A Useful Contribution to IT Resources

A Useful Contribution to IT Resources
Refurbished computers can make a useful contribution to IT resources in schools improving access for pupils by augmenting the purchase of new systems.

Machine replacement and consequent disposal is now an issue for many companies. Some have a well thought out policy and are prepared to pass on usable equipment responsibly and in good condition. However, this is not always the case. Giving away used equipment can be a cheap method of disposal and schools need to beware of the pitfalls when accepting such donations.

NAACE advice is that, wherever possible, schools should obtain used equipment through a properly managed and supported refurbishment scheme. Individual arrangements can be successful but there are many hidden costs and these may fall unexpectedly upon the school.

Where a supply of refurbished equipment is procured this action should be part of an overall school ICT development plan. Such a plan will include the purchase of new hardware and seek to match all purchases to the needs of the school so as to achieve best value.

What are the main considerations?
Staff in schools handling donated equipment need to think about four key aspects:

• Machine specification
• Health and Safety
• Legal issues
• Serviceability

Machine specification
Our advice is clear - go for machines that can run Windows 95 efficiently.

As a general rule we advise schools not to add to their stock of pre Windows 95 equipment (you probably have plenty already!). An exception might be a situation where a set of machines is used for a specific purpose and the addition of a few more could improve classroom organisation. This might, for example, increase the number of network stations allowing access by pupils working in pairs rather than in larger groups of three or four.

Schools have higher ICT performance requirements than is often realised. In a business a computer will often be used for a single purpose such as raising invoices - a relatively undemanding application. The classroom situation is very different. Computers need to perform a wide range of tasks undertaken by a large number of users. Even young children are expected to produce multimedia presentations that combine text, graphics and sound. They require well-specified machines running up-to-date software that can handle, for example, speech and video.

For this reason NAACE strongly recommends that when acquiring used computers schools should only consider a full multimedia specification for standalone situations. Further information about the minimum specification are given under Technical Advice. This section also deals with a number of other issues - including the cards that may be fitted inside a computer and Y2000 compatibility.

Legal issues.
Copyright
It may come as a surprise to learn that possession of a second-hand computer raises copyright issues. These relate to the software (including the operating system) that may be stored on the machine's hard disk. Although the license conditions vary between software publishers you will normally find that the only way to be safe is to install software that you have bought and have proof of purchase in the form of the original license certificate.

The position with regard to software copyright is unusual. When a purchaser buys software it comes with a license agreement. This licence gives you the right to use the software but you do not actually gain ownership of it. For example, with Windows 95 (a case in point) Microsoft specifically retains ownership of the product, the purchaser only acquires the right to use it and, even then, within well defined limits.

In order to avoid contravening the terms of the original license agreement companies disposing of equipment often operate a 'scrub clean' policy. This means that the receiving school will have a machine with no software installed. Obviously, new copies have to be purchased and installed.

If a school does receive a machine with software still installed there is an onus upon the institution to prove that it is entitled to use it. Apart from anything else you must possess the original licence agreement and know that you are complying with the stipulated condition. These vary between products and different suppliers.

Data Protection
The Data Protection Act requires computer users to register the use of personal information. Even where files have been deleted hard disks may still hold such data. This situation, together with the software copyright issue, means that companies have good reason to ensure all machines leaving their ownership are 'scrubbed clean' by reformatting the hard disk. This is the only way to ensure that data, previously recorded, cannot be accessed. Schools taking on second-hand machines should ensure that this has been done or do it themselves.

Health and Safety
The school has a responsibility for the welfare of its pupils, its staff and visitors to the premises. All equipment, including computers, must be safe to use.

When new equipment is purchased the school has a high degree of confidence that it will be safe and fit for its intended purpose. Provided that the school has complied with financial regulations there will be the additional reassurance that public liability is covered - suppliers to LEAs must have adequate indemnity to cover potential claims.

But what of used equipment? Second-hand computers are usually donated in an 'as-seen' basis without a warranty or any other cover. It is therefore incumbent upon the school to ensure that the equipment is safe. The school should be able to demonstrate that the equipment has been checked and tested by a competent person. This is not a formality and imposes a weighty obligation upon the school to demonstrate that rigorous procedures have been followed and that competence of anyone preparing the machine has been assessed.

