History of the Program

Beginning Fall Quarter 1997 California State University, Hayward, like many universities, instituted an "assured access" requirement. This requirement called for all students to have assured access to computers and the network. Because Cal State Hayward draws heavily from an urban population, and because a number of our students are first generation college attendees, there was concern that this requirement would place an additional financial burden on our neediest students. This paper discusses the program designed at Cal State Hayward to address these concerns and to protect students who might otherwise be adversely affected by the assured access requirement.

Faculty and administrators worked together to design a safety net strategy which involved creating a laptop loaner program for students meeting the dual criteria of greatest financial need plus greatest academic need for access to computers and the network. Greatest financial need was defined as expected family contribution zero (EFC0), and greatest academic need as enrollment in three or more courses which require significant computer and network access outside of class hours.

Faculty identified assured access courses in the Schedule of Classes; Financial Aid identified EFC0 students; the Registrar identified those enrolled in three or more assured access classes; and Computing Services combined the data to create a list of students eligible for the laptop program. Using previous year's financial aid and enrollment data, we were able to forecast the number of students who would be eligible, but not the number of students who would opt to take advantage of this program. Nonetheless, from survey data gathered from our students, as well as students at other campuses, we believed 200 laptops would be adequate.

At the end of early registration for Fall Quarter, a program was run which identified 143 students who were taking four or more assured access classes and an additional 176 students who were taking three assured access classes. To avoid running out of computers with students still in line, we decided to initially use four classes as the break point so we could determine the approximate percentage of takers. Letters were sent to those students informing them they were eligible and giving them instructions on how to receive their computers. Fifty-two percent of these students chose to take advantage of this program. We then invited the remaining students to participate, resulting in 188 of our 200 laptops being loaned out, i.e., a laptop for every eligible student choosing to participate in this program.

To prevent students from abusing the program by registering for assured access classes, signing out a computer and then dropping the classes a final eligibility list was run after add/drop. Students were informed in the original letter that if they were found to be no longer eligible after add/drop, we might request immediate return of their computers. This did not turn out to be a problem, and it has not been necessary to request early return of any computers.

Students were required to attend a 45 minute orientation which covered configuration, legal responsibilities and general purpose how to's for using the laptops. Each laptop included personal productivity software, MS-Works; browsers, both Netscape and Explorer; and a pre-configured modem for accessing the student modem pool. At the end of the orientation students were required to sign for the computer - acknowledging their responsibilities for returning it or paying for replacement. The computers were then checked out for the entire quarter with a return date following Finals Week. During the quarter if students had any problems with their machines they were encouraged to bring them into the Student Technology Service Center (STSC) for consultation. Throughout the quarter student workshops were provided by the STSC for the laptop software.

Students who checked out computers received a notice eight weeks into the quarter reminding them of the return date; telling them when check-in would be available, and asking them to call the STSC to set up an appointment to return the computer. At check-in the STSC verified that all pieces were returned in working order, and students were asked to complete a survey regarding their experience with the computer.

Follow-up calls were made to students who failed to request appointments. The students were informed that if they failed to return their computers by the deadline their student account would be charged for the amount of the computer and a hold placed on their records until the debt was cleared. Late fees were charged for computers turned in late. We also developed a fee schedule for un-returned components. For Fall Quarter only 2 of the 188 machines were not returned; both had been reported stolen. In one case the machine has been paid for and in the other the student is appealing the charge. To avoid creating a special administrative system for the check-out, check-in, fees and records hold processing, the library's circulation system was modified to handle laptops, as well as books.

Survey results for Fall Quarter were extremely positive. The majority of students used the computer for email, browsing the Web and word processing.

This program has been a tremendous success and has generated significant good will between students and the University. An additional ten Student Assistants have been added to the STSC to help students with questions and an additional 80 hours of professional staff help handle the heavy periods of check-outs and check-ins of the laptops.