Loss, repairs and maintenance

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

Schools are responsible for regularly checking that the assistive technology is always in good working order and apply for a replacement or repair when the device is faulty or damaged.

• Who is responsible for assistive technology that is lost, stolen or damaged?
• Repair, replacement and insurance claims
• Insurance process
• Further loss or damage – more than two replacements
• Replacement of damaged or lost hearing equipment
• Use of the Repair or Replacement Form

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 if appropriate.

This means that schools 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 Assistive technology form – Repair or replacement [DOCX, 97 KB] 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

The school is responsible for sourcing the cost of a repair or replacement of the Ministry of Education funded assistive technology item(s) in the case of accidental damage or loss  Parents/caregivers cannot claim for the Ministry of Education 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.

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

Assistive technology template – Management plan [DOCX, 62 KB]

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.

Further loss or damage – more than two replacements

In some cases, funding for replacements have been requested several 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, 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, the Ministry of Education funded hearing equipment will be replaced and the old equipment returned to the Ministry of Education for re-issue.

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

Use of the Repair or Replacement Form

Last reviewed: 29 March 2023 Has this been useful? Give us your feedback