DISCOVERING HIDDEN RESOURCES

Assistive Technology Recycling, Refurbishing, and Redistribution
RESNA Technical Assistance Project
April 2000

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CHAPTER 3

• Components of Computer Recycling Programs
  
  • Starting a Recycling Program
    
  • Partnerships
    
  • Receiving, Refurbishing, Distributing, and Discarding
    
  • Program Management
    
  • ReBoot
    
  • Davis Memorial Goodwill Industries
    
    

Components of Computer Recycling Programs
With surplus computers gathering dust as corporations and individuals upgrade technology, the recycling of computers makes sense. Computers can provide individuals with personal productivity tools, such as word processing, access to the Internet, and electronic communication, and can enable some people to work at home. Used computers offer these possibilities.

Starting a Recycling Program
Existing recycling programs can add computers to their product lines. This was how Davis Memorial Goodwill Industries (DMGI) became involved in computer recycling. Existing recycling programs have an infrastructure already in place. This infrastructure may include a central receiving facility, storage space, staff, and procedures for processing items. DMGI found that, even with these advantages, there were some obstacles to overcome. Management and sales staff lacked computer expertise. Not all the stores were suitable for computer sales. There was a need to receive "buy in" for this new endeavor from all involved to ensure that the program was integrated into the rest of the organization.
For programs just starting, a person who can "champion" the cause is essential to bring the program into existence. The Georgia ReBoot program found it important to have a staff member who was able to push the project forward. A successful leader in this effort needs to have a passion for the project, organizational skills, computer skills, management skills, and the ability to actively solve problems.

Partnerships
Computer recycling programs are often successful if they partner with business and corporate groups. These groups can be active sources of donated computers, and they can provide technical expertise and a source of volunteers. They are also potential sources of funding.
Other partners could include other recycling programs, technical colleges, software producers, hardware manufacturers, personal computer (PC) user groups, and regional centers.

Receiving, Refurbishing, Distributing, and Discarding
Computer recycling programs incorporate many of the features of other assistive technology recycling programs. They receive used computers, refurbish them, and distribute them to customers. Computer recycling programs have an additional task of discarding unwanted computers safely as the cathode ray tubes and other computer parts are considered hazardous waste.

Receiving. Programs publicize their need for donated computers. ReBoot distributes flyers and works through its regional centers to get the word out. Corporate donors often give large volume donations and provide the transportation to get the computers to the recycling center.
When a donation is received, ReBoot collects information about the donor and the computer and stores it in a database. To foster repeat donations, ReBoot makes sure donors are sent thank you notes, are invited to events at the Centers, and are generally regarded as partners.
Recycling programs have learned to say no to certain donations because some donated equipment will not be usable by their customers, either because it is too slow or because it does not work. If a program takes in older computers equipment disposal becomes an issue. DMGI often does not have a choice in saying no. People drop off their old computers, believing the machines may be of use. Recycling programs have found that educating potential donors about their needs will result in the program receiving higher quality used items.

Refurbishing. Refurbishing of computers involves cleaning the drives and installing new operating systems. This refurbishing is usually completed in-house. In fact, the DMGI uses the computer refurbishing process as a job training opportunity for its clients. ReBoot calls on students from a local technical college to augment its technical staff by refurbishing many of the computers. The New Hampshire REM sends its computers to a refurbishing industry located within a state prison.
Donors of computers expect to have their old files erased from the hard drives before the machines are distributed to others. Once a computer is readied, it then must have a new operating system loaded onto it. Recycling programs encourage donors to transfer the licenses to their operating systems and to provide documentation for Windows 95 and more advanced operating systems. If this is not possible, then Windows 3.1 usually is loaded and an inexpensive applications software package, such as New Deal software, which is designed to work on slower machines, is installed. ReBoot documents the software and system with which each of its computers is equipped. Figure 1-"Contents of Computer"-provides an illustration of what is attached to each computer to identify its contents. Any computers that are not saleable are cannibalized and used for parts.

