Incident IQ Master Services Agreement_ AI

AID 2002830 · View on Simbli

Agenda Item

c. Approval of Incident IQ Ticketing System Renewal (Not to Exceed $497,538.64)

Summary: Presented by: Dr. Kermit Belcher, Chief Information Officer, Division of Information and Instructional Technology
Request: It is requested that the DeKalb County Board of Education approve the annual renewal of the ticketing system with Incident IQ in an amount not to exceed $497,538.64.
Why: The purpose of this agenda item is to renew the district’s existing Incident IQ platform and expand its functionality to support IT asset management, facilities operations, and advanced enterprise features. The DeKalb County School District currently utilizes Incident IQ for help desk ticketing and change control. Expanding the platform will transform Incident IQ into a centralized system for managing technology, facilities, and operational work requests, improving efficiency, communication, and service delivery across departments.
Details: Incident IQ is a district-wide service management platform that provides a user-friendly interface for submitting, tracking, and resolving support requests. Teachers, staff, and students can easily report issues, while administrators benefit from robust workflows, reporting, and analytics to support data-driven decision-making.

The proposed expansion includes the addition of IT Enterprise and Facilities modules, allowing Incident IQ to serve as a single point of entry for technology support, asset tracking, and facilities work orders. This unified approach reduces duplication, improves visibility into ongoing work, enhances interdepartmental collaboration, and supports more effective resource allocation.

The Asset Management functionality provides principals and support staff with real-time visibility into student and staff devices, assisting site coordinators with daily operations and providing leadership with actionable insights into district technology assets.

KEY SERVICES:


Districtwide help desk ticketing and change control
IT Enterprise asset management and advanced operational features
Facilities work order management supporting all aspects of facilities operations
Centralized reporting and analytics for improved oversight and decision-making
Financial impact: General Fund
100.1000.553200.00011.7600.9990.0308.070.0000
100.2600.553200.00011.7520.9990.8013.040.0000
Contact: Dr. Kermit Belcher, Chief Information Officer, Division of Information and Instructional Technology, 678.676.1274
Effective: Upon Board Approval
Status: Pending Approval by the Office of Legal Affairs
               INCIDENT IQ (iiQ) CLOUD SERVICES ​
            MASTER SUBSCRIPTION AGREEMENT (MSA)
           GENERATIVE ARTIFICIAL INTELLIGENCE (GenAI)
                 TERMS OF SERVICE ADDENDUM

THIS ADDENDUM GOVERNS CUSTOMER’S USE OF ANY
GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI) PRODUCTS AND
SERVICES THROUGH THE iiQ PLATFORM AND RELATED
PRODUCTS/SERVICES. THIS ADDENDUM INCORPORATES BY
REFERENCE AND IS SUBORDINATE TO THE APPLICABLE INCIDENT
IQ CLOUD SERVICES MASTER SUBSCRIPTION AGREEMENT AND
iiQ BETA SERVICES ADDENDUM.

Customer agrees and accepts the terms of this addendum by (1) clicking
any box indicating acceptance, (2) acknowledging acceptance of this
agreement in a separate document referencing or incorporating the terms
of this agreement and/or (3) using GenAI functionality through the iiQ
Platform and related Products/Services.

If the individual accepting this agreement is accepting on behalf of a legal
entity, such individual represents that they have the authority to bind such
entity and its affiliates to these terms and conditions, in which case the
term “customer” shall refer to such entity and its affiliates. If the individual
accepting this agreement does not have such authority, or does not agree
with these terms and conditions, such individual must not accept this
agreement and neither the individual nor the “customer” may use the
services.

This Document was last updated on February 10, 2026. It is effective
between Customer and iiQ for applicable AI solutions used through
the iiQ Platform as of the date of Customer’s accepting any
Agreement referencing this Addendum and/or upon Customer’s use
of iiQ’s offering of GenAI.

Definitions

AI Features. Refers to any features offered within the Cloud Services that
leverage the use of artificial intelligence (generative and/or agentic),
machine learning, and/or similar technologies provided by Incident IQ.
AI Output(s). Refers to any output(s), data, content, or suggestions
generated, transmitted, or otherwise made available to the Customer or
any Authorized User in connection with the use of the AI Features.

1.1. AI Features. Customer acknowledges that the Cloud Services may
offer AI Features.

1.1.1. Use of AI Features by Customer is voluntary.

1.1.2. For those customers who select AI Features, such selection includes
an acceptance that the use of AI Features will be governed by these terms,
as well as by the Beta Services addendum and the Master Subscription
Agreement, as well as other applicable documents, as available at
www.incidentiq.com/legal/ and/or trust.incidentiq.com.

1.1.3. Incident IQ reserves the right to suspend the use of some or all AI
features for any reasonable amount of time if it reasonably determines such
use by Customer and/or its User(s) violates this addendum and/or the
Acceptable Use Policy.

1.1.4. Incident IQ will not, and will not permit any third party to, use any
Customer Information (including Student Data) to train any artificial
intelligence or machine learning models; provided that Incident IQ may use
de-identified Feedback (e.g., Customer labeling of suggestions from AI
Features with a thumbs up or thumbs down) and/or Usage Data for the
purpose of training and improving its AI Features.

