Computers: What to Look for When Selecting a Computer Technology Vendor for Your School
By: Dan Hogan
The use of computer technology in the private school market has increased dramatically in recent years. Whether a school is utilizing computer labs, notebook carts, or even tablet PCs in a 1:1 computing environment (access to one tablet PC for every student and teacher), the trend is toward a greater use of computer technology in facilitating student learning.
To get the most economic value from your computer technology, it is vitally important that a school work with a technology vendor that will not just provide a quote for computers, but will provide the school with a total solution designed to best meet that school’s short-term and long-term vision on how computer technology will integrate with student learning.
Here are some of the services that a private school should expect from its computer technology provider.
1. Ability to evaluate the school’s network infrastructure
They need to ensure it can adequately support the computer initiative the school wishes to implement and the ability to provide any needed improvements.
2. Sales and service authorizations with multiple computer manufacturers so the school can choose from multiple computer models
You also want a vendor that will not only sell the machines but service the machines when they need repair. The vendor should be authorized from the manufacturer to perform warranty repairs on the equipment it sells.
3. Ability to provide multiple demo machines for the school to evaluate and test
You wouldn’t buy a car without test driving it, and the same should apply when making a large computer purchase. You should test out all your school’s applications on the evaluation units to make sure everything runs smooth and at a performance level that you require.
4. Ability to find value for the old computer equipment you are looking to replace
Most manufacturers offer a trade-in program where you are paid some reasonable value for your old equipment when purchasing new replacement equipment. Your vendor should make you aware of these programs and work with the manufacturer to secure this value for your school. If the old equipment has no value, the vendor should be able to provide recycling options so that the school complies with regulations regarding disposal of computer technology.
5. Ability to provide multiple leasing quotes from different providers and multiple options within each leasing quote
Leasing can be very attractive to private schools especially when making a large purchase of computers. If a school is looking to refresh its technology every three years, then a Three Year Fair Market Value (FMV) lease will enable it to use that equipment for three years for a cost substantially less than purchasing the equipment outright.
At the end of three years, the school can turn in the equipment and replace it with new equipment on a new three-year lease. If the school maintains a three-year warranty (both manufacturer defects and accidental damage protection) on the computers, then it is never faced with having to pay for any service on its student and faculty machines should they need repair. The warranty uplifts can also be included into the lease. This eliminates the problem of trying to budget accurately for computer repairs.
6. The ability to image the school’s master image onto all the computers being purchased
Many schools do not have the staff or equipment necessary to image every new computer being purchased. Your vendor should be able to provide this service or arrange it through the manufacturer for large computer orders. The school prepares the master image and gives that image to the computer vendor to put onto all the new computers the school is purchasing. Given that delivery of a school’s new computer purchase usually occurs in the summer before the new school year begins, this saves having the IT staff having to scramble in the weeks before school to get the machines ready for teacher and student usage.
7. The flexibility to accommodate whatever buying structure the school envisions
Some schools purchase or lease new computers under their school’s name. Some schools want to select one computer model that they will support and require the students to buy the machines directly from the vendor at a special discounted price negotiated by the school. The computer vendor should be able to accommodate this request and be able to provide the parents with the option of purchasing online (on the vendor’s Web site) or by phone.
8. The ability to provide the school with guidance and training with regards to devising and implementing a school computer program
For instance, if a school wants to begin a 1:1 computing initiative, a plan should be developed encompassing all facets of the program from initiation to completion. The first participants in the program (usually teachers) must be provided with the necessary training on how to use the new technology as a tool for teaching and how the students will use the technology for learning.
Teacher and student orientation training needs to be provided as they become participants in the program. Refresher training needs to be provided to those who do not utilize the computers and associated curriculum as envisioned by the plan. A school should seek a vendor that can either provide these services or one that has a partnership with an organization that does provide those services.
9. The ability to fight to get the school the absolute best pricing available to the academic market
Integrating technology into a school can be very costly, and your technology vendor should be a strong advocate for securing the lowest possible pricing base on the volume of your purchase. Look for vendors that can provide several references of schools that they have worked with previously in implementing technology programs and that have the strong manufacturer relationships necessary to secure the best pricing for school customers.
The use of computer technology in private schools is growing at a rapid pace. Private schools are competing for students, and the use of technology in the learning process is becoming an important factor for both students and parents.
It is important that your school works with a computer technology vendor that understands your requirements and can provide great advice, multiple options, and excellent pricing so that you get the most for your purchase. Make sure your vendor is providing the services you need to be successful.
Dan Hogan is vice president and chief operating officer for DSR, Inc. (Computer Technology Specialists), a full service technology provider located in Hanover, Maryland. DSR has specialized in the private school market since 1985, www.dsr-inc.com.
