Loss, repairs and maintenance

Learn about the processes associated when assistive technology is lost, or needing replacement or repairs.

Level of complianceMain audienceOther

Required

  • Teachers and Kaiako
  • Specialist Staff
  • Parents, Caregivers and Whānau
  • Boards
  • Principals and Tumuaki

Schools are responsible for regularly checking that the assistive technology works correctly and applying for a replacement or repair when the device is no longer working.

Who is responsible for assistive technology that is lost, stolen or damaged?

The school is responsible for ensuring the safekeeping and insurance of assistive technology and will contact the local Ministry office if the item needs extensive repair, maintenance or replacement.

Each school must have insurance cover to at least the equivalent level of that provided by the Ministry of Education’s ‘Risk Management Scheme for School Contents’ policy. 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).

Schools 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). The school will add the assistive technology items to the school’s asset register and approve the use of the assistive technology at home as required.

This means that schools will:

  • keep the equipment warranty and proof of purchase details on file
  • 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 Assistive technology form — Repair or replacement [DOCX, 143 KB] to apply to us for funding to cover:
    • the school's insurance excess
    • other costly repairs or to replace technology that's no longer working
    • technology items that are lost, stolen or damaged.

Repair, replacement and insurance claims

The school is responsible for sourcing the cost of a repair or replacement of the Ministry of Education funded assistive technology item(s).

IF... THEN...
The repair/replacement cost is more than the school's insurance excess

The school should make a:

The repair/replacement cost is less than the schools insurance excess amount The school should request the full repair/replacement cost from the Ministry of Education assistive technology team using the Assistive technology form — Repair or replacement [DOCX, 143 KB]

In all cases the school team should create or review the current Assistive Technology Management Plan.

Insurance Process

In signing the Ministry of Education Application Form, both school and parents/whānau have accepted responsibility in relation to the Ministry of education assistive technology.

Who Responsibility
Parent / whānau

Ensuring 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 

Ensuring the safekeeping and insurance of specified assistive technology.

Each school must have:

  • Insurance cover to at least the equivalent level of that provided by the Ministry of Education’s ‘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 parent/whānau)

  • An 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 the Ministry’s assistive technology team to cover the insurance cost/excess that schools need to pay in making a claim to their insurance company.
  • Review the Assistive Technology Management Plan.

Further loss or damage – more than two replacements

In some cases, funding for replacements have been requested a number of times by the same student. The Ministry’s 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, they 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

For hearing technology this policy does not apply to replacements required as a result of changes to the hearing aids system provided by the Ministry of Health. In these situations, the Ministry of Education funded hearing equipment will be replaced and the old equipment returned to the Ministry of Education for re-issue supported by Ko Taku Reo.

Parents/caregivers cannot claim for the Ministry of Education funded assistive technology/equipment through home insurance as they do not own it. It is the property of the school.

Use of the Repair or Replacement Form

IF... THEN...
A full assessment and Ministry of Education assistive technology application has been completed within the last two years Use the Assistive technology form — Repair or replacement [DOCX, 143 KB]
The last full assessment was more than two years ago

A full assessment may be required.

Please contact your local assistive technology coordinator if you need any advice or help.

The student’s circumstances change and an upgrade or change to assistive technology is necessary Complete a full application using the Assistive technology form — Assessment and application [DOCX, 170 KB].

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