Never Fall Behind: The Strategies Behind a Smart Device Refresh

A school district’s director of technology confronts a myriad of devices and lives to tell the tale.

GUEST COLUMN | by Jason Schmidt

I recently came across a report revealing that K-12 school districts in the U.S. are now using an average of 2,591 edtech tools—a dramatic rise from just 300 tools per district during the 2016-17 school year. While many of these are online platforms, classroom device usage has also surged. As the number of devices grows, so does the complexity of managing device refreshes.

‘As the number of devices grows, so does the complexity of managing device refreshes.’

Some of the most common devices used in classrooms today include tablets/Chromebooks, document cameras, smart boards, and 3D printers. All of these devices are aimed at improving learning and increasing student engagement. In the Oshkosh Area School District, we’re also equipping teachers with classroom microphones, ensuring they no longer need to strain their voices and students can clearly hear every lesson. All these devices have a finite lifespan, so staying ahead of refreshes is critical to ensure teachers and students have the tools they need. I follow several criteria that I stick to in my proactive refresh strategy that has kept our district ahead of the curve.

1. Talk with and observe your teachers. The Tech Services team at Oshkosh collaborates closely with teachers to understand their classroom technology needs and challenges, allowing us to identify which tools are being used, which are underutilized, and what may be needed in the future. These conversations give us the opportunity to evaluate whether our educators’ needs are being addressed by a particular piece of equipment. We can also deprecate obsolete equipment. And if tech isn’t being used, we remove it from the classroom and our device refresh list.

GOOGLE MAPS OSHKOSH AREA SCHOOL DISTRICT

2. Understand and validate technology lifecycles. Some devices last longer than others. Keep this in mind when planning for a refresh so you can stay ahead of the curve. For example, we replace student devices like Chromebooks every four years, whereas we expect our newest classroom displays to last up to 10 years. If you have an established replacement cycle, it’s easy to swap out devices on a regular schedule, such as summer break, so that there is little to no disruption in learning.

3. Scope the project and meet the vendors. Once we’ve established our needs, we evaluate different hardware solutions to understand what’s available in the market. Talking to manufacturers helps us understand whether their solutions will meet our needs, how much budget will be required, and whether the vendors will become a trusted technology partner. With this in mind, I recommend talking directly to manufacturers to fully understand the direct capabilities of their products.

‘I recommend talking directly to manufacturers to fully understand the direct capabilities of their products.’

4. Choose the right tech, not the cheapest tech. While budgets always come into play, it’s critical to purchase technology that will last. The cheapest option is not always the best, especially when it comes to total cost of ownership, including setup, training and replacement. For example, we invested in some low-cost document cameras during the pandemic – mostly due to supply chain issues. We purchased several hundred, and within a year or two, more than half the cameras were broken due to faulty ports and cables. There was no real fix, so we had no choice but to e-cycle the cameras and replace them with Logitech Reach and Qomo document cameras. This is why build quality, warranty, and ongoing support play an important role in our RFP process.

5. Implement a rollout plan. Whenever you’re introducing new tech tools, or even replacement devices, it’s critical to set clear objectives and establish a plan to train and support teachers. This helps guarantee they understand and feel comfortable with the devices before using them as part of their everyday teaching. At Oshkosh, we’ll often determine how many classrooms or buildings we can equip with an ideal solution versus trying to equip every room with part of the solution. We then take a holistic approach to refreshing that subset of rooms, which allows us to touch the classroom once and then leave it alone until its replacement cycle is due – whether that’s four, six, or 10 years depending on the technology we installed.

6. Measure success and learn from your rollout. Anytime you place devices in the classroom, you’ll want to consider whether those devices meet your objectives. These may include if the devices are working the way they’re supposed to, staying within budget, and if there’s anything that could have been done better. It’s a constant evaluation, and based on the feedback we receive, our team can tweak things as needed and help drive student engagement, which is ultimately intended to lead to better student outcomes.

Technology in the classroom is an important part of learning in today’s educational environment. But the overwhelming number of devices used in classrooms can be daunting, and the task of managing timely device refreshes can easily become a source of stress for IT departments. By proactively addressing technology needs in your classrooms, you can maintain a well-equipped learning environment that empowers both teachers and students.

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Jason Schmidt is a dedicated educator serving as the Director of Technology and eAcademy principal for the Oshkosh Area School District. With nearly two decades of experience as a classroom teacher, instructional coach, and administrator, Jason brings a well-rounded perspective to his leadership roles. He is passionate about using technology to enhance teaching and learning. Jason is committed to fostering innovation and preparing students for success in an ever-evolving world. Connect with Jason on LinkedIn.

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