At Questar III, we take data privacy, security, and resource management very seriously. To maintain compliance with state and federal laws, protect our community, and ensure we are making the best use of technology resources, all new software requests must go through the Software Request Form.
You can find the form here: Software Request Form
Why This Process is Required
1. Legal Compliance
NYS Education Law 2-D requires schools and BOCES to uphold strict data privacy and security standards for any software that collects or uses student or staff information.
FERPA (Family Educational Rights and Privacy Act) mandates that student educational records and personally identifiable information remain secure and protected.
Without this vetting, we risk legal violations that could result in penalties, loss of trust, and potential data breaches.
2. Security & Privacy Protection
Data Protection: Prevents unauthorized access to sensitive student and staff information.
Cybersecurity Standards: Ensures all applications meet Questar III’s network security requirements.
Breach Prevention: Reduces the risk of cyberattacks, malware, or unvetted apps compromising our systems.
Regulatory Compliance: Keeps us aligned with state and federal regulations to safeguard our community.
3. Resource Management
Avoids Duplication: Prevents the purchase of redundant software when similar approved tools already exist.
Cost Control: Helps make cost-effective technology decisions that maximize our limited resources.
Supportability: Maintains a standardized software environment so IT can provide effective support.
Efficiency: Streamlines procurement and ensures licensing is managed consistently across the organization.
What Information is Required?
When submitting a request, the form will ask for:
Software name and purpose
Intended users (students, staff, departments)
Link to the software’s privacy policy – this is typically found on the vendor’s website and is critical to evaluating how data is handled.
This information allows Technology Services and Data Privacy Officers to review:
Whether the software meets NYS Ed Law 2-D and FERPA requirements.
Security posture and data handling practices of the vendor.
Potential overlaps with existing tools.
What Happens After You Submit
Department/Building Review
Your Department Director or Principal reviews the request to confirm the instructional or operational need.
Model Schools Review
Model Schools checks if the software is already approved or if similar tools are available. This helps avoid duplication and ensures alignment with instructional goals.
Technology Services & Data Privacy Officer Review
Our Technology Department ensures the software is secure and technically supportable.
Our Data Privacy Officer (DPO) reviews the vendor’s privacy policy and compliance with NYS Ed Law 2-D and FERPA.
Decision & Notification
If approved, the software is added to our catalog and you will be notified.
If denied, you will receive an explanation along with alternatives if available.
Why It Matters
By following this process, we:
Protect students and staff from data misuse.
Keep Questar III in compliance with state and federal laws.
Ensure safe, efficient, and cost-effective technology decisions.
Maintain a trusted, secure, and supportive learning environment.
✅ Next Step: Submit your request using the Software Request Form.