Digital Tool Approval Process

Successful, technologically-fluent digital citizens live safely and civilly in an increasingly digital world. Technology is an integral part of education and our students’ learning experience. All students are required to access their district-issued Chromebook as well as the network in order to use online curriculum and resources purchased by the district to support student learning, access district systems such as supported digital tools and databases, and access free educational internet sites. By enrolling their student in Edmonds School District, parents/guardians grant their student the right to access the network and to use the district-issued Chromebook that is integral to their educational experience.

The guidelines for responsible use of these tools are outlined in School Board Procedure 2022 & 2022P. 

When considering a digital tool for approval, we aim to:

1. Ensure we consistently protect our students’ data. 

2. Provide staff and students with supported digital tools to align students' digital experience across classes and schools (rather than each teacher selecting random tools).

3. Ensure that our digital tools align with and support best practices for high-quality instruction and learning.

4. Maintain compliance with district policies and procedures pertaining to curriculum adoption, as well as federal laws (FERPA, COPPA, CIPA, PPR, HIPPA).

5. Make responsible use of our budget by avoiding unnecessary duplication of digital tools. 

To that end, several departments are involved in reviewing a tool prior to approval:

• Student Learning, Student Services, Digital Learning & Libraries, Multilingual, CTE, or other appropriate departments are asked to review for compliance with district curriculum adoption policies, alignment with best practices for high-quality instruction and learning, and duplication with adopted or already-supported curricula or tools.
• Information Systems reviews each tool's privacy policy and determines what protections need to be in place. They pursue signed Data Privacy Agreements (DPAs) with vendors if student data may be shared as defined by federal laws.
• The Technology Department reviews the tool for cybersecurity and to determine the if the system requirements for a tool meet our standards and work within our network systems. They ensure that rostering, student log-ons, configuration, archiving, and other technical tasks are achievable (for supported tools only).

All staff members of the Edmonds School District must take every reasonable action to ensure the safety and security of student information as referenced in district policy and/or local, state, and federal laws including:

• United States Children’s Online Privacy Protection Act of 1998 (COPPA) 

• United States Children's Internet Protection Act of 2000 (CIPA)

• United States Family Educational Rights Privacy Act (FERPA)  

• Washington State Student User Privacy in Education Rights Act (SUPER)

• Washington State Public Records Act (PRA)

• Edmonds School District Board Policies: Student Records 3231 and 3231P; Protection of Student Personal Information 3235 and 3235P

These laws state that student data is protected, private, and must be secured at all times. At times, it becomes necessary to share student information gathered by the Edmonds School District with others who have a legitimate reason/right to that data. These parties include:

• Parents and/or Guardians of the Student

• The Student

• Staff of the Edmonds School District

• Other Districts

• Other Persons & Organizations under the stipulations set forth in policy 3235P

Any website, app, or software utility that requires the generation of an account, uses a district credential to authenticate, or gathers information about the student or their progress must first be vetted by the Edmonds School District to ensure that student information remains secure, private, and managed consistently with all of the laws and regulations stated above. In addition, if the website, app, or software generates communications between students, staff, or parents, the resource is also governed by requirements set forth in the Washington Public Records Act, which stipulates the retention, disclosure, destruction, and archiving of public records. 

Directory Information

Board Policy 3235P makes clear what is considered Directory Information under US FERPA guidelines and shareable with Other Persons & Organizations. This information may include:

• First & Last Name

• Email

• Photograph

• Date of Birth

• Place of Birth

• Dates of Attendance in Edmonds SD

• Participation in Officially Recognized Activities & Sports

• Weight & Height (if on an athletic team)

• Diplomas & Awards received

• Most recent previous school attended