Agenda Item
b. SchoolMint School Choice Software (Not to exceed $60,500)
Summary: 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 the subscription of SCHOOLMINT INC., a school choice lottery platform, not to exceed $60,500.
Why: The Student Assignment department processes approximately 20,000 school choice applications annually. The current vendor used for the lottery process is unable to meet the district's and families' needs. As a result, the school choice leadership team has spent numerous hours manually running several programs in the system to address deficiencies in the current platform. In an effort to be more efficient and effective, there is a need to change vendors for the lottery process.
The student assignment team has had a challenging two years with the current school choice lottery vendor. Both families and staff felt lottery application and operation inefficiencies. The school choice leadership team had to manually run several programs in the system that were set up to do so automatically. The system vendor agreed to terms and conditions they could not honor, and our team spent several months working with reps and engineers on several system components to no avail.
SchoolMint was a former contractor about two years ago, and since then, our PreK department has also returned to them. The software is preferred throughout the Georgia area. We participated in the Georgia School Choice Fair and researched lottery systems; 9 of 10 schools and programs use SchoolMint. Based on our research and meetings with SchoolMint, some of our previous challenges have been addressed, and the interface is entirely different. The company has done a lot of work to enhance the platform and its usability. School choice using SchoolMint will also align all lottery platforms in the district for operational continuity and familiarity for families and staff.
Financially, this will be a balance-zero transaction as we will replace our current software with SchoolMint. SchoolMint matched our current school choice software budget for the 2025/26 school year.
The approval of this contract aligns with Strategic Goal Area 1: Student Academic Success with Equity and Access, Strategic Goal Area 2: School, Family, and Community Engagement, and Strategic Goal Area 6: Organizational Excellence.
Details: DeKalb County School District processes upwards of 20,000 school choice applications for our various schools and programs. We offer nine types of school choice programs at over 35 schools with about 3,400 seats. Managing this lottery has several nuances and requires a very flexible system and a lot of support. Our current system has attempted to deliver our needs as they build their platform, which is challenging.
SchoolMint offers an integrated system that all families can use to apply for specialized and magnet programs in our district. The system can support complex lottery selections, allow parents to see only programs their children qualify for, vary administrative access levels and administrative editing abilities, schedule one-on-one training, and vary parent communication and verification options. It also has a mobile-friendly interface.
Over the past year, the school choice team has worked continuously with the current vendor to edit, test, and correct the lottery platform, resulting in endless hours of manual work. Our team began documenting our challenges two years ago and decided that this platform doesn’t meet our needs.
After thorough research, we have determined that SchoolMint makes the most sense for several reasons. We are familiar with the company as we used them for several years until 2019/20. We would like to use one platform for the district to form operational continuity for administrators and families. A parent should have the same experience applying for lottery seats from PreK through 12th grade. Our PreK lottery system recently left the current vendor for SchoolMint this year due to similar reasons.
Financial impact: The initial contract duration shall be effective through May 31, 2026.
The total budget for these services will be allocated from the supplies and materials (computer software) student assignment budget ~ 100.1000.561200.00011.7600.9990.0308.070.0000 in the amount of $60,500.
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
Dr. Char-Shenda Covington, Director of Student Assignments, Division of Access & Opportunity, 678.676.0205
Effective: July 1, 2025 ~ Upon Board Approval
Status: Pending Approval by the Office of Legal Affairs
Agreement for
Dekalb County School District
Address
1701 Mountain Industrial Blvd
Stone Mountain, Georgia
30083
Primary Contact Name
Sarita Smith
Prepared by
Mallory Juneau
SchoolMint Inc. | 319 Monroe Street, Lafayette, LA, 70501 | 1-800-396-1615
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Q-19132
SchoolMint Inc. Dekalb County School
319 Monroe Street District
Lafayette, LA 70501 1701 Mountain Industrial
info@schoolmint.com Blvd
Stone Mountain, Georgia
30083-1027
Sarita Smith
_________________________________________________________________________________________________________
This Order Form (this "Agreement") is entered into as of
\d2\
(the "Effective Date"), by and between Dekalb County School District("Client"), and SchoolMint Inc., a Delaware
corporation (“SchoolMint”); for a subscription to one or more of SchoolMint’s Software-as-a-Service programs, related
software, documentation and/or services related thereto as set forth below (collectively, the “Services”); subject to the
terms set forth in the Terms of Service entered into as of the Effective Date by and between SchoolMint and Client,
which are incorporated and made a part of this Order Form.
