WPS Instructional Software Tools Procedure:

1. Check the software list to see if it’s already approved. If it is you may have students use the tool.
2. If not, seek approval from your Curriculum Leader.
3. Fill out the software request form.

Once the form has been submitted the approval process begins  and you will be contacted via email. Due to the need for legal review of the Student Data Privacy contract, the process may take significantly longer than previous software requests.   The Technology Department will do its best to reduce the lag time between submitting the form and having students access the requested tool.

Software will be approved once the following criteria have been met:

• Curriculum Leaders give their approval for academic use
• The District has received a signed student data privacy contract from an online vendor. This is required if student accounts are needed or personally identifiable information is shared in some way on the site
• Technical considerations - the site must have secure logins (ie: use https://) and use updated plugins
• Budget - a funding source must be determined if there is a subscription or initial cost for the tool

Declined Titles

If a site is declined for student data privacy reasons, and a sufficient curricular alternative cannot be found,  the District may draft a legal parent release form that every parent must sign before the tool can be used with students. (see example).

1) Submit a request to your school’s Technology Specialist if, after careful research, you have found that the declined tool is the only one that will meet your curricular needs.  

2) Once a parent release form has been drafted, your school’s Technology Specialist will provide the link. If the letter has already been drafted the SDPC site will list the Agreement Type as “Legal Drafted Guardian Release.”  Your building’s Tech Specialist has a copy.

3) Send an email to parents with embedded links to the release form and  links to the website/tool’s Privacy Policy and Terms of Service.  The Tech Dept has a sample letter for you to follow.

4) Send home a paper copy for parents to sign and return to school.  

5) Collect the signed forms. Once you have 100% compliance, scan the forms with a class list as a PDF file and email it to Leisha Simon.

Note: The sample letter home to parents will include a link to a Google form for parents who decide to opt out of signing the release form.  Teachers must have a plan to provide a similar educational experience to all students in the classroom.

We appreciate your cooperation with this new process. Please don’t hesitate to contact your building’s Technology Specialist or Bethann Monahan, K-12 Dept. Head for Instructional Technology, with any questions.