Audiovisual Equipment and Computer Procedures

The library media specialist(s), library media paraeducator, and instructional technology teacher(s), are the building coordinators for audiovisual and technology equipment, and, therefore, have the responsibility for equipment maintenance, repair, and circulation. These individuals, or the school administrator's other designee(s), must inventory or supervise the inventory of all audiovisual and technology equipment, including language labs, auditorium sound systems, computers, networks, and closed-circuit television systems. Technology Services (410-313-7004) coordinates all matters relating to the repair of instructional audiovisual equipment and computers.

NOTE: Cafeteria sound systems, gymnasium sound systems, scoreboards, main office PAs, and alarms are not the responsibility of the library media personnel or technology teachers since these items are repaired and maintained by Building Services (410-313-7084). CCTV (security cameras) is under Building Services. CATV (cable TV) is part of AV Services.

Audiovisual Equipment & Computer Circulation and Distribution

Equipment distribution may vary from school to school, depending on individual school needs. It may be convenient to sign out frequently used pieces of equipment for long-term loans to teams or departments in the school. Less frequently used pieces of equipment may be signed out to individual teachers or students on a daily basis. Library media personnel and instructional technology teachers are to maintain accurate equipment circulation records at all times.

Equipment housed in departments, team areas, and classrooms during the school year must be available for inventory, maintenance, and repair. Requests for repairs are to be made only by the school’s library media personnel, instructional technology teachers and CTE Instructional Team Leaders (ITLs).

Teacher Laptops & Mobile Devices

Each teacher is issued a teacher laptop from Technology Services. Some teachers may also be issued iPads from the school or from a curricular office. Administrators may be issued a laptop, tablet, and/or mobile phone. Any mobile device issued to a staff member should have an active online device agreement. (https://deviceagreement.hcpss.org) Mobile devices will also appear in Workday under the Worker Business Asset worklet. Questions or concerns regarding online device agreements should be directed to IT Asset Management at itam@hcpss.org

Additional Equipment and Computers

When a new piece of equipment is purchased, it should immediately be entered on the school’s Central Inventory Database. Donations should be referred through the Technology Service Center (x7004). Each piece of equipment should be labeled with the school name and an AV Inventory tag. (See AV Inventory Tag Procedures section below.)

Requests for computers for new staff should be entered in WebHelpDesk using the Staging field; requests should include the name, work location, job position/title, and start date of the new employee. After verification, the Technology Department will arrange for the purchase and installation of the standard computer approved for the designated job title/position. These requests may be submitted by the administrator, assistant administrator, administrative secretary, library media specialist, or technology teacher.

Kindergarten classrooms receive one Apple iMac desktop computer courtesy of the Early Childhood Curriculum office. The Early Childhood office sends an updated list of number of classrooms to the Business Manager, Technology Department in September of each year. The Technology Department removes computers from schools that went down in Kindergarten classes and delivers them to schools that have more Kindergarten classrooms. All transfers in CID are initiated by the Technology Department. Schools receiving additional computers should confirm the transfer in CID. Additional information regarding Kindergarten classroom computers can be found in the Early Childhood Exemplary Planning Community.

Equipment Loans to Staff Members for Use Outside the School

Staff members are permitted to borrow some types of instructional equipment for use outside the school. Staff members may not borrow instructional desktop or mobile lab computers for use outside school. All equipment borrowed by staff members must be checked out and returned through library media personnel.

Staff members who borrow any equipment from the school must complete the Equipment Loan Form (see HCPSS Template Gallery for Google Form to copy & modify) and check with library media personnel prior to taking the equipment from the building. Devices will be assigned to staff members in CID and will show in Business Assets in Workday. Staff members are responsible for the equipment on loan to them until it is officially returned to the library media personnel.

Storage

Equipment is to be stored in a secure location when not in use.

Review Canvas announcements from Technology Support for summer storage requirements. It varies by device.

