How to run a school platform evaluation session

Who should prepare for the session, and what should they bring?

Invite four to six people who cover classroom work, administration, leadership and family communication. Each brings one ordinary task, one exception and one recurring frustration. The chair prepares a blank evidence register, a list of the systems in use today and invented test data, so no real student record enters the room. Invite a product representative only after the school has written the questions it needs answered.

What decision must the school define first?

Spend the first fifteen minutes on one written sentence: what is being considered, for whom, and by when. Put the constraints that cannot move beside it, such as the academic calendar, the devices students already use, connectivity and existing systems. Agree what evidence would change the decision. That shared test stops a demonstration from drifting into possibilities nobody asked for.

A purchase is not an outcome; the decision sentence is what the session tests.

Decision

Whether to shortlist a platform for attendance and parent notices

For whom

Form 4 teachers, students and their guardians

By when

Before the next term’s timetable is fixed

Fixed limits

Current devices, school calendar, existing records system

Which school roles and exceptions should be mapped?

Spend twenty minutes writing what each role should see, what it may change and one exception to test. Google Classroom’s official page, for example, addresses education leaders, educators and IT administrators separately and says parents and guardians can view assigned classwork through a link or weekly guardian email summaries, a reminder that one platform can treat each group differently; it says nothing about Easy Edu. The role information-flow map extends this table into a full matrix.

Which ordinary school scenario should the team trace?

Give the longest period to one scenario, such as an attendance correction. Follow the record from first entry to the last person who reads it, and ask at each step where the correct value lives and who can change it. Use invented details. One scenario that crosses several roles reveals more than a tour of every screen.

Which data-path questions belong in the session?

Use twenty minutes to follow the traced record from collection to deletion and list the document that should answer each step. Easy Edu has not published this operating record, so every answer stays open until a vendor supplies it in writing. The school data questions guide turns each step into a request, and the Malaysian Personal Data Protection Department’s seven principles give general legal context.

Do not assume the law answers these questions: UNESCO’s 2023 report found only 16% of countries explicitly guarantee data privacy in education by law.

• Collection: which fields are captured, and for what purpose
• Storage: where the record is hosted, and by which parties
• Access: who can open it, and whether access is logged
• Retention and deletion: how long it stays, and how removal is proved

What must the closing evidence register contain?

Use the last ten minutes to fill one register: the claim, the evidence requested, its status, an owner and a due date. Keep concept screens apart from demonstrated features. Then choose one next step: clarification, a controlled demonstration, a pilot definition, commercial review or a pause. Circulate the register the same day and note any disagreement beside its row.

Prepare the status and workflow questions with the school platform evaluation guide →