Frequently Asked Questions

When is a Technology Purchase Request (TPR) necessary?

• • When requesting to purchase desktop & laptop computers, touchscreen tablets, printers, interactive flat panels, and all software.

  • A TPR is not required for accessories (keyboard, mice, flash drives, document cameras, power adapters, etc.), or infrastructure projects. If you are not sure, simply reach out to the OKCPS Client Services Director.

Why is a Technology Purchase Request (TPR) necessary?

• • To ensure compatibility of hardware with existing systems and the necessary infrastructure is in place to support requested hardware.

  • To ensure the necessary data privacy, rostering, and academic specifications meet district requirements to support requested software.

  • To ensure continuity with long-term technology planning in alignment with the district’s Technology Plan.

  • To ensure devices are tagged & assigned in the OKCPS IT asset management system.

  • To ensure sites are planning ongoing instructional supports for their technology implementation.

Why does all software have to go through an approval process?

When using an online service provider for instructional purposes, schools must accept responsibility for transferring a large amount of student information to the provider. Schools must carefully vet the online provider to ensure that proper privacy protections are met. If student privacy requirements are not met, the online service could cause the school/district to not comply with federal regulations and privacy standards. 

To ensure compliance, schools/districts enter into contracts with every online service provider. Each online resource comes with a contract, regardless of if it’s just a “free” website. Many states, including Oklahoma, require districts to maintain every contract in which student information is shared or collected; this requirement can become cumbersome without an adoption process.

In addition to state requirements, FERPA affords parents the right to inspect educational records upon request. Without a process to identify all systems that collect and maintain student records, we would not be able to fulfill this legal requirement.

We bought this software last year. Do I need to submit a TPR again?

Yes, a TPR is required every year. The main purpose is as follows:

1. Data Privacy: we review the privacy policies of all vendors annually to ensure continued FERPA and COPPA compliance.

2. Rostering: we reset all rostering rules and processes annually to make sure we are not sending data to vendors we do not have current agreements with.

3. Usage: we use all subscription information to monitor/track application usage so we can report to district leadership the return on investment.

What documentation is required with the TPR?

• • All TPRs require: 

    • an unexpired, accurate vendor quote.

    • any technical specifications relating to rostering requirements

    • Name and email address of the program sponsor

    • A  purchase requisition number (must be in K status)

How do I submit a TPR?

When does my Vendor Quote expire?

•    Each vendor may have a different expiration date for their quotes. If they do, it will be marked on the quote itself.

•    OKCPS will not accept any quote that has expired or was created in a previous school year. This is due to the possibility of technology or pricing changes from year to year. The prices provided for the current year will remain the same for that school year only.

•    When creating your budgets in the spring for the following year, please keep in mind there is always the possibility that pricing or products are subject to change over the summer.

• Vendor quotes must me valid for a minimum of 30 days after your request is submitted.

Why does some of the equipment cost more than what I could pay at Office Depot or Best Buy?

• • The products listed in this guide are commercial-grade equipment, proven to be more reliable and durable for our environment.

  • Most equipment prices include full coverage, extended warranties to ensure ongoing, cost-effective serviceability.

What if I want to request "Non-Standard" Technology/Software?

• • All digital content, services, or tools for use at the building or district level must complete the required review process prior to an approval for purchase. 

  • Please include all supporting documentation (i.e. item descriptions, specifications, price quotes) in your TPR request.

  • Non-standard technology must meet OKCPS minimum specification requirements and be compatible with existing systems and infrastructure.

  • All non-standard technology (devices) must be tagged and inventoried by the OKCPS IT Services Department.

  • IT Client Services will NOT perform any hard or surface mounting of any technology equipment. Mounting of hardware should be approved by building administrator and performed by a Service Professional as all mounting hardware is custom and IT Client Services will not be responsible for any destruction or damages that may occur from installation.

  • Applications requiring installation on single user machines (staff laptops) may be approved for purchase after completing the required review process. If this software accompanies unsupported hardware, the end-user is responsible to make arrangements for installation of hardware as well as maintaining original software for reinstallation.

    • The OKCPS IT Services Department recommends purchasing licenses for web-based applications. No freeware or shareware.

What can I do if I am unhappy with the level of service I receive from a vendor?

• • Fill out and submit a Vendor Corrective Action form for the Purchasing Department.

The OKCPS IT Services Department reserves the right to decline any requests for Non-Standard Technology if the hardware/software does not meet our minimum standards and specification requirements.