Service Descriptions

The Custom Data Reporting Service supports custom-developed district data systems and system connection pathways, such as custom reports drawing upon specialized application source data, Affordable Care Act reports, GASB reporting, custom student and financial data reports, and data dashboarding tools. 

Service is focused on data extraction and manipulation that is integrated from multiple sources, requires back-end database access beyond what is easily accessed within the application's user interface, or involves custom output formatting.

Baseline service includes 20 hours of custom support per academic year. Additional work quotes per jointly-agreed-upon project specifications may apply for requests outside this range.

• Appropriate license(s) and maintenance for selected program(s).
• Communicate requirements up front, prior to initiation of development work.
• Scope changes after development may incur additional charges.

• Provide a mockup of the desired report, define filters, and specify parameters.
• Provide a primary and secondary contact for the service.
• Provide staff with knowledge of district procedures and access to data.
• Comply with all regulations and laws governing student data.
• Verify secure transmission of all sensitive data.
• Approve extracts of required data from the source systems.
• Update and maintain the accuracy of data.
• Provide RIC accounts to the data system(s).

• Facilitate creation of project outline, scope, milestones, costs and timelines consistent with district requests.
• Facilitate purchase of vendor licenses and services.
• Serve as liaison between the district and the vendor.
• Create and maintain custom reports.
• Verify secure transmission of all sensitive data.
• Provide SQL server query writing support.
• Train system administrators and provide detailed instructions and documentation.

Enables school administrators to record, schedule, send and track customized messages to students, parents and staff rapidly. It allows for mass voice, email or SMS text notification for school crisis response, school closings or non-emergency reminders and general school news. Also, the notification systems may interface with other social media platforms.

Sample products in this service include, but are not limited to:

• Blackboard Mass Notification
• School Messenger
• Shoutpoint
• Remind
• ParentSquare

• Ability to extract required data from the source system. This may incur additional costs not included in the service.
• Ability to securely transmit data.
• Purchase appropriate license(s) and maintenance for selected program(s).

• Provide a primary and secondary contact for the service
• Ensure at least two district employees participate in initial training
• Provide appropriate staff with access to the source systems and procedures
• Comply with all regulations and laws governing mass communication
• Provide vendor with secure, electronic access to student/staff contact data in a readable and suitable format
• Verify and maintain accuracy of data
• Utilize vendor support for off-hours needs

• Facilitate purchase of vendor licenses and services
• Assist the district in connecting student and staff data to the communication system
• Serve as liaison between the district and the vendor
• Manage data integration processes at year-to-year transitions

This service helps to implement vendor-based solutions that promote public internet communications through sharing of school board information as well as the collection, exchange, sharing and analysis of ideas and data that relate to the school community at large.

Sample products in this service include, but are not limited to:

Note: Anticipated to merge with 605.440 following the 2025-2026 school year.

• ArchiveSocial
• BoardDocs
• Propio
• School Messenger: Presence
• SchoolSites
• SiteImprove
• Talking Points
• ThoughtExchange
• Thrillshare
• Web Community Manager
• Web Governance

• Ability to extract required data from the source system if applicable. This may incur additional costs not included in the service.
• Ability to securely transmit data
• Appropriate license(s) for selected program(s)

• Designate a district primary and secondary contact for service
• Ensure at least two two district employees participate in initial training
• Provide appropriate staff with access to the source systems and procedures
• Comply with all regulations and laws governing use of resources
• Updating and maintaining the accuracy of system data is the sole responsibility of the district
• Report issues and request training

• Coordinate and participate with vendor demonstrations
• Contract administration, license tracking and invoicing
• Act as liaison between vendor and district
• Assist with implementation planning
• Coordinate escalated support requests between district and vendor

This service supports systems and services within your cloud domain productivity suite (Microsoft or Google).

More specifically, Cloud Domain Management provides remote management of your Monroe RIC provisioned Microsoft 365 or Google Workspace cloud domain with guidance from a district designated staff member. The service encompasses management components needed to facilitate secure operation of cloud domain solutions, licensing, and specified subscriptions.

There is a potential for interdependencies between Cloud Domain Management and other services. As a result, there may be projects identified requiring additional planning, implementation and support. Some examples of this are Gmail, Exchange Online, SharePoint, Teams for Education, and Adobe tools. As these interdependent projects are requested, a planning meeting will be held and all costs associated will be outlined in a scoping proposal for district approval.

• Core Participation
• District LAN, Monroe RIC connectivity
• Subscription to Microsoft Enrollment for Education Solutions (EES) or Google Workspace for Education

• Provide global/super administration access to Microsoft Online Services or Google Workspace for Education to RIC staff
• Provide remote access to the district's cloud domain to RIC staff
• Provide remote access to district Active Directory and any cloud domain related member servers to RIC staff
• Limit administrative access to district's cloud domain to specific technical support staff and specific limited functions
• Notify RIC Help Desk of any inaccessibility to related district and cloud resources
• Designate a primary and secondary contact to work with RIC staff
• Adhere to RIC-scheduled downtime required to facilitate changes per Change Control Management processes
• Coordinate with the RIC for any unscheduled downtime required to resolve cloud domain issues
• Comply with all pertinent regulations related to data security, privacy, licensing, etc.
• Maintain operating systems required for cloud domain implementation, including devices, servers, and Active Directory forest or domain level operations
• Perform on-premise Active Directory changes as needed

• Serve as primary administrators for district's cloud domain
• Limit cloud domain administrative access to authorized personnel
• Support cloud core suite vendor-provided services
• Remote troubleshooting and resolution of cloud domain issues
• Escalate cloud domain issues to vendor support teams

• This service supports users and accounts tied to Microsoft and Google suites and connects them to a multitude of vendor and cloud systems.

