PPS Computer Equipment Donation ProcessComputer donations are a great source of low-cost equipment, but in order for them to be properly supported within the PPS OTIS environment, a number of critical items need to be considered.If you are planning on acquiring a donation from Donors Choose, contact the OTIS Service Desk at 503-916-3375 or email@example.com. A technician will assist you in understanding what is needed for the OTIS department to support the donation.Donated equipment falls under PPS policy Ownership of Equipment - 8.50.080-P. This policy states that donated equipment is district property, this means that equipment must be associated with a PPS 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.
All equipment accepted into the PPS environment must meet our minimum standards, found in the below grid.
As of Jan 2022, 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
AMD Ryzen RAM 8 GB 8 GB 8 GB Hard Drive 256 GB 256 GB 256 GB OS Must be able to support latest version of MacOS Must be able to support latest version of Windows Must be able to support latest version of Windows Age Less than 5 years old Less than 5 years old Less than 5 years oldMobile Devices Accepted:
- 4 GB RAM minimum.
- Chromebooks must have at least 2 years of auto-update support from Google remaining (https://support.google.com/chrome/a/answer/6220366?hl=en).
- Apple: iPad Air 2 or newer, iPod Touch 6th generation or newer
- 24" 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.
NOTE: Every qualified, accepted donation will be supported by a PPS image and the OTIS Service Desk.
Chrome management licenses must be purchased for each Chromebook through PPS OTIS Purchasing so that devices are registered into the PPS Google Apps for Education instance and managed and secured by the district. The cost of the license through PPS OTIS is $24. Please submit requests for Google Chrome Management Licenses by following the “How to Order Hardware and Enterprise Software" instructions here: www.pps.net/Page/10275.
Per the agreement between PPS OTIS and Microsoft, Windows licensing is now covered for all qualified, accepted donations that have a Windows COA (certificate of authenticity) sticker affixed to the computer. This means no charge to schools that facilitate these donations through OTIS. If you receive a qualified donation that does not have a Windows COA, you will need to contact OTIS Purchasing to purchase a Windows license (roughly $150).
- APPLE MAC OS and iOS:
All Apple donations to PPS 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.
- MICROSOFT OFFICE:
The above mentioned agreement also covers licensing for Windows AND Macintosh versions of Microsoft Office, so there is no charge for Office on qualified donations.
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 OTIS Service Desk.
Once a donation is received, the OTIS Department will issue a donation letter to the donor (per information listed on the donation form). The quantity and condition of the equipment will be noted in the letter.
How to Start the Process
To initiate this process, please contact the OTIS Service Desk at 503-916-3375 or firstname.lastname@example.org with the following information:
1) Type and quantity of equipment (including make / model and processor speed)
2) Name and address of 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 pickup
Once this initial information is gathered, the Service 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 OTIS.
If the hardware pass OTIS' imaging tests and all other requirements (listed above) are met, PPS can accept and support the donation. If the image does not work, OTIS 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 Service 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.