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    Device Repair, Warranty, Purchasing and Technology Recycling 

     

    Device Repair, Warranty, Purchasing, and Recycling  Information for computing devices used in DPS. It covers PCs, Mac computers and Apple iPads, Chromebooks, Promethean Boards, and printers. 

     

    For a glossary of companies that can assist you with purchasing, repair and recycling, click here.

     

    DoTS personnel are always available to provide assistance with the repair and purchasing procedures below, and users of this document are encouraged to contact the DoTS Service Desk at #33888 or at dotshelp.dpsk12.org  if they need help.

     

    Chromebook Purchasing

     

    Chromebook Repair

    • Lenovo Chromebook repair is handled through the DoTS Hardware Repair team. Please refer to this document for instructions on opening a repair ticket for the team.
    • All other Chromebooks (not Lenovos) can be repaired in school with parts purchased by the school. You can find information on non-warranty repairs here.
    • Chromebooks have a 1-year manufacturer’s warranty and most have 42-month accidental coverage. You can check the warranty status of a device in Snipe.

     

    Lenovo Purchasing

    • All Windows-based devices must be purchased using the DHE PunchOut process.
    • Refer to the Academic Technology Menu to see the standard options and configurations for Lenovo devices.
    • Schools and departments should work with their Financial Partner and/or Purchaser to complete the purchase order.

     

    Dell Repair

    • Out-of-warranty Dell device repair is handled through NetBuilders; warranty repair is handled through Dell. Dell devices have a 3-year warranty; batteries for Dell devices have a 1-year warranty.
    • Users can either contact the Dell warranty repair hotline, 1-800-456-3355, or they can use Dell’s online warranty repair system, Dell TechDirect.
    • School STRs and admin staff members can get a TechDirect account by contacting the DoTS Service Desk. 
    • Once a user logs into TechDirect, they just need to complete the online training to get Dell TechDirect certified. Then the user can initiate  warranty repairs for Dell devices, or check the status of a current repair.
    • Dell computer users can check if the computer is under warranty by going to the Dell Warranty Status page and entering the computer’s service tag number. This number can be found on the back or underside of the device.



    Mac and iPad Purchasing

    • DPS users purchase Apple iPad tablets and Mac computers through Apple ECommerce. The use of Apple ECommerce requires an Institution Apple ID. Instructions for creating an Institution Apple ID are here. 
    • If a user already has an Apple ID that they’ve never used with ECommerce, the linked document above provides instructions on registering the Apple ID as an Institution Apple ID.
    • Users with a valid Institution Apple ID can log into the ECommerce web site and order Apple devices. An Apple device order is known as a proposal. Once a proposal is approved by the school or department, it goes to the Strategic Sourcing department for completion.

     

    Mac and iPad Repair

    • Apple device repairs can be performed either by NetBuilders or by Apple. 
    • Apple devices have a 1-year factory warranty. Additional warranty coverage (known as AppleCare) can be purchased for any Apple device, at the time of purchase or any time afterward before the first year is up.
    • Apple device users can check if a device is under warranty by going to the Apple Warranty Status page and entering the device’s serial number. This can be found on the back or underside of the device.



    (The number is very small, and in order to read it, you may need to take a picture of it with a camera or smartphone and then read it from the picture.)

     

    • Users can either contact NetBuilders for device repair (see contact information below), or they can take the device to an Apple Store. If they do, the Apple Store will need to know the purchase order number.

     

    Printer Purchasing

    • Ricoh copier/printers are purchased through Ricoh. Hewlett-Packard printers or combo machines (printer/fax/scanner) are purchased through either GovConnectio. No other printer brands are supported in DPS.

     

    Printer Repair

    • Ricoh printer repair is handled through the Ricoh repair center, at 1-888-456-6457. Hewlett-Packard printer repair is handled through NetBuilders.






    Technology Recycling

     

    Note that previously, schools were asked to complete an *Equipment Activity Request (EAR) form for technology slated for recycle, however the process has been updated to remove this requirement as PCs for People will provide the Fixed Assets (Enterprise Management) team with an itemized copy of devices they recycled from Denver Public Schools.

     

    In lieu of this, schools should track the serial number/ asset tag of devices they have slated for recycle, e.g. on a Google Sheet saved in the school’s Shared Drive, and retain/ maintain the list in the event a question comes up about the device. Additionally, schools can change the status of the devices in Snipe to Inactive/Recycle and add a note to the device to mark that the device was sent to PCs for People.

     

    *Note that the EAR form must be completed for any devices/ equipment that move to another school or department.  You can access the EAR form here or from the Fixed Assets Commons page.