  More specifically, Cloud Identity Management utilizes an automated provisioning system to synchronize Active Directory accounts with cloud provider directories such as Microsoft Entra ID and Google Workspace. This enables replicated identities for authentication, password management and single sign on (SSO) to access cloud resources consistent with the Principle of Least Privilege and best practices.

  The Monroe RIC will facilitate required server resources enabling this technology.

• Core participation
• Participation in 605.580 Cloud Domain Management
• Monroe RIC connectivity
• Ability to extract required data from the source system
• Requires virtual servers via 605.420 Server and Storage Hosting
• Dedicated member server for account synchronization tools
  • Azure Active Directory Connect
  • Google Cloud Directory Sync
    • Google Password Sync is required on all writable domain controllers

• Designate a district primary and secondary contact for service
• Provide end-user support
• Maintain strict confidentiality
• Provide enterprise admin access to maintain the synchronization between local Activity Directory domain and the cloud domain (Azure AD or Google Workspace)
• Manage appropriate encryption certificates

• Provide ticket, telephone and email support
• Maintain dedicated member server
• Maintain user provisioning and password sync tools
• Liaison service for higher-level support needs between district and vendors
• Provide secure managed accounts for service application operation with appropriate role-based access controls
• Perform cloud domain user administration via license automation groups

Cloud Suite Backup Management provides for the long-term storage of user and system data to enable legal compliance, operational efficiency, and data recovery. Using the applicable cloud connections, user and system cloud data is stored and secured for later access. Access can be either by district administrators and/or the RIC staff.

• Core Participation
• 605.580 Cloud Domain Management
• District LAN, Monroe RIC connectivity

• Designator a primary and secondary contact for service
• Promptly notify RIC Help Desk of a change in contacts
• Provide district staff to plan implementation
• Determine authorization levels for email accounts
• Implement district record retention schedules

• Provide phone, email, and screen sharing support
• Work with vendor support as needed
• Monitor license compliance
• Assist with backup setup and configuration
• Monitor system backup operations, review reports and logs, and ensure system integrity
• Troubleshoot and resolve issues

The Email - Cloud service provides administrative configuration and management support for Microsoft 365 and Google Workspace Gmail cloud email systems.

• Monroe RIC connectivity
• Participation in 605.580 Cloud Domain Management
• Participation in 605.581 Cloud Identity Management
• Cloud Service Licensing (either of):
  • Microsoft Enrollment for Education Solutions (EES)
  • Google Workspace for Education
• Remote access to the district's Active Directory and any member servers related to the district's Cloud Domain
• Temporary domain admin access to install/upgrade the synchronization tools within the domain
• Dedicated member server for account synchronization tools:
  • Azure Active Directory Connect
  • Google Cloud Directory Sync
    • Google Password Sync is required on all writable domain controllers

• Grant administrative access to volume licensing web portal for Microsoft Online Services or Google Workspace for Education
• Assign MonroeRIC as primary administrators for the district's Cloud Domain
• Provide district technical support staff with limited administrative access to the district's Cloud Domain
• Provide continuous and remote access to appropriate district or cloud resources and notify the RIC of any accessibility issues
• Designate staff members as primary and backup contacts to work with RIC staff.
• Adhere to RIC scheduled downtime required to facilitate changes per Change Control Management
• Work with the RIC for unscheduled downtime required to resolve any Cloud Domain issues
• Comply with all legal, regulatory, and licensing requirements.
• Maintain and upgrade operating systems (including servers and endpoints)
• Facilitate on-premise Active Directory changes
• Provide end-user support for chosen email devices and solutions.

• Support core email services
• Remote troubleshooting and resolution of cloud email issues
• Support escalation of cloud email issues to vendor support teams

Electronic email archiving provides long-term archiving of email messages for legal compliance and operational efficiency. Email messages are captured prior to delivery and securely stored for later access. Access can be either by district administrators and/or the end user. The system has extensive support for keyword and other searches across all district mailboxes for legal investigations and discovery with RIC support.

• Core Participation
• 605.581 Cloud Identity Management

• Designate a district primary and secondary contact for service
• Provide end-user training and support for individual mail archive access

• Configure and maintain cloud mail archiving service
• Perform email investigations and retrieval upon written authorized request

This service supports absence and substitute management systems to fill absences using web-based and telephone-based technologies. Staff members report absences, and the system attempts to fill open positions with qualified available substitute candidates based on district criteria and specifications. Supported systems include statistical reporting features.

Examples of supported resources in this service include PowerSchool's SmartFind Express and Frontline Absence Management.

