Agenda Item
b. CLEAR Attendance Zone Verification Software (Not to exceed $141,548)
Summary: Presented by: Presented by: Triscilla Weaver, Ph.D., Chief of Access & Opportunity, Division of Access & Opportunity
Request: It is requested that the DeKalb County School Board of Education (“the Board”) approve access and usage of THOMSON REUTERS CLEAR, a public record information database software not to exceed $141,548.
Why: DeKalb County School District relies on school registrars to review and process thousands of documents families enter into the Infinite Campus (IC) student information system to verify residency in our attendance boundary. This process is particularly difficult for schools with large grade band shifts, such as elementary to middle school and middle to high school. Through registrar interviews, school visits, and IC audits, we have discovered fidelity challenges and inaccurate documents leading to attendance zone imbalances.
Approval of a comprehensive attendance zone verification software will support registration across the district and will ensure we have accurate data in the student information system (Infinite Campus). CLEAR provides access to a comprehensive collection of public records information we will use to cross-reference family attendance zone documentation information. Annually, the registration team will run a batch verification process to determine accuracy and support families with attendance options and programs. The seven registration support staff will uphold the standard operating procedures (SOP) and run individual school requests and residency affidavits.
Please note this is a sole source vendor and documentation is attached.
The approval of this contract aligns with Strategic Goal Area 6: Organizational Excellence and Goal Area 2: School, Family, and Community Engagement.
Details: Approval of a comprehensive attendance zone verification software will support registration across the district and will ensure we have accurate data in the student information system (Infinite Campus). The CLEAR software will alert DSCD registration administrators of inconsistent addresses, and we will further review based on the SOP process (attached).
DCSD has several departments and programs for families that need support in providing documentation to complete annual verification and the new student registration process. We also have a team and process for families experiencing unstable or inadequate housing (McKinney Vento), as we want to be sensitive to these situations. Lastly, we have a process for families living with another family in the DCSD boundaries.
The registration team will allow 10 administrator users on the platform with strict search criteria guidelines. The student assignment leaders will use the CLEAR platform to run internal audits and manage families' safety and security.
Financial impact: The initial contract duration shall be effective through June 30, 2025.
The total budget for these services will be allocated from the supplies and materials (computer software) student assignment budget 100-2210-561200-00011-7010-9990-8010-092-0000 in the amount of $141,548.
Contact: Triscilla Weaver, Ph.D., Chief of Access and Opportunity, Division of Access & Opportunity, 678.676.0485
Ms. Sarita Smith, Executive Director of Student Assignments, Division of Access & Opportunity, 678.676.0207
Effective: Upon Board Approval
Status: Approved by the Office of Legal Affairs
DATE RECEIVED: ______________
MATTER ASSIGNED TO: _________
Request for Legal Assistance
DCSD Office of Legal Affairs
ATTORNEY – CLIENT COMMUNICATION
PLEASE SUBMIT COMPLETED REQUEST FORM TO
DCSD OFFICE OF LEGAL AFFAIRS.
*** This request is a confidential communication and should be treated as such ***
DESCRIPTION OF REQUEST
Title of Item/Topic:
Residency Verification Software - CLEAR
________________________________________________________________
(e.g., contract review, policy matter, etc.)
1.9.2025
Date of request: ___________
1.17.2025
Due Date: ___________ (Allow 3 to 5 business days)
The Office of Student Assignments requests software to
Background information/Detail: __________________________________________________________
_____________________________________________________________________________________
PROCUREMENT DETAILS (if applicable)
Include details confirming that all applicable DCSD procurement policies and requirements have been
We have a single source letter, we have approval from DIIT
adhered to: ____________________________________________________________________________
for security clearance, and they have been added to the e-store.
______________________________________________________________________________________
SUPPORTING DOCUMENTATION
Please attach/include any additional supporting documentation that are relevant to your request.
Risk Fraud summary, Proposal, and Sole Source Letter
Description of supporting documentation, if any ____________________________________________
REQUIRED AUTHORIZATION
Sarita Smith
Requested by: _____________________________________________________________________
sarita_smith@dekalb
Email: __________________________ 404-481-0492
Telephone: ____________________________________
Department of Student Assignments
Department: _______________________________________________________________________
Chief Triscilla Weaver
Cabinet Member authorizing the request: _______________________________________________
LEGAL APPROVAL
Approved as to form by the DCSD Office of Legal Affairs? ☐ Yes ☐ No
-OR- (check one only)
Approved as to form by Outside Legal Counsel? ☐ Yes ☐ No
*Referrals to Outside Legal Counsel must be coordinated and approved by the DCSD Legal Dept.
H. Eric Hilton, Esq.
Approving Attorney (and law firm if Outside Counsel ____________________________________
Comments: __________________________________________________________________________
______________________________________________________________________________________