A Buyer's Checklist for Campus Smart Pen Lending Programs

A campus smart pen loan can help students who prefer writing on paper but also need a digital copy of their notes. The aim is practical: let a student write in the way they are comfortable with, then save or share the page without a separate scanning routine.

Before ordering a fleet, test that whole journey with students, from the first handwritten page to a file they can use for revision. Include setup on their own devices and the return appointment, so staff know what support each loan needs.

Start with the task the student needs to complete

Ask a student to work with a short sample lecture or practice meeting. Can they capture the information they need and find it later? Someone who wants to keep handwritten diagrams may need a different workflow from someone who mainly needs recorded speech and a transcript.

Record the student's feedback alongside staff observations. Do not use handwriting preference, a diagnosis or a product category alone to decide which tool they should receive.

For an Ophaya pilot, try a page containing a diagram and a short written explanation. Export a PDF, then use OCR and Word export for the passage the student wants to edit. Also try writing with the phone disconnected and syncing afterward. This tests whether paper-first note-taking is convenient beyond the classroom, rather than just whether the pen connects.

Use this checklist during the pilot

Budget beyond the first order

Request an itemized quote for the equipment and the supplies your pilot actually used. Include staff setup time and any software costs. A subscription-free app can still require training; a product with a recurring license may already be funded elsewhere on campus.

For Ophaya, note syncing, handwriting-to-text conversion and app audio recording are free, with no app subscription to renew for those functions. The pen uses compatible Ophaya writing surfaces. Audio is recorded through the phone or tablet app, not a microphone inside the pen. Confirm that this arrangement fits the rooms and devices in your program.

If your program is considering the 3-in-1 set, include its LCD writing tablet in the trial. A student can use it for temporary calculations or rough diagrams while keeping longer notes in the paper notebook. Check whether that combination suits the student's work before choosing a kit for the whole program.

If you are replacing Livescribe

Inventory the exact pen models, notebook stock and software before choosing a replacement. Keep working loans available during the pilot where practical. Ask the new vendor to confirm paper compatibility in writing rather than assuming that similar-looking dots will work.

Help existing borrowers export important notes before changing accounts or equipment. Do not promise that native notebooks or linked audio will transfer to another brand. Test one representative notebook first, and retain the original until the student has checked the export.

Set the purchase conditions before the pilot ends

Agree on what must work for your students, who will provide support and which unresolved issues prevent an order. Request the accessibility, privacy and security documentation your institution requires. A successful demonstration does not establish institutional approval or suitability for every student.

Use the table above as your pilot record, adding a staff owner and result beside each row. If Ophaya is on your shortlist, visit our student disability office page with your expected loan count, device mix and recording needs. Those details make a purchasing discussion more useful than a request for a bulk price alone.