Software or Subscription Request

Written by Bryan Drozd

Last published at: November 1st, 2021

This article covers the rationale and processes for software and subscription requests.  Related to this is our current parent communication regarding Software and Sites We Use.

Why we need a process

We have not always had a consistent process in place for acquiring software and site subscriptions. We are seeking to remedy that by implementing a consistent process for selection and review.

  • Reduction in building level tech support (DLCs) creates a challenge for supporting a wide scope of software and subscriptions in terms of professional development and classroom integration.

  • On-going technical challenges of supporting the wide variety of sites currently in use.

  • Inadequate vetting of sites as it pertains to terms of service, data privacy, and student records.

  • Inconsistency of student experience across and even within buildings.

  • Difficulty in supporting parents and students due to variances in how a service is implemented.

  • “Free” versions of such resources require time and personnel to support; no current accounting of such costs.

  • On-going budget constraints and use of external funding sources create inequities and inconsistencies in deploying these resources.

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Software or Subscription Request Form

Please complete the form for any request that would be considered a new addition, a change to an existing subscription or usage, or any program that has not previously been reviewed (which would be all programs bering used prior to the 2021-2022 school year).

The form collects data on:

  • Anticipated building, grade level, curriculum area and student population usage.

  • Specific costs associated with the resource.

  • How the resource fits within the existing curriculum or environment and expectations for use.

  • Student data privacy and processes.

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Request Review

Once completed, the form is then brought to the appropriate administrative PLC or curriculum group for discussion and to determine next steps. Outcomes for this portion of the process include:

  • Identifying and avoiding redundancies in resource selection.

  • Determining the scope of resource usage and possible steps related to professional development, communications, and documentation.

  • Deciding what specific funding source will be used for the resource.

  • Setting checkpoints for additional review and applicable criteria, such as usage data, assessment results, or other measurable outcomes.


District employees can view all requests and associated review material and data in the Technology - Process - Software Review google shared folder.

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iPad App Request Process

General Education

Help Desk Ticket Free App Paid App
Review: Instructional BLC staff review app content. Verify content or design is not already covered by another app and appropriate for the requested purpose. Consider in app advertising, terms of use, and student data privacy.
Review: Technical Technology staff verify the app will work as expected in the school district environment.
Budget Source N/A

Teaching & Learning Budget: If requested for an entire grade level (across buildings) or curricular area (all art, music, phy ed, PLTW, media, etc) then the Teaching & Learning Digital Resource Application must be completed, reviewed, and approved.

Building or Departmental Budget: If the requested app is for use in a specific building, then staff must coordinate with building or department administration to provide a budget code pending approval.

Technology Budget: Apps identified by BLC staff or deemed as necessary but not tied to specific curricula may be funded by the technology department.

License Scope General education apps are assigned per device. App assignment can be filtered down to the building, grade, or class level. For paid apps, an approximate count of licenses required for a specific group can be provided to estimate total cost. For example, 2nd grade at Red Oak.
Approval Upon approval, technology will add the app to the Self Service app catalog within 3-5 business days.

Special Education

Help Desk Ticket Free App Paid App
Review: Instructional Assistive technology staff review app content. Verify content or design is not already covered by another app and appropriate for the requested purpose. Consider in app advertising, terms of use, and student data privacy.
Review: Technical Technology staff verify the app will work as expected in the school district environment.
Budget Source N/A

As approved by the special services department.

License Scope Special education apps are assigned per device. App assignment can be filtered down to the building, grade, or class level as needed. For paid apps, an approximate count of licenses required for a specific group can be provided to estimate total cost.
App assignment can be scoped to specific students or staff. When an app is intended for a small group please include a list of people including student ID and/or full name.
Approval Upon approval, technology will add the app to the Self Service app catalog within 3-5 business days.


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Legal Requirements

Protecting student data and promoting a safe environment are key aspects of why we prefer to have a methodical process that everyone in the district follows.  Here is a sampling of some of the legal requirements we try to keep in mind as guidance for what we allow students to use.

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