Asset Management

1 to 1 Technology in schools: running an effective program

Transform technology in your institution by implementing a one-to-one classroom devices program. Learn how to do it with our complete guide.

May 27, 2024

As we implement more technologies into our learning processes, educational institutions face the pressing need to equip students with technological tools such as laptops and mobile devices. This shift is crucial not only for accessing information but for embedding technology into the core of the learning process.

Addressing this, device technology programs have emerged as a key strategy to ensure all students have the resources they need. This post serves as a comprehensive guide for educational institutions such as school districts to set up and efficiently run a device lending program, bridging the digital divide and enhancing learning experiences.

Why one-to-one technology programs are important for educational institutions?

One-to-one (1:1) device  programs in schools - where each student is provided with their device - are transforming the educational experience. They offer a personalized approach to learning, allowing students to learn at their own pace and style. Additionally, they enhance engagement by incorporating interactive and diverse digital resources. 

What are the benefits of 1:1 device lending programs in schools?

  • Personalized Learning: Tailors educational content and pace to individual student needs, enhancing understanding and retention.
  • Increased Engagement: Interactive and multimedia resources capture students' attention, making learning more appealing.
  • Access to Diverse Resources: Provides a gateway to a vast array of educational materials, from e-books to educational apps.
  • Enhanced Collaboration: Facilitates group work and communication through digital platforms, even remotely.
  • Equitable Access: Ensures every student has equal opportunities to access digital learning tools.

How to develop a 1 to 1 device technology program in schools

Crafting a successful 1:1 device lending program requires careful consideration of several factors. It involves assessing school districts’ or high schools’specific needs, understanding the student demographic, and determining the logistical aspects of device management

A comprehensive approach encompassing budgeting, technology selection, infrastructure upgrades, and effective program management is essential to ensure the program's success and sustainability.

Planning phase

The planning phase is critical in evaluating the current technological infrastructure of the educational institution. This phase involves a thorough assessment of existing bandwidth and Wi-Fi capabilities to ensure they can support the additional load of a 1:1 device program. 

It's also the stage to identify potential upgrades needed to accommodate the influx of devices, ensuring seamless integration and uninterrupted digital learning.

At this stage, it is important to consider the following key aspects:

Network enhancement

Upgrading internet bandwidth, Wi-Fi coverage, and network security are vital components of preparing for a 1:1 device program. These enhancements ensure that the network can handle increased digital traffic and protect the institution's and students' data, providing a reliable and secure online learning environment.

Device storage and charging solutions

Planning for storage and charging solutions is a key aspect of the device lending program. It's important to have secure storage carts and charging stations to accommodate the number of devices being lent out. This ensures devices are always ready for use, well-maintained, and easily accessible, enhancing the program's efficiency.

Backup and recovery plans

Establishing robust data backup solutions and disaster recovery plans is essential. This ensures that in the event of a system failure, technical glitch, or security breach, there is minimal disruption to the learning process, and critical data is not lost, maintaining the integrity and continuity of the educational program.


Estimating costs is a crucial step in setting up a 1:1 device lending program. This includes not only the initial expense of purchasing devices and software but also the ongoing costs for maintenance, updates, and training for staff and students. 

A well-planned budget ensures the program is financially sustainable and effective over the long term.

Device selection

Selecting the right devices, whether laptops or tablets, depends on the educational needs, durability, and compatibility with existing systems. Criteria such as battery life, user interface, and software compatibility should be considered.

Here's a quick comparison:

Software and tools

Selecting appropriate educational software, learning management systems, management tools, and security solutions is fundamental. These tools enhance the educational experience and ensure device security. Key considerations include:

  • Educational software tailored to curriculum needs.
  • Management tools for device management and usage monitoring.
  • Security solutions like Prey for device tracking, lend distribution, and data protection.

