In K-12 today, most stakeholders (in any size educational institution) note disparate systems, inconsistent processes, and redundant requests as primary factors for the overwhelming sentiment around onboarding digital tools. This brief guide offers examples and actionable takeaways for consistency, compliance, and collaboration in onboarding educational technologies (edtech)…and these tactics can be implemented before the back-to-school season.
The Request Form
A thorough and easily accessible technology request form is the first step in implementing consistent vetting practices that ensure communication, data security, and fiscal stewardship. A one-size-fits-all form does not exist, but using real district examples like the ones below can serve as a great starting point and then be customized to fit your institution’s needs.
Example #1 State: CA, Student Count: 10-20k
- Name of Software Application
- Vendor/Company Name
- URL (main page for online software)
- Grade level(s) targeted by software
- Demo Account Username and Password
- What primary group of students will be targeted with the use of this application/software?
- How does this program support/align with the district adopted curriculum?
- List school goals that are supported by this software.
- Describe the research-base and study effectiveness data available that supports the program’s use in an academic setting. You may include links to websites with research and data.
- What is/are the specific instructional purpose/content area(s) addressed by the program?
- Is the program content aligned to State Standards?
- How does the program collect ongoing data and create data reports that allow teachers to monitor student performance?
- How does the program differentiate, scaffold, extend, and reteach concepts to support individual student needs?
- How will the impact of the program on student achievement be assessed and reported?
- Is the cost of this program sustainable by the site?
- How will this program strategically fit into the instructional routine/plan? Explain the time commitment needed per day/week to achieve optimal outcomes.
- What is the professional development plan to train staff and the anticipated cost to support implementation?
- How will the program fidelity of implementation be monitored and supported by site leadership?
- Is the application compatible with our rostering system <insert sync/roster name here>?
- Will the application work on the district’s systems (Chromebooks, iPads, laptops, desktops, etc.)?
- Will the application require setup from the district level?
- Which browser is best for using this application (if applicable)?
- Does the company comply with state and federal laws and guidelines regarding student data privacy and are they willing to sign the district or state Vendor Compliance Agreement?
- How is the program content accessible for all students (e.g. text accessibility features, audio, captioning, etc.)?
Example #2 State: VA, Student Count: 75-100k
- Is this new instructional software?
- Choose the software categorization below:
- Instructional
- Business
- Choose the content area this software falls under <insert drop-down of areas>:
- What is the purpose of this project (what problem are you addressing)?
- Which strategic plan objective is this tied to and what is the desired result?
- Have you checked the Product Catalog to ensure there is not already an approved software/application that provides the same functionality?
- Ensure the vendor has completed necessary forms and then upload the Data Privacy Agreement (DPA).
- Please enter your name, school/department/location, and contact information so you can be contacted to discuss your needs.
- Will the application be used by students?
- Does use of the application require accounts for students?
- Does use of the application require staff accounts?
- If district login accounts (staff or students) are required, does this application need to integrate with other district applications (<insert rostering, single-sign-on and other necessary systems>)? If yes, please list the applications.
- What is the title of the software/application? Include vendor URL if applicable.
- Provide a link to the software/application privacy policy and confirm acknowledgement of reading it.
- Is the software/application web based and/or cloud hosted, or does it need to be installed on a device?
- Provide the vendor contact information.
- Is the vendor on a current district agreement or will an RFP need to occur?
- Was this included in the approved budget?
- How will you measure the return on investment and/or learning impact?
- What are the risks?
- What is your communication/training plan?
- Are there other dependencies beyond your department/school?
- List your dependencies.
- Who is the sponsor for this purchase?
- If approved, what is your implementation timeline?
- What is the cost for the initial year?
- After the initial year, what would be the annual cost?
Example #3 State: WY, Student Count: <1k
- Person/Group requesting the use of a website, app or software installation?
- What grade level(s) will the site/app/software requested be used by?
- What type of request is this?
- iPad App
- Computer Software Install
- Website
- Title of website, app, or software requesting?
- Publisher/Manufacturer?
- Cost?
- Select which option best describes what the site/app/software will be used for:
- Classroom, instructional, or testing purposes
- Teacher Only
- Other
- If the answer to the above question is “Other”, please explain.
