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Device Replacement Procedures & Fees

Student | Nonfunctional Devices

When a student’s BPS device has a persistent functionality issue that cannot be fixed (e.g. extreme lag, non-working keyboard, recurring connectivity issues, etc.), e-mail BPSinventory (direct emails to @buffaloschools.org) and provide the information outlined in the following chart (↓):

Requesting Staff

School (3 Digits)

D-Tag of Nonfunctioning Device

900# of Student the Device Will Be Assigned To

What is Wrong With the Device?

.

  • Do not include: student names, initials, or any other student Personal Identify Information (PII) – only include the 900# and D-Tag of the device.

  • Once sent, the request will be reviewed and you will receive an email reply - asking for additional details or confirming that a replacement will be sent for the student.

Student | Damaged Devices

Damaged Student Device Replacement Procedures

When a student device is damaged, an e-mail should be sent to BPSinventory@buffaloschools.org by a BPS faculty member, including the following information:

•Details regarding how the device became damaged and who was in possession of it when it became damaged. Please include the d-tag of the device and the 900# of any involved student.

•Confirmation that the involved student(s)' family has been informed (via screenshot of Infinite Campus documenting parent contact, e-mail of parent contact, or similar)

•A picture of the damaged device. If the device has already been returned to your building's technician, please note as such in the replacement request.

Once these details are sent over, the instance of damage will be evaluated to see if it is considered accidental or intentional damage, with replacement being determined according to the circumstances of the break.

Fees for recurrent or intentional damage are outlined further down on this page.

Student | Optional Family-Funded Device Insurance

Optional student device insurance has been made available by the district. It includes coverage for any device breakage besides damage which was intentionally caused by the student. Lost charging cords are also covered.

Promotional graphic announcing “Technology Department Device Insurance Now Available.” The design features a student holding books alongside images of a tablet and laptop with cracked screens. Text states that Buffalo Public Schools has negotiated discounted optional insurance pricing for student iPads and laptops. The Buffalo Public Schools and BPS Technology Department logos appear on a blue background.

Information on Device Insurance

Student | Damaged Device Fees

Breakage is very difficult with the district's newer HP model laptops, and breakage to these devices will not be automatically waived the first time. Fees for damaged devices are as follows:

Accidental Breakage

Breakage is very difficult with the district's newer HP model laptops, and breakage to these devices will not be automatically waived the first time. Fees for damaged devices are as follows:

First Instance

First Instances of Accidental Damage, the fee is waived for both iPads and Dell laptops. HP laptops must be evaluated prior to the fee being waived.

 Accidental breakage on the hinge of older model Dell devices is considered wear/tear and does not require a fee to be paid, even if the student has previous instances of damage. This does not apply to devices which have been intentionally  damaged.

Second Instance + After

Second and Subsequent Instances of Damage require a repair cost of $25.00 to be paid. This fee may be required to replace a damaged HP device, even if it is a student’s first instance of breakage.

Intentional Breakage

When a district device is intentionally damaged by a student, the replacement fee is $412.00 (75% of the device's value)

Device Chargers (Power Cord Replacement)

  • For iPads, the replacement cost for a charger is $30.00

  • For laptops, the replacement cost for a charger is $35.00

Student | Lost/Stolen Devices

Lost/Stolen Device Replacement Procedures

  • Loss must be reported to the school building immediately so that the IT Department is contacted. Faculty made aware of a lost/stolen student device should contact BPSinventory@buffaloschools.org.

  • If it is determined that the device was not reported lost/stolen within 10 days of its loss, the family will need to provide a police report and $100.00 fee  in order to replace the device

  • If a device is reported lost/stolen to I.T. within 10 days of its loss, but cannot be located, a police report must be provided to BPSinventory@buffaloschools.org

  • Please note that a police incident report # is not sufficient to replace a device. A full police incident report must be scanned and sent to BPSinventory@buffaloschools.org (examples are available upon request)

Staff | Lost or Stolen

Please follow these steps to report your lost/stolen staff laptop or tablet:  

  1. Immediately notify your Supervisor/Principal

  2. Report the incident to the Police and file a Police Report  

  3. Obtain a copy of the written Police Report  

  4. Complete an IT Team Dynamix Work Ticket (Problem Type: Equipment, Purpose: Equipment Lost or Stolen) reporting the theft and attach a copy of the Police Report.

* Please note, any request for a replacement device is dependent on additional approval from the IT department, as well as compliance with providing a copy of a Police Report in the IT work ticket, which is reviewed by the Audit Department. Contact the IT Help Desk if you have any questions with the ticketing process.

Related Files

Tips On Protecting Your Laptop or Tablet From Theft

  • Bring Devices Indoors. Whenever you take your laptop or tablet home from work, keep it inside your home, not in your vehicle. If you must leave it in your car, hide it from view, such as in the trunk or under a seat.

  • When leaving your device at your office or desk, lock it in a drawer or cabinet rather than leaving it out, even if the room is locked.

  • Carry your device in a non-descriptive bag, briefcase, or case to avoid drawing attention from potential thieves.

  • Turn off automatic password logins, so if your device is ever stolen, unauthorized users can’t easily access your accounts.