EDUCATIONAL TECHNOLOGY APPROVAL REQUIRED
In order to use the application you are trying to request, you must fill out an ACSD#1 Educational Technology Request form.
You are being directed here because you are trying to access an application that has not been approved by ACSD#1 Technology.
Albany County School District #1 Technology refers to software and online content that is designed to enhance instruction as educational technology. Prior approval of online technology (referred to Software as a Service or SaaS) ensures the protection of Personally Identifiable Information and improves cybersecurity across the district.
As we continue to enhance our educational tools and resources, it is crucial to prioritize the protection of Personally Identifiable Information (PII) and maintain robust cybersecurity standards. To ensure that all applications used within our district comply with these standards along with the Student Data Privacy Act, we have implemented a formal process for requesting access to any applications (FREE or PAID) not currently approved by Albany County School District #1. We currently have 2600+ applications approved for the district.
Any free educational technology resource requires approval from technology to ensure the privacy policy of the resource aligns with the Student Data Privacy Act and the acceptable use policy set by ACSD#1 to ensure it is considered safe and secure for use (i.e., free from adware or viruses, encrypted connections, etc.), is a resource that will function within the ACSD#1 network, and to ensure that any rostering or student data can be managed by technology.
Additionally, requests for educational technology applications that require student or teacher login and integration with any synced service to utilize ACSD#1 credentials (e.g., Classlink, Active Directory, PowerSchool SIS, etc.), will require at least 45 days for technology to setup a sync and test functionality to ensure setup is as smooth as possible for teachers and students. It doesn't typically take 45 days for technology to review the request, but we are often at the mercy of the vendor. Especially if there are implementation and rostering steps required. Technology does not have the necessary resources to rush project implementation.
Note: You will need to read the privacy policy of the educational resource you wish to use. If you need additional information about what is a good privacy policy and what isn't, please see the sidebar on the left.
Technology already available in the district does not require filling out this form. If you need technology installed on a PC or access to a web based software that already exists in the district, please email techdept@acsd1.org or call our help line at (307)755-5596.
Please follow this link: ACSD#1 Educational Technology Resource Request to fill out the form to make a request to access an application not already approved by technology.
Once you submit the request, your request is sent to curriculum, special services, or technology for approval. Once the request is approved at that level, your principal will receive a notification of that request. Technology does not see your request until it's approved by the principal. If you receive a rejection email because your request is inside the 45 day limit, technology does not see your request. If your request is rejected because of time, please contact technology or re-submit your request following the 45 day requirement.
If this is an existing application (desktop or SaaS), please put in a helpdesk ticket here and select "Existing Application Request" in the category drop down.
Why does technology need 45 days for me to access software?
You may be asking why you have to wait 45 days for technology to provide access to an educational resource. There are many reasons why this is important.
1. Cybersecurity Risk Assessment
Vulnerability Identification: The team needs to assess the potential vulnerabilities the software may introduce to the district's network. This includes reviewing how the application handles sensitive data like student and staff information, and ensuring that it does not open security gaps.
Compliance with Cybersecurity Standards: Technology needs time to ensure the application complies with internal and external cybersecurity standards (e.g., FERPA for student data).
2. Privacy Policy Review
Data Collection & Usage: Reviewing the software’s privacy policy helps ensure that student and staff data is protected and used appropriately. This includes ensuring compliance with local and federal privacy laws such as FERPA and COPPA.
Data Sharing & Retention: The team needs to confirm how the vendor handles data sharing, retention, and deletion.
3. Vendor Engagement & Requirements Gathering
Vendor Coordination: Sometimes the vendor has specific requirements or requests that may need to be addressed, such as API access, rostering formats, or custom configurations.
Rostering Students or Staff: For many educational platforms, it’s necessary to roster students or staff, which may involve coordination between multiple systems (SaaS, Learning Management Systems, etc.). This is especially important if data synchronization or integration is required.
4. Single Sign-On (SSO) Configuration
SSO Integration: For security and convenience, the technology team often needs to implement SSO for the new software. This involves configuring authentication protocols (e.g., SAML or OAuth), which requires time for testing and ensuring it works across the district.
Minimizing User Friction: Ensuring that staff and students can use the software seamlessly through a single sign-on solution minimizes login-related disruptions.
5. Network and Technical Compatibility Testing
Infrastructure Readiness: Technology teams need to ensure that the software integrates well with the district's existing network and infrastructure, both for cloud-based and desktop software. This may require server capacity reviews, testing internet bandwidth impact, or verifying firewall configurations.
Hardware and System Compatibility: For desktop applications, ensuring the software is compatible with district-provided devices, operating systems, and security protocols can take time. Some applications may also require special configurations or additional hardware support.
6. License Management and Procurement
Budget & Licensing: Procurement of the necessary licenses can involve several layers of approval, contract review, and sometimes negotiations with the vendor, especially for multi-user or enterprise licenses.
Licensing Compliance: Ensuring that the district is in compliance with the licensing terms, particularly for the number of users, devices, or locations, requires careful review.
7. User Training & Documentation
Staff Training Materials: Depending on the complexity of the software, technology teams may need time to prepare training materials for teachers and staff or coordinate vendor-led training sessions.
Ongoing Support: Time is also needed to set up documentation and help-desk resources to support the software in the long term.
8. Legal and Policy Compliance
District Policies and Contracts: Technology must ensure that the software complies with district policies for acceptable use, data protection, and intellectual property rights.
Third-Party Contract Reviews: For any external applications, legal and contractual reviews ensure there are no liabilities or unfavorable terms in the vendor agreement.
9. Security Patching & Updates
Patch Management: Ensuring that the application is up-to-date with the latest security patches is critical to safeguarding the district's systems.
Regular Updates & Maintenance: Technology teams need to account for the vendor's release cycles and future updates to ensure that the software remains compatible with the district's IT infrastructure. Technology also needs time to construct smooth program roll-out for desktop applications through our software management system.
10. Testing and Pilot Rollouts
User Testing & Feedback: In some cases, piloting the software with a small group of users allows the technology team to gather feedback and fix any issues before full-scale deployment.
Final Approval: The team may need to run tests to ensure that the software doesn’t interfere with other tools, applications, or processes already in place.
By providing 45 days for review and implementation, the technology department ensures that all aspects, security, compliance, user experience, and technical compatibility, are thoroughly evaluated to protect both district resources and sensitive data and to make sure the software is ready for use for teachers and students.