Health and Safety regulations include electrical safety, workplace ergonomics and manual handling. As with all equipment the installation and use of used computers must be subject to a documented risk assessment.

Serviceability
Because of the costs involved in rendering a used system serviceable, consideration must also be given to the likely life span of equipment. Not surprisingly, there will be cases where making the machine really usable will prove to be uneconomic. Remember it is not just the cost of the parts but the time taken to do the work that has to be considered.

Viruses are another consideration. Any machine that is not 'new-out-of-the-box' needs to be treated as a potential hazard and checked for viruses. Some refurbishment schemes supply machines as 'date-clean' with some assurance that they are clear of viruses.

What does it cost?
The purchase and installation of any item of equipment attracts some additional cost. This is especially true with IT equipment. As we have indicated the costs of making used computer equipment serviceable can be considerable - and, often, these costs are hidden and unexpected. Evidence from trial and pilot schemes indicates that the cost of getting a second-hand machine into use is unlikely to be less than £100 and can exceed £200. This does not include the purchase and installation of application software.In many cases the work may be undertaken by a member of staff and money may not actually change hands. Even so, the cost of a teacher or technician with the required competence should be recognised and may be sufficient to put a question mark over the viability of the exercise.

How can I avoid problems?
Properly refurbished computers can be a definite help to schools - especially when working from a low hardware base. However, trying to solve the problem by taking on raw second-hand equipment could make the situation worse. The cost of getting them into serviceable condition can easily outweigh the supposed benefits. In many cases it is quite impractical for the school to struggle with the problems that can arise.

NAACE recommends that schools should not normally acquire used equipment unless it has undergone professional refurbishment.

What should you expect from a refurbishment scheme? A refurbishment programme should address all the issues raised in this leaflet. A school acquiring such a machine should expect to take delivery of a machine in 'as-new' condition. This is the only way to avoid the pitfalls outlined in this guidance leaflet and to limit commissioning costs to those expected when buying new equipment.

There is an emerging issue that also deserves attention - end-of-life disposal. A school that accepts a used machine is solving a problem for the donor. Extending the life of an item of equipment is an environmental benefit - but eventual disposal still has to be faced. Regulations are getting tighter and new legislation is possible. Ideally, a fully managed refurbishment scheme should address the disposal issue. Even if this is not an available option you should determine the cost to the school of end-of-life disposal.

Refurbished hardware is becoming available from a number of sources. You can assess what you are offered against the checklist in this leaflet. It serves as a 'what-to-look-for' when buying. It can also be of help when discussing arrangements for refurbishment with potential donors who need to be made aware of the work to be undertaken before the equipment can be of value to the school.

Sources of equipment are:

• Commercial refurbishment companies
  Costs are likely to be in line with the figures identified in this leaflet.
• Charities
  A number of schemes have been developed with the needs of schools in mind. These schemes use refurbishment companies to prepare the machines and offer them to schools at reduced cost.
• Local refurbishment schemes
  Some local authorities are now beginning to operate schemes. These tend to arise where local companies donate used equipment to the LEA for distribution to schools. In some areas environmental issues have prompted this action - especially Local Agenda 21. However, not many schemes are in operation and schools should contact their LEA to discover if local arrangements exist or are being considered.
• Local companies
  Schools obtaining equipment in this way are urged to discuss their requirements with the potential donor. They should seek an arrangement whereby the company takes on the responsibility of getting the machines to a state where they will not cause the schools trouble.

Is there anything else to think about?
Yes - how to plan the acquisition and deployment of refurbished computers. Recognise that they will not meet all your IT requirements. They provide only a partial solution and should not be considered a substitute for the purchase of new systems.

The deployment of both refurbished and new systems should be driven by school requirements. Think about the needs of different subject areas and also the school office. A machine that will be needed for word processing standard letters need not, for example, be as powerful as one that is used for design and image manipulation.

Your planning should also take account of long-term replacements. All computers, new or used, have a finite life and replacement should be addressed in the schoolÕs financial planning.

