Software Purchase Procedures
A software review is required for all software purchases.
See Software Database for a list of software that has been reviewed for use in HCPS. If the software that you plan to purchase is already listed on the database, you can go ahead with your purchase. If it is not listed, you will need to complete a software review.
Software Review Procedure (Flowchart)
- Talk to your school technology specialist. He/she will be the moderator for the review procedure.
- Two staff members will need to complete the Software and Online Subscription Evaluation Form.
- The moderator will arrange for the technician to check the technical details and an instructional coordinator to review for content. The moderator will then send the completed Software and Online Subscription Checklist to the technology supervisor (Karen Campbell) for review and signature. A signed copy of the form needs to be attached to the request to purchase.
The review procedure shall define the minimum procedure for performing division-wide and site-based software, freeware for multiple computers, and online subscription reviews. Before purchase, a thorough review should be conducted and filed with the instructional technology supervisor using the enclosed forms.
This review will be used to inspect new products for possible purchase and subsequent inclusion on the HCPS approved software and online subscription list. Reviews provide a timely and objective means for assessing software and online subscriptions for purchase and use in an educational setting. The review process helps to ensure that educational software and online subscriptions meet curriculum and technology goals as well as network requirements. Reviews take the form of written documentation and involve instructional and technical staff. Reviews are not necessary for items listed on the HCPS approved software and online subscription list.
Review Procedure – Single Copy
Single-copy software purchases are discouraged. Teachers purchasing single copies under $100.00 should consult the Technology Specialist and the Computer Resource Technician to ensure that all instructional and technical considerations have been addressed. Schools are responsible for the installation, upgrade and technical support of single copy purchases. Single copy software may not be installed on multiple computers.
Review Procedure – Open Source and Freeware
Although there is no cost involved with open source and freeware, a software review must be completed if the software is to be installed in a lab setting. Only the K-12 Software and Online Subscription Checklist needs to be completed.
Review Procedure – Multiple Copy, Lab Pack, Site License, and Online Subscription
Schools purchasing multiple copies, lab packs, or site licenses of software and online subscriptions should use the HCPS Software and Online Subscription Evaluation Form and follow the outlined procedures, which includes consultation with the Site Technology Specialist and Computer Resource Technician to ensure compliance with technical requirements. Department heads or subject area supervisors should be involved in the process to address curricular issues. The Instructional Technology Supervisor will maintain a record of the reviews. Newer versions of previously approved software will only need to have the technical requirements on the K-12 Software and Online Subscription Checklist completed by the technician.
Initial review members should include a moderator and a minimum of two additional professional staff/faculty members, which can include technology committee members, supervisors, department heads, and target audience teachers. Technical staff will ensure that all technical considerations have been addressed. The moderator is responsible for organizing the review process, ordering the preview copy of software if available, and providing each review member with materials and necesary forms.