Minimum Software Standards Updated: February 20, 2024

Software purchases must comply with HB 18 (link) which ensures direct and informed parental consent is required for a student's use of a software application, and must consider hidden costs for proper implementation.

Negotiations via Agiloft (contract approval and signature routing process) may delay some purchases if the vendor does not accept a purchase order in place of a contract.

The following items should be included in the quote, where applicable:

• The purchasing cooperative used and the vendor number as registered with YISD.

•  The total cost for the implementation completed in Year 1 may include the following:

  • Software setup, configuration, and integration by vendor

  • Software maintenance 

  • Software support 

  • Data sharing agreement

  • Training hours

  • Travel, lodging, meals and expenses associated with training

• The total recurring costs per year may include:

  • Additional training hours

  • Travel, lodging, and expenses associated with training

  • Custom reports

  • License count increases/decreases

  • Potential service overage charges (i.e. cloud/storage/hosting services)

Software 

Points to consider:

• Data sharing requirements between YISD and Vendor

• Content filtering requirements to allow and open external websites needed for the software to work properly.

• User account and provisioning with Vendor integrations into YISD systems such as Clever and EntraID (renamed from Active Directory).

• Operating system (OS) requirements needed by the software to match user equipment, such as runs only on Apple, Windows or Android. 

• Application integrations with YISD user data, such as Student Systems, HR Systems, SPED systems. 

• Encryption requirements for Vendor regulatory and compliance with data security standards. 

• Regulatory and HB 18 compliance (link).