Online Services Vetting Process for Staff
To protect student data and comply with state and federal privacy
requirements, the district has established a formal process for reviewing
and approving online services used with students.
Why This Matters
Many websites, apps, and digital tools collect student information, even
something as simple as a student’s name or email address. The district is
responsible for ensuring that any tool used in the classroom meets student
data privacy standards and has the appropriate agreements in place.
Staff Expectations
All staff are required to follow the district’s vetting process prior to
using any online service that involves student interaction through login or
account creation.
This includes, but is not limited to:
- Websites or applications that require student usernames or passwords
- Tools that use “Login with Google” or similar single sign-on options
- Any platform that collects or stores student information
Submission Process
Staff must submit any applicable online resource for review using the
district’s approval form prior to student use.
Submit a Resource for Review
The review process ensures:
- Compliance with student data privacy laws
- Appropriate vendor agreements are in place
- Safe and approved use of instructional technology
Access Controls
To maintain compliance, the district may restrict student access to
unapproved applications. Resources that have not been submitted and approved
may be blocked from use.
Additional Resources
Additional guidance and training materials are available to support staff in
following this process.
Ontario Local Schools Vetting Process