Revised September 2001

How To Get Computers

There are lots of computers out there! The question is how to get them, and making sure that what you get is something that you want. Suggestions for getting computers include:

• Ask for a new workstation or laptop (or several). Many technology companies are willing to donate the equipment they manufacture to educational or nonprofit organizations.
• Ask businesses, colleges and government agencies if they would be willing to "recycle" their older but still current computers to your program. Many agencies replace their hardware every 3 to 5 years.
• Ask for the new or used peripherals that you need. Printers, scanners, servers, routers, cables, and digital cameras are all possibilities.
• Check out the federal government Computers for Learning. This program is an option for schools and educational nonprofits interested in recycled computers.
• Write a grant specifically to purchase computers and peripherals (include your operating system and software too).
• Build a technology component into your regular program funding. Even if you can establish a lab through gifts or one-time funding, you need a plan to upgrade and replace the equipment every few years. (See Budgeting for Computers)
• Partner with a local school system, community college, community center, or library that has computers or a lab. This is a great option for the program that would prefer not to actually operate a computer lab. You might arrange for lessons on lab policies and how to use the hardware and software. As you agree on times when your program can use the computers, include the ability to run in and check something on the Internet as the need arises.
• Set minimum standards for the computers you will accept. Computers contain hazardous waste and must be disposed of properly. By accepting someone's used equipment, be sure that you are not just getting stuck with paying the disposal fee. The computers you want, however, depends on what you want to do with them:
  • Do you want to tear apart computers, learn what the parts look like, and put them back together? If so maybe the only criteria you care about is "does it turn on?"
  • Could you use computers that are just email stations, allow simple word processing, play old educational software? Older workstations or computers with limited memory or processing may work for these uses.
  • Is it a complete workstation? Does it have printer drives? Note that parts are unlikely to be available and not worth the money, so be sure it runs! These may only be a bargain if you can get several of the same model, and cannibalize one or more to keep the others running.
  • Can you support a variety of equipment, standards and operating systems? Tech support is more difficult when each workstation is different, and the ability of individuals to switch from one machine to another can be severely limited.
  • Is the equipment for an art project (e.g., sculpture, jewelry, or a collage made of computer components)? Is it for a history or science project, where you might compare the change in processing capacity, design features, programming languages available? Criteria other than using it as a computer will apply in these settings.

Budgeting for Computers

For many of us, the technology budget is "whatever is left over at the end of the year". And, unfortunately, it is usually too little. If you really want to have the equipment, software, and connectivity you need to use technology well and wisely in your program management and implementation, you need to develop a technology budget.

Initially, many people will use donated equipment and grant dollars to "gear up". This is a great way to bypass the upfront high costs of outfitting a lab. But, from that first year, you need to set aside dollars to cover your technology costs. Expect that a computer will be "good" for about three to five years if you are using current versions of operating systems and software. This means that you will want to set aside about 20 - 33% of the cost of replacing the unit each year, so you will be able to replace it when you need to. If you have 3-5 computers in your program, this translates to the purchase of a computer, or setting aside funds at that level, each year. Do not forget to include budgeting to update your peripherals (printer, scanner, digital camera, etc.) and software.

Computer costs appear to be holding steady or dropping every year, so the inevitable upgrades in memory and speed that we want are likely to be affordable without large increases in cost in a few years. You will want to consider your needs and the technology options, however, before just replacing what you have. Would a laptop's greater flexibility justify its somewhat higher cost? Do the costs and advantages of the new low-priced computer hardware balance? Personal digital assistants (PDAs) are increasing in features, and low-priced versions targeted toward a youth market are becoming available.

Software upgrades come at least every 3-4 years as well. While many new computers come "bundled" with software today, you may want to take advantage of upgrades that occur before you replace the hardware. You will likely want additional software for graphics, project management, and educational programming. Finally, computers that are "well used" may need to be replaced more frequently, or be worth the service contract or warranty available on new machines.

Internet connectivity options are also changing, as broadband access becomes increasingly important. If you are using a modem, consider DSL or a cable modem to speed delivery time.

Good sources for general information on technology funding are:

• Benton Foundation Technology Funding for Nonprofits Toolkit
• Educational Technology Funding
• Exploiting Technology Grants: Information Resources

The Advantages of Being Online

Being online, or having access to the Internet, has multiple costs and multiple benefits. An ISP (Internet Service Provider) costs money, especially if you want one you can use without putting up with advertisements. Many services are now available for $15 - $25/month. Of course a critical mass of users and competition for users tends to drive down the prices. Look for one that has a local access number, so you aren't paying long distance charges. We often hear about costs from the perspective of what we expose our children and youth to: hate sites, pornography, advertising, and individuals who would take advantage of our children's naivety and trust.

The advantages outweigh the costs! Access to indepth and current information on a wide variety of topics. Access to people with whom we can share ideas and experiences. The opportunities to publish and be "real" are motivating and empowering! Here is a indepth list compiled from the comments of many of the advantages for non-profit entities to get online! Americans Communicating Electronically (ACE), has a vision for government wide focus for citizen access to government information to strengthen community systems. The Benton Foundation posts stories of organizations who are particularly effective in their online advocacy.

We know that sometimes it is difficult for everyone to see the advantages. Here is help in making convincing arguments to introduce technology and keeping healthy once you have.

How to Use the Computers You Have More Efficiently

• Look for or organize your activities to make use of from 1-5 computers, so you can adapt to what is available.
• If you have only one computer - you might use that computer as an enhancement activity area for use prior to or after programs, during breaks and lunches, or for youth who complete activities early. Remember to watch computer usage to make sure it is not being monopolized by just a few students.
• Have the youth work in teams of 2-4 people to one computer.
• Have the computer(s) as one of two or more activity stations that teams of youth might rotate among as part of a series of activities.
• Connect the computer to a television screen enabling all youth within the group to see the screen and work on the software as a group.
• Set up a check-out system where youth with access to home computers can take home the software and return it at the next session. Remind them to use the software ethically and follow all copyright restrictions. (Software should be taken off their home computer and should not be copied by other youth.)

Contributors to this piece include:
Trudy Dunham, University of Minnesota
Deb Curry, Steve Truby, Iowa State University
Bill Pabst, University of Missouri

Connecting with Tech!