Device vendor selection and procurement

Negotiating with vendors for the best value and support in procuring devices, such as ensuring each student has their own device, is crucial. Understanding the differences between device leasing versus outright purchase is important for budgeting and long-term planning. Here’s a comparison:

Defining the policies

Developing clear and comprehensive policies is vital for the smooth operation of a student device lending program. These policies serve as guidelines for students and staff, outlining the responsibilities and expectations associated with device use. They ensure the devices are used effectively for educational purposes and are well-maintained.

Device loan periods

Establishing clear loan periods for device lending is essential for efficient management and ensuring all students have access when needed. Different loan periods cater to various educational requirements and times of the year. Here are three examples:

  • Short-Term loan: This loan period could range from a few days to a couple of weeks. It's ideal for specific projects, exams, or short-term needs where students require a device for a limited time, like lab experiments. This flexibility helps in accommodating a large number of students over the academic year.
  • Semester-Based loan: Aligning with the academic calendar, this loan period lasts for an entire semester. It provides students with consistent access to devices for the duration of their courses, allowing them to integrate technology seamlessly into their daily learning.
  • Quick note about vacation and summer breaks
    Educational organizations face a choice during vacation and summer breaks: either allow students to keep the devices or require their return. Allowing students to keep devices can be beneficial for those enrolled in summer courses, engaged in long-term projects, or in need of continuous access for learning. Conversely, asking for devices to be returned helps in performing necessary maintenance, updates, and inventory management. This approach might be preferable when there are concerns about device security or when it's important to prepare the devices for the upcoming academic year.


Setting robust privacy policies in a lending program is crucial. These policies protect the sensitive information of both the institution and the students. They establish boundaries on data access, usage, and storage, ensuring compliance with legal standards and maintaining trust in the educational environment.

Acceptable use

Establishing Acceptable Use policies is essential to maintain a secure digital environment. These policies clarify what constitutes appropriate use of the devices, helping to minimize cybersecurity threats. They educate users on safe online practices and outline the consequences of policy violations, promoting responsible digital behavior.

“Take home” policies

Take-home policies define the conditions under which students can take devices off-campus. These guidelines are important for extending learning beyond the classroom while ensuring the devices are used responsibly and returned in good condition. They set expectations for care, usage times, and responsibilities outside the school environment.

Technical support

Setting clear technical support policies helps in managing device-related issues effectively. These policies outline the support available to students and staff, including troubleshooting, maintenance, and repair services. They ensure timely assistance, minimizing disruptions to the learning process due to technical difficulties.

Stolen and lost devices

Policies for stolen or lost devices are critical to mitigate the financial impact of missing devices. They outline the steps to be taken in such events, including reporting procedures and possible repercussions. Utilizing tracking software tools can aid in the recovery of lost or stolen devices, reducing replacement costs.

Fees & insurance

Establishing policies regarding fees and insurance for the lending program ensures financial sustainability and device protection. These policies detail any costs associated with device usage, damage, or loss and the options for insurance coverage. This clarity helps in managing expectations and responsibilities related to the financial aspects of the program.

Running the program effectively

Effective management of device setup, configuration, and deployment is fundamental to the success of a 1:1 device lending program. Most school districts faced significant challenges in maintaining the new 1:1 device-to-student ratio, especially after the sudden increase in one-to-one technology implementation during the COVID-19 pandemic.

Developing and executing a 1 to 1 program effectively ensures that all devices are equipped with the necessary tools and security measures, providing a seamless and secure educational experience for students.

Device distribution

Choosing between a phased rollout and full deployment is a strategic decision in the device distribution process, especially when considering the different needs of elementary school, middle school, and high school students receiving their own devices. Consider the following pros and cons:

Device management and security protocols

Implementing robust mobile device management (MDM) and security protocols is crucial to protect both the devices and the users. It involves software deployment and setting up policies to track device usage, manage updates, and secure devices against unauthorized access.

There are several important factors to consider:


Configuring devices with the necessary software, apps, and security settings is essential to ensure they are ready for educational use. This process includes installing relevant educational tools and safeguarding the devices with appropriate security measures.

Enforce security policies

Ensuring data privacy and compliance with regulations like COPPA, CIPA, and FERPA is vital. This involves setting up protocols to protect student information, adhere to legal standards, and maintain a safe and compliant digital learning environment.