Subscription Term
Access to the services described below shall remain in effect from 7/1/2025 until 6/30/2026.
Licensed Services and Associated Fees
The following Services are licensed for Client use.
Period 1: 7/1/2025-6/30/2026
PRODUCT DESCRIPTION QTY LIST PRICE DISC EXTENDED
NAME (%)
Enroll - SchoolMint Enroll - Application and Lottery software 10,000 $4.00 0.00 $40,000.00
Application &
Lottery
Enroll - Implementation for Enroll - Application and Lottery 10,000 $1.50 10.00 $13,500.00
Application
& Lottery
Implementation
Enroll Virtual Three hours of virtual training 10 $600.00 50.00 $3,000.00
Training (3
Hours)
Pro Support MySchoolMint offers a Pro Program, an account management and 1 $4,000.00 $4,000.00
Enroll technical support offering intended for clients who prefer a named
Customer Success Manager.
Period 1: 7/1/2025-6/30/2026 TOTAL: $60,500.00
SchoolMint Inc. | 319 Monroe Street, Lafayette, LA, 70501 | 1-800-396-1615
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Discounts, if any, are only applicable to the first year of the subscription term. All renewals will be at SchoolMint’s
then current rates.
Services
All unused services purchased expire after 12 months. There are no refunds or credits issued for unused services.
__________________________________________________________________________________________________________________
Role Definition and Agreement: The undersigned is authorized to bind the Client including, without limitation,
to approve and execute the Agreement, make changes to the Agreement, and to serve as the primary point of
communication between Client and SchoolMint. The undersigned acknowledges that, in the event of any conflicts,
SchoolMint’s Terms of Service, any Scope of Work, and Order Form (Collectively, “This Agreement”) shall prevail over
any other terms and conditions, including but not limited to the Client’s Purchase Order.
By signing below, I hereby acknowledge that I have received, read, and am authorized to accept Schoolmint's
\Terms of Service (v1.24)1\
(https://schoolmint.com/terms-of-service/)
and
\DPA1\
(https://schoolmint.com/student-data-privacy-agreement/).
Dekalb County School SchoolMint Inc.
District
By: By:
\s1\ \s2\
_____________________________ _____________________________
Name: Name:
\n1\ \n2\
_____________________________ _____________________________
Title: Title:
\t1\ \quote-SMsigner-title2\
_____________________________ _____________________________
Date: Date:
\d1\ \d2\
_____________________________ _____________________________
SchoolMint Inc. | 319 Monroe Street, Lafayette, LA, 70501 | 1-800-396-1615
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Client Information Sheet
Main Contact
Name \MC-name1\
________________________________________
Phone \MC-phone1\
________________________________________
Email Address \MC-email1\
________________________________________
Address \MC-phyAddress1\
________________________________________
Onboarding/Implementation Contact
Name \OI-name1\
____________________________________________
Phone \OI-phone1\
____________________________________________
Email Address \OI-email1\
____________________________________________
Technical Contact
Name \TC-name1\
________________________________________
Phone \TC-phone1\
________________________________________
Email Address \TC-email1\
________________________________________
Billing/Invoicing Contact:
Organization Name that should appear on the Invoice: \BI-invoiceOrg1\
________________________________________
Attention to & Address Invoice Should be Sent to: \BI-attentionTo1\
________________________________________
Phone \BI-phone1\
________________________________________
Email Address \BI-email1\
________________________________________
Please confirm with your procurement department if a PO is required prior to invoicing. If required, please indicate below and
submit a copy to orders@schoolmint.com along with this order form to avoid delays.
PO required?
\Q-POrequired1\
Tax Exempt?
\Q-TaxExempt1\
If tax exempt, a copy of your tax exemption certificate must be submitted along with this order form.
SchoolMint Inc. | 319 Monroe Street, Lafayette, LA, 70501 | 1-800-396-1615
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