IT Software & Platform Approval Policy

This policy explains the required approval process for any software, online platform, application, browser extension, testing system, or digital service intended for use by district staff or students.

Purpose

The purpose of this policy is to ensure that all software and digital platforms used by the district are secure, compatible with district systems, supportable by IT, and compliant with student data privacy, state requirements, and district cybersecurity standards.

Policy Statement

No software, platform, application, browser extension, online service, or digital tool may be purchased, deployed, integrated, or used with district systems, staff accounts, student accounts, or student data unless it has first been reviewed and approved by the IT Department.

Scope

This policy applies to, but is not limited to:

• Instructional software
• Testing platforms
• Web-based tools and SaaS services
• Desktop applications
• Mobile or tablet applications
• Browser extensions
• Clever, Google, Microsoft, or Entra-integrated tools
• Any system that collects, stores, processes, or accesses student or staff data

No Purchase Order Without IT Approval

A purchase order, requisition, quote approval, subscription renewal, trial conversion, or contract for software or digital services may not be submitted or approved until the IT Department has completed its review and provided written approval.

This requirement applies even if the software is free, grant-funded, purchased with classroom funds, department funds, building funds, or paid for by an outside organization.

The purpose of this requirement is to prevent the district from purchasing or adopting tools that may later be found incompatible, unsupported, insecure, noncompliant, or unsuitable for use with student data.

Required Request Information

Staff requesting new software or digital platforms must submit a request through the Helpdesk before purchase or use. The request should include:

• Product or platform name
• Vendor/company name
• Website or product link
• Intended use
• Grade levels, departments, or users affected
• Whether students will use the platform
• Whether student or staff data will be entered, uploaded, synced, or accessed
• Requested integrations, such as Clever, Google, Microsoft, Entra ID, or ClassLink
• Device requirements, such as Chromebook, Windows, macOS, iPad, or browser-based use
• Requested implementation date
• Funding source, if applicable

IT Review Areas

1. Security & Privacy Review

• Student data privacy requirements
• FERPA considerations
• State data privacy requirements
• Vendor data handling practices
• Cybersecurity and insurance requirements
• Data Privacy Agreement or contract review, when required

2. Technical Compatibility Review

• Compatibility with district devices
• Network and firewall requirements
• Authentication requirements
• Clever, Google, Microsoft, or Entra ID integration
• Accessibility and browser compatibility

3. Operational Support Review

• Ongoing IT support requirements
• Account provisioning and deprovisioning
• Licensing management
• Renewal tracking
• Training or documentation needs

Testing and Evaluation

Some requests may require a testing or pilot phase before approval. This may include limited testing with specific users, devices, networks, browsers, or student accounts to confirm that the platform works properly in the district environment.

Testing is required because not all school networks, devices, filtering systems, authentication methods, or security requirements are the same.

Approval Outcomes

After review, the IT Department may issue one of the following decisions:

• Approved: The software may be purchased, deployed, integrated, and supported.
• Conditionally Approved: The software may be used only under specific restrictions or conditions.
• Denied: The software may not be purchased, deployed, integrated, or used with district systems or data.
• Pending: Additional information, vendor documentation, testing, or administrative review is required.

Deployment

Once approved, IT will determine the appropriate deployment method. This may include Clever setup, account provisioning, software installation, browser configuration, device deployment, firewall changes, or staff documentation.

Staff should not independently configure, deploy, or direct students to use unapproved software or platforms.

Unapproved Software

Software that has not completed the IT approval process may not be used with student data, district-managed devices, district accounts, or district networks.

If unapproved software is discovered in use, IT may disable access, remove integrations, block the platform, or require the software to go through the approval process before continued use.

Summary

The IT approval process protects students, staff, district systems, and district funding. Early review helps avoid compatibility issues, privacy concerns, unsupported systems, and purchases that cannot be deployed.