Audiovisual Equipment & Computers Maintenance and Repair

Repairs may be required occasionally to restore worn or damaged equipment to operating condition, provided the item is still in demand, or not obsolete, and the estimated cost of repair is reasonable in relation to the replacement cost. To have an item repaired, follow the procedures below:

  1. Library media personnel, technology teachers, front office staff, or CTE ITL (responsible for entering all computer repair requests for BCMS, Technology Education, and Family & Consumer Science) should place requests for computer repairs. All repair requests for AV and Computer repair should be addressed through the school system’s Networks and Technology Support Services Web Help Desk website: https://webhelpdesk.hcpss.org/ using Active Directory credentials to log into the system or by phoning 410-313-7004.
  2. When making requests either on-line or via the phone, please have the following information ready:
    • Equipment type
    • Model
    • Serial number or Service Tag number (Dell computers)
    • Description of the problem
  3. Print out a copy of the repair request and attach it to the equipment to be repaired.
  4. Place the equipment in an area where maintenance can be performed.
    • Equipment that is not tagged or placed in a common area for maintenance may not be repaired.
    • Equipment not on the school system inventory will not be repaired.
    • Non-approved equipment will not be repaired.
  5. Emergency requests for lamps, computer repairs, and video repair can be called in to the Networks and Technology Support Services at x7004.

NOTE: It is not always possible to send a repair person immediately to meet a request because all of the technicians may already be attending to emergencies. An attempt will be made to have equipment repaired as quickly as possible.

LCD Projector Maintenance

Because of the replacement agreement for LCD projectors, do not write on or etch Epson LCD projectors; easily removable labels may be used.

Remind staff members to periodically clean the projector filter simply by removing the piece and blowing off any dirt or dust. Filters should be cleaned ideally once per month and at a minimum of once per year.

Set the lamp brightness on low by clicking on the menu button, selecting settings, selecting brightness control, and setting the control on low.The image will be slightly dimmer, but it should not affect the students’ ability to view the image clearly.

Library media personnel/technology teachers should not climb ladders due to safety concerns. When the bulbs in ceiling mounted LCD projectors need to be replaced or when the filter needs to be cleaned, the school custodian should climb the ladder and bring the projector down for the library media specialist/technology teacher. Questions about this can be directed to the Manager of Custodial Services.

LCD Projector Repair/Replacement

Epson LCD Projectors – purchased 2005 or later

NOTE: All Epson LCD Projectors purchased from Nicholas Pipino & Associates since August 1, 2005 have a three year exchange service warranty and a three year bulb replacement warranty.

If the lamp ceases to function within the first 3 years/3000 hours:

Enter a service request into WebHelpDesk under Audio Visual Services > Repair > LCD Projector Repair.

NOTE: The number of lamp hours can be found in the projector’s “Info” menu.

If the LCD projector is projecting in orange and green tones, check to see:

  • If the VGA cable is loose, has a bent pin, or is broken inside. Check the connection and/or switch out the cable, OR
  • If someone may have changed the Color Settings. Check the menu (look for something along the lines of "Color Settings" depending on your model) and see if someone accidentally changed it to "YCbCr" instead of "RGB.

If the LCD projector is projecting in purple:

  • Go into the menu. Find the computer input setting. Be sure that the input setting is set to auto. If this does not correct the problem, submit a service request under AV Repair in WebHelpDesk.

For other non-functioning issues:

Enter a service request into WebHelpDesk under Audio Visual Services > Repair > LCD Projector Repair.

If the LCD projector cannot be repaired onsite:

  • LMS/TT should keep all cables and cases for LCD projectors.
  • The LMS/TT should prepare and submit (to the Warehouse) a Warehouse Pick-up/Delivery Request form.
  • The LCD projector will be delivered to the HCPSS Technology Center.

HCPSS Technology Center personnel will remove the Fixed Asset Tag (FAT) or AV Inventory Tag and make a notation in the CID about the status of the LCD projector. HCPSS Technology Center will send the projectors to the designated repair/replacement facility.