Device monitoring and support

Effective device monitoring and support are key to maintaining the functionality and security of the devices. This includes regular checks, updates, and assisting users for any technical issues that arise.

Security incident response

A well-defined security incident response plan is important for addressing issues like lost or stolen devices or policy breaches. This plan should include steps for rapid response, minimizing risks, and ensuring continuity of learning.

End of the year recollection strategy

An effective device recollection strategy at the end of the year is crucial for maintaining the inventory and condition of the devices. This includes procedures for device return, inspection, and preparation for the next academic year.

Staff training and professional development

Organizing professional development for teachers and staff in using the technology of a device lending program is crucial. This training ensures they are equipped with the skills and knowledge to integrate these tools into their teaching methods effectively, especially to meet the specific needs of different grade levels, including elementary school. It also helps them support students in using the devices responsibly and safely.

Student Orientation

Educating students on device use, digital citizenship, and cybersecurity basics is essential in a device lending program. This orientation helps students understand their responsibilities and the ethical use of technology. It also equips them with the skills to navigate digital platforms safely and responsibly, fostering a secure and productive learning environment.

Orientation and Training

To effectively train and orient staff and students in the use and maintenance of the devices, consider these activities:

  • Hands-on Workshops: Engage in practical sessions for device operation and software usage.
  • Digital Citizenship Seminars: Educate on responsible online behavior and ethics.
  • Cybersecurity Training: Focus on safe internet practices and data protection.
  • Maintenance Tutorials: Guide on basic device care and troubleshooting.
  • Resource Sharing Sessions: Teach how to access and utilize digital educational resources.
  • Feedback Forums: Create platforms for sharing experiences and suggestions for improvement.

Regular evaluation and updates to the program

Regular evaluation and updates of the device lending program are vital to its success. This continuous assessment ensures the program remains effective, relevant, and aligned with the latest educational standards and technological advancements. It allows for improvements and adaptations in response to changing needs and challenges in the educational landscape.

Performance metrics

Establishing Key Performance Indicators (KPIs) to evaluate the program's impact on learning is crucial. These metrics provide quantifiable data on how the program influences student engagement, achievement, and technological proficiency. They help assess the effectiveness of the program and guide future enhancements.

Here are six useful metrics to evaluate the impact of a student device lending program on learning:

  1. Student Engagement Metrics: Measure how actively students use the devices for educational purposes. This can include tracking time spent on learning apps, participation in digital assignments, and frequency of device usage for schoolwork.
  2. Academic Performance Indicators: Assess changes in students' grades, test scores, and overall academic achievement before and after the implementation of the device lending program. This helps determine if there is a correlation between device usage and improved academic outcomes.
  3. Device Utilization Rate: Track how frequently and for what purposes the devices are used. This metric can help identify whether the devices are being used primarily for educational activities and if there is a need for further training or resources to ensure effective utilization.

Feedback mechanisms

Regularly collecting feedback from teachers, students, and parents is essential for a comprehensive program evaluation. This feedback provides insights into the user experience, highlighting areas of success and those needing improvement. It ensures that the program meets the needs and expectations of its primary stakeholders.

Adjustments and updates

Making necessary adjustments based on feedback and evolving technology is key to keeping the program effective and current. This involves updating software, replacing outdated devices, and modifying policies and training materials in line with the latest educational and technological trends. These adjustments ensure the program continues to provide high-quality educational support.

Create a regular maintenance schedule

Creating a regular maintenance schedule for devices in a student lending program is crucial for ensuring the longevity and optimal performance of the technology. Regular maintenance helps identify and rectify issues before they escalate, thereby reducing downtime and enhancing the overall user experience. A well-maintained fleet of devices is more reliable and offers a consistent learning experience for students.

