The submission window will be open at the beginning of each quarter for requesters to submit requests for new Supplementary and Digital Resources. Once the window closes, requesters will need to wait until the next window for new resources. This ensures enough time for resources to be thoroughly vetted. Submitted resources will be reviewed and completed before the end of each quarter. 

Submission Windows
Quarter 1: July 9 - July 24
Quarter 2: October 5 - October 16
Quarter 3: January 7 - January 22
Quarter 4: March 22 - April 2

Before submitting a digital resource request, please complete the following preliminary steps to ensure a smooth and efficient review process:

CUSD Supplemental and Digital Directory Check: Verify if the requested resource is approved or not approved on the CUSD Supplemental and Digital Directory. This directory contains a list of reviewed resources. You may also find a resource on the list that meets the same needs as the one you are requesting.

Site Administrator Consultation: Discuss your proposed resource with your site administrator. Obtain their approval and any site-specific considerations or requirements that may be needed. This ensures alignment with your school's overall curriculum and technology plan, preventing potential issues later.

Privacy Policy Review: Take an initial look at the privacy policy for the resource. This is usually found at the bottom of every website. Pay close attention to the following:

• Recent Updates: Confirm the policy has been updated recently, indicating ongoing attention to data privacy.
• Age Appropriateness: Determine the age ranges permitted to use the tool, ensuring compliance with student privacy regulations.
• Data Privacy Compliance: Look for explicit statements regarding adherence to relevant data privacy laws (e.g., COPPA, FERPA).
• Personal Information Collection: Identify what personal information the resource requires from users. Be cautious about resources that request sensitive data.

By completing these initial steps, you will help ensure your request is well-prepared and aligned with district standards.

Submission Completed:

• Once the requester completes the Form, the system automatically emails the appropriate departments. The request will also be added to the digital directory and marked as “In Progress” so that other staff members are aware.

EdTech Review:

• The Instructional Technologies team will review the privacy policy and communicate with the company if any issues arise. Data privacy agreements will also be sent to the company to ensure they align with our district expectations.
• If we have resources already approved that meet the same need, the team will communicate with the requester to gather more information.

Department Review:

• Once the privacy policy has been reviewed, other CUSD departments will be sent the resource for evaluation. Depending on the resource, approval from additional departments such as Student Services, Curriculum, Business Services, or Administration may be required. Notes on the Supplemental and Digital Directory will be updated to show current status.
• Communication with the requester will happen as questions come up or more information is needed.

IT Review:

• The technology department will run network and security tests to ensure the requested resource works with our systems and the required ports and sites are open for smooth operation.
• If needed, connections are set up for rostering and creation of accounts.

Update Digital Directory:

• The approval status, along with any important notes and considerations, will be updated on the Digital Directory
• Requesters will automatically receive an email if a resource has been approved. 
• If a resource does not meet CUSD guidelines, the requester will receive an email explaining the reason for the decline.

Purchasing:

• Now that the resource has been approved, requesters can proceed with the purchase process. Your site or department administrators will be your contact for purchasing the approved resource.
• If the product is being paid for using a grant, make sure the grant has been through the approval process. 

To install apps or software on district devices, or use website subscriptions requiring logins, you must first obtain approval. Only approved resources are permitted.

It depends, as each resource is unique. Talking with your office manager or site administrator will help in determining funding sources and how to go through the process. If the resource is part of a grant make sure that it has already been part through the grant approval process and follow the purchasing process outlined with the grant.

We have implemented submission windows for requests to ensure there is enough time to properly complete evaluations. Vetting resources and communicating with vendors as well as different departments takes time and can be held up for many different reasons. Most resources will take the entire quarter to be fully evaluated and will not be ready for use until the next quarter. It is important to plan ahead and have patience during the process as each resource is unique.

Feel free to contact the Instructional Technology team for any questions. Throughout the process, current notes will be included on the CUSD Supplemental and Digital Directory so be sure to visit the directory for the most up to date information.

No. Each resource will need to be submitted separately as each can potentially have a different outcome and items that need to be reviewed. If resources are submitted together, the requester will be contacted to redo the submissions(s).