IT Purchasing, Donations, and Returns Guidance

Solimar Cruzado Updated by Solimar Cruzado

💻 Buying Technology for Your School or Department

All technology—especially anything that connects to the BPS network—must go through the official request process—no matter how it’s funded. The items on our menu are carefully vetted to ensure they meet our security, compatibility, and supportability standards. Plus, you’ll benefit from pre-negotiated pricing, existing contracts, and full support from our team.

🤔 Need a Quick Tech Chat? We're Here to Help!
Email us anytime at form40@bostonpublicschools.org or click HERE to book a virtual appointment
🎯 Start Here: Get the Right Tools, the Right Way
  • Browse the BPS Technology Purchasing Menu to explore approved IT solutions that meet district standards.
  • Complete a Technology Purchasing Request (Form 40) and share it with form40@bostonpublicschools.org.

    • 🚫 No Reusing! Be sure to use the official link to create a new form each time and rename your file for easy tracking.
    🔍 Looking for Something Else? Let's Find It!
    We understand that some schools and departments have unique needs or visions. If you’re looking for something specific—like a different model, more memory, or a specialized device—reach out to us! We’re happy to work with you to explore options that align with your goals while still meeting BPS standards for security, compatibility, and long-term support.

    ⚠️ Not All Tech Makes the Cut
    We want to make sure all technology is secure, supportable, and aligned with district systems. Requests that don't meet these standards may be declined. However, we'll make every effort to find alternative solutions if that's the case.
    📱 Requesting a BPS-Issued Wireless Phone
    At the discretion of the school/dept leader and contingent upon available funding, BPS can provide wireless phones to employees whose roles require communication beyond regular work hours, frequent off-site communication, or emergency response capabilities. These devices come with unlimited voice, text, and data plans, with data speeds reducing after 2GB of usage per month. For more information, visit the BPS Wireless Phone Guidance HelpDoc.
    💲 Budget and Payment Notes
  • Confirm you have sufficient available funds in accounts 55903, 55905, or 55907 prior to submitting your request.
  • Only authorized purchasing agents for the schools and departments may submit requests to procure technology.
  • If paying by check or BEDF, don’t send payment until your request is approved—we’ll guide you through the next steps.
    • 💰 Public Funds = Public Purpose
    Just a friendly reminder: public funds—including school and district budgets—cannot be used to buy gifts, prizes, or personal-use technology. All technology purchases must directly support educational goals and serve a clear public purpose in alignment with state law and district policy. See: Massachusetts Anti-Aid Amendment

    📲 Requesting Software or Apps?

    Before purchasing or using any new software, app, or digital tool in BPS, please follow the district’s App Approval Process. This ensures that all tools meet our standards for security, compatibility, student data privacy, and supportability.

    🔗 Learn about the Software/App Approval Process
    Click HERE for more on the Software/App approval process.

    Most approved software and apps can be purchased directly by your school or department. If needed, we also have contracts you can use with resellers like CDWg, Insight, and SHI that may offer better pricing or support. Buying software/apps can be tricky, so don’t hesitate to reach out—we’re here to help!
    🍎 Getting iOS Apps for your BPS iPad
    All BPS ipads come with a set of Apple's built-in apps—like Safari, Messages, Reminders, Calendar, and more. These apps are pre-installed and cannot be removed. For anything not built-in, start by exploring Self Service on your iPad.

    If an app isn’t in Self Service, just find it in the App Store and share the link through the iOS App Request Form. Once approved, it’ll show up in Self Service and you’ll get an email when it’s ready to download.
    🚀 Seamless Access to Existing BPS Digital Tools
    BPS utilizes a variety of applications and systems across schools and central offices. Most of these platforms support single sign-on (SSO) through your BPS Gmail account or Clever, streamlining your access to essential tools.

    Clever serves as a hub for professional and instructional applications. Explore these apps at Learning Apps HelpDocs.
    💳 Swipe Not Accepted: Stick to BPS Purchasing Rules
    BPS cannot purchase software or apps from vendors that don’t accept BPS purchase orders or require credit card payments. Staff should not use personal credit cards or create non-BPS accounts, as this creates security and support issues.

    ​🎁 Receiving a Technology Donation? Let’s Talk First!

    We’re always grateful for the support, but not all donations are the right fit. Some can create unexpected costs or support challenges—so before accepting any tech, connect with us for a quick consultation. We’ll help make sure the donation adds value, not headaches.

    💸 Receiving a Donation to Buy Technology?
    Monetary donations intended to support technology purchases must be handled carefully to ensure they align with district policies and can be properly tracked. Here's what you need to know:

  • All monetary gifts must be processed through the Boston Education Development Foundation (BEDF).
  • Technology purchases using donated funds must still go through the IT review/approval process (Form 40).
    • 🙋‍♀️ Thinking About DonorsChoose? Let’s Talk First
    We love the creativity and initiative behind DonorsChoose projects—but before you post a request for technology, please reach out to us. We want to make sure the items you're requesting are compatible with BPS systems, meet our security standards, and can be supported long term. In some cases, we may even have existing resources available—meaning you might not need to fundraise at all!

    When DonorsChoose-funded items are approved and shipped, they are considered property of the public school where the teacher is employed. The teacher becomes the steward of the materials while they’re at the school and is responsible for using them as described in the proposal. Read more: DonorsChoose Ownership Policy

    Let’s partner early to ensure your project is a success—and that the technology you bring in works for both your classroom and the district.

    🔁 Drop It Off Right: Returning Your BPS Technology

    When a staff member leaves, upgrades, or no longer needs a device, it’s important to return that technology to BPSTechnology (OIIT)—not just to keep things organized, but to protect data, ensure proper setup for the next user, and support responsible reuse or recycling.

    📢 Important: Devices can’t be transferred directly from one staff member to another. Returning them allows us to security remove data and set it up for the next user the right way.
    🚚 Where to Return Staff Devices
  • Return all BPS-issued devices—laptops, tablets, cell phones, etc.—to BPSTechnology (OIIT).
  • Include the charger/adapter. Missing power accessories can delay turnaround or lead to replacement costs.
  • Drop off devices to BPSTechnology (OIIT) at the Bolling Building or Campbell Resource Center.
  • Ask for an electronic receipt if you'd like confirmation of return. It can also be sent to your school/dept leader.
  • Our team will confirm receipt and determine whether the device will be reimaged, reassigned, or recycled.

    For desktop computers, please submit a Kace ticket to request the device be reimaged and reconfigured for the new user.
    • ♻️ Tech Recycling: Smart, Secure, and Sustainable
    When it's time to retire old tech, let's do it the BPS way—securely, sustainably, and with a touch of savvy. Improper disposal of electronic devices can lead to data breaches and environmental harm. BPS is committed to protecting sensitive information and promoting eco-friendly practices.

    Coordinating a building/school-wide IT cleanout streamlines the process, reduces transportation needs, and ensures efficient use of resources. This approach minimizes our carbon footprint and supports BPS's sustainability goals.

    For more information, visit the e-Waste & IT Recycling Guidance HelpDoc.

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