When the replacement projector arrives:

HCPSS Technology Center personnel will:

  • Affix a new AV Inventory Tag and record it in the CID.
  • Change the serial # in the CID.
  • Add any other changes to the CID, as needed (model, etc.).
  • The LCD projector will be taken to the school by an AV technician or via a Warehouse Pickup/Delivery Request.

If a projector is beyond the 3 year/3000 hour warranty, a replacement bulb may be purchased directly from the bid list. When installing a new bulb, be sure to reset the lamp hours in the Settings menu.

LCD Projectors Other Than Epson

Enter a service request into WebHelpDesk under Audio Visual Services > Repair > LCD Projector Repair.

Disposal of Projection Lamps

In order to be in compliance with environmental procedures, it is necessary to dispose properly of projection lamps containing mercury. HCPSS has an annual summer chemical collection and disposal process which includes projection lamps as needed.

The Office of Safety, Environment, and Risk Management submitted LCD lamps for mercury analysis:

  • Epson ELPLP 33, 36, 41, and 54
  • Two unknown brands (markings on lamp 253P191A30 and 253P158A10)

Based on the finding of the study, at this time, the Office of Safety, Environment, and Risk Management is considering LCD lamps as non-hazardous waste; they can be disposed of in regular trash. The Office of Safety, Environment, and Risk Management will not collect LCD lamps until further notice. If a school has a LCD lamp not listed above, they are to contact the Office of Safety, Environment, and Risk Management at (410) 313-6699 for further instruction.

  • For lamps that contain mercury, please follow these steps:
  • Place the old lamp in the box from the replacement lamp.
  • Label the box for disposal.
  • Complete the chemical disposal inventory form sent to schools in the month of May (item, # of items, where located).
  • Return the completed form as directed on the instructions.
  • Items will be collected during the summer break.

Scrapped Equipment

Items worn beyond reasonable repair, but which continue to be in demand should be replaced, providing funds are available. Generally, if equipment has outlived at least one-half of its expected life, and if the cost of repair is at least one-half the cost of a new piece of equipment, then it would be advisable to consider replacement rather than repair of the equipment. Networks and Technology Support Services AV technicians will assist in determining whether an item should be repaired or replaced.

When it has been determined that a piece of audiovisual equipment cannot be repaired, the technology specialist from the Technology Service Center will inform the library media specialist that the item has been scrapped.

Funds for Replacement and Additional Equipment

In addition to school-based funds (e.g., book fair profits), a limited amount of funds for replacing and updating audiovisual equipment is allocated to schools on a rotating basis, based on budget availability. Schools receiving funds will be notified by the Coordinator of Library Media each fall. Administrators, library media specialists, and teachers should then work together to identify audiovisual equipment needs based on HPCSS Audiovisual Equipment Standards and should create a list of equipment to purchase. Instructions for ordering will accompany the notification. Additional information on ordering audiovisual equipment and computers can be found in the “Ordering Procedures” section of this handbook.

Please note: Equipment not listed the Central Inventory Database (CID) does not qualify for replacement.

Stolen Equipment

Stolen equipment may be replaced provided there is evidence of forcible entry.

1. Notify the school administrator in charge of Buildings and Grounds.

2. Report the break-in to the police. All equipment serial numbers are to be registered with the police at that time. Missing items and theft reports may also be filed online:

http://www.co.ho.md.us/filepolicereport.htm (scroll down to the bottom of the page)

3. Procure a police file number from the investigating officer.

4. Complete an Incident Form. Directions may be found in the Technology Resources Course. Use the Timesaver box to go directly to the Service Request System link.

