Agenda Item
f. Canvas Learning Management System Approval (Not to exceed $815,250)
Summary: Presented by: Dr. Kermit Belcher, Chief Information Officer, Division of Information & Instructional Technology
Request: It is requested that the Board of Education approve the purchase of Canvas Learning Management System with Instructure, Incorporated at a cost not to exceed $815,250.
Why: The purpose of the agenda item is to request to purchase an annual subscription to Canvas Instructure. This is year five of a five-year agreement.
Details: DeKalb County School District is committed to providing equitable access and instructional continuity through the implementation of Canvas as its learning management system. This instructional tool will allow the district to:
● Support teaching and learning in a virtual environment
● Support access to and utilization of the District's Board-approved curriculum
● Deliver professional learning for all staff members
● Facilitate and collect student assignments and assessments
● Integrate seamlessly with legacy systems such as Infinite Campus, Microsoft Office products, Google Apps for Education, and many other tools utilized by the district
● Analyze engagement data using many reports and analytics
● Promote parental engagement through the parent portal feature
The district's learning management system is a critical legacy system that requires a significant implementation period with ongoing compatibility and standardization with other systems and district processes. Canvas replaced the district's former learning management system (LMS), itsLearning, also referred to as VERGE, during the 2022-2023 school year.
Financial impact: $ 815,250.00
General Fund
100.1000.561200.00011.7600.9990.0308.070.0000
Contact: Dr. Kermit Belcher, Chief Information Officer, Division of Information & Instructional Technology, 678.676.1274
Effective: June 2025
Status: Approved by the Office of Legal Affairs
Instructure, Inc.
Order Form
6330 South 3000 East, Suite 700 Order: Q-388329-1
Salt Lake City, UT 84121 Date: 2025-04-18
United States Order Valid Through: 2025-06-30
Order Form for DeKalb County Schools
Bill to Information Ship to Information
Entity Name: DeKalb County Schools Entity Name: DeKalb County Schools
Address: 1701 MOUNTAIN INDUSTRIAL BLVD Address: 1701 Mountain Industrial Boulevard
City: STONE MOUNTAIN City: Stone Mountain
State/Province: Georgia State/Province: Georgia
Zip/Postal Code: 30083-1027 Zip/Postal Code: 30083
Country: United States Country: United States
Billing Contact Shipping Contact
Name: /BillingContactName1/ Name: Kyia Clark
Email: /BillingContactEmail1/ Email: kyia_clark@dekalbschoolsga.org
Phone: /BillingContactPhone1/ Phone: +1 678 898 9651
Billing Information
Billing Frequency: Annual Upfront
Billing Frequency Term: Non-Recurring items will be invoiced upon signing. Recurring items will be invoiced 30
days prior to the annual start date.
Payment Terms: Net 30
Year 1
Ref Description Start Date End Date Invoice Metric Qty Price Amount
30% of
24x7 Tier 1 Support (Faculty Subscription
S8 2025-07-01 2026-06-30 Recurring 1 USD 95,700.00 USD 95,700.00
Only) (Minimums
Apply)
S7 Canvas LMS Cloud Subscription 2025-07-01 2026-06-30 Recurring User 116,000 USD 2.75 USD 319,000.00
Course Template Library
S4 2025-07-01 2026-06-30 Recurring User 116,000 USD 0.00 USD 20,600.00
Subscription
Training Portal Premium - Core
S3 + Advanced On-Demand 2025-07-01 2026-06-30 Recurring Per Each 116,000 USD 20,600.00 USD 20,600.00
Content + Live Webinars
S2 Impact Cloud Subscription 2025-07-01 2026-06-30 Recurring User 116,000 USD 0.50 USD 58,000.00
Canvas Studio Cloud
S1 2025-07-01 2026-06-30 Recurring User 116,000 USD 58,000.00 USD 58,000.00
Subscription
Dedicated Canvas LMS
Non-
S12 Consultant Provided per 2025-07-01 2026-06-30 Per Event 1 USD 243,350.00 USD 243,350.00
Recurring
Attached SOW
Billing Summary
Segment Recurring Non-Recurring Total
Year 1 USD 571,900.00 USD 243,350.00 USD 815,250.00
Total USD 571,900.00 USD 243,350.00 USD 815,250.00
Products Description Qty
24x7 Tier 1 support (faculty only) per year (30% of subscription - min
24x7 Tier 1 Support (Faculty Only) 1.00
$4,500 USD)
Canvas LMS Cloud Subscription Canvas LMS Cloud Subscription: Per User 116,000.00
Provides a license to use library templates in 1 instance of Canvas LMS
Template Licensing 116,000.00
for the duration of subscription.
