Providing every student with reliable and consistent access to digital learning tools is no longer a luxury for school districts—it’s the cost of a 21st-century education. While it can significantly enhance learning, the widespread adoption of 1:1 student-to-device programs places a heavy burden on district resources for device upkeep, security, and software updates.
Schools are now tasked not only with ensuring each student has access to a device, but are also navigating a new set of challenges with developing systems to manage repairs, replacements, and secure internet access for thousands of iPads, Chromebooks, and other technology devices.
By implementing efficient management practices, districts can help maximize the effectiveness of their investment in technology and maintain a seamless learning experience.
Here are four strategies to help K-12 districts navigate the surge in 1:1 devices and other technology.
1. Life Support
Schools have long helped students understand how to respect and protect districts’ investment in resources to extend their lifespan. While we’ve come a long way from using brown paper grocery bags as book covers, students still play a key role in taking care of their school-issued supplies.
Investing in protective materials, such as sturdy cases, screen protectors, and keyboard covers, is one of the simplest and most cost-effective ways schools can extend the life of their digital devices. These relatively inexpensive solutions act as a first line of defense against common accidents, such as drops, spills, and overstuffed backpacks, that can quickly turn a functional device into an unusable one. By equipping devices with protective gear, schools can avoid frequent replacements and repair costs while ensuring that devices remain in good working condition throughout the school year and beyond.
Another way schools can foster a culture of responsibility and device care is by launching an engaging educational campaign that encourages students to properly maintain their digital tools. Elements could include informational sessions, posters, and ongoing reminders about best practices for handling devices like keeping screens clean, avoiding drops, and managing battery health. Involving students in the campaign, perhaps by creating videos or designing materials, can make the message even more impactful, reinforcing the idea that everyone plays a part in maintaining a sustainable tech environment.
2. Techxperts
Engaging a student-led tech team (“techxperts," if you will) can be a smart, cost-effective way for schools to manage technical support while empowering learners with real-world skills. By forming a team of tech-savvy students to assist with device repairs, software troubleshooting, and basic maintenance, schools can reduce the workload on their professional IT staff and foster a sense of responsibility and accomplishment in students.
In order to be successful, it’s critical to have a structured program that’s folded into the curriculum or incorporated into your school’s career and technical education (CTE) program. Offering a technical certification from Cisco or partnering with local community colleges for dual credit are also great incentives for students to participate.
Knowledge and skill levels will vary, so begin with a screening test to check aptitude, as some students may be a better fit to manage the logistics of ticketing and project tracking than working on repairs and software updates.
With clear guidance, training sessions, and mentorship from IT staff, student tech teams are a mutually beneficial way to help address everyday issues and help ensure a smoother, more sustainable tech environment for the entire school community.
3. Tech Teamwork
Appointing a dedicated committee to manage digital devices in schools is crucial to ensuring that these valuable tools are used effectively, maintained properly, and available to all students.
A committee composed of key stakeholders such as teachers, librarians, IT staff, administrators, parents, school board members, and student representatives, can provide diverse perspectives. The committee can create comprehensive plans to handle device management, understand needs at a classroom level, establish guidelines for responsible use, and organize regularly scheduled maintenance checks and software upgrades.
By meeting quarterly, this group can help schools stay ahead of evolving technology needs, secure funding for future purchases, and establish best practices for integrating devices into the curriculum. By appointing a dedicated committee, schools not only protect their investment but also create a collaborative environment that prioritizes effective, sustainable digital learning.
4. Invest in Asset Management Software
The right asset management software provides real-time location tracking, status, and detailed device inventories, doing the heavy lifting and ensuring the entire team knows what resources are in each building. This software also helps districts reduce surplus and accurately forecast future purchasing needs, as well as stay on top of maintenance, flagging devices for repairs before they become unusable. It can also make the most of limited budgets by tracking device depreciation, warranties, and licensing information.
Asset management systems can also play an important role in tracking software usage across a school district, monitoring how often specific programs and applications are accessed. It gives administrators a clear picture of what software is being underused or heavily relied upon, enabling them to make data-driven decisions about future technology needs.
In embracing a 1:1 digital device program, schools have a unique opportunity to prepare students for a digitally-driven world. However, simply providing devices is not enough; successful implementation requires ongoing planning and support. When managed wisely, 1:1 devices can provide students with a personalized and enriched learning experience, empowering them to develop critical skills, bridge learning gaps, and engage more deeply with their education, setting them up for success in a connected world.
- Phil Hintz is the Chief Technology Officer for the Niles Township School District in Chicago, IL.
- Carl Hooker is an educator, speaker, consultant, author, entrepreneur, and podcast host.
- Shad McGaha is the Chief Technology Officer for Belton ISD in Belton, TX.
- Eva Mendoza is the Chief Information Technology Officer for San Antonio ISD.
