Overview

There’s never a perfect time to refresh your school’s technology. Budgets are tight. Timelines are complicated. And there’s always something else competing for attention.

But waiting too long doesn’t save money—it costs you. In lost device value, increased IT support time, teacher frustration, and student learning interruptions.

The key is recognizing the signs early enough to plan proactively rather than react in crisis mode.

Here are five clear indicators that it’s time to start planning your next Apple device refresh.

I. Devices Are No Longer Receiving OS Updates

This is the big one—and it’s non-negotiable.

When Apple announces that certain devices will no longer receive the latest operating system updates, you’re on borrowed time. Those devices won’t get security patches. They won’t support new features. And increasingly, they won’t run the apps and tools your teachers and students need.

You might think, “We can stretch it one more year.” But here’s what that year looks like:

Your IT team fields constant compatibility questions. Teachers get frustrated that apps won’t update. Security vulnerabilities pile up. And when you finally do refresh, those unsupported devices are worth a fraction of what they were worth a year earlier.

The smart play? Start planning your refresh as soon as support timelines are announced. Don’t wait until you’re forced to act.

II. Repair Costs Are Climbing

When you start hearing phrases like “It would cost almost as much to fix this as to replace it,” you’ve crossed a threshold.

Individual repairs happen. Screens crack. Batteries wear out. That’s normal.

But when repair requests become a pattern—multiple devices with the same issues, recurring problems that keep coming back, or a steady stream of “this isn’t working right” tickets—you’re no longer maintaining devices. You’re life-supporting them.

At that point, every dollar spent on repairs is a dollar that could have gone toward new devices. And unlike new devices, those repairs don’t add value—they just delay the inevitable.

If your team is spending more time troubleshooting old equipment than supporting teaching and learning, it’s time to refresh.

III. Teachers and Students Are Frustrated

This one’s harder to measure, but it’s just as real.

You hear it in staff meetings. “These devices are so slow.” “Half my class couldn’t access the assignment.” “I spent 20 minutes just getting everyone logged in.”

That frustration costs you—in time, in morale, and in learning opportunities.

Teachers who don’t trust the technology stop integrating it into their lessons. Students lose engagement waiting for devices to load. And your IT team becomes the bad guy, even though they’re working with aging equipment that’s past its prime.

Technology should enable learning, not interfere with it. When devices become an obstacle instead of a tool, that’s your signal.

IV. Storage Space Is Running Out

Take a walk through your tech storage area. Is it packed with old devices waiting to be dealt with? Boxes of retired iPads that “we’ll get to eventually”? Stacks of MacBooks that nobody’s quite sure what to do with?

That’s not just a space problem—it’s a budget problem.

Every day those devices sit in storage, they’re losing value. The market moves on. Newer models launch. And the resale value you could have captured months ago continues to decline.

Plus, you’re using valuable storage space for equipment that’s not serving anyone. That space could be used for current technology, supplies, or equipment that’s actually in rotation.

If your storage room looks like a device graveyard, it’s time to clear it out and capture whatever value remains.

You’re Planning Your Budget for Next Year

Here’s the thing about device refreshes: they work best when you plan them as part of your budget cycle, not as an emergency expense.

If you’re putting together next year’s technology budget, that’s your opportunity to build in a strategic refresh. Get current value assessments. Understand what your devices are worth. Factor that into your planning.

Schools that do this well treat device refreshes as a regular budget line item, not a crisis expense. They know approximately when different device cohorts will need refreshing, and they plan accordingly.

This doesn’t mean you have to refresh everything at once. But it does mean you’re thinking proactively about lifecycle management rather than waiting for problems to force your hand.

What “Too Late” Looks Like

We’ve seen schools wait too long. It’s understandable—there are always reasons to delay. But here’s what that delay actually costs:

Devices that could have funded a significant portion of the next refresh are now worth almost nothing. IT teams that could have been supporting innovative teaching are instead troubleshooting old equipment. Teachers who could have been excited about new tools are instead frustrated with unreliable technology.

And when the refresh finally happens, it’s reactive rather than strategic. Rush timelines. Limited options. Maximum stress.

The schools that get this right are the ones who see the signs early and act on them.

What You Should Do Right Now

If you’re seeing any of these signs, here’s what to do:

• Inventory your current fleet. Know what you have, how old it is, and what condition it’s in.
• Get a value assessment. Understand what your devices are worth today, not what you hope they’ll be worth later.
• Map it to your budget cycle. Figure out when a refresh makes sense financially and operationally.
• Plan your timeline. Summer refreshes work well for most schools, but the key is having a plan—any plan—rather than waiting for crisis.
• Talk to your team. Get input from IT, teachers, and administration about what’s working and what’s not.

You don’t need perfect information to start planning. You just need to recognize the signs and act on them.

It’s About Being Proactive

The best device refreshes are the ones nobody notices—because they happened smoothly, on schedule, without drama.

The worst refreshes are the emergency ones—scrambling to replace failed devices, dealing with unsupported equipment, and wondering why you didn’t act sooner.

The difference between the two? Recognizing these five signs and doing something about them before you’re forced to.

Your devices are telling you what they need. The question is whether you’re listening.