OCPS Digital Plan for Device and Accessory Incident Fees

OCPS is pleased to provide digital devices* to all our students. Exposing our youth to digital learning is critical to preparing them for future success, and the district is recognized as a national leader due to the incredible efforts of our teachers and administrators. OCPS Code of Student Conduct outlines that students must not damage* school property. District-issued devices are the property of the School Board of Orange County and its taxpayers.

*Digital Devices - A student must be enrolled in at least one on-campus course to receive a digital device.
*Damage - Any material change, through negligence, accident, or intent, that prohibits full functionality, or cosmetic changes in the appearance, of a device.

Fee Structure

When a device or accessory is damaged, an incident fee is assessed. The chart below details the device fee structure. Should a non-warranty repair be completed, the incident fee will be applied to the cost of the repair. However, if the repair falls under warranty and there is no cost to repair, the incident fee will be refunded.

Device Fee Structure
Incident 1st Incident 2nd Incident 3rd (and forward) Incident
Student/Parent/Guardian Responsibility for the repair/replacement cost $25 $50 Depreciated value.*
*See table below.

The fee structure now accounts for a four-year depreciation schedule of the device (each year ends June 30). The chart below details the depreciation schedule.

*Depreciated Value Table
Years from Purchase 1 2 3 4
Repair/Replacement Cost Cost of repair or replacement $400 $250 $100

The device begins depreciating once it's in use. Devices depreciate along a normal schedule, depending upon the features of the device, the expected life cycle, and normal wear and tear. Normal wear and tear related to the full replacement value - hence the new depreciation schedule above for instances that rise to a third incident. These are the new replacement values based on depreciation.

The chart below details the accessory fee structure, which is now itemized based on accessory type (charger or protective case). The new protective cases for devices in grades 6-12 are considered accessories.

Accessory Fee Structure
Incident 1st Incident 2nd Incident 3rd (and forward) Incident
Student/Parent/Guardian/Responsibility $10 $15 $25

Fee Communication

The updated Digital Device Accessory Assessment Form is used to communicate any fees assessed with parents/legal guardians. A field has been added to this form that allows parents/legal guardians to request the actual cost of repair.

Schools shall regularly run fee reports and use ConnectOrange to send messages home alerting parents of fee assessments so that they can plan.

Fee Disputes

Parents/legal guardians may dispute a fee by contacting the school principal in writing. Fee disputes not resolved at the school level shall be addressed to the area superintendent.

Fee Payment Deadlines

Fees must be paid by the end of each school year. Schools will need to use other means to ensure collection besides academic or school-wide events like graduation and prom. The use of payment plans, when necessary, to respect family budgets is encouraged.

Device Care and Safety Videos

Students are required to watch the device care and safety video that applies to them as part of the device checkout process or in the classroom. Videos can be accessed using the links below:

Stickers on Student Devices or Cases

Students may not place stickers on their devices or device cases.

Paying Fees

All fees are due at the time they are assessed. Fees can be paid in the school media center via cash/check or credit card (SchoolPay). SchoolPay is currently the only board-approved credit card payment processor for the district. All financial obligations should be settled within the school year when the fee is assessed.