How do I register donated computers and other equipment? I want to add equipment to SFUSD inventory.

We recommend against the practice of permitting outside organizations (PTA, etc.) purchase consumer-grade computers and other equipment and donate them to schools. Consumer-grade equipment cannot stand up to the rigors of use in a school or office environment. We strongly recommend the purchase of approved District standard Windows computers or Apple Computers.  District standard equipment have undergone a significant vetting process to ensure District software works on those computers and can survive a stringent classroom and/or work environment where the machines are used continuously throughout the day.  We have also negotiated discounted warranties to ensure we can service the machines for at least three (3) years after purchase or obtain replacement in case of failure.

If you will or have donated computers that need to be registered with the SFUSD and/or set up, please follow these steps: 

  1. The school should contact the Information Technology Department by submitting a service request prior to the donation being accepted so that arrangements can be made to inspect the equipment to ensure its usefulness, confirm and install District's legally licensed software, and provide user accounts and settings for network connectivity.
  2. The IT  Ray Porter Center for Digital Equity (formerlyTechnology Resource Center (TRC) and IT Desktop Support Team then will make a determination as to the most efficient way to image the computers to the District standard.  This may include having the computers delivered to the site and removing the drives for imaging, delivery from the donor to the Ray Porter Center, or imaging at the site based on the preliminary inspection.
  3. The site must follow the guidelines for registering and securing asset tags for the equipment, this includes getting the Board of Education to approve the donation (Board of Education "B" Resolution) during a regularly scheduled meeting by submitting an "Acceptance of Gifts/Donations" form (see link below).
  4. The equipment must align with the current adopted standards for computer hardware, be compliant with the SFUSD Technology Acceptable Use and Security Policy (AUP) and have the ability to support District software and program requirements.
  5.  Provide a list to Purchasing, Attn:Cleta,  containing the Device Number(1 to 50), and Serial Number.
  6.  When you receive the Asset tags you can add those numbers to the file for your inventory records. (This information must be provided to the Police in the event of a theft)

  7. If these are iPads, attach the inventory list to a Help Desk ticket requesting the creation of Apple IDs for the devices and adding them to the MDM.

To submit donated computer(s) for a "B" Resolution, the school or office must fill out the Request for Authorization to Accept/Gift form and send it to the Purchasing Office.  Once approved by the Board of Education, you can then submit a service request or call the IT Help Desk at 241-6476 to have the equipment picked up and processed at the TRC.

Related Board Policy and Administrative Regulations:

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