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Hotspot and Laptop Lending

Libraries will be provided with five (5) hotspots and five (5) laptops for lending during a one-year period (August 1, 2023 – July 31, 2024).

¾«¶«´«Ã½Connect is a great way to exchange information, ideas, and solutions for your hotspot and laptop lending programs. We can also support you with your devices while they are under your care if the need arises. Email publicprograms@ala.org to contact ¾«¶«´«Ã½Staff.

• About the Hotspots
• Setting up the Hotspots
• Hotspot Lending Policy
• About the Laptops
• Setting up the Laptops
• Laptop Lending Policy

About the Hotspots

You will lend five (5) Verizon Jetpack® MiFi® 8800L hotspot devices, plus charging cables and plugs for each device. Upon arrival, ensure that all devices are not damaged and in working order. If a device is damaged or not working, contact publicprograms@ala.org.

View the hotspot , as many features are demonstrated, and potential questions answered.

Data Usage and Services Details

• 0 to 25 GB of usage = Full Data
  • You can stream movies, video chat, email, browse
  • Speeds anywhere from 10-50 Mbps Download depending on where the closest Verizon tower is.
• Greater than 25 GB of usage = Throttled Data
  • Email and simple web browsing (some pages with large images will load slowly)
  • Speeds are throttled to 200 kbps Download (think wireless speeds from 2005)
  • Throttled Data will reset on the next bill cycle and back to Full Data until 25 GB is used again.
• Bill cycles currently end on the 17th of each month and begin on the 18th. You may also view this information on the Jetpack itself, at the top of the main screen.

TIP FOR COMMUNITY MEMBERS: Video Chat & Streaming movies really uses up a lot of data. If users can lower the resolution of the Video/Movie being viewed on the connected device, this could allow for more days of Full Data.

You can access the .

Setting Up the Hotspots

When a new hotspot (Jetpack/MiFi) device arrives, unbox the device below to set them up:

• Pull “Pull before use” tab.
• Charge the Jetpack/MiFi overnight.
• Power on the Jetpack/MiFi (hold down power button on top of the right side of the device for a few seconds) and test the hotspots to make sure you can connect to it from a device and browse the Internet.
• Make sure the Jetpack/MiFi is fully charged.
• Test the Jetpack/MiFi to make sure you can connect to it from a device and browse the Internet.
• Check the Jetpack/MiFi for software updates (plan to do this every month or so).
  • From the Hotspot Menu, click Software update, select Check for Updates, and make sure the latest Firmware update is installed and applied.

Locate Jetpack/MiFi Wireless Number.

• Go to Menu and select About Jetpack.
• Scroll through the information to retrieve the wireless number associated with the device.
• Save this number in your records and/or include it in your catalog information.

• Email the wireless number to B.B. Browne at bbrowne@ala.org.
• Turn off the device to conserve the battery power.
• Your Jetpack/MiFi is now ready for lending!

Hotspot Lending Policy

You will need to create a Hotspot Lending Policy if you do not already have one in place. The Public Library Association (PLA), a division of ALA, created a with many excellent resources available to provide guidance on creating your own policy, plus much more. We encourage you to look closely at the “Launching a Hotspot Lending Program” section of the playbook and be sure your library has a policy in place before lending begins.

Each library is permitted to set their policies for hotspot lending as they see fit. You may wish to create a Hotspot Lending Agreement for community members to read and sign prior to borrowing the device.

The lending agreement can include information about the grant, the timeline of the lending policy, expectations for how to return the device, and consequences for devices returned late or not at all.

Overdue and Damaged Devices

If you are struggling to get a hotspot returned to you, ¾«¶«´«Ã½staff have the option to remotely turn data off on any device. If the data is turned off, the hotspot device is essentially useless, and could motivate the user to return the device to you. To turn off hotspot data, email publicprograms@ala.org. When requesting to have the device’s service temporarily turned off, please include the following information:

• Library Name
• Device Wireless Number
• Date You Need the Data Temporarily Suspended

Example Procedure and Timeline for Device Data Suspension:

Hotspots can be loaned for XX day(s)/week(s)/ etc. A patron may renew if there is no waitlist for the device.

After XX days(s) past due date, contact the patron to remind them the device is due. Include a reminder that the device will be remotely shut off from data if the device is not returned by XX date.

Send a final reminder to the patron X day(s) before the “turn off data” date.

Contact publicprograms@ala.org to let us know you may need to shut off data to a device.

Include: Library Name, Device Wireless Number, and the date you need the data shut off if not returned.