Provides access to the course template library application for one Canvas
Course Template Library Subscription LMS instance. Course template library is installed in the Canvas LMS 116,000.00
root account for the Canvas LMS instance.
Unlimited access to core and advanced on-demand training content for
Training Portal Premium - Core + Advanced On-
teachers and admins and unlimited access to instructor-led online training 116,000.00
Demand Content + Live Webinars
through the Training Portal.
Impact Cloud Subscription Impact - K12 Subscription (User) 116,000.00
These services are individually scoped and backed by a SOW (which is
Dedicated Canvas LMS Consultant Provided per included with the order). Project pricing based. Must include
1.00
Attached SOW signed/completed SOW which is scoped by Learning & Strategy
Consulting prior to quote.
Quote Special Terms
Recurring items on this Order Form (other than any 3rd Party Products) shall automatically renew for succeeding terms of 12-month duration at an annual price
increase of 5% unless either party gives the other party 60 days’ written notice of its intent not to renew prior to the expiration of the then-current term.
The services provided under this Order Form shall begin on the first year Start Date set forth above and continue through the last year End Date set forth above,
provided, however, that Instructure may provide certain implementation related services prior to the first year Start Date at its sole discretion.
User Clause: User Metric reflects the maximum number of individuals authorized by the Customer to access and/or use the Service and Customer has paid for
such access and/or use.
User Typical Use Clause: In the event Customer enables access to the Service to more Users over a given contract year than are allocated to such contract year
as set forth above, then Instructure reserves the right, in its sole discretion, to invoice the Customer for such additional number of Users. In addition, the User fees
set forth above are based on the assumption that Customer's Users will use the Service commensurate with the average usage patterns of users across
Instructure's user base in the aggregate (such average usage being referred to herein as "Typical Use") and do not account for usage of the Service by
Customer's Users beyond such Typical Use. To the extent the Users' usage of the Service, in the aggregate, exceeds the Typical Use at any given time,
Instructure reserves the right, in its sole discretion, to increase the fees by an amount proportional to such excess usage. In the event Instructure increases the
fees pursuant to this paragraph, Instructure shall send an invoice to Customer for the applicable increase along with documentation evidencing the additional
usage of or additional Users who have access to the Service giving rise to such fee increase. Any invoice sent pursuant to the foregoing shall be due and payable
within 30 days of receipt.
Payment Terms - Renewal Order Form: In the event that Customer fails to execute this Order Form prior to the Start Date listed above, all fees shall become
due payable upon Customer's receipt of an invoice.
Non-Recurring Expiration: Unless otherwise stated in an applicable Statement of Work or this Order Form, Non-Recurring Products and 3rd Party Products must
be completed within 12 months beginning on the later of the last date of signature or the Initial Start Date specified in this Order Form.
Product Special Terms
Instructure’s support terms are available as follows: https://www.instructure.com/canvas/support-terms
Terms and Conditions
Governing Terms: This Order Form shall be governed by the Master Terms and Conditions which can be found here:
https://www.instructure.com/policies/mastertermsconditions
Data Processing Addendum: The data processing addendum between the parties is available at: https://www.instructure.com/policies/data-processing-
addendum
Conflict Clause: In the event of any conflict between this Master Terms and Conditions and any addendum thereto and this Order Form, the provisions of this
Order Form shall control.
Product Supplement Terms: Product Specific Supplements which can be found here: https://www.instructure.com/policies/product-supplements, govern the use
of the applicable product and/or feature offerings listed in this Order Form and/or utilized by Customer, and are incorporated into the Master Terms and Conditions.
Notes:
Annual pricing for Studio and Impact will increase to $0.75 per user for the next contract renewal period of 7/1/2026 - 6/30/2027
This Order Form supersedes previously signed Services Order Form Q-182327-1, fully executed on 9/10/2021, for the period 7/1/2025 - 6/30/2026
PURCHASE ORDER INFORMATION TAX INFORMATION
Is a Purchase Order required for the purchase or payment of the products on this Check here if your company is exempt from US state sales tax:
order form? /StateTaxExempt1/
Please Enter (Yes or No): /PurchaseOrderRequired1/
If Yes, please enter PO Number: /PurchaseOrderNumber1/ Please email all US state sales tax exemption certifications to
ar@instructure.com
Customer purchasing documentation, such as Purchase Orders, shall only be used as proof of acceptance of the Order Form referenced therein, and the
associated Master Terms and Conditions. Any terms and conditions included in any such Customer purchasing documentation are hereby expressly disclaimed by
Instructure, shall be void and of no effect, and shall in all cases be superseded by the applicable Master Terms and Conditions.
Page 2 of 3
By executing this Order Form, each party agrees to be legally bound by this Order Form.
