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Electronic Device Repair Program

Purpose of This Document

Our goal is to keep student devices available for learning while setting clear, consistent, fair expectations for care and responsibility.

Over the past several years, the district’s Electronic Device Repair Program (EDRP) has gone through multiple revisions as we responded to real-world challenges, emerging needs, and lessons learned. While these adjustments were well-intended, in some cases the cumulative effect has been confusion for students, families, and staff about expectations, responsibilities, and consequences related to district-issued devices.

This document is intended to reset and clearly define the Electronic Device Repair Program from the ground up. Our goal is to provide a clear, consistent, and transparent explanation of:

  • How district-issued devices are expected to be used and cared for
  • What support and accountability structures are in place
  • What constitutes normal wear versus damageliqui
  • When and how fines are assessed
  • How families are notified

Our goal is not punitive. The goal is to ensure devices remain functional, sustainable, and available for learning—while setting fair, predictable expectations for everyone.

Guiding Principles

The Electronic Device Repair Program is built on the following principles:

  • Clarity – Expectations, costs, and processes should be easy to understand
  • Consistency – The same standards apply across all schools and grade levels
  • Fairness – Students are not penalized for normal use or unavoidable wear
  • Shared Responsibility – The district provides the device; students and families are responsible for appropriate care
  • Sustainability – Devices must last their intended lifecycle to remain financially viable

District-Issued Devices

Walla Walla Public Schools provides students with district-owned electronic devices (e.g., Chromebooks and accessories) to support instruction and learning.

Key points:

  • Devices remain property of the district at all times
  • Devices are assigned to individual students (except where carted models are used)
  • Students are expected to bring devices to school charged and ready for use, when applicable
  • Use of the device is governed by the district’s Procedure 2022 - Acceptable Use Guidelines

Expectations for Device Care and Handling

Students are expected to treat district-issued devices with care and respect, similar to other district-provided instructional materials. These expectations are consistent whether the device is borrowed from a classroom cart, or assigned to a specific student. 

Expected Care Includes:

  • Keeping food and liquids away from devices
  • Using devices on stable surfaces
  • Closing the lid before moving the device
  • Keeping devices out of extreme heat, cold, or moisture
  • Reporting issues, damage or loss as soon as it occurs 
  • Chromebook devices to remain in protective cases at all times

Prohibited or High-Risk Behaviors Include:

  • Leaving devices unattended in public or unsecured locations
  • Placing heavy objects on devices
  • Tossing or dropping devices
  • Carrying devices by the screen
  • Using devices near water
  • Allowing other individuals to use the assigned device
  • Defacing devices with stickers, writing, or markings
  • Removing Chromebook devices from protective cases
  • Removing asset tag or identifying stickers/labels

Normal Wear vs. Damage

Understanding the difference between normal wear and damage is critical to the fairness of the EDRP.

Normal Wear (No Fine Assessed):

Normal wear results from everyday, appropriate use over time. Examples may include:

  • Minor cosmetic scuffs
  • Slight keyboard wear
  • Reduced battery capacity over time

Damage (May Result in a Fine):

Damage occurs when a device is harmed due to misuse, carelessness, or preventable accidents. Examples may include:

  • Cracked or shattered screens as a result of punching, twisting, dropping the device, or closing the lid on an object (pencil, etc)
  • Liquid damage
  • Broken hinges or ports
  • Missing keys
  • Damage caused by pets or siblings
  • Writing, stickers, or etching on the device
  • Cracked or broken cases
  • Removing Chromebook devices from protective cases

Some accidents (such as drops or spills) may still result in a fine if they were preventable through reasonable care.

Reporting Damage or Issues

Prompt reporting helps reduce repair costs and prevent further damage.

  • Students or families should report issues to the school or submit a helpdesk ticket <helpdesk@wwps.org> as soon as damage or loss is noticed
  • Continuing to use a damaged device may result in additional charges
  • Failure to report damage or loss in a timely manner may impact fine assessment
    • Timely manner = the same day (or the next school day) it is recognized

Repair Process

  1. Device is submitted for evaluation
  2. Library and Technology staff assess the condition and determine the cause of damage
  3. Repair is categorized as:
    • Normal wear (no charge)
    • Repairable damage (cost of repair)
    • Non-repairable / full replacement
  4. Families are notified via ParentSquare the day following an assessed fine
  5. Repairs or replacement are completed

Fines and Cost Responsibility

Fines are assessed only when damage is determined to be beyond normal wear.

  • Charges reflect the actual cost of repair or replacement, not a penalty fee
  • Costs are capped to avoid exceeding the value of the device
    • The age of device will dictate the capped cost
  • Repeated damage incidents may result in increased accountability measures
  • Fines will stay on the student’s account until paid in full
  • Potential payment plans can be arranged through the building’s front office

Notification and Communication

When a fine is assessed:

  • Families will receive a ParentSquare notification the day after the damage is assessed explaining:
    • The type of damage
    • The cost of repair or replacement
  • Fines will be recorded in the student’s account
  • A replacement device will be assigned on the first penalty with the understanding that the fine must be paid
    • After repeated incidents, or the the damage was deemed malicious, payment of outstanding fines may be required before a replacement device is issued

Appeals and Review Process

Families may request a review of a damage assessment if they believe an error was made.

