6:210-AP3 Online Educational Services

A variety of online educational services, for free or for payment, augment learning experiences for students.  In particular, such services facilitate independent practice, assessment, remediation or enrichment, or as a learning activity to support the core curriculum.  The District recognizes the instructional utility of such apps, programs, or services and supports their use in our classrooms.  To abide by student privacy and educational  record regulations, and to track the effectiveness of these as instructional resources, this procedure has been developed to guide practices related to online educational services.

This approval procedure is required if an online educational services utilizes personally identifiable information (PII) of students.


Online educational service:  Computer software, mobile applications (apps), and web-based tools provided by a third-party that students and/or parents access via the Internet and use as part of a school activity.  Examples of include:

  • Socrative
  • TenMarks
  • IXL
  • Xtra Math
  • BrainPop
  • Earobics
  • ALEKS Math
  • BuzzMath
  • MobyMax

Personally Identifiable Information (PII):  Direct and indirect personal identifiers, including name, address, date of birth, etc., that could be used by a “reasonable person in the school community” to identify a student.

Requisition Procedure

Any staff member who would like to use an online educational service (free or paid) that utilizes personally identifiable information (PII) of students will follow this procedure;

  1. Status check:  The teacher will check the Technology website to determine if the service has already been approved or denied.
  2. Teacher request:  The teacher will submit a request to his/her building principal or designee for consideration.  The request should be made in writing via email and shall include the following:  a)  Name(s) of requesting staff; b) Name of Service; c) Link to Website; d) Rationale for use; e) Plan for integration into instruction, including frequency and duration of use; f) Plan for tracking effectiveness; g) Alignment to School Improvement Plan or curricular scope and sequence; h) Items (fields) of personally identifiable information that will be utilized.
  3. Building-level approval:  Building principals will review online educational service requests with the Elementary Leadership Team or building-level school improvement teams.  if denied, the principal will contact the teacher or team and provide a rationale for not recommending the approval of the service.  If approved, the principal or designee will submit the request to the Helpdesk. Principals will contemplate the following aspects in their decision:  a) The potential instructional value and opportunity of the service; b) If this is an appropriate use of students’ personally identifiable information; c) If other, similar instructional resources are already available
  4. CAO Approval:  The Chief Academic Officer or designee will review the content of the requested service for alignment to District curriculum and standards.  Approval or disapproval will be noted in the Helpdesk.  Annually, the CAO or designee will budget for paid, online educational services and monitor effectiveness data.
  5. CIO Approval:  The Chief Information Officer or designee will review the service for compatibility with the District’s technical systems and compliance with data security and privacy policies and laws (7:015 Student and Family Privacy Rights, 7:340 Student Records, 9:100 Information Security).  If approved the service will be added to a whitelist of approved apps and services.  if denied, the service will be added to a blacklist along with the reason(s) why it was denied.  The final outcome of the request will be communicated by Technology to the originating teacher and principal who generated the request.

*Please note that the approval process can take several weeks to complete based on the availability of information from the service provider.



Date Amended:  February 18, 2015