1.2. Customer Responsibility for AI Output. Customer acknowledges
that AI Features are designed to assist User decision-making and may not
always be correct. Customer is solely responsible for:

1.2.1. Suitability: Determining whether the AI Features are suitable for
Customer’s specific use case(s);
1.2.2. Verification: Reviewing the accuracy, reliability, and appropriateness
of any AI Output prior to use or publication; and

1.2.3. Human Oversight: Ensuring all AI Output is subject to meaningful
human oversight, particularly when used for applicable workflows.

1.3. Prohibited Uses of AI Features. Customer will not, and will not permit
any User to, use the AI Features or AI Output for any purpose that is
prohibited by this Addendum, the Master Subscription Agreement, and/or
the Acceptable Use Policy. The following list, while not exhaustive, sets
forth specific prohibited uses:

1.3.1. Harm to Minors and Child Safety. Customer is expressly prohibited
from using the AI Features to create, process, or transmit any content or
data that is unlawful, harmful to minors, or related to child exploitation.
Prohibited activities under 1.3.1., include, but are not limited to:

1.3.1.1. Generating Harmful Material: Creating, sending, uploading,
displaying, storing, processing, or transmitting material that constitutes
Child Sexual Abuse Material (CSAM), depicts non-consensual sexual
content, or is otherwise harmful, abusive, or inappropriate for children.

1.3.1.2. Facilitating Child Exploitation: Using the AI Features in a way
that encourages, facilitates, or is associated with child abuse, grooming, or
exploitation.

1.3.1.3. Predicting Harm: Using the AI Features to predict or assess a
child’s likelihood of self-harm, engaging in harmful behavior, or being
subject to abuse, without the direct intervention and assessment of a
qualified, trained human professional and strict adherence to all legal
and ethical guidelines.

1.3.2. Automated Decision-Making and Profiling. The AI Features must
not be used to make significant, fully automated decisions about students
or personnel that have legal or similarly significant effects. Specifically:
1.3.2.1. Significant Student Decisions: Using AI Output as the sole basis
for automated decisions related to a student’s disciplinary action, academic
standing, counseling referral, or determination of required services.

1.3.2.2. Profiling and Categorization: Explicitly predicting, categorizing,
or scoring an individual (especially a student) based on protected
characteristics, including, but not limited to, race, ethnic origin, religious
beliefs, age, gender, sexual orientation, disability, health status, or financial
status. This prohibition does not apply to tools designed solely to identify
security breaches, fraud, or system vulnerabilities.

1.3.3. Unauthorized Biometric and Emotional Analysis. The AI Features
must not be used for invasive or unauthorized surveillance and analysis:

1.3.3.1. Emotion Detection in Education: Detecting, inferring, or
assessing an individual's emotions (including students, staff, or faculty)
within the workplace or educational institutions, except when strictly
necessary for specific, medical, or safety reasons and with appropriate
permissions.

1.3.3.2. Biometric Identification: Submitting images, video, or audio
recordings of individuals (especially minors) without explicit, informed
consent for the purpose of creating, analyzing, or categorizing based on
biometric identifiers (e.g., face prints, voiceprints, facial geometry).

1.3.4. Deceptive and Malicious Activity. The AI Features must be used
transparently and ethically:

1.3.4.1. Deception and Misrepresentation: Deceiving end users or
consumers by misrepresenting AI-generated content (including text,
summaries, or suggested actions) as having been created entirely by a
human or as original, non-AI-assisted content, particularly in academic or
administrative contexts.
1.3.4.2. Exploitation of Vulnerabilities: Deploying or using the AI
Features to exploit the vulnerabilities of individuals, including those related
to age, disability, and/or specific social or economic situations.

1.3.4.3. Illegal Activities: Using the AI Features to generate, promote, or
facilitate illegal goods, services, or activities.

1.3.5. Usage abuse. Using the AI Features in an unreasonable way such
that the token usage materially exceeds what is reasonable for the
customer’s authorized user(s). If Customer exceeds these limits, Incident
IQ may throttle access (including potential full suspension) or otherwise
require Customer to purchase additional capacity before permitting further
access.

1.4. Disclaimer. Incident IQ makes no covenants, representations or
warranties regarding any AI Outputs, including, without limitation, with
respect to the accuracy, quality or truthfulness thereof. Incident IQ
disclaims all liability for actions taken by Customer based on AI
Output.

1.4.1. Ownership of AI Output. As between the parties, Customer retains
all right, title, and interest in and to AI Output(s). Customer grants Incident
IQ a perpetual, worldwide, non-exclusive license to process, host, and
display AI Output solely to provide the Services.

1.4.2. Incident IQ makes no warranty that AI Output will be unique to
Customer or that it does not infringe third-party IP rights (as AI models may
generate similar responses for different users).

1.4.3. Exclusion from Indemnification. To the maximum extent
possible under applicable state law, Incident IQ shall have no intellectual
property indemnification obligations with respect to any claim arising from
or connected to the Customer's utilization of AI Output.
1.4.4. AI Output Indemnity. To the maximum extent possible under
applicable state law, Customer will defend Incident IQ and its Affiliates
from and against any third-party claims, demands, suits, or proceedings
(each, a "Claim") and will indemnify Incident IQ for all damages finally
awarded against iiQ, to the extent such Claim arises out of Customer's use,
publication, or distribution of the AI Features and/or AI Output in violation of
this Addendum or alleging that the AI Output, as used by Customer,
infringes or misappropriates the intellectual property rights of a third party.