Educational Application Vetting and Approval Process
Riverview School District reviews educational applications, websites, and digital resources before they are introduced for instructional use. This process helps ensure that applications support educational needs while meeting District requirements for privacy, security, accessibility, and responsible technology use.
Applications must be reviewed and approved before staff introduce them for student use. A free application or website is not automatically approved for District use.
Step 1: Check the Approved Applications List
Before requesting a new application, review the District's existing approved applications directory to determine whether the tool is already available.
View District Approved Applications & Websites »
If an approved application meets your instructional needs, use the existing District-supported option when appropriate.
Step 2: Identify the Educational Need
Before submitting a request, identify the purpose of the proposed application and how it will support teaching, learning, or District operations.
- Application name and vendor website.
- Instructional or administrative purpose.
- Intended users and grade levels.
- Whether students will create accounts or log in.
- Whether student or staff information is required.
- Any licensing or subscription costs.
- Any required integrations with District systems.
Step 3: Submit the Application for Review
Submit the proposed application through the District's established technology request process. Include the information needed to evaluate its educational purpose, functionality, cost, and data requirements.
Technology Services and the appropriate District administrators will review the request before the application is implemented.
Step 4: Privacy, Security, and Accessibility Review
Proposed applications are evaluated using applicable District policies and recognized educational technology review resources, including the 1EdTech TrustEd Apps framework.
Review considerations include:
- Student and staff data collection.
- Privacy policies and applicable COPPA requirements.
- Vendor security practices.
- Data retention, sharing, and deletion.
- Accessibility and age appropriateness.
- Licensing and contractual requirements.
- Compatibility with District technology systems.
Step 5: Additional Review for AI Applications
Artificial Intelligence (AI) tools follow the same educational application review process but require additional evaluation under Board Policy 815.1.
This applies to standalone AI tools and AI-enabled features introduced into existing applications. Approval of an application does not automatically authorize all AI features.
Staff requesting an AI tool must also complete the AI Tool Authorization Request.
Submit AI Tool Authorization Request »
Additional AI review considerations include:
- Specific AI features and intended use.
- Whether District-managed accounts are required.
- Vendor use of submitted information for AI training.
- Data storage, retention, and deletion practices.
- Student age restrictions and supervision.
- Human review of AI-generated information.
- Compliance with restrictions on confidential information.
- Compliance with Policy 815.1 restrictions on integration with District software.
- Vendor agreements and applicable legal review.
Student records, employee records, personally identifiable information, and confidential District information must not be submitted to AI tools.
Additional AI guidance and currently authorized tools are available on the District AI Use page .
Step 6: Approval and Implementation
After the required reviews are completed, the requester will be informed of the decision. Approval may be limited to specific grade levels, user groups, accounts, features, or purposes.
Do not purchase, install, require student registration for, or implement a new application before receiving the necessary District authorization.
Approved tools may be added to the District's approved applications directory and made available to authorized users.
Ongoing Review
Previously approved applications may be reevaluated when vendors change their privacy practices, security requirements, functionality, or AI capabilities. Approval for one version or feature does not necessarily extend to future changes.