Education Replacement Devices
Argyll and Bute Council · 26 June 2025
Back to Argyll and Bute Council — 26 June 2025 and its agenda
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ARGYLL AND BUTE COUNCIL COUNCIL EDUCATION 26 JUNE 2025 EDUCATION REPLACEMENT DEVICES 1.0 EXECUTIVE SUMMARY 1.1 The purpose of this report is to present information regarding devices which are not currently included in the Computer Rolling Replacement Programme (CRRP) and to seek agreement for funding to bring all school devices into a sustainable replacement programme. 1.2 At present, devices within the Computer Rolling Replacement Programme (CRRP) are replaced every five years. 1.3 Devices purchased independently by schools are not included in the CRRP. Due to a lack of current device replacement strategies at school level, schools can face challenges when outdated equipment, which can no longer be supported, is removed from the network. The service needs to reach a position where the existing device replacement programme is expanded to include all school devices (PC, laptop, iPad and Chromebooks) used by staff and pupils. 1.4 Due to identified security risks because of increasing cyber threats to the council network, 2,273 iPads are scheduled for removal from schools over the next eighteen months. No replacement funding is currently available for these devices. iPads are primarily used by pupils and not currently included in the CRRP. 1.5 It is recommended that Members approve the expansion of the existing CRRP to cover all pupil devices. This would incur an additional annual cost from August 2025 of £288,300 for computers and £7,800 annually to cover accidental breakages.
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ARGYLL AND BUTE COUNCIL COUNCIL EDUCATION 26 JUNE 2025 EDUCATION REPLACEMENT DEVICES 2.0 INTRODUCTION 2.1 Devices purchased independently by schools are not included in the current Computer Rolling Replacement Programme (CRRP). Due to a lack of current device replacement strategies at school level, schools can face challenges when outdated equipment, which can no longer be supported, is removed from the network due to becoming obsolete or posing a security risk to the network. 2.2 In April 2025, the ICT Security team advised of the immediate removal of 970 iPads running Apple iPad software below version 17 from the school network due to critical security vulnerabilities. This will be followed by a further 399 iPads becoming obsolete by October 2025 and an additional 904 by October 2026, culminating in a total of 2,273 iPads being removed from the network within the next eighteen months. 3.0 RECOMMENDATIONS It is recommended that Council: 3.1 Agree funding to expand the existing CRRP over the next 5 years as outlined in paragraph 4.12. Note that a longer term funding option will need to be considered for beyond year 5 and this will be part of the capital review. 3.2 The current ICT model for CRRP device allocation has resulted in an uneven distribution of devices across schools. To address this, the service will regularly redistribute devices from schools with declining pupil rolls to larger schools in order to ensure equity of access.
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3.3 An appropriate device should be available to every pupil and provided to every permanent member of teaching staff, ensuring a centrally funded, fully sustainable device replacement program. 3.4 Education recommends a flexible device strategy, providing a sufficient number and range of devices appropriate for diverse learning needs. 4.0 DETAIL Background 4.1 Devices within the Computer Rolling Replacement Programme (CRRP) are replaced every five years. This rolling replacement programme is necessary to address the obsolescence of older devices, provide pupils with access to modern technology, and enhance network security by eliminating devices that may be more vulnerable to security threats. 4.2 The 2019 Capital programme was such that there was not enough funding to include iPads and as a result schools were advised to purchase iPads from their own budgets. We are now aiming to establish a fully funded capital programme to include iPads, Chromebooks and additional devices purchased from school budgets. This will ensure that up to date technologies are available to enhance and contribute to high quality learning, teaching and assessment across all our schools and settings. 4.3 Proposals set out in this paper support the administrations priorities to: • enable learners to take full advantage of emerging technologies and to be ready for the ‘jobs of the future’ in Argyll and Bute. • pursue opportunities for investment in a 21st-century digital network for schools and the wider education infrastructure. Current Position 4.4 There are a total of 13,373 pupils and staff in schools and Early Years settings. 4.5 There are a total of 12,156 devices in circulation across schools. This total encompasses all devices, including those used by staff, early years staff, school office, pupils as well as specialised computer labs. Proposed approach 4.6 Education plans to allocate 2,372 devices to staff and 1,712 devices for specialist usage such as computer labs. 4.7 Education plans to implement a device to pupil ratio for all schools based on the table below:
