learning Center.

When bringing a computer to the Learning Center:

-Bring only the tower, not the keyboard, monitor or mouse.
-Bring a copy of the PO with you so we can tape a copy on the computer and keep a copy in our files for tracking purposes
-Sign the Computer refresh drop off log at the front desk.
-Please make sure that the vendor knows the computer is at the Learning Center ready for pickup.
-When the computer is returned to the center, you will have 5 days to pick it up.
The Learning Center will not accept any computer without a PO. If you forget to bring one, you can use the ES computer in the lab to print one out and give to the clerk.

6. When picking up the computer, check the Computer Refresh Request form to see that all needed items were completed. Mark the PO as complete.

NOTE: Prior to placing another PO for necessary repairs if computer damage is not covered by the warranty, check with the IT department first. Some older computers may not be worth repairing. Additionally, some damages may need to be charged to a negligent family with a missing materials form.

7. Prior to placing another PO for necessary repairs if computer damage is not covered by the warranty, check with the IT department. Some older computers may not be worth repairing. Additionally, some damages may need to be charged to a negligent family with a missing materials form.

8. If the computer will be placed with a new family, follow the procedure in the ES Handbook “Computer Ordering and Tracking” document.

Please Note:
*Refresh is when they erase all the information that a previous family had on the computer so that another family can then use it.

*Repair is for computers that are damaged and need to be fixed.

*Please remember that all computers under 3 years old are under warranty.