• Core Participation
• Licensing and maintenance of product for one year

• Maintain user accounts and staff detail
• Manage and maintain daily system operations
• Facilitate year-end reporting as needed

• Help desk phone and email support facilitation for district administrative users
• Limited end-user support for urgent needs
• Facilitation of train-the-trainer efforts for designated district administrative users
• Guidance and for running reports and data maintenance
• Support staff account updates
• Contract administration, license tracking and invoicing

The Monroe 1 RIC Business Analytics Service is designed to meet the growing need for School Business Officials (SBO’s) to create financial models to forecast future trends. Fiscal management with the ability to continuously extrapolate, track, interpret and customize budget and financial needs with the assistance of a data specialist. Such products as Frontline Analytics (Forecast 5) would be covered under this CoSer.

• Core Participation
• Licensing and maintenance for product for one year

• District staff acts as primary system user
• Maintain system data
• Configure and run required reports
• Utilize vendor training opportunities as needed

• Basic support for data exports from ancillary financial systems
• Assistance with basic report writing not provided by vendor
• Contract administration, license tracking and invoicing

The Financial Applications service is a central server-based financial and payroll system that maintains data records required for federal and state reporting. Modules in WinCAP offerings include general ledger, purchasing, billing, budgeting, accounting, accounts payable, accounts receivable, payroll, human resources, benefits and attendance processing functions. Web-based modules include Time & Attendance, Employee Self Service, and Leave Requests.  The remote assist tool "GoTo Resolve" is utilized by the team to provide screen sharing support as needed.

• WinCap Software license
• Remote Executer license
• Crystal Reports license
• VPN license for system administrators
• Microsoft SQL Server license

• Designate a system manager responsible for maintaining user accounts and access levels
• Maintain data within the application
• Transmission of required state and federal reports
• In-house printing of reports, checks, and other financial documents
• Provide application and web support to end-users in the district

• Provide support to district office administrative system users for level 2 and 3 issues such as:
  • Configuration guidance
  • Functionality training
  • Troubleshooting technical issues
  • Module integration guidance
  • Advanced reporting
  • End of year rollover support
  • Affordable Care Act reporting
  • Position Control
  • Time and Attendance (if applicable)
  • State reporting
• Liaison between vendor and district for escalated support needs
• Provide general documentation for system functionality
• Facilitate user groups and year-end processing meetings
• Provide assistance with imports and exports of data
• Manage projects for additional module integration.
• Maintain servers
• Maintain data backups and support disaster recovery exercises
• Contract administration, license tracking and invoicing

This service provides options for web-based, on-line Professional Development Management applications for school districts that address the various needs of K-12 staff development.

Products such as Frontline Professional Growth and WinCap PD provide support and tools for district personnel in managing workshops, seminars, and other learning events including such things as on-line catalogs, courses, registrations, e-mail notifications, waiting list management, and class rosters. These applications may also manage staff learning plans, portfolios, transcripts and reports which educators may use to apply for re-certification or as part of their on-going professional development tracking.

• Required Services
  • Core Participation
• Licensing and maintenance for use of product for one year

• Manage file maintenance and processing of reports
• Designation of internal user as a System Manager for all user security updates and changes
• Provide training to district staff (end-user training)

• Application support for District Office staff
• Act as liaison between district and vendor for product enhancements and problem resolution
• Provide “train-the-trainer” training to appropriate district office staff
• Contract administration, license tracking and invoicing

The Digital HR Service offers support for the digital management of personnel files. Such systems will help provide the ability to pull data from other information systems, organize data for HR usage, facilitate processes, digitally store HR documentation and provide assistance for recruiting and hiring. This will assist in maintaining accurate records, save time managing employee data, improve employee communication, and provide data that will help drive decisions.

Software examples include, but are not limited to:

• Frontline Recruit & Hire
• Frontline Central
• Frontline Time and Absence
• School Front Personnel Files

• Licensing and maintenance for use of product for one year

• School district users control all file maintenance and processing of reports
• Designation of internal user as a system manager for all user security updates and changes
• Provide training to internal district staff (ex. building-level users)

• Facilitate user groups and collaboration between districts
• Contract administration, license tracking and invoicing
• Provide system support

The Monroe 1 RIC Administrator Evaluation Service is designed to meet a school district's need to perform evaluations for superintendents and other school administrators. Vendor solutions such as SuperEval will be used to provide an electronic on-line evaluation system.

• Core Participation
• Licensing and maintenance of product for one year

• School district users manage use and maintenance of system

• Coordinate and participate with vendor demonstrations
• Act as a liaison between vendor and district for initial implementation
• Assist with implementation planning
• Contract administration, license tracking and invoicing

The Guidance Information System (GIS) offers districts the opportunity to purchase career and college searching software. Staff members will assist in the implementation planning, training, use of the software, and the ordering process.

• Manage usage and provisioning of tools and resources.
• Adhere to all laws and regulations related to use of technology.
• Return any equipment at end of use.

• Coordinate and participate with vendor demonstrations.
• Act as a liaison between vendors and district for initial implementations.
• Assist with implementation planning.
• Contract administration, license tracking and invoicing.

This service provides support for RIC administration including, but not limited to, building operations and maintenance, administrators, legal fees, business office support, insurance, HVAC, electric, purchasing, and project management.