Distributing. Programs that sell recycled computers keep costs down so that the machines are attractively priced. The DMGI sells 386s for $99 and 486s for $150. It also tries to put together a package based on a person's need for the computer. For a person whose goal is to connect to the Internet, a computer and modem package is priced at $250.
ReBoot gives away its computers. Applicants wishing to receive a computer must complete a form. (See Figure 2-"Application for Computer Re-Utilization Service.") Once accepted, the recipient must sign an agreement and perform 20 hours of volunteer work. After the person has received a computer, ReBoot follows up with the individual to provide any additional technical support.
Computer recycling programs consider basic computer literacy training and follow-up technical support to be essential for the individual who receives a computer. If a customer does not know how to operate the device it will sit unused. ReBoot provides training at its regional centers, so that lessons can be tailored to fit the needs of the person receiving the computer. The East West Foundation (EWF) also provides 4 to 6 hours of training to the individual and family and is available for technical support as needed.

Discarding. As stated previously, because computer parts are considered hazardous waste, they must be disposed of properly, usually at a special landfill and for a fee, approximately $8 per item. The DMGI initially received a grant from the Environmental Protection Agency to recycle computers. It was able to dispose of unusable computers at a special site and for a much lower fee. Nationally, disposal of computers is becoming a larger issue, as more and more computers are added to landfills and the quantity of hazardous waste increases.
Since businesses ridding themselves of outdated technology also must pay disposal fees, the EWF has capitalized on this requirement to receive extra funds for its work. EWF allows corporations to provide grants to EWF to be their recycler. These grants pay for disposal of used machines, transportation of the machines to the refurbishing center, and labor and parts for refurbishing the machines.

Program Management

Staffing. Besides a program manager, who champions the program, recyclers need a computer hardware technician, someone who is at least A+ certified. ReBoot also has found it needs a software installation and de-installation wizard, a computer literacy instructor, an intake and follow-up coordinator, and a funding rainmaker. DMGI found it also needed a driver to transport the computers from one store to another.
Volunteers are a good source of workers. ReBoot relies heavily on volunteers and recruits them from a variety of sources, such as corporate partners, the local technical college, and a PC users group. ReBoot even was successful with a grant to hire AmeriCorp volunteers. With this diverse group of volunteers, ReBoot found that it needed to manage these groups better. It has delineated specific job categories and assigned these jobs to the volunteers. Volunteers are then provided with training for their job categories.

Funding. The operating costs for computer recycling programs can vary. DMGI estimated that its annual budget expenses were about $140,000. ReBoot figured that it needed a $100,000 funding base. These costs account for staff salaries and benefits, storage, and transportation.

Figure 1-Contents of Computer
Reboot - Promoting Independence for People with Disabilities through Computer Recycling

Date: ____________________
Tech:
Final Check Tech:
Donor: ____________________
System #:____________________
Recycled for:_________________

Computer
Style: - Desktop - Tower - Laptop
Serial #:___________________
Make/Model:
Processor: - 486 - Pen. I - Pen. II
Speed:___________________
RAM:___________________
HD Size:___________________
Drives: - 3.5 - 5.25
CD Drive: - 8x - 32x - DVD ___x
Modem: - 28 - 33 - 56

Connectors
___ Serial:___ pin M
___ Parallel:___ pin F
___ Game: ___ pin M
___ Monitor: - 15 pins

Cards
- Sound:________________
- NetWork:________________
- Video:________________

Software Loaded
- DOS 6.22- New Deal
- Win. 3.1- Win 95

Match With
Keyboard: - PS/2 - AT
Mouse: - PS/2 - Serial - None Avail.
Monitor: - VGA - SVGA
Monitor Size: - 14" - 15" - 17" - 21"
Additional Comments:


Reboot

Fill out both forms then cut along dotted line.
Attach Left Form to computer.
Turn in the Right Form.
THANK YOU!

