Purpose of Approval Process:

1. Teaching and Learning Approvals - 4I-200 Instructional Materials Management
2. Student Data Privacy Approvals - 11IR-110 Student Data and Family Privacy Protection; Title 53E-9-309: Third-party Contractors (External Web Content)
3. Purchasing Approvals – State procurement precludes state money from being bound to annual subscriptions. Contracts with time limits are needed. Pilots require purchasing approval.
4. Technology -- assurance that services and apps can be properly supported in DSD technology platforms and environment.

Getting to the list of Approved sites --- District Web Site >> Employee Resources >> District Approved Technology Tools

• Preferred products are those that a student can sign-in with O365 or Google. 
• Free-mium products will not be rostered through Clever. School purchased products will be rostered through Clever, if possible.
• Once a request is made, a response will be sent to the STS in 72 hours with the results or the timeline. 

The principal serves as the instructional leader to approve the use of instructional materials / services in the school. 

Principals >> REQUEST apps on LearnPlatform to start privacy review process

1. Click on DSD EDUCATOR LOGIN
2. PRODUCTS >> Davis School District Library
3. Search for the program you wish to request. 

4. If it is NOT in the library, you can search the national database, and then request the app..
5. If it IS IN the library, you can request access for your school by filling out the request form [printable version of form questions].
     
   • Approved with Conditions has TAGS in the details that will show you the additional details related to using the tool in Davis District

Your request will receive a response within 72 hours. The request will go to data privacy, before review by Purchasing, Teaching and Learning, and Technology.

• Step 1: Site/App/or Service will be added to DSD database.
• Step 2: FERPA approval will be indicated whether the tool is compliant with District / State data privacy policy. If a data privacy agreement is pursued if available to be signed with 3rd party.  https://sdpc.a4l.org/district_search.php?state=UT&districtID=6577
• Step 3: The request will be sent to purchasing, Teaching and Learning, and Technology for additional review and approvals

Student data shared with 3rd parties is organized into the following categories:

• Metadata - Data privacy agreement
• Metadata - Directory information
• Metadata - No data shared
• Metadata - Research (course grades, attendance, test results)
• Metadata - School Official Demographic Info (ethnicity, sex, ELL, SpEd data)
• Metadata - School official roster (name, ID, teacher, classroom ID, grade level, school)
• Metadata - School official to SSO (name, proxy ID, authentication, school, course teacher)

The defined terms for the metadata dictionary are found in the Student Data Privacy Coalition SDPC for Utah https://sdpc.a4l.org/metadictionary.php?state=UT

Privacy Terms contained in the Utah Code https://le.utah.gov/xcode/Title53E/Chapter9/53E-9-S301.html  

"Metadata dictionary means a record that:

(a) defines and discloses all personally identifiable student data collected and shared by the education entity.
(b) comprehensively lists all recipients with whom the education entity has shared personally identifiable student data, including:

(i)   the purpose for sharing the data with the recipient.
(ii)   the justification for sharing the data, including whether sharing the data was required by federal law, state law, or a local directive; and
(iii)   how sharing the data is permitted under federal or state law; and

(c) without disclosing personally identifiable student data, is displayed on the education entity's website."  

Teaching and Learning will review apps and services for appropriateness as supplemental instructional materials. Under the direction of the director of Teaching and Learning, content supervisors will provide feedback and approval.

Primary instructional materials (making up a majority of instructional materials used to teach a subject) are not approved through this process.

Supplemental materials are approved -- in this process -- by the school principal prior to review by Teaching and Learning.

The Purchasing department reviews the tool for availability of contracts, whether a state or district contract exists, and if a contract with the vendor can be obtained.

Services that have low cost may still require PURCHASING BIDS if the total amount of money spent on the service across the district exceeds the allowed cost. 

The Technology Services department can ascertain the compatibility and support available for a given tool. This step may be delegated to School Technology Specialists.

A very important factor in the district's ability to support these tools is whether or not it supports single sign on or rostering through CLEVER.com, Microsoft Office, or Google Classroom. Other single sign on services (e.g. Facebook) are not appropriate for data privacy and support from Davis District.

Initial responses to submitted requests will be sent within 72 hours. 

• Details posted in LearnPlatform
• Preferred products are those that a student can sign-in with O365 or Google.
• Free-mium products will not be rostered through Clever. School purchased products will be rostered through Clever, if possible.
• Once a request is made, a response will be sent to the STS in 72 hours with the results or the timeline.

Additional time may be required to acquire privacy agreements and feedback from necessary parties.

Outcomes

• Approved -- Available based on purchasing contract conditions. See details for purchase details.
• .Approved with Conditions -- Conditions are listed as tags in the details screen of each tool
  • Catalyst Center Only 
  • Elementary Only 
  • IEP for Student 
  • School pays cost 
  • Secondary Only 
  • SSO Clever/Google/O365 Login Only 
  • Teacher Created Anonymized Accounts 
  • Written Parental Consent 
  • Free only
• Pending -- The tool is in the process and due to be reviewed. Request information from Jon Hyatt for more details if not listed in the DETAILS screen.
• Reviewed and Denied -- The tool either violates state or district policy in some way; or may be unaligned with DSD instructional goals.