This is a mandatory service for component districts

• Attend and participate in quarterly tech director meetings
• Send delegates to various infrastructure and endpoint roadshows, demonstrations, and training opportunities

• Facilitate quarterly tech director meetings
• Organize product roadshows, demonstrations, and training opportunities with vendor support
• Revise, maintain, explore, support, and decommission services as appropriate
• Train and support RIC staff for continuous improvement
• Triage and provide first-level support for baseline district technology needs

This service encompasses the RIC Technology Infrastructure, Data Centers, and Network Operations Centers which serve as the foundation for RIC Administrative Technology services.

This is a mandatory service for component districts.

• Attend and participate in quarterly tech director meetings.
• Collaborate with RIC infrastructure staff to ensure a secure and efficient network environment.

• Participate in quarterly tech director meetings.
• Maintain network operations centers, data centers, and supporting controls such as HVAC, backup generators, electronic-friendly fire suppression, surge suppression, and physical security.
• Train RIC staff on best practices and current security protocols.
• Collaborate with district technology staff to ensure secure and efficient network environments.
• Triage and provide high-level support for district technology needs.

• This service provides training, guidance, and support to districts in their implementation and maturation of their cybersecurity and data privacy efforts, as well as facilitation of tools designed to enhance those efforts. This service supports districts in protecting critical data and resources while ensuring compliance with NYS Education Law 2-d.

  Examples of tools utilized through this service include, but are not limited to, specific anti-malware systems, cybersecurity training and assessments, cybersecurity consulting, business continuity and disaster recovery preparedness, regulatory compliance and risk management tools, software and data inventory tools, and event mitigation and resolution. Network monitoring services such as SmartCentre and Network Managed Services as well as SIEM/SOC services are outside the scope of this service and available through 605.540 Network Monitoring

  This is a mandatory service for component districts.

• Core Participation

• Designate a Data Protection Officer (DPO)
• Attend and participate in user groups and cohorts
• Adhere to laws and regulations related to cybersecurity and data privacy

• Facilitate user groups and collaboration between districts
• Contract administration, license tracking and invoicing
• Provide collaborative guidance and resources

The E-Rate service provides help with the process of getting quotes, form submission and fund reimbursement for the federal E-Rate program aligned to federal, state, and local guidelines. This program assists schools with telecommunication costs (category 1) and network costs (i.e. switches, access points, wiring) associated with instructional needs (category 2). This service includes technical support to gather the necessary information needed to make network purchase recommendations and clerical support for electronic submission of needed paperwork. This is a required service if the district is in 605.610, 605.63X or 656.XXX

• Participation in 605.610 Comm-Internet

• Attend annual E-Rate meetings with RIC representative
• Provide RIC with annual hardware requirements aligned to the E-Rate program
• Issue purchase orders aligned to approved E-Rate spending plans in a timely manner
• Implement and place E-Rate hardware in service consistent with federal requirements

• Facilitate annual E-Rate meetings with district technology personnel
• Maintain knowledge of current E-Rate regulations and funding processes
• Develop and organize quotes related to E-Rate hardware procurement
• Assist in service implementation of E-Rate hardware
• Facilitate required forms and documentation consistent with E-Rate funding processes

Technology Services supports facilities and operational maintenance management systems which include work order management and maintenance, preventative maintenance scheduling, facility mapping and planning systems, technology conditions surveys, telecommunications room analyses, paperless office functionality, and operations and maintenance supply inventory.

Examples of tools and resources in this service include, but are not limited to:

• Incident IQ
• Master Library
• Que Center
• Docuware
• rSchool Today
• Brightly

Building facilities control and automation systems and software may be considered through this activity, highlighting that the RIC must serve as the point of contact for coordinating and providing the ongoing maintenance and upkeep of the technology after installation (noted in RIC responsibilities).

• Core participation
• 605.520 Administrative Computer Repair

• System training, administration and usage
• Provide primary and secondary contacts for service
• Identify process participants for testing and feedback

• Planning and project managing support
• Coordinate and participate with vendor demonstrations
• Liaison between vendor and district
• Contract administration, license tracking and invoicing
• Facilitate purchase of required licenses and services
• Inventory management
• Shared technical support
• Network integration support
• Point of contact for coordinating and providing ongoing maintenance and upkeep of installed technology through 605.520 Administrative Computer Repair

This service facilitates server and storage hosting in the Monroe RIC Data center. Servers are located in a secure and climate-controlled environment that integrates 24×7 monitoring with pager alerts, UPS, backup generators, fire suppression, backup job management, and weekly offsite backups.

• Core Participation

• Provide Anti-Malware software on all virtual and physical servers in the Monroe RIC environment
• Facilitate all patching and updates on virtual machines in the Monroe RIC environment
• Provide technical support for hardware issues as needed (physical server and storage array hosting only)
• Maintain configurations consistent with RIC standards

• Provide rack space, power, and network
• Provide UPS and generator power to physical hosts and storage
• Provide AC and fire suppression system
• Facilitate patches to hosts and storage
• VMWare Server Hosting
  • Handle all firmware, patching and software updates on the VMWare hosts and storage
  • Handle all hardware failures of physical VMWare hosts and storage
• Physical Server Hosting
  • Provide server room access when issues arise with physical hardware hosted in NOC (business and after hours)
• Provide notifications to districts related to needs and outages
• Collaborate on cloud-based hosting solutions

The Monroe 1 BOCES RIC Facilities Security Service offers a wide range of technology solutions and options for schools that wish to secure and protect their campus with state-of-the-art security and safety systems, which includes, but is not limited to: IP-based camera systems, door access control, visitor management systems, emergency response systems, fire and smoke alarm systems, and license plate readers.

