Loss, repairs and maintenance
Learn about the processes associated when assistive technology is lost or needing replacement or repairs.
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- Who is responsible for assistive technology that is lost, stolen or damaged?
- Repair, replacement and insurance claims
- Insurance process
- More loss or damage – more than 2 replacements
- Replacement of damaged or lost hearing equipment
- Who is responsible for assistive technology that is no longer working (wear & tear) or expired?
- Use of the repair or replacement form
- More information
Who is responsible for assistive technology that is lost, stolen or damaged?
School are responsible for ensuring the safekeeping and insurance of assistive technology. Your school needs to contact the local Ministry office if the item needs extensive repair, maintenance or replacement.
You must have insurance cover to at least the equivalent level of that provided by our risk management scheme. This insurance policy covers all assistive technology while it is being used for educational purposes at school as well as off-site, in transit and at home (if applicable).
You are expected to make every possible effort to ensure the assistive technology is stored safely and take responsibility for the day-to-day management of the technology while allocated to the student (as outlined in their management plan). You will need to add the assistive technology items to your asset register and approve the use of the assistive technology at home if appropriate.
This means that your school will:
- keep the equipment warranty and proof of purchase details on file
- keep a copy and provide MoE with the account information, passwords and authentication information
- cover low cost maintenance/repairs (less than $100)
- obtain repair or replacement assessment for damaged items
- file a claim with their insurance company for the items which are lost, stolen or damaged
- use the repair or replacement form to apply to us for funding to cover:
- the school's insurance excess for when technology items are lost, stolen or damaged (see below for more information)
- other costly repairs or to replace technology that's no longer working.
Repair, replacement and insurance claims
Your school is responsible for sourcing the cost of a repair or replacement of our funded assistive technology item(s) in the case of accidental damage or loss.
Parents and caregivers cannot claim for our funded equipment through their home insurance as they do not own it. It is the property of the school while the student is enrolled there.
Is the repair/replacement cost is more than the school's insurance excess, the school should:
- claim to their insurance company, repairing or replacing the item(s) which will be similar make/model, and
- request to our assistive technology team to cover the school insurance excess amount paid using the repair or replacement form.
If the repair/replacement cost is less than the school's insurance excess amount, the school should request the full repair/replacement cost from our assistive technology team.
In all cases, the school team should create or review the current assistive technology management plan.
Insurance process
In signing our application form, both school and parents and whānau have accepted responsibility in relation to our assistive technology.
Parents and whānau responsibility
- Parents and whānau are responsible for taking reasonable care of the specified assistive technology when it is at home and in transit between home and school.
- If the assistive technology is going home, the parents are responsible for following the agreed assistive technology management plan (where applicable).
- The assistive technology management plan outlines how the assistive technology will be cared for in transit between home and school and in the home.
School responsibility
Schools are responsible for the safekeeping and insurance of specified assistive technology.
Each school must have:
- insurance cover to at least the equivalent level of that provided by our risk management scheme for school contents policy. This policy covers all assistive technology while it is being used for educational purposes, including off-site and in transit. The assistive technology is the responsibility of the school and listed on their asset register.
The school may develop (in collaboration with the parents and whānau):
- assistive technology management plan to outline how the technology will be cared for at school, during transitions and in the home (if applicable). A detailed management plan is common in cases where there are risks that the equipment may be damaged, stolen or lost.
When an insurance claim needs to be made for the replacement of allocated assistive technology:
- apply to our assistive technology team to cover the insurance cost and excess that schools need to pay in making a claim to their insurance company
- review the assistive technology management plan.
More loss or damage – more than 2 replacements
In some cases, funding for replacements have been requested several times by the same student. Our assistive technology provision will provide a maximum of two replacements of a single item of assistive technology to any individual student. If further replacements are necessary, these will be the responsibility of the school or family.
A letter outlining the policy will be sent to the school and family at the time of the second replacement. Very exceptional circumstances will be considered on a case-by-case basis.
For hearing equipment, we recommend the school and family agree and implement a special management plan to ensure the safety of the devices. This management plan should outline respective responsibilities in the case of further loss or damage.
Replacement of damaged or lost hearing equipment
This policy does not apply to replacements required as a result of changes to the hearing aid system provided by the Ministry of Health. In these situations, our funded hearing equipment will be replaced and the old equipment returned to the Ministry of Education for reissue.
Parents and caregivers cannot claim for our funded hearing equipment through home insurance as they do not own it. It is the property of the school.
Who is responsible for assistive technology that is no longer working (wear and tear) or expired?
Schools can apply for replacement assistive technology when the items are no longer working or expired. Your school needs to contact the local Ministry of Education office if you need support.
Use of the repair or replacement form
If requesting a similar type of device, then use the repair and replacement form. Insurance information is not required.
If requesting a different type of device, then use the assessment and application form.
If an annual software/app subscription has expired and is continuing to be required for learning, then use the repair and replacement form. Insurance information is not required.
If different software/apps are required, then use the assessment and application form.
If the assistive technology is no longer meeting the students' learning needs and a change of device is required, then use the assessment and application form.
- Keep information brief.
- Describe what issues your student is having with the current assistive technology tool(s).
- Show how the new assistive technology tool works better.
- Provide evidence for the student most important learning goal.
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