In addition, the plan should address training needs. This is particularly an issue in schools that have previously standardised on Acorn or Apple equipment. Introducing PCs into such an environment means that teachers have to become accustomed to a different operating system. They may find, for example, that they cannot save or back-up pupils’ work in the way that they are used to. Some basic training will be needed.

Technical Advice
Minimum specification for a refurbished machine
NAACE recommends that the minimum specification is a multimedia computer running Windows 95 (or later).

The basic hardware should comprise:

• Pentium processor
• 16mb RAM (upgradable)
• 500mb hard disk
• CD-ROM drive and sound card
• Floppy drive
• 14" colour monitor
• UK standard keyboard and mouse
• Windows 95 (or later) installed

In certain situations a lower specification may be acceptable - but caution is advised. Do not, for example, acquire a job lot hoping that the machines may prove useful. Only go for a lower specification where the deployment is properly planned and understood Such exceptions could include making up the number of stations on a network running Windows 3.1

With such exceptions do not accept a lower specification than:

• 486 processor
• 8mb RAM
• 100mb hard disk
• Floppy drive
• 14" colour monitor
• UK standard keyboard and mouse

As with new machines there is an implicit value-for-money issue attached to the specification. Early Pentiums (P75 and P90) and 486 machines will be of lesser value than more recent specification.

Internal Cards
It is impossible to provide detailed advice on the plethora of cards that may be installed in a machine.

Three particular points to watch out for are:

Colour
Make sure that any video card supports 256 colours (or more). Sometimes older cards are designed to work with only 16 colours. This is an unacceptable restriction.

Drivers
Firmware has to interface with the computer's operating system. This function is performed by driver software. Some older cards may be obsolete because they do not have drivers that are suitable for Windows 95.

Motherboard
Strictly speaking the motherboard is not an internal card - it is the card that provides the basic function of the machine! Users need to be aware that replacement of some types of motherboard can be an expensive affair and that this is an issue when assessing the serviceability of a used machine.

Networking
Performance
It is important not to degrade the performance of the school network. You will need to check that any pre-installed network card matches your requirements. You are advised to seek professional advice if you have doubts about the impact on network performance.

Thin-client technology
Some schools are experimenting with thin client technology as a means to allow a variety of types of computer to work together with a common operating system. This solution relies on a powerful server - the cost of which and the associated operating software may be justified in terms of the increasing the usefulness of the school's existing stock of equipment.

However, different considerations apply when costing a system built around refurbished machines and caution is advised if thin-client is seen as solution. Schools are urged to seek independent advice that will closely specify performance, fully cost all the elements and identify the technical management overhead introduced by such a solution.

The Y2000 issue (Millennium Bug)
In the majority of situations you need the security of knowing that the machine is Y2000 compliant and this assurance should be sought. This requirement is essential where a machine is used for administrative purposes. Beware the term 'Y2000 compatible'. It may imply that the system can made to function satisfactorily but that technical knowledge is needed to perform the necessary adjustments.

In some curriculum situations the date may not be critical and the software may function satisfactorily - provided certain settings are changed. Further helpful information about the Y2K issue for schools is available from the BECTa Web site

Checklist
This list may be used:
1. To check the features of a refurbishment scheme. Refurbished computers are becoming more frequently available from a variety of suppliers. This checklist will help you assess what items are covered.

2. When negotiating with potential donors. Companies donating used equipment to schools will sometimes welcome guidance. This list will help identify what work needs to be carried to render the equipment serviceable in school.

Note. This advice leaflet is not intended to be a 'how-to' refurbishment guide. Such work is complex, requiring expert knowledge and access to specialised equipment.

Machine Specification / Comment
Processor / Pentium 100 or above
Memory / 16mb upgradable
Hard disk / 500mb
CD-ROM drive
Sound card / Essential for multimedia
Floppy drive
Display 14" / 14" colour monitor
Keyboard / Standard UK model
Mouse
Other Checks
Graphics / Ensure 256 colours
Network / Ensure performance
Motherboard / May not be replaceable
Drivers / Available?
Windows 95 / Do you have licence?
Other software (if any) / Entitled to use?
Data / Is hard drive 'dataclean'?
Virus / Has machine been checked?
Safety / Is electrical safety certificated?
Warranty / Warranty offered?
End-of-life disposal / Any arrangements?