Weapon detection systems and biometric scanning are outside the scope of any Monroe RIC service. Interconnected mass communication systems facilitating emergency response are available through the 605.440 Emergency Contact System service.

• Core Participation

• System training, administration and usage
• Purchase and licensing of required tools
• Facilitate equipment inventory and asset tagging requirements
• End-user and system-level support leads
• Provide appropriate staff with access to the source systems and procedures
• Comply with all regulations and laws governing use of such systems

• Analysis of existing network infrastructure to support security systems
• Coordinate and participate with vendor demonstrations
• Act as a liaison between vendors and district for initial implementations
• Assist with implementation planning
• Contract administration, license tracking and invoicing
• Network configuration support

The Health Management Service is designed to meet the technology needs of our medical departments such as Nurse Offices. Various IT technologies will help to provide these departments with the necessary tools to manage the integration of technology and medical care for our staff and students.

• Core Participation

• Manage usage and provisioning of tools and resources
• Adhere to all laws and regulations related to use of technologies in medicine
• Return equipment at end of use

• Coordinate and participate with vendor demonstrations
• Act as a liaison between vendors and district for initial implementations
• Assist with implementation planning
• Contract administration, license tracking and invoicing
• Data and systems integration

The Administrative Technology Repair Service provides repair and warranty services for non-instructional technology purchased through the Administrative Technology CoSER (605). Eligible items are identified by the Monroe RIC warehouse asset tagging system, and include items like office printer/copier support, server support, battery replacement and service, etc.

• Core Participation

• Provide notification of needed repair service

• Repair and provide warranty service for eligible items
• Provide best-effort repair for out-of-warranty items
• Provide escalation support for vendor support requests stale > 24 hours

This service provides an additional layer of monitoring, business intelligence and notifications for critical applications and networks. This will help mitigate and/or prevent incidents by providing early warnings, recommending improvements to create efficiencies, and enhancing visibility into real-time data analytics. Monroe RIC in collaboration with districts and vendors will maintain final authority over any Monroe 1 BOCES equipment and supported networks, servers and applications.

Examples of supported resources in this service include, but are not limited to, Security Information and Event Management (SIEM) systems and services, Security Operations Center services, network managed services, and managed detection and response services.

• Allow network access for RIC monitoring as needed
• Review alerts and notifications for actionable steps
• Participate in system tuning efforts
• Develop event response playbooks
• Maintain district notification recipient lists
• Deploy, configure, and maintain monitoring systems with service providers

• Support system tuning efforts
• Facilitate network access for third-party monitoring as needed
• Maintain RIC notification recipient lists
• Advise on event response playbook formation
• Support device and service monitoring enrollment and onboarding
• Provide troubleshooting and vendor support interface as needed

This service provides technical support for local, wide-area and Internet access for school districts. Support services include DNS, DHCP, switch and router installation, troubleshooting and maintenance, and web proxy. Districts can purchase fiber optic and high speed networking services. RIC expertise is focused on Cisco and Meraki enterprise network products. Other platform support is provided on a best effort basis.

• 605.150 Admin – E-Rate
• 605.120 RIC Administration
• Network communications line to connect district to BOCES through 605.63X services

• Provide RIC with required network and resource access for support
• Identify staff member to collaborate on support, configuration, installation and troubleshooting
• Maintain physical security of sensitive hardware and networking resources

• Assist districts with network installation and configuration
• Assist districts with troubleshooting of network equipment
• Assist districts with DNS and DHCP configuration and troubleshooting
• Monitor network connections between districts and RIC
• Provide notification of known outages and potential issues and needs

This service provides support for CIPA-compliant internet filtering solutions.

• 605.120 RIC Administration
• 605.610 Comm-Internet

• Maintain / manage day-to-day configuration and functional changes
• Contact RIC staff when issues requiring support arise
• Configuration and troubleshooting of products outside of Lightspeed Relay
• Deployment of necessary agents for use of products

• Aid in the troubleshooting of Lightspeed Relay filtering
• Hosting of Lightspeed Relay Rockets for guest traffic
• Assist in setup and configuration of Lightspeed Relay
• Procurement of licensing for Lightspeed Relay, Classroom, Alert, and Analytics
  • Procurement and best-effort configuration support of alternate supported filtering options
• Liaison between provider support staff and district as needed

The Regional Network Connection connects the local area networks (LANs) of participating districts to a regional wide area network (WAN) that is managed from Monroe #1 BOCES RIC. Connection to the WAN utilizes backbone fiber networks that span across the region. As part of this service, the Monroe Regional Network is connected to statewide and other extended networks for access to additional services.

• 605.120 RIC Administration
• 605.610 Comm-Internet
• 605.150 Admin – E-Rate

• Provide RIC with required network and resource access for support
• Identify staff member to collaborate on support, configuration, installation and troubleshooting
• Maintain physical security of sensitive hardware and networking resources

• Assist districts with troubleshooting of network equipment
• Monitor network connections between districts and RIC
• Provide notification of known outages and potential issues and needs

This service provides a firewall for network traffic between the district and RIC core. The firewall protects district networks from access by other RIC core connected networks. Security policy and rule change requests are summitted to the RIC Infrastructure Team by the district tech teams. The RIC Infrastructure Team will provide policy/rule review with district technical staff.