Pilfered Equipment

Pilfered equipment refers to equipment that is missing, but not as a result of a break-in. When equipment is listed as missing at the end of the school year, it is acceptable to wait until September to report the missing equipment to the police. Often, equipment will turn up at the beginning of the new school year. The purpose of replacing pilfered equipment is to replace those missing items which may not turn up in September, not to replace 40 or 50 items at one time which have been lost through poor management and/or lack of inventory control over a period of more than one school year.

Upon knowledge that the equipment is missing and finding no reason to believe that school staff or students have borrowed the equipment, the following is to be done:

1. Report the missing equipment to the police. All equipment serial numbers are to be registered with the police at the time.

2. Procure a police file number from the investigating officer.

3. Complete an Incident Form. Directions may be found in the Technology Resources Course. Use the Timesaver box to go directly to the Service Request System link.

Missing Instructional AV Equipment and Computers

The procedure for replacing stolen or pilfered equipment is to be followed. All missing equipment will be carried on the inventory for two (2) years. Missing equipment will be noted in the “Comments” column of the Central Inventory Database. Additional questions or concerns regarding equipment inventory and status should be directed to the IT Asset Management team at itam@hcpss.org

Equipment Vandalized or Lost by Students

Students will be responsible for equipment vandalized or lost while in their possession. Lost equipment is considered pilfered equipment.

Removal of AV Equipment and Computers

When it has been determined that equipment can no longer be used by your school, follow the procedures listed below to have the equipment removed from the building.

Audiovisual Equipment

• Complete a Warehouse Pick-Up/Delivery Request form with a list of the equipment that is to be removed. Include equipment type, the AV Inventory Tag number (if one is attached) or Fixed Asset Tag (FAT) number,and the serial number. See Appendix for example of form.

• Obtain approval for the removal of the equipment from the school principal.

• Place the equipment in a central location.

• The Warehouse will schedule pick-up.

• When items have been picked, transfer the item(s) in CID to Warehouse.

Computer Equipment

If a computer is not functioning correctly, a technician may bring another laptop to swap with the non-functioning one. When this happens, Technology initiates the transfer in CID to the school for the laptop coming into the school. The media specialist initiates the transfer to Dorsey Offices of the computer leaving the school.

• Complete a Warehouse Pick-Up/Delivery Request form with a list of the equipment that is to be removed. Include equipment type and the AV Inventory Tag (AV) number (if one is attached) or Fixed Asset Tag (FAT) number. If there is no AVIT or FAT, include the serial number. See Appendix for example of form.

Example: Computer eMac #12345

• Obtain approval for the removal of the equipment from the school principal.

• Place the equipment in a central location.

• Send the signed Warehouse Pick-up/Delivery Request to the Warehouse.

• The Warehouse will schedule pick-up.

• When items have been picked, transfer the item(s) in CID to Warehouse.

Audiovisual Equipment & Computer Inventory

Library media personnel and technology teachers are responsible for maintaining a current inventory of the equipment in the school. Inventories are needed in order to track the location of school equipment, to maintain an adequate supply of repair parts, and to make purchasing decisions. Inventories must be taken annually between August 1 and July 31. It is recommended that a running inventory that includes additions and withdrawals since the last full inventory be maintained throughout the year. Library media personnel should have a record of where all equipment is located at all times.

Your school’s inventory should include the following:

  • Equipment purchased with school system accounts (e.g., school “little budget” funds, Special Education, etc.) and local school funds (e.g., book fair profits, PTA funds, etc.).
  • Equipment in portables.
  • Equipment donated to your school that is instructionally valid, has been approved by Networks and Technology Support Services personnel, and is in current use by students, teachers or staff.
  • Equipment that was purchased through grant funds that is the property of HCPSS.
  • Equipment that was purchased through other funding sources and is the property of HCPSS.

Do not include:

• Equipment that is personally owned by a teacher, student or staff member.

• Equipment that is on loan from an organization (through grants, partnerships, etc.).

