Case Study: MidKent College
From Locked Classroom Trolleys to 150,000 Device Loans a Year
Overview
Managing technology at scale is a challenge for any college, especially when thousands of devices need to be available, charged and ready for use across multiple campuses.
For MidKent College, the challenge was balancing device availability, utilisation and accountability across three campuses and approximately 3,000 laptops. What began as a search for a more effective way to manage technology has evolved into a college-wide strategy that has transformed access to devices, improved sustainability and driven significant growth in student usage.
To understand this journey, we spoke with Paul Hogben, IT Director at MidKent College, who shared how the college partnered with LapSafe® to create a scalable, self-service approach to access to technology.
Since first deploying LapSafe® solutions in 2021, the college has expanded its deployment every year. Today, LapSafe® solutions feature across all three campuses, providing a total of 2,256 locker bays, with a further 340 bays and a Smart V™ vending machine already planned.
MidKent College at a Glance
- 3,000+ laptops in circulation across the college.
- 2,256 locker bays deployed across three campuses.
- 1,698 Diplomat™ Pro bays supporting student and curriculum access.
- 544 Envoy™ locker bays supporting specialist curriculum areas.
- 14 Sovran™ locker bays supporting IT management and parcel collection.
- Partnering with LapSafe® since 2021.
- Expanded deployment every year since implementation.
- 340 additional locker bays and a Smart V™ vending machine already planned.
- Approximately 150,000 device loans per year.
The Challenge
Before implementing LapSafe® solutions, MidKent College relied on almost 100 laptop trolleys spread across its campuses. While designed to support portability, they often created more challenges than they solved.
As Paul Hogben explains:
“Laptop trolleys have wheels. Although that sounds great for portability, what that means is the resources aren't necessarily where they need to be when they need to be there.”
Devices were often tied to individual departments and classrooms, making it difficult for students and staff to access resources when they needed them.
One observation continually highlighted the scale of the problem:
“I can see all this kit, but we're asking for more kit.”
For Paul Hogben, the root cause quickly became clear:
“That shows to me that what we have got isn't, in a way, accessible.”
The college also faced issues around charging, maintenance and visibility. Devices were not always returned correctly or plugged back in, meaning laptops were not always ready when students needed them most. This ultimately impacted the learning experience.
Why LapSafe®
When exploring alternatives, the college needed a solution that would improve accessibility while maximising the value of its existing technology estate.
As Paul Hogben explains:
“For me, the first bit was utilisation. That was the initial key frustration.”
The college wanted to create a centralised pool of devices that could be shared and accessed by all students rather than being locked away in specific curriculum areas.
Accountability was another major factor.
“The lockers help us directly identify exactly who's using the kit, how long they've been using it, whether they've returned it.”
This visibility transformed how devices were managed.
In a learning environment where thousands of devices are used every day, this level of accountability has had a measurable impact on student behaviour and asset management.
Starting Small, Then Scaling
Recognising the scale of the investment, MidKent College deliberately chose a phased approach.
The initial deployment focused on Learning Resource Centres, allowing students to access devices in a supported environment while staff gathered feedback and refined the user experience.
As Paul Hogben explains:
“We were able to get really good engagement and direct feedback from those staff around that student experience.”
This measured rollout allowed the college to test loan periods, accessibility requirements and operational processes before expanding across curriculum areas.
The result was a tried-and-tested model that could be confidently scaled across the organisation.
The Solution
Today, MidKent College utilises a combination of LapSafe® Diplomat™ Pro, Envoy™ and Sovran™ solutions across all three campuses.
The deployment provides students with self-service access to devices while giving the IT team greater visibility and control over asset management, charging and utilisation.
One of the most significant operational benefits has been smart charging.
As Paul Hogben explains:
“Being able to state that every device has to be at a minimum of 80% charge before it goes into the hands of the students has instantly resolved a lot of those on-the-ground issues.”
Students now receive devices that are ready to use, reducing disruption and improving reliability.
