Melrose Public Schools

Chromebook Policy

Updated: 9/05/2023

Technology Vision

Melrose Public Schools (MPS) is dedicated to using technology to enhance the teaching and learning environment of all members of the school community. Our community is an informed user base that effectively uses technology to both consume and create information, to collaborate and communicate in a variety of mediums and methods. Every student is prepared to master the current information landscape and to be a productive, ethical citizen in the global environment.

What is a 1:1 Learning/Device Program?

1:1 learning is the concept of providing one device for every student. This removes the need for borrowing devices from other students or sharing devices from communal pools of a limited quantity of devices.

Why do we provide a 1:1 environment?

MPS students and educators will benefit from the digital learning tools through the enhancement of personalized learning, increased accessibility, and blended learning experiences.

Digital learning technologies can enable Melrose’s students readily grasp concepts more quickly and to connect theory and application more adeptly. Having an environment that provides Melrose students with 1:1 digital learning devices can assist teachers with an increase in instructional blended learning techniques and facilitate the widespread sharing of knowledge.

Personalization

Digital learning offers an unprecedented ability to provide educational experiences that are specific to each student’s learning needs. Teachers can also track their student’s progress, identify specific areas of focus for each student with digital data, and present solutions that address their specific needs. Students thrive most in situations where educational experiences have been customized to their unique learning styles; digital learning will provide teachers with the tools and opportunity to offer individualized learning programs.

Accessibility

By incorporating digital devices and connected learning, Melrose classrooms not only connect to individuals within the class, but can collaborate with all classes and schools to share insights and boost learning, experience, and communication skills.

Blended Learning

Blended learning opportunities incorporate both face-to-face and online learning opportunities. The degree to which online learning takes place, and the way it is integrated into the curriculum, can vary across the MPS. The strategy of blending online learning with school-based instruction is often utilized to accommodate students’ diverse learning styles and to enable them to work before or after school in ways that are not possible with full-time conventional classroom instruction. Online learning has the potential to improve educational productivity by accelerating the rate of learning, taking advantage of learning time outside of school hours, reducing the cost of instructional materials, and better utilizing teacher time.

Receiving Your Chromebook

Distribution of Chromebooks

Chromebooks will be issued to students in Grades 6 - 12. Grades K-5 will use their devices in school only. Parents will be notified of the distribution schedule. It is required for parents to sign the MPS Chromebook Policy before students are allowed to take their Chromebook home.

Transfer/New Student Distribution

All transfers, new students, or students that miss the distribution in grades 6-12 will notify their teacher or principal of their need for a Chromebook and the Main Office will coordinate with the Information Technology Dept. to deliver a Chromebook to the student. Both students and their parents/guardians must sign the MPS Chromebook Policy online before picking up a Chromebook. Grade K-5 teachers will receive Chromebooks by redistribution in the school or receive new ones when a new student is added to the classroom.

Taking Care of Your Chromebook

Students are responsible for the general care of the Chromebook they have been issued by the school. Chromebooks that are broken or fail to work properly should be brought to the student’s homeroom or classroom teacher as soon as possible. This will aid in getting the device repaired more quickly and properly. MPS-owned Chromebooks should never be taken to an outside computer service for any type of repairs or maintenance.

General Precautions
- No food or drink should be near a Chromebook.
- Cords, cables, and removable storage devices must be inserted carefully into a Chromebook.
- Chromebooks should not be exposed to extreme temperatures such as being left in a car for an extended period.
- When plugging in a Chromebook, please do not cause a tripping hazard with your charging cable.
- Heavy objects should never be placed on top of Chromebooks.
- Chromebooks should travel to and from school in a backpack.
- Chromebooks should never be left unattended except when in locked lockers.
- Make sure your Chromebook is stored in a safe, secure environment.
- Do not damage, degrade the performance of, or abuse your or anyone else's Chromebook in any way.

Carrying Chromebooks
- Always transport Chromebooks with care.
- Never lift Chromebooks by the screen.
- Never carry Chromebooks with the screen open.