- Provide a detailed description of the product, including what it does and how it will be used.
- Please explain how the students will access the product. For example, do the students create their own account with an id and password, does the teacher create an account, etc.
- Check what type of data, if any, potentially entered, accessed, stored, or captured by the site/app/software may be considered:
- Private information about individual students or staff? (e.g. names, grade level, phone number, birth date, etc.)
- Email address and password
- n/a
- Will this site/app/software require any assistance from the technology department regarding set-up or ongoing maintenance?
- Are you aware of any other institutions that are currently using this site/app/software or are considering using it?
- If yes to the above question, please list the institutions.
- What date is the site/app/software needed?
- Has the building principal approved this request?
The Evaluation Flow
Most institutions have some variation of the request forms above, but typically, things go awry shortly after this first step. A convoluted chain of emails, a myriad of spreadsheets, and a “telephone game” of communications commence.
Although the flow steps may vary, the stakeholders usually include:
- Principals/Site Leadership
- Technology Coaches
- Technology Leadership
- IT/Networking/Infrastructure
- Curriculum/Instructional Leadership
- Business Office/Purchasing/Procurement
- District Leadership
And their associated actions require:
- Building/Site/Department Approval
- Curriculum Alignment
- Strategic Alignment
- Data Privacy Review (data privacy agreements, compliance)
- Interoperability Review (integration capabilities with single-sign-on, rostering, and student information systems)
- Budget Approval
- Final Sign-off
A consistent workflow should be put in place that enables stakeholders to view all outstanding requests, communicate amongst the evaluation team (and to staff) throughout the process, publish the approval decision and explanation, and record findings for future reference.
The Technology Fix
Reigning in the technology/digital tool onboarding process may seem unattainable, and without a purpose-built solution, it may be. Centralization and transparency are required for each stakeholder to understand the “big picture.”
Common questions staff, students, and parents often ask:
- How do I know what’s available to use?
- What do these applications (apps) do?
- How do I request a new tool?
- Why are some apps restricted?
- Does this app access student data?
- How do I support this tool’s adoption in the classroom and at home?
In order to bring clarity to these questions, stakeholders need an easily accessible and searchable catalog/library of tools, answers to frequently asked questions, training materials and resources, and consistent processes for requesting support with current tools or purchasing new ones.
A modern solution, like Veracity’s Technology Management System, provides insight into every application your district invests in today, streamlines and automates the process of onboarding new applications, and ensures proper communication and compliance to keep student data safe.
Here are a few tips and tricks for taming the “Wild Wild West”:
Maintaining a Lean EdTech Portfolio
- Create a catalog of tools (and associated contracts) categorized by product type so decision makers understand where money is being spent.
Building Awareness
- Share the product catalog (internally and externally) with staff, students, and parents to build awareness around which tools/apps are available, how they are utilized in the classroom, and if they access student data.
Avoiding Redundant Requests
- Tag each product in the catalog with approval statuses (e.g. approved, approved with restrictions, under review, not approved) enabling staff to see if the tool is already in a “requested” status.
- Add a description of how each tool works and the problem it solves. minimizing requests for tools/apps that share similar capabilities and promise similar results.
Keeping Evaluation Momentum
- Identify each stakeholder that should be involved in the evaluation process and the appropriate action items.
- Set expectations for task completion and desired turn-around times.
- Implement a system (such as Veracity’s TMS) that notifies evaluators of outstanding tasks, allows evaluators to work concurrently, tracks comments throughout the process, and notifies the requester of the final decision. No more waiting for the monthly or quarterly meeting to review the endless list of requests.
Increasing Operational Efficiency, Scale, and Knowledge Transfer
- Store historical requests and results where they are easily accessed by appropriate stakeholders in future reviews.
- Centralize all resources (training videos, knowledge base articles, privacy policies, files/attachments such as data privacy agreements) to minimize loss with staff turnover.
- Automate the onboarding process, gain stakeholder buy-in for greater accountability, and track insights to make data-driven decisions upon renewal.
A purpose-built request and workflow management system can offer easy form building, flexible workflow design, system notifications, and automations that increase operational efficiency and scalability across the district. If you’re ready to tame the “Wild Wild West,” email us at info@veracityvs.com.