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EdTech Updates #3 - 2025 August 4

This update serves as a reminder of our long-established standard processes and procedures. The Educational Technology Department uses several essential forms to ensure efficient service, proper documentation, and compliance with district policies.

Required Forms & Where to Find Them

All forms are available on the district's Intranet page at www.bcsdk12.org/Intranet under the Educational Technology Department section.

1. EdTech Work Order (One to One Plus)

What it's for: Submitting technology help requests and creating support tickets

Use this form for:

  • Any technology problem or support request
  • Hardware issues (computers, tablets, printers, etc.)
  • Software problems or account access issues
  • Network connectivity problems

Multiple ways to access this form:

  • Click the button on any of the four school home pages
  • Click the button on the district's main home page
  • Use "District Bookmarks → EdTech" when logged into Chrome with your @BCSDK12.org account

 

NOTE: We encourage you to visit https://www.bcsdk12.org/departments/edtech/best-practices#fs-panel-7821 to read about Best Practices in submitting a Tech Help ticket to ensure clear and effective communication.

Important: If you email us directly with a technology request, we will ask you to submit a proper ticket instead. We require tickets because they allow us to track your request, maintain detailed notes, and assign the work to the right team member.

2. Audio Visual Request Form

What it's for: Requesting audio-visual setup or assistance for events and activities

Use this form for:

  • Events that need microphones, screens, projectors, or other AV equipment
  • School presentations, assemblies, or special events
  • Any audio-visual technical setup or support
  • Even if you think you won't need help - submit the form anyway so we can put your event on our calendar and be ready to assist if something goes wrong. Just note in the Event Description field that "no support anticipated - submitting as precaution."

Exception: Cumberland Head Elementary staff do not need to submit AV Request Forms. Several CHE staff members have been trained to handle their own audio-visual needs.

3. Software Procurement Review Form (Edlaw 2D Data Privacy & Greenlight Tool)

What it's for: Getting approval for new software platforms before use or purchase

Use this form for:

  • Any new software that requires staff or student logins
  • Educational technology platforms you want the district to consider purchasing
  • Any software that will handle student or staff data

Critical Information:

  • This form MUST be completed before using or purchasing ANY new software platform
  • Forms are reviewed weekly, but vendors often take weeks to provide required Data Privacy Agreements
  • Allow plenty of time for processing - you cannot use new software until we have a signed data privacy agreement
  • Staff members cannot purchase software personally and expect the district to provide data privacy coverage later. Data privacy agreements must be between the vendor and the district as the purchaser. If you buy software yourself, the district cannot assume the legal liability for that purchase.

4. Presenter/Contractor WiFi Access

What it's for: Providing temporary internet access for visitors during school hours

Visitor Access Process: We recognize that sometimes there are non-district staff members who require internet access during school hours such as guest presenters, educational consultants, contractors, and other professionals working with our school. To accommodate these needs while maintaining our network security and scheduling policies, we have established a streamlined process for temporary access.

How to Request Visitor Access: When you know that a presenter, contractor, or other visitor will need internet access during school hours, please submit a Tech Help ticket in advance with the following required information:

  • First and Last Name of the individual needing access
  • Email Address for account setup and communication
  • Organization/Company they represent
  • Start Date - first day access is needed
  • End Date - last day access is needed
  • Brief description of their role or purpose (optional but helpful)

Processing Timeline: To ensure access is ready when your visitor arrives and that we have an opportunity to email them the requisite instructions, please submit requests at least 48-72 hours in advance when possible. Our IT team will coordinate with our network vendor to establish temporary credentials that will be active only during the specified timeframe. Access will automatically expire on the designated end date to maintain network security.

This process allows us to maintain our educational technology policies while ensuring that important school business can proceed smoothly with appropriate connectivity for authorized visitors.

 

Key Points to Remember

Follow the Process: Use the correct forms - don't try to shortcut the system with emails or informal requests.

Plan Ahead: Especially for software requests and AV needs - these take time to process properly.

Access is Easy: Forms are available in multiple locations for your convenience.

We're Here to Help: These procedures ensure we can provide you with the best possible service while keeping the district compliant and secure.

Questions?

Contact any member of the Educational Technology Department for any questions about these procedures.

Thank you for following these established processes that help us serve you effectively.