DeKalb County Schools Instructure, Inc. (USA/CAN)
Signature: \clm-s1\ Signature: \clm-s2\
Name: \clm-n1\ Name: \clm-n2\
Title: \clm-t1\ Title: \clm-t2\
Date: \clm-d1\ Date: \clm-d2\
Page 3 of 3
3
DeKalb County School District
Learning Services Consulting - Renewal 2025
SUBMITTED BY:
Nodin de Saillan
March 7, 2025
This Statement of Work (”SOW“) is governed by the Master Terms and Conditions available at
https://www.instructure.com/policies/mastertermsconditions and the Professional Services Supplement
available at https://www.instructure.com/policies/product-supplements/professional-services.
DeKalb County School District - Learning Services Consulting - Renewal - Statement of Work
Summary
DeKalb County School District (“Customer”) is engaging Instructure (“Instructure”) to provide
consulting services to assist in adoption and change management efforts to support usage of the
Canvas learning management platform. Terms and deliverables for each service are further
defined in the appendices that are applicable to each service.
Fees & Billing
Fees and billing for the services documented in this SOW are set out in and subject to the terms
for recurring services under Billing Frequency Term in Services Order Form Q-388329 and such
terms shall be deemed to be incorporated herein by reference. Specific terms for each service
are provided in the respective appendices as noted below.
DESCRIPTION ANNUAL AMOUNT
Principal Learning Consultant
See Instructure Services Order Form Q-388329
(Appendix A)
Consultant services start on 7/1/2025 (“Consultant Start Date”) and end at the lesser of 12
months after the Consultant Start Date or Canvas subscription expiration. Services outlined in this
SOW will not be rendered prior to the Consultant Start Date unless services are rendered under
another agreement executed by Customer and Instructure.
Active Canvas Subscription Required
Customer must have an active subscription to Canvas in order to access and utilize the Services
provided under this SOW. Any unused services that remain after Customer’s Canvas subscription
has lapsed are non-transferable and are revoked upon cancellation.
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DeKalb County School District - Learning Services Consulting - Renewal - Statement of Work
Material Changes to Staffing
Removal/Replacement of Key Personnel by Instructure
All Key Personnel shall be assigned to perform the services hereunder in an efficient and timely
manner according to the plans and timelines expressed.
If the Key Personnel becomes incapacitated, voluntarily terminates employment with Instructure
(and/or any of Instructure's Affiliates or Subcontractors), is terminated For Cause by Instructure, or
is transferred, reassigned or redeployed, Instructure shall replace such person with another
person who is at least as well qualified as the person being replaced within a reasonable period
of time.
Removal of Provider Personnel by the Customer
If Key Personnel employed or retained by Instructure to perform Instructure's obligations under
this agreement:
● Do not have skills comparable to someone of similar role in the industry, or
● Violate the Customer’s personal reasonable safety, security or compliance requirements.
The Customer shall notify Instructure in writing, and Instructure, at its sole discretion, will promptly
address the performance or conduct of such person, or will promptly replace such person with
another person with sufficient knowledge and expertise to perform the services in accordance
with this agreement.
Optional Extension of Key Personnel
The Customer has the option, with the consent of both parties, to extend the utilization of Key
Personnel beyond the initial terms agreed upon in this SOW. Should the Customer desire to
extend their contract with Instructure for key personnel, the Customer is required to notify
Instructure in writing at least 90 days before the expiration of the existing resource’s tenure.
Instructure reserves the right to review and adjust annual Consultant rate for subsequent years
and will provide notice of changes. If no review or adjustment occurs, Consultant rate will
increase by 10% annually.
If a consulting resource is unable or unwilling to continue for the optional term, Instructure will
replace such person with another person who is at least as well qualified as the person being
replaced within a reasonable period of time.
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DeKalb County School District - Learning Services Consulting - Renewal - Statement of Work
General Limitations & Exclusions
1. Consultant will be staffed and hired by Instructure using Instructure’s hiring practices
without direct Customer involvement.
2. Any training services to be provided will be delivered under a separate agreement.
3. Consultant will not train Customer on how to create, operate, or maintain custom and/or
third-party software (e.g. custom and/or community scripts, JavaScript overrides, and CSS
overrides).
4. Consultant will not train Customer on API usage.
5. Consultant will not provide custom development services.
6. Consultant will provide services remotely. Any onsite travel will require separate, mutually
agreed upon terms.