Date: ____________________
Tech:
Final Check Tech:
Donor: ____________________
System #:____________________
Recycled for:_________________

Computer
Style: - Desktop - Tower - Laptop
Serial #:___________________
Make/Model:
Processor: - 486 - Pen. I - Pen. II
Speed:___________________
RAM:___________________
HD Size:___________________
Drives: - 3.5 - 5.25
CD Drive: - 8x - 32x - DVD ___x
Modem: - 28 - 33 - 56

Connectors
___ Serial:___ pin M
___ Parallel:___ pin F
___ Game: ___ pin M
___ Monitor: - 15 pins

Cards
- Sound:________________
- NetWork:________________
- Video:________________

Software Loaded
- DOS 6.22- New Deal
- Win. 3.1- Win 95

Match With
Keyboard: - PS/2 - AT
Mouse: - PS/2 - Serial - None Avail.
Monitor: - VGA - SVGA
Monitor Size: - 14" - 15" - 17" - 21"
Additional Comments:


Figure 2-Application for Computer Re-utilization Service

Application for the Computer Re-Utilization Service

Date: ___/___/___
Name:Age: ____ Contact Person:
Phone:
Address:City: __________________________________________ State: _______________ Zip: ________
County:_______________
Phone Number: (___) ________________________
Fax Number: (___) ________________________
Sex: - Female - Male
Race: _______________________
Are you a DRS Client? - Yes -No
Were you a DRS Client? - Yes - No When? ________
Please describe your disability:
1) Explain why having a computer will help you:
2) Have you tried to obtain a computer from another source? - Yes - No
If yes, what have you tried? ________________________
3) To qualify to participate in ReBoot you must have an Action Plan for Training.
How will you learn to use the computer?___________________
4) Would you like to go through computer training?: - Yes - No
Would you be able pay for computer training? - Yes - No
How much would you be able to pay? - $10 - $15 - $20 an hour
6) How did you hear about the service?
7) Would you like to be on our mailing list? - Yes - No
8) If your application is approved, do you agree that you are responsible for
20 hours of Volunteer Work? - Yes - No
9) Where will you serve these hours?
10) What Assistive Technology would you need (i.e., keyguard) and what is your plan to obtain it?
11) Would you like to make a donation to help ReBoot continue this service?: - Yes - No Amount: $
Additional Comments:____________________________________
Sign:
Date: ___/___/___
For Internal Use
Date application received: ___/___/___
Approved? - Yes - No Additional Comments:_________________________________ Initials:______

Recycling Program Fills a Community's Need
ReBoot

The Georgia Tools for Life Project, FODAC, and Touch the Future, Inc., created the ReBoot computer recycling program in 1997. "When we conducted consumer forums around the state, computer recycling was at the top of the list," recounted Joy Kniskern, Project Director of Georgia's Tools for Life Project. "Even with all the barriers, we knew we wanted to continue a recycling program."
ReBoot was configured as a nonprofit organization to work in collaboration with another nonprofit organization, Friends of Disabled Adults and Children (FODAC). The Georgia Project had a long standing relationship with FODAC, a private nonprofit that received support from eight large churches in the metropolitan Atlanta area. In addition, DeKalb College agreed to place students from its computer repair class in the FODAC/ReBoot facility to complete some of their course work. This mixture of resources composed the core computer recycling program team.

Partners
The ReBoot Project has expanded to encompass many diverse partners that include businesses, independent living centers, technical resource centers, government agencies, and religious and service organizations. The partners meet twice a year. This keeps all partners informed and ensures that everyone is in agreement on important issues. It also helps that ReBoot has a clear mission so that all know what the project does and what it does not do.
The partners working with ReBoot are many and varied and range from the Microsoft Corporation to the National Cristina Foundation. Microsoft has donated valuable software to ReBoot. Hewlett Packard encourages its workers to volunteer at the project. Technical colleges in Atlanta place some of their A+ certification students with ReBoot for on-the-job experience. The Atlanta PC Users group sponsors a special interest group that helps the project with technical problems. ReBoot has become an approved site for receiving state and federal government surplus. Several religious and disability specific organizations have taken on the recycling project as one of their projects and provided matching funds to purchase special software, such as Jaws. The National Cristina Foundation has provided invaluable technical assistance to ReBoot.
ReBoot depends on its regionally based technology centers to receive computer donations, funnel requests from consumers for computers, and then distribute the computers and train those who receive the computers.
"We nurture the relationship between us and our partners. We host parties to celebrate our partners and tell them they are valuable to us," said Carolyn Phillips, Project Coordinator of ReBoot.

