Introduction

The Belmont Public Schools Technology Department is committed to providing students access to technology resources necessary for academic purposes. To ensure the proper management and maintenance of these resources, the department has established the following practices and procedures regarding fees, invoices, and the collection of funds for lost chargers, broken devices, and comprehensive loss of devices.

Definitions

• Negligent damage: Damage that occurs unintentionally through unforeseen events, mishaps, or improper care or storage. 

• Intentional damage: Damage that occurs as a result of deliberate actions with the intent to harm or misuse equipment. In cases of intentional damage, students may face both financial responsibility and disciplinary action. 

• Normal wear and tear: Refers to the expected deterioration of equipment due to ordinary, reasonable use.

• Comprehensive Loss: A device that is either lost, damaged beyond economical repair, or stolen.

Fee Structure 

• Lost Charger Fee $20: The replacement fee will be assessed if a student loses a charger for a school-issued device.

• Repairs Fee $80: A repair or replacement fee may be charged if a device is returned to the Technology Department in a broken or damaged condition, whether the damage was intentional or negligent. A repair fee can also be assessed to cover the removal of stickers or decorations applied to a device. 

• Comprehensive Loss Fee $200: If a device is missing, stolen, or damaged beyond economical repair, the individual responsible for it will be required to pay the replacement cost. This fee does not guarantee that a brand-new device will be issued as a replacement. 

Notice of Fee and Invoicing

• Notification: Upon identification of a lost charger, broken device, or comprehensive loss, the Technology Department will notify verbally or via email that a fee will likely be charged.

• Replace First Practice: To continue providing students access to technology resources, the Technology Department will replace a device or charger before issuing an invoice or collecting funds. Repeated intentional damage may be subject to disciplinary actions. 

• Invoice Issuance: An invoice detailing the charges will be issued to the responsible individual. The invoice will include a brief description of the damage or loss, the associated fees, and instructions for payment.

Collection of Funds

• Fee Waiver Requests - https://www.belmont.k12.ma.us/o/bps/page/fee-waiver-information

• Payment Deadline: The individual responsible for the lost charger, broken device, or missing/totaled device will be required to submit payment by the specified deadline indicated on the invoice.

• Payment Methods: Payment for fees associated with lost chargers, broken devices, or comprehensive loss may be made through various methods, including cash, check, or electronic payment.

• Consequences of Non-Payment: Failure to make payment by the specified deadline may result in various actions, including, but not limited to, replacing the device with a less valuable option, providing a device that must be checked out daily, or implementing other reasonable measures as determined by the Technology Department and School Administration.

Exceptions

• Normal Wear and Tear: Charges will not be assessed for normal wear and tear on school-issued devices. This includes minor scratches, scuffs, or other cosmetic damage that occurs as a result of ordinary use. The addition of stickers or other decorations to a device will not be considered normal wear and tear. 

Review

The Belmont Public Schools Technology Department will periodically review the fee amounts to adjust them to market rates for equipment and repairs. Any necessary updates or revisions to this document will be made in accordance with the school district's needs and technological advancements.

Contact Information

For questions or concerns, please contact the Belmont Public Schools Technology Department at (617) 993-5450.

Acknowledgment

By accepting a school-issued device, students and staff acknowledge their understanding of and agreement to abide by the terms of this document regarding fees, invoices, and collection of funds for lost chargers, broken devices, and missing/totaled devices.

Effective Date: 11/18/24