605.120 RIC Administration
605.630 Comm-Reg Network

• Provide accurate requirements for firewall policy needs
• Validate accuracy of existing firewall policy

• Deploy, configure, and maintain firewall hardware and software
• Provide troubleshooting and vendor support interface as needed
• Schedule recurring firewall policy review with district tech staff

This service provides support, configuration and maintenance for district VoIP environments. This includes VoIP hardware (Gateways, routers, servers, and connected VoIP endpoints), VoIP service software (CUCM, CUC, and CER), and related cloud-based solutions.  

Please note that related service 656.000 Telephone Interconnect is designed to assist districts with cooperative bidding and consulting for telephone service as well as support with phone service billing operations.

605.120 RIC Administration
605.630 Comm-Reg Network

• Moves, adds, changes for VoIP phone and endpoints
• Moves, adds, changes for client voicemail mailbox and configuration
• Validate accuracy of carrier services and billing

• Deploy, configure, and maintain VoIP system software and hardware
• Provide support for carrier interconnect services. (SIP, POTs, PRIs)
• Provide troubleshooting and vendor support interface as needed

Couriers deliver mail from Monroe #1 BOCES to all east side school districts and to Monroe 2-Orleans BOCES Technology Services (where Monroe 2-Orleans BOCES manages redistribution and delivery to west side school districts). Mail is picked up from east side districts and Monroe 2-Orleans BOCES, and brought back to Monroe #1 BOCES for next day delivery to appropriate districts. This is a required service for all Monroe #1 BOCES component districts and Monroe 2-Orleans BOCES.

• Core Participation

• Clear labeling of destinations
• Definition and access to pickup and delivery location

• Timely and safe delivery of inter-district and inter-BOCES mail
• Repaired technology pickup and delivery
• Baseline courier visit frequencies
  • Daily visits: district administrative office, high schools, junior high schools
  • Every other day: middle schools and elementary schools

The cooperative Telephone Interconnect Service is designed to provide participating school districts with cost-effective and efficient voice communications. This is accomplished by assisting districts with cooperative bidding and consulting for telephone service and associated charges.  Assistance with phone service billing operations is available.

Please note that related service 605.639 Comm-Reg Network – VOIP provides support, configuration, and maintenance for Voice over Internet Protocol (VoIP) environments, including VoIP hardware, service software, and related cloud-based solutions.

• Identify, detail, and communicate needs to RIC support personnel
• Timely review and payment of service bills

• Facilitate telephone service invoicing and billing
• Facilitate additional services such as line changes (POTs, SIP trunks, PRIs, etc.)
• Liaison for support tickets between district and vendor (as needed)

Distance Learning Service Overview

The Distance Learning Service offers live, interactive instruction and learning opportunities from a host site or partner classroom to multiple locations. This enables staff and students to connect with global experts and engage in unique educational experiences.

Instructional Support:

• Program coordination
• Content development
• Professional development
• Online course registration and assistance for college and high school

Technical Support:

• Equipment installation and maintenance
• Video conference testing and facilitation
• Design and installation of video conference workspaces
• Staff development

Service Offerings:

• Asynchronous Learning Courses (Accelerate U, Edmentum/Apex)
  • Advanced Placement courses
  • Credit Recovery courses
  • Diverse electives (world languages, fine arts, music, computer science, physical education, etc.)
  • Provides options for availability and scheduling conflicts, long-term absences, and related challenges.
  • Webinar Hosting, Facilitation and Support
• Learning Management System Support
  • Schoology
  • Seesaw
• Curated Online Instructional Content
• Instructional Video Conferences
  • Scientists in Action
  • Class-to-Class Collaborations
  • Connections: Career, Diversity & Cultural, Civic (New)
  • Wacky Wednesdays National Parks (New)
  • Distance Learning Week (varies yearly)
• Professional and Student Learning Development for Online Courses

• Communication of needs and/or requests for LMS support, professional development and/or instructional content
• First level end-user and system-level training and support
• Management of purchasing and licensing of required tools
• Ensure compliance with all regulations and laws governing use of such systems

• Creation and distribution of the E-Learning Newsletter
• Development and implementation of professional and student learning for online courses
• Creation of content aligned to curriculum
• Maintain NYS Distance Learning Consortium membership and communicate consortium resources and information
• Attend statewide and national conferences to inform and innovate related to distance learning
• Provide analysis of existing network infrastructure to integrate distance learning systems
• Coordinate and participate with vendor demonstrations
• Act as a liaison between vendors and district for initial implementations
• Assist with implementation planning
• Contract administration, license tracking and invoicing
• Research and development of new and upcoming tools

Instructional Technology assists component districts in the procurement and use of technologies in the K-12 classroom. BOCES helps districts develop ways to integrate technology in all curriculum areas including language arts, business, math, science, social studies, music, art, physical education and technology.

This service includes software review and purchases.

