MALCOM X SECONDARY SHOOL
PO BOX 26549, KAMPALA
Email: malcomxacadeym@[Link]
TEL :0706421219/ 0782700086/0759421727/0705991752
DATE…………………………
REQUEST FOR CLEANING AND MAINTENANCE SUPPLIES FOR COMPUTER LAB
To: STAFF IN CHARGE
From: COMPUTER LAB ATTENDANT
Date: April 19 2026
SUBJECT: PROVISION OF MATERIALS TO BE USED IN COMPUTER LAB
CLEANING AND MAINTENANCE.
Dear sir/Madam,
I wish to report and request support for computer laboratory.
Current status of lab:
The lab has 32 functioning computers used daily by students for ICT lessons, research and
assignments. Due to high usage and dust from the environment, the machines and room
accumulate dust. This lead to failure of some machines to operate.
Three computers need further actions like system diagnosis and repair.
Problems observed:
PC33
✓ Computer power supply unit
✓ Lacks Ram DDR3 - Atleast 4GB Ram
✓ Lacks VGA cable
✓ Lacks Mouse
PC35
✓ VGA cable
✓ Ram DDR3 4X3L
✓ Repair on motherboard
✓ Keyboard and mouse
PC 34
✓ VGA
✓ Power cable
✓ Software related problems
✓ Ram
Recommendation all computer need to be serviced with software update and they are slow (this
is caused by 1GB Ram installed) so five computers need Ram upgrade.
All computers need to be serviced due to dust that cause PC breakdown. It blocks fans, overheats
CPUs, damages keyboards, and reduce projector brightness.
To protect computers and and keep the laboratory clean ,I request approval for maintenance as
per budget below
ITEM ESTIMATED TOTAL COST
MICRO FIBRE CLOTHES(10) 20,000
ELECTRONIC BLOWER 180,000
GLOVES AND NOSE MASK 10,000
FOAM CLEANER (2) 20,000
LIQUID SOAP 30,000
COMPUTER REPAIR FOR 3 PCS 450,000
AND A PROJECTOR
TP LINK FOR NETWORK ACCESS
FLASH DISK AND EXTERNAL HARD 60,000
DISK
THE FOLLOWING HAS TAKEN HAS BEEN ACHIEVED:
Network Setup & ConnectivitySuccessfully :connected 24 computers to the local area network
for shared resources and file transfer between [Link] remote access via staff PC to
monitor and control all 24 student computers, improving classroom management and reducing
downtime.
Assessed and reported need for internet access point to enable full online learning and research
for students.
Asset Audit & Diagnostics Diagnosed status of all 35 computers in the lab. Identified and
recorded specific faults on PC34, PC35, PC33 and flagged 5 PCs needing RAM upgrade from
1GB to [Link] full physical audit and recorded 83 chairs in the computer lab, ensuring
accurate inventory for school records.
Compiled detailed list of all non-functioning equipment including missing cables, keyboards,
mice, PSUs, and VGA cables to guide repair requests.
Maintenance & Reporting Created and implemented a weekly maintenance timetable to control
dust, clean 33 PCs systematically, and prevent breakdowns.
CHALLENGES FACED AS AN INTERN - COMPUTER LAB
Limited Authority & ResourcesAs an intern, I have technical skills to network and diagnose PCs,
but limited access to funds/budget. This slows down repairs because I can identify faults on
PC24, PC35, PC36 but can’t purchase PSUs, RAM, or cables myself.
No Internet Access PointI successfully networked 30 computers for file sharing, but without
internet, students can’t do online research or software updates. It limits the impact of the LAN
setup I completed.
High Breakdown Rate Due to Dust The lab has no blowers, compressed air, or enough
microfiber cloths. As an intern, I do manual cleaning, but dust keeps causing overheating and fan
failures. Prevention is hard without basic cleaning tools.
Old Hardware Limitations 5 PCs still run on 1GB RAM. I can optimize software, but I can’t
upgrade hardware without approval and some required assets. This makes students complain
about slow machines during ICT practice. Asset Management Gaps Small items like mice, VGA
cables, and keyboards get misplaced often. As an intern I started a manual fault/asset log, but
there’s no formal inventory system to track losses.
WEEKLY COMPUTER LAB MAINTENANCE TIMETABLE
Lab Capacity: 35 Computers
Goal: Maintain cleanliness, control dust, and ensure optimal computer performance.
Day Time Task PCs Involved Person
Responsible
Monday 7:30 – Room cleaning: Sweep and mop All 35 PCs Lab Attendant
8:00 am the floor, empty dustbins, and + 2 Students
check curtains and door mats.
Monday Last PC shutdown check: Ensure all All 35 PCs Class Monitor
Lesson computers are properly shut down
and no food or drinks are left in the
lab.
Tuesday 4:00 – External Cleaning – Group A: PCs 1–11 Lab Attendant
4:40 pm Wipe screens, keyboards, and mice + 3 Students
using microfiber cloths. Check
power and network cables.
Wednesday 4:00 – External Cleaning – Group B: PCs 11–22 Lab Attendant
4:40 pm Wipe screens, keyboards, and + 3 Students
mice. Check cables.
Thursday 4:00 – External Cleaning – Group C: PCs 23–33 Lab Attendant
4:40 pm Wipe screens, keyboards, and + 3 Students
mice. Check cables.
Friday 4:00 – Internal dusting and system check: 8 PCs per Lab Attendant
5:00 pm Use a blower and compressed air week (All PCs Only
on 8 PCs. Run Disk Cleanup, covered
check system updates, and inspect monthly)
antivirus status.
Saturday 8:00 – General inspection: Check internet All 335PCs Lab Attendant
9:00 am connectivity, printers, projector, + ICT Teacher
antivirus updates, and report any
faults requiring repair.
ATTACHED COMPUTER RULES AND REGULATIONS