  • Appeals must be submitted within seven (7) calendar days of the fine notification
  • Reviews will consider:
    • Device condition
    • Usage history
    • Prior incidents
  • Final determinations will be communicated in writing

Consequences for Repeated or Intentional Damage

While most incidents are accidental, repeated or intentional damage may result in additional consequences, such as:

  • Loss of take-home privileges (where applicable)
  • Administrative review

End-of-Year and Withdrawal Procedures

  • Devices are inspected during end-of-year collection or upon student withdrawal
  • Damage identified at that time may still result in a fine
  • Unreturned devices will be treated as lost and charged accordingly

Program Review and Updates

The Electronic Device Repair Program will be reviewed periodically to ensure clarity, fairness, and alignment with instructional needs and fiscal responsibility.

Updates will be communicated clearly to students, families, and staff prior to implementation.

Additional Notes and Information

  • Devices are district property
  • Students are responsible for proper care
  • Repeated or intentional damage may result in:
    • Loss of take-home privileges
    • Administrative review
  • Damage discovered at end-of-year or withdrawal may still result in a fine
  • Students in grades kindergarten through eighth (K-8) will not be allowed to take their classroom Chromebooks home
    • Students in grades six through eighth (6-8) will have an opportunity to check out a take-home device
    • Checked out devices must be returned the next school day
    • Damage fines outlined in this document will be in effect for checked out devices 
  • If the device is not returned when agreed upon or upon request by the district, the student may be fined for the full replacement cost of the device
  • If a device, previously thought to be lost/stolen, is returned in working condition within 60 days of the close of the school year, the fine will be refunded
  • CTE laptops will be assessed and fined appropriately for repair/replacement costs

Chromebook Part Replacement Cost/Fines

Following are typical repair costs. Prices are subject to change without notice. Charges reflect the actual cost of repair or replacement, not a penalty fee.

LCD Screen ($100.00)

USB board ($75.00)

Battery ($30.00)

Outer shell ($50.00)

Keyboard ($40.00)

Protective case ($25.00)

Power cable ($20.00)

Device Asset/ID Label Removal ($10.00)

Trackpad, incl. keyboard ($90.00) 

Motherboard replacement ($300.00) 

Speaker set ($5.00)

Irreparable or Lost Chromebook ($300.00) 

Webcam ($20.00) 

Kajeet Hotspot ($100.00)

 

2025-26 G6-12 Chromebook Repair Program (Archive)

Walla Walla Public Schools’ vision is to “Develop Washington’s Most Sought-After Graduates.” As a result, it is essential that our students maintain a high level of access to technology, digital learning and engaging curriculum. As with many schools across the state, WWPS has implemented a 1:1 Chromebook program, where middle and high school students are individually issued an electronic device throughout the school year. This allows all students the ability to access digital curriculum, resources and other learning platforms from home and while at school in their various classroom settings.

The district does not charge any fee for the device, nor will the district require any deposit if a device is damaged or destroyed. However, the district will assess a fee to repair any physical damage to a Chromebook. Fortunately, our Technology Department maintains the capacity to address most repairs in-house, reducing costs for students and families should repairs be needed. Following are examples of what repairs and charges may be assessed:

  1. Hardware Failure/Malfunction (Example: The keyboard (or a key) stops taking input)
    Hardware Failure/Malfunction is a no-fault cause. The student supplies the Chromebook to their librarian and receives a replacement at the same visit. The district covers the cost for this no-fault repair.
  2. Incidental (Example: A Chromebook on a desk is knocked off by an individual walking by with a backpack)
    Incidental/Accidental cause incidents could be either no-fault or fault cause, depending on if the Chromebook was in the protective case (provided at no cost to the student when the Chromebook was initially issued).
    • If the Chromebook were in its protective case, it would be considered a no-fault cause. The student supplies the Chromebook to their librarian and receives a replacement. No charge assessed.
    • If the Chromebook were NOT in its protective case, it would be considered an at-fault cause. The student supplies the Chromebook to their librarian and receives a replacement. Repair fee assessed per the schedule below.
  3. Intentional (Example: A student is seen intentionally breaking the keys off of the keyboard.)
    Intentional cause incidents are when a student is at-fault for the broken/lost device and will require that they are charged a fee to repair/replace the device. The student will not be issued a replacement device until the fee is settled. Repair fee assessed per the schedule below.

Repair fee notifications will be delivered to parents/guardians through ParentSquare the day the fee is imposed. Families will have the opportunity to appeal any fees directly with the Technology Department. Fee payments should be paid through the InTouch receipting system. Instructions to access that system will be included in the fee notification.

Appeals will NOT automatically excuse the fine, but each will be assessed and considered. Appeal rulings will be conveyed, through ParentSquare, to the guardian submitting the appeal. Appeals must be made within seven (7) calendar days of delivery of this notification. Fines must be paid within 30 calendar days of delivery of this notification. The district's technology and library staff, in collaboration with the building administration, will be responsible for all decisions regarding appeals to fines charged.

Chromebook Part Replacement Cost/Fines:

 LCD Screen ($100.00)

 Battery ($30.00) *
 Keyboard ($40.00)   Power cable ($20.00) *
 Trackpad, incl. keyboard ($90.00) 

 Speaker set ($5.00)
 Webcam ($20.00)   USB board ($75.00)
 Outer shell ($50.00)  Motherboard replacement ($300.00) 
 Protective case ($25.00) *  Irreparable or Lost Chromebook ($300.00) 
 Device Asset/ID Label Removal ($10.00)

 Lost Kajeet Hotspot ($100.00) — Case ($10.00) — Charger ($10.00)

* New 2025-26 cost/fine adjustment