     

    PC’s for People - https://www.pcsforpeople.org/

    PC’s for People has been selected as the district’s technology recycling provider.  See the brief mission statement from PC’s for People below: 

     

    PCs for People is a non-profit, and our mission is Digital Inclusion. We feel like everyone in our community should be able to afford a computer and internet service. How we "get there" is by partnering with key businesses and agencies in town, and repurposing and recycling their "retired" PCs, Laptops, and related e-waste, for the low-income community. PCs for People is NAID (data secure) and R2 (no landfill policy) certified. Our recycling services are safe and secure. The icing on the cake is that our partners are helping bridge the digital divide in our community.

     

    The best way to contact PC’s for People for a pickup is to use this link https://www.pcsforpeople.org/schedule-a-pickup/. 

     

    When PC’s for People picks up the equipment, a representative at the school will be required to sign off on the pick-up.  PC’s for People picks up the items, scans all DPS bar-coded items, securely disposes of hard drives, recycles 99.2% of the raw materials in the equipment, and responsibly disposes of the rest.  

     

    PC’s for People provides a copy of their report to DPS’ Fixed Assets & Department of Technology Services departments with reports of bar-coded items and destroyed hard drives.

     

    When scheduling a pickup, the form will ask for the below information:

    • Address for pick up:
    • Contact Name:
    • Phone number:
    • Quantities and type of equipment: (computer, laptop, monitors, promethean boards, printers, etc):
    • Directions and Instructions for Pickup (parking, building logistics, equipment location, etc):
    • Would we have access to a loading dock onsite?
    • What floor is the equipment on?
    • Is there an elevator?
    • Will the equipment be on pallets?
    • If available, send a picture of the items to be picked up\

     

    Covered Items

    https://www.pcsforpeople.org/ewaste-pickup-and-removal/

     

    Minimum Pickup

    PCs for People provides free pickup and asset removal (a minimum of 15 computers or laptops is required: CRTs, TVs and multifunction printers are subject to a recycling charge).  

     

    Based on needs, they can conduct a one-time pickup or schedule a recurring pickup on a schedule.  Schools/ departments should consolidate items into one location near an entrance where they can bring their pickup vehicle.

     

    PCs for People may request a picture of the items to be picked up.  If it doesn’t meet the minimum pickup amount, they will instead notify you when they are in the area for other customers and will stop by your location for a pickup.

     

    Another option is drop off at their facility at 60 Lipan St. in Denver (Hours are M-F, 10-5).

     

    Combined Pick-Up

    If more than one school is cooperating to have a combined pick up, one person from one school should serve as the point of contact to call PC’s for People.  At the time of scheduling, this contact person should inform PC’s for People that it’s a combined school pick up, and provide the locations of the other school(s) and the name of the school’s contact person.  When PC’s for People picks up the equipment, a representative at each school will be required to sign off on the pick-up. 

     

    Contact

    Email: recycle@pcsforpeople.org

    Office: (720) 278-7725

    www.pcsforpeople.org

    1548 W Alameda Ave, Denver, CO 80223

     

    Three other points that schools need to be aware of as a handler of this waste –  As per Joni M. Rix DPS Environmental Program Manager Phone: 720-423-1903

     

    • Schools must ensure that they are stored in a manner that prevents the release of waste or waste constituents (as in not a jumbled pile where there is as risk of something breaking)
    • The accumulation area or where e-waste is stored prior to pick up, needs to be labeled as “Waste Electronics” or “Used Electronics”  
    • And finally, e-waste cannot be kept on site for more than 1-year, this can be documented with a date in the accumulation area or just plan to schedule a pick-up every spring, etc… 

    Glossary

     

    Apple: a manufacturer of computing device hardware and application/operating system software.

     

    Dell: a manufacturer of PC computing device hardware.

     

    DHE:  The district currently works with DHE for Chromebooks and Lenovo (Windows-based) devices. 

     

    • DHE (#9644)
    • Contact Name: Gregg Fisher
    • Phone: 303-290-6050
    • Email: dpspurchasing@dhecs.com
    • Website: https://www.dhecs.com/
    • Comments: Lenovo/ Chromebook Orders

     

    PCs for People: a nonprofit organization that provides volunteer and recycling services in Colorado.



    NetBuilders Inc: a hardware repair company used by DPS for repair of Apple devices, Dell computers, and printers.

     

    Ricoh: a leading brand of office printing and automation. DPS uses a complete end-to-end Ricoh solution for printing in DPS schools and administration buildings; we use Ricoh copier/printer hardware, and we work directly with Ricoh for purchasing, repair, and support of all Ricoh devices.