Screen Care

The Chromebook screen can be damaged if subjected to heavy objects, rough treatment, certain cleaning solvents, and other liquids. The screens are particularly sensitive to damage from excessive pressure.

Do not put pressure on the top of a Chromebook when it is closed.
Do not store a Chromebook with the screen open.
Ensure there is nothing on the keyboard before closing the lid (e.g. pens, pencils, papers etc.).
Only clean the screen with a soft, dry microfiber or anti-static cloth.

Inventory
- The Chromebook is property of the MPS and provides information that allows us to determine the name of any student who uses the device as well as the specific individual the Chromebook is assigned to.
- Any loss or damage to the Chromebook needs to be reported immediately to your teacher or school’s principal.
- Families may be responsible for the total replacement cost of a Chromebook.

Using Your Chromebook

Students are expected to bring a fully charged Chromebook to school every day and bring their Chromebooks to all classes unless specifically advised not to do so by their teacher. Students may also purchase an additional charging cord to carry with them in their backpacks. Extra power supplies can be found at a variety of online retailers as well as local stores.

Sound
- Headphones may be used at the discretion of the teachers.
- Students should have their own personal set of headphones for sanitary reasons.

Printing
- Students will not be able to print from their Chromebooks while at school. Students will be encouraged to digitally publish and share their work with their teachers and peers when appropriate.
- Students may configure the Chromebook to print to a home printer if they own one. Settings for configuring a printer on a Chromebook can be found at: Set up your printer - Chromebook Help.

Logging into a Chromebook
- Students will log into their Chromebooks using their school-issued Google account.
- Students should never share their account passwords with others, including faculty and staff.
- Only melroseschools.com Gmail accounts can be used to log into the MPS-issued Chromebook.

Managing and Saving Your Digital Work With a Chromebook
- All student work will be stored in Internet/cloud-based applications and can be accessed from any computer with an Internet connection and most mobile Internet devices. The district will not be responsible for the loss of any student work.

If a student does not bring their Chromebook to school
- Two weeks after the implementation we will begin a process of loaning Chromebooks on a limited basis. At the MHS main office or MVMMS Library, there may be a limited number of loaner Chromebooks available on an as-needed basis. It should be noted, however, that there is no guarantee that a loaner will be available.
- Students who borrow a Chromebook for the day may not take it home. It should be returned to the MVMMS Library or main office, or the MHS main office before the end of the day.
- An additional loaner Chromebook will not be issued until the original loaner Chromebook is returned.
- If a student forgets to bring their Chromebook into school three (3) times/quarter, the privilege of taking the Chromebook home may be denied for the remainder of the school year.

Chromebook General Use
- Use your Chromebook as a tool for learning.
- You are responsible for having a fully charged Chromebook to use each day in school.
- Teachers will determine when and if Chromebooks will be open and used in class.
- Academic use always takes priority over personal use in school.
- The IT Department or student Tech Leaders may request that you bring your Chromebook to their respective locations if needed for updates and maintenance.

Chromebooks being repaired
- Loaner or replacement Chromebooks will be issued to students who require a repair to their Chromebook.
- A student borrowing a Chromebook will be responsible for any damage to or loss of the loaned device as if it were their own.

Using Your Chromebook Outside of School
- Students in grades 6-12 will have the opportunity to take Chromebooks home. Students are encouraged to use their Chromebooks at home and other locations outside of school. A secure WiFi Internet connection will be required for the majority of Chromebook use, however, some applications can be used while not connected to the Internet. A secure WiFi connection will ensure greater student data privacy. Public WiFi access is not to be used. Students are bound by the MPS Responsible Use Policy, and all other guidelines in this document wherever they use their Chromebooks.
- You are responsible for maintaining your home network and Internet service.

Operating System and Security

Students may not use or install any operating system on their Chromebook other than the current version of Chrome OS that is supported and managed by the district.

Updates
- The Chromebook operating system, Chrome OS, updates itself automatically if the device is restarted regularly. Students will need to restart the device after an update to the Chromebook.
- To ensure automatic updates, students should restart the Chromebook at least bi-weekly.