• Participation in 521.000 Model Schools service

• Designation of internal user as a system manager for online resources
• Provide end-user training to appropriate district personnel
• Manage usage and provisioning of tools and resources
• Adhere to all laws and regulations related to use of technologies in instructions
• Return equipment at end of use

• Act as liaison between district and vendor for product enhancements and problem resolution
• Contract administration, license tracking and invoicing
• Coordinate and participate with vendor demonstrations
• Assist with implementation planning

The Monroe RIC BOCES Esports Service partners with school districts in providing support for video game competition. The benefits of participation for students will be team building, sportsmanship, collaboration, social relationships, work ethic, leadership, self-confidence and time management. The Monroe One support team includes Model Schools instructional technology specialists and project managers.

• Participation in 521.000 Model Schools

• Purchase hardware equipment through 519 Instructional Technology CoSer (Monroe One BOCES) or 525 (Monroe 2-Orleans) district purchases
• Determine the organizational structure for Esports (such as oversight through the athletics department and/or through extracurricular activities)
• Create an addendum to district student athlete handbook to include digital citizenship and inclusion (if organizational structure involves the athletic department)
• Ensure students are academically qualified to participate
• Hire an Esports coach
  • High School Esports League (HSEL) requires that the coach is a district employee (faculty/staff)
  • PlayVs requires district approval for non-faculty/staff
• Ensure Esports coach meets state and district requirements as an employee such as DASA training, fingerprint clearance, NYS Sexual Harassment training, Bloodborne Pathogens training, recommended – CPR/First Aid certification
• Esports coach responsibilities include (but are not limited to) -
  • Attend coaches meetings
  • Schedule practices, games, tournaments
  • Supervision of practices and games
  • Cultivating student roles on the team : strategist, organizer, content creator, graphic designer, social media manager, entrepreneur

• Ed Law 2d Compliance
• Set up teams and accounts in HSEL / PlayVS
• Assist in securing and testing network
• Support of the Esports platform
• Provide coaching professional development, training, meetings and ongoing support
• Provide resources and/or feedback on structuring of practices
• Access to game streaming, recording and storage of game videos
• Recommend hardware purchases
• Facilitate purchase of hardware and equipment through project managers
• Assist in creating and/or providing resources around the addendum to district student athlete handbook to include digital citizenship and inclusion
• Offer guidance on best practices and integration of the New York State Computer Science and Digital Fluency Standards into HSEL/MSEL Generation Esports course work – Computer Science, Digital Media, Cybersecurity, etc.

The Sports Management Service is designed to meet the every growing technology needs of our Athletic Programs.

Various software and hardware will help to provide Athletic Departments with the necessary tool to manage the integration of technology and sports. This includes, but is not limited to:

• Hudl
• GameTime
• Varsity Media

• Core Participation
• Ability to securely transmit data
• Licensing and maintenance of specific products for one year

• Provide a primary and secondary contact for the service
• Include appropriate BOCES staff in vendor communications
• Return any hardware back to BOCES upon termination of service
• Provide staff with knowledge of district procedures and access to the Sports Management System
• Comply with all regulations and laws governing student data
• Update and maintain data accuracy of data
• Provide RIC accounts to the Sports Management System

• Contract administration, license tracking and invoicing
• Liaison between vendor and district
• Create and maintain custom exports/imports as requested by the district

Provides districts access to the Regional Data Warehouse for NY State Reporting verification and student assessment data, instructional reports, and data dashboards for curriculum analysis.

• Core participation
• 605.220 NYS Reporting
• Mandatory Service

• Utilize available data to meet district needs
• Designate an individual to authorize any changes to data warehouse accounts
• Submit required authorization forms
• Notifies BOCES staff if contact person for service changes

• Provision district user accounts for access to data
• Provide end-user support via telephone, online meeting platform, and e-mail to district personnel

This service provides the data collection needed to meet the reporting requirements specified by the New York State Department of Education. Districts are given access to Level 0 along with training and support. NYS Reporting support and training are included in this service. District Data Coordinator meetings are offered to communicate NYSED reporting requirements.

• Core Participation
• 605.130 Data Warehousing
• This is a mandatory service

• Assign a dedicated District Data Coordinator (DDC) as a main point of contact
• Submit Level 0 authorization forms on an annual basis
• Attend District Data Coordinator meetings
• DDC will communicate state reporting deadlines and information to appropriate staff in district
• DDC is responsible for managing additional district accounts in Level 0
• Ensure appropriate staff availability to meet state reporting deadlines

• Ensure data collected through Level 0 are made available to load into Level 1 and the NYSED SIRS data warehouse per SED Requirements
• Provide support and training in the use of Level 0, Level 1 verification reports, and L2RPT reports for the purpose of meeting NYS collection and reporting requirements
• Provide support and training in NYS reporting rules and requirements
• Host District Data Coordinator meetings and communicate state reporting deadlines and information

NYS Data Certification Service through CertifySIRS provides daily, automated validation of Student Management System (SMS) and Special Education system data for NYS Reporting based on SIRS business reporting rules. The service enables districts to find data errors in the source system before data is imported into Level 0. Error reports can be emailed to appropriate data owners and include a Data Quality Score.

• 605.220 NYS Reporting

• Manage program settings
• Communicate needs to RIC

• Initial setup and training
• Maintain state reporting tables required for application
• Provide first-tier application support

Frontline IEP is a web-based solution for Special Education designed to manage all phases of IEP and 504 Accommodation Plans, including the ability to create IEP/504 plans, schedule meetings, and generate compliance letters and state reports. Student data can be shared seamlessly between districts and BOCES or transferred between districts using this product. Frontline IEP will generate data exports for NYS State Reporting.