6.1. Overnight travel and accommodations will require a separate agreement
7. Consultant will follow Instructure company policy for office work and travel if applicable.
8. Consultant will follow the Instructure holiday schedule and Personal Time Off (PTO) policy.
Expiration & Effective Date
This SOW is only valid if Services Order Form Q-388329 is signed and returned to Instructure
within thirty (30) days following the Version date (shown in the footer) of the document
(“Expiration Date”). Instructure has the right, in its sole discretion, to reject this SOW if it is
received after the Expiration Date; acceptance of this SOW after the Expiration Date is subject to
Instructure’s discretionary review and revision. The Effective Date of this SOW is the date that the
signed Services Order Form Q-388329 is returned to Instructure.
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DeKalb County School District - Learning Services Consulting - Renewal - Statement of Work
APPENDIX A
Principal Learning Consultant
Summary
Instructure will provide Customer a Principal Learning Consultant to support initiatives for change
management efforts and adopting the Canvas learning management platform.
Project Approach
Resource Availability
One Principal Learning Consultant will work with the Customer starting July 1, 2025 (“Consultant
Start Date”) and end at the lesser of 12 months or Canvas subscription expiration after the
Consultant Start Date. Services outlined in this appendix will not be rendered prior to the
Consultant Start Date unless services are rendered under another agreement executed by
Customer and Instructure. The Customer has the option to renew for each additional 12-month
term of the contract. The Customer must inform Instructure of their intent to exercise the renewal
option no later than 90 days before the current expiration (see “Optional Extension of Key
Personnel”).
The Principal Learning Consultant will work with the Customer remotely during the contracted
period. During the engagement, the Principal Learning Consultant will perform tasks as outlined
below (see “Principal Learning Consultant Responsibilities”), will engage in a weekly consulting
check-in, and will provide additional guidance through remote consultation and project delivery.
With prior written consent of both parties, the Principal Learning Consultant may provide
approved onsite activities. General Limitations & Exclusions 6 still applies.
The Principal Learning Consultant may attend Instructure professional development functions
essential for job performance; participate in company meetings that share non-public information;
or attend internal meetings for other reasons that are pre-arranged with and agreeable to the
Customer. The Consultants will continue working during times when the Customer's offices are
closed, but Instructure offices are open.
Personal Time Off Policy
Consultant will follow the Instructure holiday schedule and Personal Time Off (PTO) policy.
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DeKalb County School District - Learning Services Consulting - Renewal - Statement of Work
Principal Learning Consultant Responsibilities
The duties in the ‘Duties Included But Not Limited To’ table highlight the activities that a
consultant can support. Consultant will work with Customer to identify priority projects and
strategically engage around areas of highest impact within the time available during the
engagement.
# DUTIES INCLUDED BUT NOT LIMITED TO
Provide guidance through the use of best practices in learning and the Instructure Learning
1
Platform.
2 Support the Customer’s vision for using products within the Instructure Learning Platform.
Share strategies for change management, understand the current state and planned future
3
state, and work to support the organization’s vision.
Work with key stakeholders to understand and support the Customer’s communication,
4
training, and engagement plans while seeking to mitigate risks.
Develop a curriculum and/or programmatic strategy by determining instructional
5 approaches, student experience, program development, faculty interactions, and
assessment.
Curate and create plans, resources, and materials to address Customer’s needs related to
6
the Instructure Learning Platform including updates on new and enhanced features.
Assist with the execution of key plans, including deployment of Instructure product-related
7
professional development and promotion of resources to enhance engagement.
Sustain growth by identifying key data, regularly reviewing key data points and using the
8
data to adjust current plans or set next phase goals.
Support Customer with recommendations of Instructure Learning Platform best practices
9 that connect to the institution’s instructional framework and provide workshops for admins,
PD and curriculum leaders, instructional coaches, and other instructional staff.
Assist with product use, provide feedback, and coach staff on the Instructure Learning
10
Platform.
If applicable, assist with course development, deployment, and facilitation for self-paced
11 and instructor-led options; provide feedback on courses and coach staff through making
changes.
Build the capacity of institution experts with targeted consulting sessions and ongoing
12 coaching, and provide mentorship and support of the Customer team as needed and
appropriate.
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DeKalb County School District - Learning Services Consulting - Renewal - Statement of Work
13 Provide expertise in administration of products within the Instructure Learning Platform.
Attend meetings for planning and progress updates or to support other Customer needs
14
related to the Instructure Learning Platform.
Other tasks and assignments that support the Customer’s use of the Instructure Learning
15
Platform.
Provide guidance through the use of best practices in learning and the Instructure Learning
16
Platform.
17 Support the Customer’s vision for using products within the Instructure Learning Platform.
Excluded Duties
# DUTIES NOT PROVIDED BUT NOT LIMITED TO
1 Custom scripting or custom development
2 Manual or Automated API calls
3 SIS Integration or Authentication Configuration
4 Technical Support
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