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 IT environment, a number of critical items need to be considered.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 March 2017, these standards are:Please note: power supplies are not to exceed 640 watts
Apple PC Desktops Processor
Intel Core i3 3.1 GHz
Intel Core i3 3.29 GHz
AMD Phenom II x6 RAM 2 GB 2 GB 2 GB Hard Drive 250 GB 160 GB 160 GB OS Originally shipped with 10.8 Windows 7 compatible Windows 7 compatible Laptop Processor Intel Core i5 processor 2.5GHz Intel Core i3 3.10 GHz AMD Athlon K345 RAM 4 GB 2 GB 2 GB Hard Drive 500 GB 160 GB 160 GB Wireless A/G/N A/G/N A/G/N OS Originally shipped with 10.8 Windows 7 compatible Windows 7 compatibleMobile Devices Accepted:
- Chromebooks: 4GB device
- Android: tablets running 6.0.1 Marshmallow or newer
- Apple: iPad Air 2 or newer, iPod Touch 6th generation or newer
- 19" or larger LCD monitors
- Any other items, provide as many specs as possible and the team will review and determine if the equipment is viable in our environment.
- CHROME: Chrome management licenses must be purchased for each Chromebook through PPS IT 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 IT 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. For Chromebooks that are donated on or after January 1, 2018, please enter “IT” in the chartfield section.
- WINDOWS: Thanks to a new agreement struck between PPS IT 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 IT. If you receive a qualified donation that does not have a Windows COA, you will need to contact IT Purchasing to purchase a Windows license (roughly $150).
- MAC OS: Apple licensing states that computers transferred to Portland Public Schools can only be loaded with the MacOS version that originally shipped with that computer. The IT Service Desk will upgrade the system to 10.9.
- 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. Office is included on all District computer images.
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 Service Desk.If you are planning on acquiring a donation from Donors Choose, contact the IT Service Desk at 503-916-3375 or firstname.lastname@example.org. A technician will assist you in understanding what is needed for the IT department to support the donation.
Once a donation is received, IT Purchasing 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 IT Service Desk at 503-916-3375 or email@example.com 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 IT.
If the hardware pass IT's imaging tests and all other requirements (listed above) are met, PPS 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 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.