Software Subscription Request Process

Summary

The IT Department at Kent ISD aims to support our educational mission while ensuring security, compatibility, and fiscal responsibility. This document outlines the process for obtaining software subscriptions and clarifies responsibilities for purchasing and managing these tools.

Overview

Subscription Purchase Responsibilities

• Building-level purchases: Most educational software subscriptions are managed and funded at the building level, not through central IT.
• Department budgets: Subscription costs should be included in your department or building's annual budget planning.
• IT Department role: While IT does not directly provide licensing, we assist with technical evaluation and implementation.

Request Process

Step 1: Initial Assessment

1. Review your building/department's current software inventory.
2. Identify specific educational needs the software will address.
3. Confirm budget availability with your building administrator.
4. Check if existing district-wide solutions might meet your needs.

Step 2: Technical Review

Before purchasing, submit the following information to IT:

• Software name and vendor
• Number of licenses needed
• Technical requirements
• Data privacy considerations
• Integration needs with existing systems

IT will review for:

• Network compatibility
• Security requirements
• Student data protection compliance
• Technical support implications

Step 3: Procurement

1. After technical approval, work with your building administrator for purchase authorization.
2. Follow Kent ISD purchasing procedures.
3. Maintain documentation of licenses and renewal dates.
4. Forward license documentation to IT for record-keeping.

Implementation Support

Once purchased, IT will assist with:

• Initial setup and configuration only if needed.
• Integration with district systems if the software has been approved by both your department head AND the Director of Technology Services.

Renewal Process

1. Track subscription expiration dates.
2. Initiate renewal process 60 days before expiration.
3. Evaluate usage and effectiveness before renewal.
4. Confirm continued budget availability.

Key Details

The IT Department focuses on ensuring technical compatibility and security while building administrators manage subscription purchases and renewals. This process helps maintain a secure, efficient, and cost-effective technology environment for our educational community.

Need More Help?

If you still need assistance, submit a general technology support request.