Publication Sneak Peek: Instructional Leader

This segment features content from other AAEA publications. Instructional Leader is a quarterly publication available to subscribing districts. The following excerpt comes from the June 2024 issue.

Vetting Apps And Vendors For Educational Technology

Contributor: B.J. Burgess, Technology Director, Greenbrier School District

Digital apps including websites, online services, applications, or mobile applications are widely used in educational technology and have become an integral part of modern classrooms, transforming teaching and learning experiences. From interactive learning platforms to educational apps, technology offers immense potential to enhance student engagement, personalize learning, and improve educational outcomes. However, with this rapid integration of technology comes the critical responsibility of school districts to vet apps and vendors effectively. Districts must ensure that students' data privacy is protected, educational standards are met, and resources are wisely invested. As artificial intelligence applications grow in popularity to enhance individualized learning, so will the increasing need for student data to be able to properly use such tools. In this article, we delve into the importance of school districts vetting apps and vendors for educational technology and provide valuable resources to facilitate this crucial process.

One of the primary concerns in the digital education landscape is the protection of student data privacy. Educational apps often collect sensitive information such as student demographics, learning progress, and behavioral patterns. School districts must ensure that any app or vendor they choose complies with relevant data privacy laws such as the Family Educational Rights and Privacy Act (FERPA) and the Children's Online Privacy Protection Act (COPPA). Further, Arkansas Act 754 of 2023 now puts some additional requirements on districts to ensure that vendors are safeguarding the privacy and security of student data.

Vetting apps and vendors involves thorough scrutiny of their data privacy policies, data security measures, and compliance with industry standards. School districts should seek transparent disclosures regarding data collection practices, data storage mechanisms, encryption protocols, and protocols for data sharing with third parties. Verifying that vendors have robust data protection measures in place is crucial to prevent potential data breaches and safeguard student privacy. One hurdle districts face is how exactly to fully vet a vendor and what data they collect and how they protect it. Most schools do not have time or the staff on hand, whether it be IT security professionals or legal counsel, to thoroughly vet individual vendor privacy policies and information security systems. When is the last time you read a website privacy policy or terms of service from start to finish? They are pretty intense.

To support school districts in the vetting process, several resources and frameworks are available:

● Common Sense Education: Provides reviews and ratings of educational apps based on criteria such as learning potential, engagement, and privacy policies.

● 1EdTech: Provides a TrustEd Apps Directory that certifies vendors that have met certain standards and also grades apps on their adherence to a rubric of best practices.

● ISTE Standards for Students: Offers guidelines for evaluating educational technology tools based on student-centered criteria such as empowerment, digital citizenship, and knowledge construction.

● Privacy Evaluation Initiative: Offers a set of rubrics and tools to assess the privacy practices of educational technology products and services.

● Education Frameworks: Align technology vetting with established frameworks such as Bloom's Taxonomy, SAMR Model, or TPACK framework to ensure educational relevance and effectiveness.

Some of these resources are paid and some are free. Whether a district chooses to use one or a combination of these, the most important step is to make a plan and procedure for your district and follow it.

Another tool that could be used to vet apps is a data privacy agreement and the vendor's willingness to sign such an agreement. The ADE pays for a membership for the A4L Student Data Privacy Consortium (SDPC) for all district’s in the state. This facilitates an online community to share data privacy agreements signed with vendors. If a vendor signs an agreement with a district, this essentially says the vendor is agreeing to follow proper state and federal laws applicable to student data privacy and maintain a secure infrastructure to protect that data. In addition, they agree to certain terms regarding audits, usage of data and actions required in the event of a data breach. Districts should strive to have data privacy agreements in place for all vendor relationships that involve the sharing of student data.

Beyond data privacy, school districts must evaluate the educational quality and alignment of apps and technology vendors with curriculum standards. Not all educational apps are created equal, and some may lack pedagogical rigor or fail to align with specific learning objectives. Vetting involves assessing factors such as instructional design, learning outcomes, adaptability to diverse learning styles, and integration with existing curriculum frameworks. Districts should collaborate with educators, curriculum specialists, and technology experts to conduct comprehensive evaluations of apps and vendors. This process may include pilot testing in classrooms, soliciting feedback from teachers and students, analyzing learning analytics, and benchmarking against educational standards. Ensuring that selected apps and vendors contribute meaningfully to teaching and learning goals enhances the overall effectiveness of technology integration in classrooms.

Effective vetting of apps and vendors also ties into financial responsibility and resource allocation. Investing in educational technology involves substantial financial commitments, and school leaders must make informed decisions to maximize the return on investment (ROI). What if your district pays a substantial amount of money for a math curriculum that assesses student levels, tracks their progress throughout the year and estimates their performance on standardized tests. However, not all teachers use said program and several use different online sites they found on their own. While the students may be learning the same math concepts on the free sites, the district is not getting the full benefit of the reporting of the paid software and students are not getting the benefit of the adaptive learning aspects of the more advanced application. If a district is spending money, there should be some assurance that the resource is being fully utilized. Vetting helps identify cost-effective solutions that align with budgetary constraints without compromising educational quality or data security. And having a process in place that directs teachers and staff to use preapproved apps is important. By evaluating pricing structures, licensing agreements, scalability options, and long-term support services, school districts can make strategic decisions regarding technology procurement. Collaboration with purchasing departments, financial analysts, and educational technology specialists is essential to negotiate favorable terms, assess total cost of ownership (TCO), and plan for sustainable technology adoption over time.

The importance of districts vetting apps and vendors for educational technology cannot be overstated. By safeguarding student data privacy, assessing educational quality, exercising financial responsibility, and leveraging valuable resources, school districts can make informed decisions that enhance teaching and learning experiences while following state and federal laws for data privacy. Collaborative efforts involving educators, administrators, technology experts, and stakeholders are key to navigating the complex landscape of educational technology and ensuring positive outcomes for all students.