Virus Protection
- Chromebooks use the principle of “defense in depth” to provide multiple layers of protection against viruses and malware, including data encryption and verified boot.
- There is no need for additional virus protection.

Content Filter

MPS believes the use of computer networked services, email, and the Internet has become, if used appropriately, an integral part of an engaging, student-centered, and collaborative learning environment. Students should understand that all of our computer networked services are provided exclusively for educational purposes.

MPS filters all internet traffic to safeguard staff and students from harmful content. MPS also provides supervision and education related to appropriate online behavior, including interacting with other individuals on social media, and regarding cyberbullying awareness and response. However, it is still the responsibility of all computer users to make sure they comply with providing a safe and secure learning environment when using technology. MPS encourages parents/guardians to supervise their child(ren) when using technologies at home.

MPS utilizes an Internet Content Filter that complies with the federally mandated Children’s Internet Protection Act (CIPA). School filtering services used on the MPS network will not work at home. However, Google Safe Search has been activated for all student Google accounts whether in or out of the district network.

Software

Google Workspace for Education
- Chromebooks seamlessly integrate with the Google Workspace for Education Platform of productivity and collaboration tools. This includes Google Classroom, Docs, Sheets, Slides, Drawings, Forms, Sites, and more. All student work will be stored in the student’s Google Drive and can be accessed from any computer with an Internet connection and most mobile Internet devices.

Chrome Web Apps and Extensions
- Apps and extensions can be installed on the Chromebook. However, students can only download apps and extensions that have been pre-approved by the school district. Students will be blocked from downloading all other apps and extensions.

Chromebook Identification

Records
- The district will maintain a log of all Chromebooks that includes the Chromebook serial number, name, and ID number of the student assigned to the device.

Users
- Each student will be assigned a designated Chromebook for a duration of time (3-4 years) during their time in the MPS. It is our goal to provide the student with the same devices for the issued period.

Chromebook Protection Plan

The Melrose Public School District offers families of students in grades 6-12 a Chromebook protection plan. The protection plan program protects each student’s Chromebook against repair costs associated with damage. The optional protection plan is provided by the district purely as a convenience and is not required, but is highly recommended that parents take advantage of this opportunity. The optional protection plan costs $20 and is payable online or by check. Please make checks payable to “MPS”. Checks should include the student’s name and the word “Chromebook.”

Please note that the MPS does not accept cash for the Chromebook Protection Plan.

The deadline to register for the protection plan is October 1st of each school year.
If a student enrolls in MPS during the school year, the family will have 30 days from the enrollment date to purchase the Chromebook protection plan.
If the yearly Chromebook protection plan is purchased, the student is covered for damages to their Chromebook and charger.

The following are exclusions from this coverage and are not covered by MPS:

The Chromebook power adapter/charger is lost/stolen.
Cosmetic damages (unless it interferes with the functionality of the Chromebook).
Deliberate damage, neglect, or abuse caused by you or others you allow to use your Chromebook. This includes intentionally marking, defacing, and/or abusing the Chromebook (amusement, anger, frustration, etc.); and damage caused by tampering with hardware components (battery housing, RAM, keys, camera, etc.) to alter district configurations.
A mysterious disappearance of the Chromebook i.e., the student does not know as to the place, time, or manner of the loss.
Liquid/beverage spills on the Chromebook, i.e. eating or drinking near a Chromebook is not accidental and will not be covered by MPS.
Excessive scratches/wear to Chromebook exterior caused by failure to regularly use a protective case as required by this Chromebook Policy. The Chromebook will not be replaced due to aesthetic damage.
Damage caused by repairs made by an unauthorized source; Students should bring Chromebooks for repair only to school staff.

Fee Schedule

Replacement costs for lost or stolen equipment are as follows:

Lost or stolen Chromebook: $225
Lost or stolen Charger: $25

If the Chromebook protection plan is not purchased, the repair fees are shown below.