Donations
Computers are collected at the central facility. ReBoot has become discriminating in the kind of computers it will accept. Currently it only accepts computers that are Pentiums.
ReBoot has received some large volume donations from corporations. For example, Lockheed Martin donated $1.5 million in high-end equipment to ReBoot. For donations of 10 or more computers, ReBoot usually sends a staff person to the corporate site to see the equipment before agreeing to accept it. A database of donors is maintained to keep the donors informed and encourage additional donations. ReBoot regularly lets the people on the donor database know what the project is looking for. Thank you notes are always sent to donors to let them know their contributions are valued.
Donors are encouraged to bring the computers to the main facility or to its regional collection sites. However a partner organization, FODAC, has trucks available to pick up some items. Large corporations usually pallet their equipment and ship them directly to ReBoot. ReBoot relies on informal transportation arrangements between its partners. For example, staff from partner groups traveling from one region of the state to another often deliver equipment.

Refurbishing
Once the computers are received at the central recycling facility, they are cleaned. Windows software is loaded onto the computers based on a letter of agreement with Microsoft that allows ReBoot to put the operating system on a designated number of computers. Usually New Deal software also is loaded onto the machines. This inexpensive software package includes a spread sheet, word processor, database, games, and communication tool applications. These computers are tracked with an inventory system (not yet bar coded) so that the project has a complete record of all of its equipment. ReBoot can process 30 computers a day. Last year it placed 938 computers.

Distribution
A person wishing to receive a computer free from ReBoot fills out an application that specifies the intended use of the computer. The purpose does not have to be related to work or school. The computer can be used for recreational purposes, but ReBoot needs to know the intended use so the appropriate support system for each user can be provided. Other information requested is the identification of the person who is going to help the user with the operation of the computer, as this person also will be part of the support team. Once the application is accepted by ReBoot, the person is put on a waiting list and given an estimated length of time before a computer is available.

Requirements
Computer recipients must provide 20 volunteer hours. These hours can be worked at FODAC or in their local communities. If recipients volunteer in their communities, the time must be documented by the local organizations. ReBoot often receives thank you notes from organizations, such as local Red Cross chapters, for sending volunteers to them. The requirement to contribute hours also raises awareness of the ReBoot program's existence in the community and has been a very successful part of the program.
Recipients of the computers must agree not to sell or loan the computers. ReBoot stresses that a computer is for a designated person, for his or her own use. This requirement eliminates many situations in which the recipient might want to pass on the computer to another (e.g., mother to child).
Training is an integral part of the computer package that the recipient receives. At the ReBoot main facility, there is a Learning Laboratory where devices are demonstrated and the recipient and his or her support team receive basic operating lessons. The recipient is shown how to work special features, such as zoom text, which enlarges the size of the words on the computer monitor screen. The project also has developed several task sheets on various topics, such as "How to Operate a Word Processor," "How to Set Up a Computer," and "How to Clean a Computer."
Training also can be provided at the regional technology centers throughout the state. "We take the computer back to the local level and that is where the training takes place," said Phillips. "I may not know the person getting the computer in Sylvester, Georgia, but my local partner knows the person well and can personalize the training for that person. It also makes our team a little bigger, and the partnership a little bigger, and what we are trying to accomplish a little more important."
Once the person has received the computer, ReBoot staff make follow-up calls to find out how the person is doing. These calls are made from the regional office located near the person so that any additional training and technical assistance that are needed can be provided quickly.
Telephone technical assistance is provided on regularly scheduled days and times via a toll free number. Assistance is also provided via e-mail. ReBoot maintains a library of e-mail answers to respond to common questions.


