VCS Software Request Form

Software Request Form

This form is required for the review and approval of any new software or application for use within Valley Christian Schools and its computer systems. All requests must be submitted to IT for review prior to installation and use. All requests must be approved by department head and/or campus principal, or other supervisor, in advance. The goal of this process is to ensure that all new technologies align with our educational mission, comply with student privacy laws, meet security and quality standards, are necessary, and avoid duplication.
1. Requester's Information
Request Date

MonthDayYear
Date
Needed By Date (please allow ample time for research)

MonthDayYear
Date
Full Name

First NameLast Name
Department/Grade Level
Title
Email Address
example@vcs.net
Phone Number
Please enter a valid phone number.Format: (000) 000-0000.
I hereby attest that I have received approval from my department head or principal (if faculty) or my direct supervisor (if staff) prior to submitting this request.

Please receive pre-approval for this software from your dept head and

principal (if faculty), or from your supervisor (if staff) prior to submitting

your software request.

Once approval is received, please complete this form.

We appreciate your help!

Thank you,

IT

2. Software Details

Please provide the necessary details to streamline software review. Not providing the requested information will prevent IT from properly evaluating your request.
Software Name
Software Type

Other
Vendor/Provider Name
Vendor/Provider Website
Software Version
Software Cost per License or Site License
Reason for Request
Explain the educational (i.e. standards alignment, academic goals, etc.) or administrative need for this software.
How Will it be Used
Describe how the software will be used; how will it streamline your work and help you become more efficient?
Primary User(s)
Which students or staff will be using it?
Assurance of Non-Duplication
Does VCS already have software for this purpose? If yes, please state why or how this new proposed software should supplement or replace the existing title.
Best of Breed
What titles does your requested software compete against and why should we choose this one? VCS IT incorporates best-of-breed software, which means market-leading software that typically provides the best stability, user experience, industry-leading feature-set, support, and value.

4. Student Privacy and Data Compliance

The following information is critical for ensuring compliance with data laws like FERPA, COPPA, and others. The answer to the following questions must NOT be "I don't know." The application will be rejected until the requested information is provided.
What types of student data does this software collect if any (i.e. name, email, student ID, grades, photos, behavioral data, discipline logs, or other PII)?
Information can be provided by the vendor
Where is the data stored (i.e. local server, cloud, 3rd party service, etc.)?
Information can be provided by the vendor
How is this data used by the vendor when delivering the service (i.e. for educational purposes only, product improvement, targeted advertising, etc.)?
Information can be provided by the vendor
Is the vendor willing to sign and return the K12 School Service Provider Pledge to Safeguard Student Privacy?
Download a copy of the K12 School Service Provider Pledge to Safeguard Student Privacy Here
If yes, attach signed DPP here

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Is this software intended to be used by students under the age of 13?

5. Budget and Approval
Cost Estimate ($)
Was this software budgeted?
If not budgeted, from which department or account will the funds for this software originate?
If budgeted, simply write N/A
I plan to have this software integrated with the following existing systems:
Type N/A if no integration is required
Additional Comments
If you don't have anything else to add, simply type N/A
Should be Empty:

Software Request Form