Replace screen or broken hinge: up to $100 (depending on make/model)
Broken case, camera, or bezel: up to $100 (depending on make/model)
Replace keyboard/touchpad: up to $100 (depending on make/model)
Replace charger: $25
Replace Chromebook if it is lost, stolen, or damaged beyond repair: $225

Repairing/Replacing Your Chromebook

All Chromebooks in need of repair must be given to the student’s teacher or main office as soon as possible. The technician will assess the damage and repair the Chromebook.

Building-based principals will make the final decision regarding family obligations for repair and/or replacement costs and will be the point of contact for parents through the process.
Students who are deemed to be habitual offenders of Chromebook damage, regardless of protection plan, may have a plan put in place to help lessen and/or prevent future damages.
If a student’s enrollment is terminated from MPS for any reason, this protection agreement becomes null and void on that date.
There are no refunds once this agreement becomes active on the date the Chromebook is issued and payment is made.

The Chromebook Protection Plan is subject to an annual review.

Appropriate Uses and Digital Citizenship

School-issued Chromebooks should be used for educational purposes and students are to adhere to the MPS School Committee policies: IJND - Access to Digital Resources, IJNDD - Electronic Communication/Social Media, IJNDB - Acceptable Use Policy for Information Technologies, and JICFB - Bullying Prevention. The provisions of the above-mentioned School Committee policies are incorporated herein by reference as if set forth in full and are made a provision of this agreement which must be complied with.

Students will follow the Device Damage Tech Procedure and all of its corresponding administrative procedures. While working in a digital and collaborative environment, students should always conduct themselves as good digital citizens by adhering to the following responsible use guidelines.

Privacy Expectations
- School-issued Chromebooks have been configured to optimize the educational experience for students and staff as well as protect students from harmful content per federally mandated guidelines.

On-Campus Chromebook Use
- All devices on the school network go through a content filter that prevents students from accessing harmful content. This filter also logs user activity, including those websites accessed by the end user. The filtering policies are a requirement of the Children’s Internet Protection Act (CIPA).

Other Appropriate Uses

Students and families should understand that only the student has the right to use the Chromebook while enrolled in the school system. MPS students must comply with software license agreements for the software used on the Chromebook.
Neither the parent/guardian nor the student shall sublease, sell, or otherwise grant an individual or business any right or security interest to the Chromebook or otherwise encumber MPSs’ purchase or any lease with third parties if a third party exists.

Returning Your Chromebook

MPS will collect all Chromebooks in grades 6-8 at the end of the school year and will be redistributed at the start of the next school year. Students in grades 9-11 will be allowed to keep their Chromebooks over summer break.

End of Year
- The turn-in process will differ from school to school. Communication from school administration will be sent out a month before school ends.
- Starting as soon as 10 days before the school year ends, the Chromebook collection process may begin.
- If the Chromebook/supplied equipment is not turned in at the end of the year, excluding grades 9-11, the student will be charged the replacement fee. If the fee has not been paid the student will not be able to pick up a Chromebook the following year. If the student is a graduating senior, their transcripts may be held.
- If a student graduates, withdraws, becomes inactive, or in some other way leaves MPS, the student/parent will return the Chromebook and Chromebook charger to MPS on or before the withdrawal date.
- We agree to return the Chromebook and charger to MPS in the same condition as when we took possession. Reasonable wear and tear are accepted as outlined in this agreement.

Transferring/Withdrawing Students
- If a student transfers, graduates, withdraws, becomes inactive, or in some other way leaves MPS, the student/parent will return the Chromebook and Chromebook charger to MPS on or before the last day of attendance.
- Failure to turn in the Chromebook will result in the student being charged the full replacement cost of the Chromebook and charger. The fee must be paid before the student’s record is released. There will also be a charge for any missing peripheral equipment issued to the student.
- The District may also file a report of stolen property with the local law enforcement agency for equipment not returned and seek criminal charges or civil damages if the Chromebook and Chromebook charger is not returned on or before the student’s last day in attendance.

Melrose Public Schools

Student Chromebook 1:1 Program

Chromebook Policy

Chromebook Specification

Register for a Chromebook

Register for a Chromebook Warranty (Students who have a school-owned Chromebook prior to 2023-2024 SY)