Here is an example of a maintenance schedule with key steps and explanations for each:

  1. Monthly software updates: Monthly, all devices should receive the latest software updates and security patches. This step is vital for keeping the devices secure and efficient, involving the automation or manual updating of the operating system and installed applications while checking for compatibility and performance issues.
  2. Quarterly Hardware Inspections and Device Check-ups: Every quarter, a thorough assessment of the devices' physical condition should be conducted. This includes checking for damages like screen cracks, issues with keyboards, or wear and tear on ports and cables, ensuring the hardware is in good condition.
  3. Annual Data Integrity Check: Annually, a comprehensive check should be conducted to ensure all data on the devices is secure, properly backed up, and free from corruption. This process includes running data integrity checks, updating backup protocols, and reviewing data security measures to protect student information.
  4. End-of-Year Review and Reset: At the end of each academic year, devices should be reviewed and prepared for the new set of users. This involves performing factory resets if necessary, updating software to the latest versions, and implementing changes based on feedback from the previous academic year.
  5. Device Lifecycle Assessment: Regular assessment of each device's lifecycle is necessary to determine when it is approaching the end of its useful life. This process helps in planning for replacements or upgrades by assessing device performance against current technology standards.

Taking the smart path to educational tech success

The success of a student device lending program hinges on thorough upfront planning and continuous oversight. It's about more than just distributing technology; it’s about ensuring each device is effectively utilized, properly maintained, and always accounted for. Employing suitable tools and software plays a key role in this process. Through diligent management and regular follow-ups, educational institutions can make sure that these digital resources significantly enhance the learning experience.

Frequently Asked Questions

1. What are the essential steps to set up a student device lending program?

To set up a student device lending program, follow these steps:

  1. Assess Needs: Determine the number of devices required and the specific needs of your students.
  2. Budget Planning: Secure funding and budget for device purchases, maintenance, and replacements.
  3. Device Selection: Choose appropriate devices that meet the educational requirements and are user-friendly.
  4. Policy Development: Create clear policies for device use, care, and return.
  5. Inventory Management: Implement an inventory system to track devices.
  6. Setup and Configuration: Ensure all devices are properly configured with necessary software and security settings.
  7. Distribution Plan: Develop a plan for distributing devices to students efficiently.

2. How can schools ensure all devices are properly configured and secure?

To ensure devices are properly configured and secure:

  • Standard Configuration: Set up a standard configuration for all devices, including necessary software and applications.
  • Security Software: Install antivirus, anti-malware, and other security software.
  • User Restrictions: Set up user accounts with appropriate restrictions to prevent unauthorized access and modifications.
  • Regular Updates: Implement a system for regular software and security updates.
  • Data Protection: Ensure compliance with data protection regulations and use encryption to protect student data.

3. What strategies can be used to manage and track lent devices?

Strategies for managing and tracking lent devices include:

  • Inventory Management System: Use software to log and track each device, including serial numbers and assigned users.
  • Barcode or RFID Tags: Attach barcodes or RFID tags to devices for easy tracking.
  • Loan Agreements: Have students and parents sign loan agreements outlining responsibilities.
  • Regular Audits: Conduct regular audits to check the status and condition of devices.
  • Return Procedures: Establish clear procedures for returning devices at the end of the lending period.

4. How can schools address technical issues that arise with lent devices?

To address technical issues:

  • Help Desk: Set up a help desk or support team for troubleshooting.
  • Training Sessions: Provide training for students and staff on common issues and basic troubleshooting.
  • Documentation: Create and distribute documentation or guides on troubleshooting steps.
  • Remote Support: Use remote support tools to assist students and staff with technical problems.
  • Replacement Devices: Keep a stock of spare devices to replace those that are faulty or need repair.

5. What policies should be in place for students and parents regarding device use?

Policies for device use should include:

  • Acceptable Use Policy: Define acceptable and unacceptable uses of the devices.
  • Care and Maintenance: Guidelines for proper care and maintenance of the devices.
  • Security and Privacy: Instructions on maintaining security and privacy, including not sharing passwords.
  • Reporting Issues: Procedures for reporting lost, stolen, or damaged devices.
  • Consequences: Clear consequences for misuse or damage to devices.

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