Volunteers
"Volunteers help in every aspect of our organization," said Phillips. "Our volunteers are key to our success." ReBoot relies on volunteers to staff the operation. These volunteers come from corporations, such as Hewlett Packard and Bell South, which allow their employees to volunteer once a week. Another group of volunteers comes from high schools and colleges. ReBoot also has a grant with AmeriCorp which supplies volunteers. Both the Atlanta PC Users group and several recipients of the computers help rebuild donated computers.
Working with volunteers has taught ReBoot the importance of providing a volunteer with a specific job, giving each person a title and responsibilities, and orienting the person to the operation.
There also are some paid staff members on the project. A paid technician with A+ Certification is responsible for wiping the donated computers clean and installing basic operating and applications software.

Contact Information
ReBoot
Joy Kniskern, Project Director
Carolyn Phillips, ReBoot Manager
Georgia Tools for Life
Division of Rehabilitation Service
2 Peachtree Street, NW, #35-415
Atlanta, GA 30303-3166
(404) 657-3084

Generating Revenue and Providing Job Training
Davis Memorial Goodwill Industries

Davis Memorial Goodwill began its computer recycling business in 1994 when it was awarded a grant from the Environmental Protection Agency (EPA) to rescue computers from landfills and distribute them to schools. The grant provided seed monies to develop the computer recycling operation run today as "Bargain Bytes."
Nationally, Goodwill organizations are all very independent. Davis Memorial Goodwill (DMGI) has 15 stores in three states or districts: Maryland, Virginia, and the District of Columbia. Several of these stores host a Bargain Bytes section that sells computers. Davis Memorial prides itself on providing an environment where workers can learn job skills. Currently 2,600 people have been provided with services and 600 people have been placed in jobs.
The Bargain Bytes operation is similar to other Goodwill operations in that it must generate revenue, and pay for drivers and management and truck maintenance costs. The local Goodwill provides space for the refurbishing operation and for the storage of computers.

Donations
Like other Goodwill organizations, DMGI accepts donations at attended donation sites and at their headquarters. Trucking pickup service is subcontracted and Goodwill may provide pickup services for larger corporate donors, depending on the quality and quantity of machines being donated.
Donations of 286k computers create disposal problems as they are considered less desirable to sell. Goodwill is charged hazardous waste fees for safe disposal of these machines.

Refurbishing
When computers are accepted for recycling, the computers first are cleaned, then tagged with a list of what is in each one. Generally Windows 3.1 is loaded onto the machines. Those unable to be recycled are cannibalized and used for parts.
Davis Memorial Goodwill has provided access to A+ certification training for consumers working in its recycling program. Additional expertise is provided by volunteers.

Redistributing
"The South Dakota Street store in northeast Washington, D.C., sells the most computers because our computer technicians are available to answer customers' questions," recounted Hal Gangnath, IS Manager. A fully loaded Pentium-class machine may sell for as high as $250, and a customer can pick up a 386 CPU without monitor, keyboard or mouse, for only $10. A majority of the machines are 486s and sell for about $100.
"If you can give people something that they want to do with the computer, instead of just selling them on 'getting into technology,' then you are going to be much more successful," said Gangnath. "Today most of the customers want to get on the Internet. We can at least get them started."

Contact Information
Davis Memorial Goodwill Industries
Hal Gangnath, IS Manager
2200 South Dakota Avenue, NE
Washington, DC 20018
(202) 636-4225 ext. 1245

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The RESNA Technical Assistance Project, Grant #H224A50006, is an activity funded by the National Institute on Disability and Rehabilitation Research (NIDRR), U.S. Department of Education (ED), under the Technology-Related Assistance for Individuals with Disabilities Act of 1988, as amended. The information contained herein does not necessarily reflect the position or policy of NIDRR/ED or the Rehabilitation Engineering and Assistive Technology Society of North America (RESNA), and no official endorsement of the materials should be inferred.

RESNA is an interdisciplinary association of people with a common interest in technology and disability. RESNA is the grantee funded under the Tech Act to provide technical assistance and information to the Tech Act projects.