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Year group Pupil numbers Device to pupil ratio Total devices* ELC 1092 8 137 P1 668 3 223 P2 676 3 225 P3 737 3 246 P4 715 3 238 P5 777 2 388 P6 758 2 379 P7 833 2 417 S1 833 2 417 S2 816 1 816 S3 854 1 854 S4 867 1 867 S5 766 1 766 S6 502 1 502 Total 10,894 6,475 *Device total rounded up during calculation by 1 device. 4.8 Transitioning to a stage-based allocation model will lower the overall device requirement in schools from 12,156 to 10,559, representing a reduction of 1,597 devices. 4.9 A total of 6,475 devices are required for pupil use. Currently, the CRRP includes 1,670 of these devices. To ensure that all pupil devices are part of a sustainable device replacement programme, funding for an additional 4,805 devices is required. 4.10 Device prices can fluctuate on a regular basis and are subject to inflation, and other variable costs. For reporting purposes, the cost of both iPads and Chromebooks is £300. Total devices for pupils not in the CRRP Device cost (subject to inflationary increases) Total Cost Annual cost (total cost divided over a 5-year replacement cycle) if funded from revenue Additional funding required for the CRRP 4,805 £300 £1,441,500 £288,300 4.11 Currently, no dedicated funding exists for replacing pupil devices damaged before their scheduled replacement. Considering a reasonable annual breakage rate of 2% for the 6,475 pupil devices, an additional budget of £38,850 each year is required for these replacements (£194,250 over 5 years).
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4.12 The annual additional cost of £327,150 is not affordable within current revenue budget constraints. As devices for children in schools are required, we have considered a medium term funding option and consideration will have to be given as to how this rolling programme is funded in the future (beyond current 5 year financial outlook). This can be considered as part of the review of capital arrangements. 4.12 For the medium term funding option, the total cost of new devices will be funded by additional pooled borrowing. As part of the capital grant/loans fund flexibilities, the Council has scope to apply the General Capital grant to the purchase of these devices and borrow for other longer term investments projects. The additional loans fund budget required, using this approach, would be an additional £0.022m each year from 2026-27 stepping up to £0.110m recurring budget by year 5 and this will be built into the revenue budget outlook forecasts. 4.13 Senior phase pupils will require more device time compared to ELC and younger primary pupils, who have a lesser need for device usage. 4.14 Pupils will not have a personal device but will have access to a range of devices such as a laptop, iPad or Chromebook best suited to the learning task. 5.0 CONCLUSION 5.1 Providing all pupils with consistent access to devices capable of supporting modern and ambitious digital learning experiences is vital. Delaying the replacement of aging technology unfairly disadvantages pupils who then have to rely on outdated and unsupported equipment. This delay also creates the risk of device shortages when older equipment is decommissioned. 5.2 6,475 devices are required for pupil use. Currently, the CRRP includes 1,670 of these devices. To ensure all pupil devices are part of a sustainable computer replacement programme, funding for an additional 4,805 computers is required. 5.3 Additional capital of £1,441,500 is required over a period of 5 years (on a rolling basis) to expand the CRRP to include all devices used in schools. 5.4 Additional capital of £194,250 is required over a period of 5 years (on a rolling basis) to cover accidental breakages of devices used by pupils. 5.5 A medium term funding option is recommended at this stage with consideration given in the future as to how this can be funded beyond 5 years. 6.0 IMPLICATIONS 6.1 Policy
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6.2 Financial – To fund the replacements over the next 5 years, the additional loans fund budget required would be an additional £0.022m each year from 2026-27 stepping up to £0.110m recurring budget by year 5. 6.3 Legal - None 6.4 HR - None 6.5 Customer Service - None 6.6 Risk - Obsolete technology in schools poses a security risk to the council network. 6.7 Climate Change - Obsolete technology will be recycled as part of the CRRP. 6.8 Fairer Scotland Duty - None 6.9 Equalities - protected characteristics - None 6.10 Consumer Duty - None 6.11 Island Communities - None 6.12 Children’s Rights and Wellbeing: Right to an education Children and young people will have equal access to devices. Douglas Hendry - Executive Director with responsibility for Education Councillor Audrey Forrest – Policy Lead for Education 26 May 2025 For further information contact: Wendy Brownlie, Head of Education, Performance and improvement - wendy.brownlie@argyll-bute.gov.uk Brendan Docherty, Education Manager - brendan.docherty@argyll-bute.gov.uk Gary Clark, Digital Lead – gary.clark@argyll-bute.gov.uk APPENDICES
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