What Is the Average Cost of Education Managed IT Services?

“It depends.”

That was the first answer I got when I asked how much education managed IT services cost. But after a little more digging, I found the ballpark most schools fall into: between $200 and $250 per user, per month.

I remember thinking, That’s not cheap.

But neither is downtime during standardized testing week, or losing access to an entire digital learning platform while students sit helpless in front of blank screens.

If you’re part of a school, public or private, you already know this: technology isn’t just a classroom enhancement anymore. It is the classroom. Whether it’s for digital learning, remote support, or administrative management, your IT infrastructure has become the backbone of your educational environment.

So, how do you support that backbone without breaking your budget?

Let’s take a closer look at what makes up the cost of managed IT services in education and why many schools are switching to this model for more reliable, budget-friendly support.

Understanding the True Cost of IT Support in Schools

Every school has unique tech demands, but they all face the same core question: should we build an internal IT team or outsource to a Managed IT provider?

Let’s break down the actual financial considerations behind each option.

1. Managed IT Services (Most Cost-Effective)

Average Cost: $200 to $250 per user per month

This flat monthly rate typically includes:

• Ongoing device monitoring
• Network security and firewall management
• Regular software updates and patching
• Help desk support for staff and faculty
• Data backup and recovery solutions

You’ll likely pay a one-time setup fee, which covers initial audits, security measures, and equipment such as firewalls. After that, your monthly subscription is predictable and scalable, depending on your school’s size.

For many schools, this is the most affordable route because it bundles all IT needs into a single cost without the added overhead of hiring in-house staff.

2. Co-Managed IT Services (Premium Option)

This is the hybrid model: part internal team, part Managed Service Provider (MSP). It’s a powerful approach that gives you the day-to-day presence of an on-site IT technician while also leveraging the advanced cybersecurity and infrastructure expertise of a full MSP.

Why it’s more expensive:

You pay your internal IT staff’s monthly salary

• You still pay a monthly MSP fee (often slightly reduced from full-service rates)
• You may still need to invest in specialized support if issues escalate beyond your internal team’s skill set

It’s ideal for larger institutions or school systems with high IT demand and a bigger budget.

3. Internal IT Department (The Traditional Route)

Hiring your own IT director or support team means you’re responsible for everything, from salaries and benefits to professional development, equipment, and security.

It also means:

• You may need to hire multiple people to cover all bases
• You’ll likely still outsource specific complex or emergency tasks
• Your budget must cover unexpected IT emergencies, which can be steep

In short, this model provides an on-site presence but often lacks the redundancy and resilience of outsourced models.

What Affects the Cost of Managed IT in Education?

Even within the $200–$250 per user estimate, many variables shape the final price. Here’s what you need to consider:

1. School Size

More users equals more devices, more support, and more maintenance. Pricing scales with student and staff headcount.

2. IT Complexity

A school running multiple campuses, online portals, smart boards, cloud learning environments, and security systems will need far more support than a single-location primary school.

3. Software and Device Management

Managed IT typically covers licensing, software updates, and device inventory. But if your environment uses niche programs or needs custom support (like CAD labs or film-editing stations), costs may rise.

4. Cybersecurity Measures

Today’s schools are increasingly vulnerable to cyberattacks. Your managed IT partner may offer:

• Endpoint protection
• Intrusion detection
• Email filtering
• Compliance support

These protections are critical, but they also influence your monthly costs.

What Do You Get With Education-Focused Managed IT?

A strong provider, like Guardian IT, doesn’t just “fix things.” They prevent them from breaking in the first place.

Here’s what’s typically included:

• 24/7 Monitoring: Round-the-clock system oversight to catch threats and glitches early
• Help Desk Support: Teachers and staff can call, email, or submit tickets when things go wrong
• Network Maintenance: Ensures Wi-Fi runs smoothly across all classrooms and devices
• Patch Management: Keeps systems up-to-date and secure
• Disaster Recovery: Plans and systems in place to recover quickly from outages or data loss
• Free Network and Cybersecurity Audits: Know exactly where you stand with no obligation

All of this means your school avoids costly surprises, and your IT runs quietly and reliably in the background, where it belongs.

Explore Guardian IT’s Managed IT Services today!

Why Education IT Needs Are Unique

Schools aren’t like businesses, and your IT support should reflect that.

• Different users: Students, teachers, administrators, and parents all interact with technology differently.
• Different tools: Learning management systems, testing platforms, and remote learning environments all require specific support.
• Higher stakes: Downtime doesn’t just cost money; it can also cost learning time, test scores, and the trust of parents and faculty.

That’s why it pays to work with a provider who understands these challenges and tailors services specifically for the education sector.

The Hidden Costs of Not Having Managed IT

You may think saving on IT is a smart move, but consider the risks:

• Data Breaches: Schools are prime targets for ransomware. One attack could cost thousands in recovery, and public trust.
• Downtime: Lost classroom time and missed deadlines for critical reporting can’t always be measured in dollars.
• Frustrated Staff: Constant tech issues create unnecessary stress for teachers and administrators.

Managed It Services That Scale With Your School

Guardian IT isn’t just a provider, they are a reliable partner.

We work with schools of all sizes to provide IT services that grow with them. Whether you’re a K-12 charter or a private school expanding your tech programs, we’re here to help with:

• Flexible, affordable plans
• Custom cybersecurity strategies
• Scalable infrastructure solutions
• A responsive team that understands education

Ready to stop guessing and start protecting?

Schedule your network and cybersecurity audit and get clear on your current IT health.

Frequently Asked Questions About Managed IT Services

What’s Included in a Managed It Services Contract?

Guardian IT includes 24/7 monitoring, help desk support, cybersecurity, patching, device management, and free audits in most education-focused plans.

Can We Keep Our Current IT Person?

Yes. Many schools use co-managed IT, keeping an internal tech while outsourcing high-level support. It offers hands-on availability with expert backup.

Can I Get Help With Cybersecurity Compliance?

Absolutely. Guardian IT specializes in education and helps schools meet data protection standards, protect against ransomware, and stay audit-ready.