Technology Policies and Guidelines

Upon hire, full-time and part-time employees identified as requiring a computing device to complete assigned duties are provided one computer system under the MCS Computer Policy.

Full-time and part-time employees will receive:

• One laptop with optional docking station or desktop
• One monitor (for users with offices)
• One standard keyboard and mouse set

Exceptions allowing an employee to have multiple computers covered under this policy will be rare and made on a case-by-case basis.

Computer specifications will be based on the current MCS Technology Standards document. Requests deviating from these specifications must be approved by the Director of Technology and Information Systems.

Computing equipment will be replaced according to the published MCS Technology Refresh Guidelines and Refresh Schedule. While out-of-warranty computers can be cost-prohibitive to maintain and can pose a threat to the stability of the campus network infrastructure, the Office of Information Technology (OIT) reserves the right to redistribute out of warranty assigned computers as needed.

Computer equipment is the property of Marietta City School district, not the property of the employee, department, or school, regardless of the funding source used to purchase the equipment. Any enterprise software necessary for a user to perform his/her assigned duties will be provided and installed.

All equipment purchases:

1. Must be approved by the Director of Technology & Information Systems,
2. Meet OIT’s published Technology Standards and,
3. Include at least a 3-year manufacturer warranty.

Computing equipment funded by departmental budgets, local school budgets or any non-recurring funds will be subject to the following guidelines:

• The device(s) are not eligible for replacement as part of the MCS refresh cycle, unless the department or school has funds for this purpose.
• The device(s) will be inventoried as part of MCS’s equipment database and must run any district IT software necessary to provide oversight and management of device(s).
• The device(s) must allow operating system updates and have an approved anti-virus solution that is set to update automatically.
• The department or school may continue to use the purchased device after the warranty expires as long as the operating system is supported by the manufacturer, security updates are processed and the approved anti-virus solution updates automatically.
• The department or school is responsible for the replacement of the computing device(s) when they have reached end of life/end of support.
• The department or school is responsible for the purchase of additional batteries, accessories, or consumables.

All software purchases:

1. Must be reviewed and approved by the Director of Technology & Information Systems,
2. Comply with information security requirements,
3. Include at least a 3-year service agreement, and
4. Include training.

OIT will not provide support for Open Source software without a service level agreement with a well-known vendor. Software purchased by the district is not permitted to be installed on a non-MCS computing device.

• The Office of Information Technology will provide support, repairs and maintenance to all computing devices under the following conditions:
  • The device(s) meet MCS’s computer standards and is covered under a warranty,
  • The device(s) were provided by MCS,
• Any damaged device that exhibits signs of neglect, misuse or abuse will be reported to users’ supervisor and the Director of Information Technology & Information Systems.
• All end of life, damaged or unused computing devices must be returned to OIT for proper disposal regardless of funding source.

Laptops that suffer normal wear and tear, are damaged in the conduct of normal business, damaged as a result of a systemic network security issue, or stolen or damaged as a result of vandalism or a break-in at a MCS campus shall be repaired or replaced by MCS and MCS shall be responsible for any costs incurred.

Laptops that are damaged through neglect or abuse or lost by the employee to whom the laptop was issued may be repaired or replaced by MCS and all costs passed on to the employee to whom the laptop is assigned.  Examples or neglect include, but not limited to:

• Leaving the laptop in an unsecured environment in or out of school,
• Exposing the laptop to harmful environmental conditions, or
• Allowing unauthorized users access to the laptop.

If an employee is responsible for the replacement cost of a laptop, the cost to the employee will be determined as follows:

The original cost of the laptop minus any depreciation.[1]

In the event of theft, a police report must be filed as soon as the theft is discovered and a copy submitted to the Office of Technology and Information Systems along with a written, signed and dated explanation of theft and a general description of data stored on the laptop.

[1] Laptops are depreciated evenly over a five-year period. E.g, a $1,000.00 laptop will be depreciated by $200 each year over five years until the laptop is valued at $0.

1. Desktop computers will be replaced every five years. [1]
2. Laptop computers will be replaced every four to five years or at the end of the purchased warranty period.[2]
3. Tablet computers will be replaced every five years.[3]
4. The cost for the refresh is funded at the central office level and is managed by Office of Technology. This eliminates the need for individual cost centers and/or departments to bear the cost of replacements for standard desktops, laptops and tablet computers.
5. All employees assigned a computing device will be eligible for a new device at the end of the device’s life cycle as published in the refresh schedule.
6. Requests for upgraded or Apple devices will need justification as to why the more expensive equipment is necessary to perform assigned job duties. A personal preference for requested equipment is not a justification.
7. Computing devices purchased using local school funds or grants will not be refreshed unless additional funds have been identified and provided for those devices.
8. Upon replacement, the existing computing devices will be removed by Office of Technology and discarded. Office of Technology reserves the right to redistribute replaced hardware if deemed necessary.
9. Requests for accelerating the refresh schedule of a computer(s) for employee(s) must be made through Office of Technology and include a departmental/local school account number for the computing device(s) to be charged against. The computing device(s) being refreshed will be returned to Office of Technology and cannot be kept by the department or school for other computing needs. 
10. Laptop docking stations will be refreshed, if needed as determined by the model of new laptop being deployed.
11. With respect to monitors, if being refreshed,
    • Employees will only be provided with one,
    • The monitor provided will be compatible with the new computing device/docking station, and
    • Additional monitors will need to be procured using departmental/local school funds.

[1] According to the website Statista.com, the average life span of desktops is 4.54 years.

[2] According to the website Chron.com, the average life span of laptops is 3-5 years.

[3] According to the website Statista.com, the average life span of tablets is 5.12 years.

Desktop Computers: Every 5 years from time of purchase.

Laptops: Every 4-5 years from time of purchase.

Tablets: Every 5 years from time of purchase.

Chromebooks: Every 5 years from time of purchase or when OS is no longer supported, whichever comes first.