Understanding Technology Agreements in Education

In the age of the internet, any child or teen will tell you that technology is their primary resource in terms of research, homework, and even social interaction. Internet-connected televisions, smart phones, tablets, laptops, and a multitude of other devices are entirely commonplace for children and teens. According to a report by Common Sense Media, 72% of students age 3 to 18 have access to a computer or tablet at home, and 98% have access to those resources at school. It would be impossible to turn a blind eye toward the importance of technology in the lives of our children and teens today.

In the academic sector, technology is constantly evolving, and businesses who provide technology services and products to schools and colleges must sign comprehensive technology agreements with the institutions they work with. The main reason for these agreements is simple: to protect the IT services, products, and the parties involved in the relationships between service and product providers and educational institutions. These agreements cover everything from software maintenance to business resale. They generally include clauses pertaining to procurement of equipment, quantity, scope of work, payment for services, penalties and breaches of agreement, maintenance of hardware and software, and a host of other items.

Technology agreements in the academic sector are important both for the provider and the institution they provide services to. For the providers, these agreements ensure that their products and services are being properly used and maintained, and that they are being compensated for those services. For educational institutions, it ensures that the IT services and products provided to them meet the necessary standards and expectations of performance. These agreements can be fairly simple in scope and layout, but if the provider does not fulfill their role, it can be costly for the school.

More complex agreements cover things like online learning platforms and software, and reselling of hardware and software. Any delay in services or performance can have a major impact on the functioning of a school, and lead to losses, penalties, or other legal ramifications for the provider. The provider and school must convene on the terms of use for the products and services in question and how they can be applied to the school. They also cover where the products are to be provided.

An example of this is an online classroom software provider contracting with an institution to provide online classrooms and student portals. There must be strict guidelines for the purposes of the software (that applies only to students of the school and not other institutions, for example). The pricing of the software and whether it can be discounted for volume usage must be covered in the agreement.

There are no shortage of other applications for technology agreements in the academic sector. IT providers may provide telephone systems, wi-fi services for the campus, interactive white boards, online portals, or complete online platforms with video conferencing capabilities. It covers everything from how the school will be charged for services to what compensation is offered if there is a breach of agreement.

An important consideration for the institutions is protecting student information. Most technology agreements have a section that covers how the provider will maintain confidentiality and respect the privacy of student data. In some instances, the provider may be responsible for protecting the privacy of students as part of the agreement. This is an important point, as protecting the privacy of children under the age of 18 is especially important under US law.

Maintaining technology agreements can be troublesome and expensive for schools because they are entering into the agreements on a fairly regular basis. In any given year, a high school may sign agreements with 5-10 different IT providers for a number of different services, ranging from online classroom software to wi-fi and fiber optic service, and classroom interactive white boards or tablets.

The technology agreement is a vital tool for the providers and schools that use their products and services. In a world where competing for students and their tuition is an integral part of succeeding in the education sector, technology is becoming more and more important. The rigor that goes into every technology agreement between IT service providers and educational institutions is crucial in ensuring that both remain competitive.