1. Align with SPSA

   • Confirm the software or service directly supports student engagement and/or achievement growth based on your site’s SPSA goals and actions or district LCAP.

2. Verify Funding

   • Ensure funds are available to cover the licensing costs.

3. Review Legal & Policy Requirements (See Terms of Service Definition, Privacy Policy Definition, What is FERPA? and What is COPPA? below)

   • Carefully read the company’s Terms of Service and Privacy Policy.

   • Determine whether the software or service is age appropriate.

   • Confirm compliance with COPPA and FERPA requirements, including any necessary actions your school or SVUSD must take.

4. Submit Request

   • Complete the SVUSD Submission for Purchasing Site Software Form with all required information.  Take your time research and answer all the questions.  Discuss how you will monitor the effectiveness of the software as it relates to your school/district goals.

5. District Review

   • Educational Services and Technology Services will review submissions within 7–10 days.

   • You will receive one of the following: approval, denial, or a request for more information.

   • If your funds are LCAP Site-Based, EL Sub Group, AVID Allocation, or EFF you will still need to complete the Categorical Allocation Request Form once your software submission has been approved.

Special Note on PTA/PTSO Funds

If PTA funds are used, they must first be donated to your district account. Once the funds have been allocated, process all expenditures through your district account.

A software company’s Terms of Service (ToS) is a legal agreement that outlines the rules, responsibilities, and conditions users must follow when accessing and using the company’s site, platform, or application. 

For schools, carefully reviewing these agreements is essential because they specify critical details such as data collection practices, account eligibility, and age restrictions. Many ToS documents include compliance with federal and state laws—such as COPPA (Children’s Online Privacy Protection Act), FERPA (Family Educational Rights and Privacy Act), and state-specific student data privacy laws—that directly impact how and if students of different ages may legally use the service. 

By understanding these terms, schools can determine whether a product can be used by younger students under teacher supervision, requires parental consent, or is restricted to older students only. This ensures that each school remains in compliance with applicable laws while protecting student privacy and providing equitable access to educational technology.

A software company’s Privacy Policy is a legal document that explains how the company collects, uses, stores, and shares personal information from its users. 

For schools, reviewing a vendor’s Privacy Policy is especially important because it reveals what student data is gathered (such as names, email addresses, or usage patterns), how long it is kept, whether it is shared with third parties, and what protections are in place to secure it. 

Privacy Policies also outline compliance with laws like COPPA and FERPA, which establish additional safeguards for students under 13 and for all students’ educational records. By understanding these policies, schools can make informed decisions about whether a tool aligns with legal requirements and district standards, determine what parental consent may be needed, and ensure that students of different ages can use the service in a safe and legally compliant way.

The Family Educational Rights and Privacy Act (FERPA) is a federal law that protects the privacy of student education records. It gives parents—and, once students turn 18 or attend postsecondary institutions, the students themselves—the right to access, review, and request corrections to their educational records, as well as the right to control the disclosure of personally identifiable information. 

For schools, FERPA compliance is critical when adopting software or online services, since many educational tools collect and store student data. Schools must ensure that any vendor handling student information meets FERPA requirements, including safeguarding data, limiting its use to educational purposes, and preventing unauthorized disclosure. 

By fully understanding FERPA, schools can make informed decisions about technology use, ensure proper consent is obtained when required, and protect students’ rights while legally using digital tools in the classroom.

The Children’s Online Privacy Protection Act (COPPA) is a federal law that protects the personal information of children under the age of 13 when they use online services. COPPA requires companies to clearly state what data they collect, how it will be used, and who it may be shared with, while also requiring parental consent before collecting personal information from young children. 

For schools, understanding COPPA is essential because many educational websites and apps fall under its requirements. In certain cases, schools can provide consent on behalf of parents when the tool is used strictly for educational purposes and not for commercial gain, but it may depend on the specific wording of a company's privacy policies.

By carefully reviewing whether a vendor complies with COPPA, schools can determine how students under 13 may legally access the platform, ensure appropriate permissions are in place, and safeguard children’s data privacy while still providing valuable digital learning opportunities.