You may choose to waive late fines/fees for the hotspots during the grant implementation period, as ¾«¶«´«Ã½has a small budget to replace lost and damaged devices. As well, once the data is turned off, the hotspot becomes unusable, which helps encourage community members to return the device.

If the device is damaged, notify publicprograms@ala.org. ¾«¶«´«Ã½has a small budget to assist with device repairs, should the need arise.

About the Laptops

You will receive five (5) HP 15 laptops with Windows 11 Home Plus Operating System. Please note that laptops do not come with a Microsoft License Subscription. Grant funds can be used to purchase a Microsoft License. You may also encourage community members to use Google Suite in lieu of purchasing a license.

The laptops have 12 GB of storage, a security software trial, , and . Upon arrival, ensure that all laptops are not damaged and in working order. If a laptop is damaged or not working, contact publicprograms@ala.org.

You will need to follow the steps below to set up the laptops and prepare to start lending them out. Your laptop warranty includes support for initial set up and if you need any assistance, you can always call 1-800-334-5144.

Setting Up the Laptops

When you receive the laptops, you should follow the steps below to set them up:

• Start the Windows Setup
• Connect to a Wi-Fi Network
• Read and Agree to the License Agreement
• Log in with a Microsoft Account (optional)
  • PLEASE NOTE: Laptops do not come with a Microsoft License. Grant funds may be used to purchase this for your laptops.
• Set up a username and password (optional)
• Select privacy settings
• • This will prompt the device to install the latest Windows updates

You can find set up support online at the , in the that comes with each laptop, or by searching YouTube for set up videos of HP 15 laptops.

HP Laptop Accessibility Resources

These links provide information about accessibility features and assistive technology:

• HP Aging & Accessibility: Go to
  • Type “Accessibility” in the search box.
  • Select “Office of Aging and Accessibility”.
• HP computers: For Windows products, go to
  • Type “Windows Accessibility Options” in the Search our knowledge search box.
  • Select the appropriate operating system in the results.
• (Windows and Microsoft Office)
• (Android, Chrome, Google Apps)
• Customers who are deaf or hard of hearing who have questions about technical support or accessibility of HP products:
  • Use TRS/VRS/WebCapTel to call (877) 656-7058 Monday through Friday, 6 a.m. to 9 p.m. Mountain Time.
• Customers with other disabilities or age-related limitations who have questions about technical support or accessibility of HP products, choose one of the following options:
  • Call (888) 259-5707 Monday through Friday, 6 a.m. to 9 p.m. Mountain Time.
  • Complete the for people with disabilities or age-related limitations.

Laptop Lending Policy

You will need to create a Laptop Lending Policy if you do not already have one in place. The Public Policy and Advocacy (PPA), a division of ALA, created a document with things to keep in mind when creating a laptop lending policy. Note: this document was created in response to the FCC’s Emergency Connectivity Fund, but the information is still relevant. We encourage you to look closely at the “How to Set Up Your Laptop or Tablet Lending Program” and “Program Terms” sections of the doc and be sure your library has a policy in place before lending begins.

Each library is permitted to set their policies for laptop lending as they see fit. You may wish to create a Laptop Lending Agreement for community members to read and sign prior to borrowing the device. The lending agreement can include information about the grant, the timeline of the lending policy, expectations for how to return the device, and consequences for devices returned late or not at all.

When determining the terms of the agreement, here are some questions to consider:

• How will the library remove personal data from the device and return it to original settings before it is lent to the next user?
• What software will be installed, and what will be the procedure for applying software and operating system updates?
• Who can check out the device? Only library card holders? Over 18 years of age?
• What information (if any) will the borrower need to provide when picking up the device?
• How long can someone check out the device? Where will the person pick up and return the device? Will they fill out a user agreement?
• Who will ensure all items are returned in working order? What will the policies and procedures be for lost or broken devices/items?

The Laptop and Tablet lending document created by PPA, mentioned above, discusses these questions and more, as well as providing examples from other libraries.

Overdue or Damaged Laptops

Your HP 1 Year Warranty and HP 2 Year Accidental Damage coverage will be important for any damage the laptops may acquire throughout the lending process. ¾«¶«´«Ã½has a limited grant budget for replacing lost laptops. Grantees may choose to place fees for late or lost devices.

Prior to lending our devices, you may explore options to remotely turn off the laptop to encourage the return of devices. Some options to explore include:

Grant funds may be used to purchase software to remotely turn off the device.

If a laptop is damaged or lost, notify publicprograms@ala.org and contact HP if the damage falls under the HP 2 Year Accidental Damage coverage.

Questions

Please contact the Public Programs Office at publicprograms@ala.org, 312.280.5045, if you need assistance.