The college has also benefited from improved device longevity.
“It's enabled extended lifetime of batteries.”
By ensuring devices are charged correctly and only when needed, the college has reduced unnecessary charging cycles while helping to maximise the lifespan of its technology estate.
The Results
The impact of the project has significantly exceeded expectations.
When the initiative began, the college hoped to achieve between 30,000 and 40,000 device loans annually. Today, the solution supports approximately 150,000 loans per year, demonstrating how improved accessibility can dramatically increase utilisation.
One of the most significant outcomes has been the change in student behaviour and ownership of devices.
Prior to implementing lockers, laptops were often viewed as shared departmental resources, making it more difficult to track responsibility and encourage accountability. Today, students know exactly which device they have borrowed, how long they can keep it and when it must be returned.
As Paul Hogben explains:
“We've seen better student ownership.”
The ability to track usage and identify who has borrowed equipment has encouraged students to take greater responsibility for the devices they use.
“We've seen a drop in student damages and an increase in reporting.”
By linking every device loan to an individual user, the college has transformed what was once an anonymous process into a transparent and accountable system. The result has been fewer damaged devices, improved reporting, reduced repair costs and better utilisation of existing resources, helping the college maximise the value of its technology investment.
What began as a way to improve device access has evolved into a culture of ownership and accountability, helping the college protect its assets, reduce costs and deliver a better experience for students.
Beyond Technology: Building Community
One of the most unexpected outcomes of the project had nothing to do with lockers, charging or utilisation.
Instead, it was the impact on student culture.
As Paul Hogben reflects:
“There's actually a very nice, heartwarming feeling when you start the new academic year, and you have your returning students standing at the lockers, and they're supporting the new students.”
What started as an IT project has helped create opportunities for peer support and collaboration, improving the wider student experience.
As Paul explains:
“It's enhanced almost a community environment within the college.”
For a project originally focused on improving access to technology, this was an entirely unexpected outcome.
Sustainability Impact
Like many education providers, MidKent College is working towards ambitious sustainability targets.
The move to smart charging technology has helped reduce unnecessary power consumption while supporting the college’s wider environmental objectives.
As Paul Hogben explains:
“It's made it much, much easier to get towards our net-zero aims.”
Reduced energy consumption, improved battery health and extended device lifecycles have all contributed to supporting the college’s sustainability strategy.
Strategic Impact
The introduction of LapSafe® lockers has transformed attitudes towards device management across the college.
In the early stages of the project, some curriculum teams were understandably apprehensive about moving away from dedicated laptop trolleys. Over time, those attitudes changed dramatically.
As Paul Hogben reflects:
“Five years ago, every single department business planning request would be laptop trolley, laptops, laptop trolley, laptops.”
Today, departments are asking for something very different:
“We really want these lockers.”
The demand for the solution has become so established that academic departments are now actively supporting future expansion.
As Paul explains:
“The curriculum is doing it for me now.”
This cultural shift demonstrates how deeply the solution has become embedded within the organisation and provides a powerful endorsement of its long-term value.
Future Growth
The partnership between MidKent College and LapSafe® continues to evolve.
Since first deploying solutions in 2021, the college has expanded its deployment every year and already has plans for an additional 340 locker bays alongside a Smart V™ peripheral vending machine.
As student demand continues to grow, the college remains focused on creating an accessible, scalable and sustainable digital infrastructure that supports both learners and staff.
Conclusion
By replacing decentralised laptop trolleys with a centrally managed, self-service locker strategy, MidKent College has transformed how technology is accessed, managed and utilised across its campuses.
The result is a model that:
- Improves device accessibility and utilisation
- Encourages greater student ownership and accountability
- Reduces damage and repair costs
- Extends device lifespan
- Supports sustainability objectives
- Strengthens the student experience
- Provides a scalable platform for future growth
What started as a project to improve access to technology has evolved into a college-wide strategy that continues to deliver measurable value for students, staff and IT teams alike.