A review of Policy 4040 has determined that it will no longer be necessary to use HCPSS Fixed Asset Tags (FAT) for school system computers except for equipment (servers, specialized computers) that costs in excess of $5,000. Instead, AV Inventory Tags will be utilized for computers. It will no longer be necessary to complete a separate Fixed Asset inventory, nor must the FATs be returned to the Finance Office representative.

AV Inventory Tag Procedures

All instructional audiovisual equipment that will be considered in school system replacement cycles should be included in a school’s Central Inventory Database (CID) and should have an AV Inventory Tag (AVIT) assigned. The chart below distinguishes which equipment should have an AV Inventory Tag as well as some examples of equipment that should not get a tag. Each school has a supply of these tags to affix to new equipment when it arrives. Please note: The AV Inventory Tags are to be applied ONLY to the equipment that is listed in the AV Inventory Tag column. For the convenience of having all of the school’s instructional AV equipment in a single location (the Central Inventory Database), you may include even the equipment that doesn’t have a tag, but the tags should be only on the predetermined equipment.

Prior to January 2008, most computers and some LCD projectors and printers received Fixed Asset Tags. These should remain on the equipment until the items are eventually decommissioned.

Items listed below should be tagged and entered into the school's CID:

Procedures for Obtaining AV Inventory Tags for New Equipment

In the initial rollout of the AV Inventory Tags, several hundred were distributed to the library media center at each school. When more AV Inventory Tags are needed, contact ITAM@hcpss.org. The tags will be sent to the school via the pony.

Steps for Receiving New Audiovisual Equipment and Computers

Most equipment ordered through the Bid List and Workday will be delivered to the Logistics Center where it will be added to the CID. When items are delivered to the school, receive the item in Workday and verify its correct AV tag and serial number in CID.

  • Mark all newly acquired audiovisual equipment upon receipt and acceptance to identify the equipment as HCPSS property. Affix an AV Inventory Tag to all equipment as indicated in the chart above.
  • If necessary, add all newly acquired audiovisual equipment to the school’s Central Inventory Database (CID). Edit the record to correctly identify the location in the building and the person or persons the equipment is assigned to, if applicable.
  • Distribute the new AV item(s) to the appropriate person or location.

Staff Transfers

The following employee groups who have been issued laptop computers will retain their current HCPSS-issued laptops if they are assigned to another HCPSS location:

When an employee in one of the above groups changes his/her work location, the following tasks need to be performed:

  • The Principal will notify the Media Specialist of any staff transfers either to or from the school/location.
  • The Media Specialist will notify the transferring employee(s) of any software licensed only to the current school that must be removed.
  • The Media Specialist will update the Central Inventory Database (CID) at their school to reflect any staff changes.
  • For educator transfers, transfer the item to the new location in the CID
  • The school receiving the new employee and laptop should accept the transfer in CID.
  • Employees who have been moved to another location should contact the Help Desk at x7004 to ensure that their laptop is configured and working properly.

Devices purchased by a school or department and not part of any Replacement Plan are to remain at the school or department location. In the event of staff increases in any of the above positions at a school, a laptop will be issued to the new staff person upon WebHelpDesk Staging request.

Computers of Staff that Leave HCPSS

Employees who leave HCPSS are required to turn in their current HCPSS-issued laptop computer to their current supervisor as part of their normal check-out process. Subsequently, supervisors or LMS will submit a WebHelpDesk ticket under Staging to ensure that the laptop is properly returned and transfer the items in CID to Warehouse.

All employees and supervisors should see an accurate record of mobile technology equipment in Workday under Worker Business Assets.

Computer Transfer

When staff members move from one location to another, or if it is determined that some computers will be transferred from one school to another (e.g., from BCMS to a general purpose lab in another school), the transfers should be handled through the transfer function in the Central Inventory Database (CID). Indicate in the Central Inventory Database (CID) the new location for these computers; if the new location has not been determined, “assign” the computers to the Warehouse.

