There are many great software titles available that enhance our instruction and productivity, but software that is not compatible with our hardware or does not align to our curricula can do more harm than good. To ensure the smooth operation of our district technology infrastructure, there is a process in place for software installation. Please review all of the steps below and complete them as needed.
Step 1: Verify That the Software Has Been Approved
The first step to getting software installed is checking to see if the software is already on our CUSD Approved Software List. If it's on the list, you're all set to proceed to step 2!
NOTE: There is a separate list for software required for Project Lead The Way ... please consult that list if you need to have PLTW software installed.
If the software is not on the CUSD Approved Software List, you will need to complete a Software Approval Request. The information in your request will be forwarded to Information Systems, where a compatibility evaluation will take place. You will be notified when this evaluation has been completed and be told whether or not your software was approved.
If the software you are requesting is instructional or curricular in nature, your request will also be forwarded to the IRC. You will be asked to make a brief (15-20 minutes) presentation to appropriate IRC staff on the software and its potential use in the classroom. You may wish to review the Supplementary Textbook or Instructional Material Evaluation Instrument that will be used to evaluate the instructional appropriateness of the software before submitting your request (if you get an error message when clicking on the link, select "Open in Reading View" to continue).
When your request is submitted, you will receive a confirmation e-mail that includes details on what needs to be done next to complete your request (e.g., submitting the software to IS, scheduling your presentation if needed, etc.). If your software is approved by IS (and approved by the IRC if it is instructional), it will be added to the CUSD Approved Software List and you can proceed to step 2.
Step 2: Purchase Your Software
If your software happens to be free, you can skip to step 3! However, since most software costs money, you will probably need to order the software using IFAS. Talk to your site administrator to determine the funding source for the purchase, then enter the order directly into IFAS at your site (at any time of year). Some important things to remember:
- In the description, write Software and then the title of the software.
- Because software costs can fluctuate, be sure to determine the current approximate cost of the software. You can suggest a vendor, but the purchasing department will still attempt to get best price from a registered vendor. Use the Dummy vendor in IFAS and, if desired, put your recommended vendor in the notes.
- A correct capital budget code MUST be used. Because the law categorizes software as capital, software purchases may not come out of M&O (Maintenance and Operations) funds. Also, certain codes apply to software purchased for students, and others for teachers. If you have questions about budget codes, call the district Business Office at x7670, or e-mail Mary Lou Hagerty before entering.
- It is important to plan ahead and request your software early. Some software titles (like Microsoft or Adobe products) are already on a pre-bid list and have a shorter turnaround time, but many other titles must go out to bid for as long as 60 days. If we anticipate spending more than $10,000 district-wide for any cumulative purchase, there will need to be three quotes. If we anticipate spending over $100,000 cumulatively, a bid or RFP will need to take place. This process may take up to 120 days. Batched software orders must also be approved at a governing board meeting, which typically occurs twice a month.
If you are paying for your software using a grant, the grant must have been pre-approved by the district. If your grant has not been approved, please complete the CUSD Grant Pre-Approval process.
Personal funds cannot be used to purchase software! If your software was not purchased using district or grant funds, it will not be installed, and you will not be reimbursed.
Step 3: Request Software Installation
When your software has been purchased (and when it arrives), the final step is to submit a CSR to have your software installed. Be sure to indicate:
- your work site
- the room(s) where the software should be installed
- the tag number(s) of the computer(s) on which the software should be installed
Failure to correctly and completely provide information on the CSR may result in a delay of the installation.