Other features include Centris Sync which allows demographic and guardian data to flow from the student management system to Frontline IEP on a nightly basis. The Document Repository is an optional add-on module that enables districts to save documents used in the development of IEP and 504 plans.

• Core participation

• Designate a district Frontline IEP contact
• Ensure appropriate staff availability to meet state reporting deadlines
• Manage user access and security
• Receive and review all relevant announcements and communications from the RIC and vendor
• Create/maintain local (district) tables and field values in software
• Provide appropriate RIC staff with user accounts for software support

• Provide first-tier application support
• Serve as liaison between the district and the vendor
• Ensure vendor is aware of and responsive to NYS reporting changes and requirements
• Provide and/or facilitate training and user groups supporting product usage
• Ensure nightly sync of data from student management system to Frontline IEP
• Serve as a liaison to SED for district questions regarding state requirements related to data reporting

Frontline RTI is a web-based solution for tracking students receiving academic intervention services (AIS) or response to intervention services (RTI). The software enables districts to track, document, monitor and manage AIS/RTI services. Frontline RTI will generate reliable data exports for NYS State Reporting.

• Core Participation
• 605.230 IEP Direct

• Designate a district Frontline RTI contact
• Ensure appropriate staff availability to meet state reporting deadlines
• Manage user access and security
• Receive and review all relevant announcements and communications from the RIC and vendor
• Create/maintain local (district) tables and field values in software
• Provide appropriate RIC staff with user accounts for software support

• Provide first-tier application support
• Serve as liaison between the district and the vendor
• Provide and/or facilitate training supporting product usage
• Ensure vendor is aware of and responsive to NYS Reporting changes and requirements
• Ensure data sync flows nightly from student management system to Frontline RTI
• Serve as a liaison to SED for district questions regarding state requirements related to data reporting

Frontline Medicaid is a web-based solution that works in conjunction with 605.230 IEP Direct to streamline the Medicaid billing process and meet the compliance requirements of the NYS Preschool/School Supportive Health Services Program. The Medicaid Direct Toolkit also allows for Medicaid claiming analytics to maximize reimbursement.

• Core Participation
• 605.230 IEP Direct

• Designate a district Frontline Medicaid contact
• Ensure appropriate staff availability to meet state reporting deadlines
• Manage user access and security
• Receive and review all relevant announcements and communications from the RIC and vendor
• Create/maintain local (district) tables and field values in software
• Provide appropriate RIC staff with user account for software support

• Provide first-tier application support
• Serve as liaison between the district and the vendor
• Provide and/or facilitate training supporting product usage
• Ensure vendor is aware of and responsive to NYSSHSP changes and requirements
• Serve as a liaison to SED for district questions regarding state requirements related to Medicaid reimbursements

Student Management Systems (SMS) are software packages that centralize student information and streamline administrative tasks for schools to better equip districts to manage their extensive student information needs.  SMS liaisons are product specific, direct technical support for school districts. Supported SMS systems include SchoolTool and Infinite Campus. Both platforms include cloud hosted support.  Additional integrations and third-party connections are supported through this service and the closely aligned 605.380 Custom Data Reporting service to the extent the integration has been vetted and pre-approved by the Monroe RIC (please see your RIC project manager for more information).

• Core Participation

• Provide hardware and connectivity consistent with vendor requirements.
• Primary usage, maintenance of calendars and catalogs.
• Provide appropriate access to district-level users.
• Ingestion and maintenance of student and staff data.
• Accept responsibility for forms and paper management as well as printing of reports.
• Designate SMS Coordinator, District Data Coordinator, and building-level coordinators.
• Send appropriate representation to Monroe RIC User Group Meetings and workshops.
• Receive and review all relevant announcements, directions, and documentation from Monroe RIC staff.
• Produce and save recommended reports annually as suggested by Monroe One RIC staff.
• Maintain and update district calendar in SMS with Monroe RIC support.
• Perform annual roll-over tasks with RIC guidance.
• Submit support requests with appropriate context.
• Provide end-user training.
• Manage third-party software that integrates into Student Management Systems.
• Develop and run report cards, grading windows, etc.
• Setup and maintain individual vendor support accounts as communicated by the RIC.

• Provide Level 1 support to district office administrative system users for new users
• Provide support to district office administrative system users for level 2 and 3 issues such as:
  • Additional report and data export needs
  • Assistance with imports and exports of data
  • Provide ongoing guidance on data entry into the application, in accordance with NYS requirements
  • Assist with setting up schedules for NYS Exports
  • Provide troubleshooting support
  • Facilitate data backups as designated
  • Facilitate disaster recovery needs related to production databases
  • Manage data integration processes at year-to-year transitions
• Liaison between vendor and district for escalated support needs
• Host user meetings, workshops, and trainings
• Provide general documentation for system functionality
• Facilitate user groups and year-end processing meetings
• Maintain servers
• Maintain data backups and support disaster recovery exercises
• Contract administration, license tracking and invoicing
• Communicate vendor support account credentials to district for provisioning
• Integration of select third-party products via APIs