Central Inventory Database (CID)

The purpose of the Central Inventory Database (CID) is to have a central inventory of instructional equipment that provides a uniform system that all schools and central staff can read. The online Central Inventory Database (CID) will be used to make important decisions about possible upgrades and replacement equipment. In order for the inventory to be useful, it is important that like equipment is called by the same name (e.g., a television must be called a television, not a TV or monitor/receiver – and spelling counts!). Please use only the names that are found in the AV Equipment list.

To access the CID, library media specialists or other authorized individuals will go to

https://cid.hcpss.org.

Each user is associated with their respective school(s) and can access CID using Active Directory credentials. If an individual needs CID access but does not currently have it, please contact the Coordinator for Library Media.

CID Procedures for Departmental Equipment

Listed below are the procedural requests from various departments as to how they would like their technology equipment to be handled for inventory purposes. [Owner = Central Inventory Database field that indicates the appropriate owner of the inventoried equipment]

Guidance – All Guidance equipment should be inventoried and entered into the CID with the owner indicated as “Guidance.”

BSAP – BSAP equipment should be inventoried by the school.

Health - Health Assistants' equipment should be inventoried and entered into the CID with the owner indicated as “Health."

Health Education – Health Education equipment should not be inventoried by the school.

Physical Education - Physical Education equipment should be inventoried and entered into the CID with the owner indicated as “PE.”

Title I – Title I equipment should be inventoried and entered into the CID with the owner indicated as “Title I”. Please note that federal law stipulates that Title I equipment may be used only with Title I students (this is explicitly with an individual student or group of students, each of whom has been identified as eligible for Title I, not using the equipment with a class of students in which there are a few Title I students).

CID Procedures for Itinerant Employees

Because of the itinerant nature of their jobs *, the following employee positions will have their computers centrally inventoried in the Central Inventory Database (CID). Employees with the following positions/titles will take their assigned laptops with them when they change reporting locations. Individual school library media personnel and technology teachers will no longer be responsible for annual inventory verification in CID of employees with the following positions/titles.

  • Assistive Tech Resource Team
  • Audiologist
  • Certified Occupational Therapy Asst
  • Health Service Cluster Nurse
  • Occupational Therapist
  • Physical Therapist
  • Psychologist
  • Pupil Personnel Worker
  • Speech Language Pathologist
  • Teacher - Hearing Teacher
  • Teacher - Home & Hospital (H+H)
  • Teacher - Vision
  • Teacher - Adapted PE
  • Teacher - Community Connections HCC
  • Teacher - Work Study

The following Special Ed employee positions/titles and Programs will continue to have individual school library media specialists inventory their computers in CID:

  • Teacher - Special Ed
  • Vision - Braille Workstations

The following Student-Services employee positions/titles and Programs will continue to have individual school library media specialists inventory their computers in CID:

  • School Nurse

* Itinerant employees work at more than one HCPSS location and/or change the HCPSS locations they work at every year or more frequently.

AV Equipment in Relocatable/Portable Classrooms

Audiovisual equipment in relocatable/portable classrooms should be given an AV inventory tag and be included on the school's Central Inventory Database with the location of portable (and may also include a number or other designation for distinguishing from among multiple portable units, e.g., portable 1) indicated in the Location column.

Making Corrections to the CID

Please use the chart below to determine what to do with incorrect CID entries. If there are any questions or concerns related to the CID or an item record, contact IT Asset Management at itam@hcpss.org


CID Entry to Related Action

Computer has been removed from the inventory (broken, decommissioned, etc...)

    • Transfer in CID to Warehouse

CID Entry is a duplicate

    • Retag the item if possible. If not, contact itam@hcpss.org

CID Entry is invalid (was accidentally created with no information)

    • Contact itam@hcpss.org

CID entry is inaccurate (description, manufacturer, model, primary user)

    • Make appropriate changes to the entry

CID Room entry is incorrect

    • Correct the room assignment field in CID

Item is lost or missing (but not stolen)

    • Change status to "Lost" in CID