Equipment is where new owners tend to overspend or buy the wrong thing. The rule is simple: buy what your first courses need, buy it reliably, and keep money aside for the problems that arrive in month three. This checklist helps you decide what you need and what can wait.
Start from the courses, not the catalogue
A typing and basic computer batch runs happily on modest machines. Programming, web design, accounting software and office applications need more. Design and video editing need a good processor, more memory and a better screen. Check the software requirements of your first courses, then choose a machine that clears them with some room to spare. Ask the head office which courses your centre can run before buying anything.
The machines
- One computer per student in practical classes is best. Two students sharing slows learning.
- Decide between assembled desktops built from branded parts and ready made branded desktops. Assembled machines are easier to repair and upgrade; branded ones come with a warranty and look uniform.
- Prefer a solid state drive over a spinning hard disk for start up speed, and enough memory for your software.
- Buy a bill for everything, with a warranty card or written warranty terms.
- Buy the same model where possible so that spare parts and installed images are interchangeable.
New or second hand
Refurbished and second hand business desktops can be a sensible way to fill seats on a tight budget, especially for typing and basic courses. Buy from a seller you can find again. Ask for the bill, test every machine for at least an hour, check the screen for dead pixels and the keyboard and ports for wear, run the disk health report and listen for noisy fans.
Avoid very old machines that cannot run a supported operating system. Students quickly notice slow computers and parents notice what the students say. Do not mix a few very slow machines with fast ones in the same batch.
Power backup and protection
- A UPS for each computer, or a larger one for a row, gives you a few minutes to save work and shut down when power fails. Match the rating to the load and check the battery is replaceable.
- Use good quality surge protected extension boards, not cheap shared ones. Do not daisy chain boards.
- Ask your electrician about proper earthing for the whole lab, and a main switch you can turn off in an emergency.
Network and internet
Use a wired switch to connect the lab computers and a decent wireless router for phones and laptops. Keep student machines and any office or accounts machine on separate arrangements if you can, and set a strong password on the router. Keep the router out of reach of students so that it is not unplugged by accident.
Teaching equipment
- A projector with a screen, or a large display, so the instructor can show a task to the whole batch.
- A whiteboard with markers and a duster, and a clock students can see.
- A printer for your own records, notices and student handouts. A laser printer is cheaper per page for large volumes; an ink tank printer is fine for lower volumes and colour.
- A headset or speakers for spoken English or multimedia lessons.
- A basic toolkit and a few spare cables, a spare mouse and keyboard, and a spare power supply.
Furniture and the front desk
Choose chairs with back support: students may sit for two hours at a time. Use desks wide enough for a keyboard, a mouse and a notebook. At the front desk, keep a register, a receipt book or billing software, a cabinet that locks for records, a water facility and a clean place to wait.
Look after the equipment
Create a simple asset register listing each machine, its bill date, the seller and its warranty end date. Schedule a weekly dusting and a monthly check of cables and fans. Keep software installers and licence details in a safe folder. Use only legal software, because pirated copies cause trouble with clients, viruses and inspections. Many courses can be taught with free and open source tools.
This guide is general advice for planning. It states no membership fee and promises no income, student numbers or acceptance of a certificate by any employer. Ask the head office for the current fee and terms in writing, and check local rules and tax with a professional. Use the planner to test your own numbers.