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Center for Justice & Economic Advancement

Normalizing Education Resource Center

 

Navigating the Approval Process for Prison Education Program Technology 

By Ben Jones, former education director, Wisconsin Department of Corrections 

Introduction

In the ever-evolving landscape of corrections education, integrating technology can enhance learning outcomes for students who are incarcerated and prepare them for success in today’s world of work. However, getting approval for the technology and equipment necessary to operate high-quality postsecondary education in prison programs presents challenges.   

Having worked in corrections education for more than five years, I have experienced these challenges—and learned how to overcome them—firsthand. For example, when introducing our in-cell devices, we had to present and answer questions from multiple stakeholder groups who all had a different point of view. This included procurement, tech, safety, and wardens as well as site educators. We tailored each presentation to the focus we anticipated from the audience. We attempted to preview difficult questions and answer them before they were asked.   

While every program and facility is different and no one process brings necessary technology to students in prisons, there are best practices for engaging stakeholders and gaining buy-in from corrections leaders to get approval for the technology and equipment needed to transform education for this population of students.

The following steps can help postsecondary and corrections education leaders develop a strategic approach to gaining buy-in for, implementing, and growing the use of technology to enhance and expand opportunities for quality postsecondary education in facilities. 

Consider the Logistics of Implementation

Addressing the logistics of implementing new technology is similarly vital for a smooth approval process. Talk through the procurement and authorization processes, especially if the corrections agency is making the purchase. You will also want to clarify budget responsibilities, payment arrangements, and fiscal year considerations to avoid any roadblocks.  

You should plan for the involvement of the IT teams who will ultimately configure devices and accessories and ensure compatibility. Coordinate with the facility’s buildings and grounds team to ensure infrastructure readiness, including electrical work and cabling.   

In each of these logistical areas, patience is a virtue, as the more you pre-plan, the easier it will be to actually implement technology solutions that work. By proactively addressing these logistical considerations in advance, you set the stage for a much more seamless implementation process.

Understand Licensing Procedures

Navigating the complexities of licensing is yet another critical step in the approval process. Determine which partner will obtain the necessary licenses, how they will be registered, and who will deploy them within the corrections facility. Investigate the possibility of using the college’s existing site licenses for students who are incarcerated to streamline the process.   

This can present unique challenges. For example, almost every college partner has an institutional license for a word processing system. The college receives the software license and can email the license code key to students. Often, these utilities work differently in corrections as individual students don’t have an email address and cannot download software from the internet. There must be a specialized path to test and launch software to users. 

Manage Expectations for Adding New Tech Vendors 

Finally, set realistic expectations when making the case to introduce new technology solutions and/or new vendors. The approval process for a technology vendor can be especially time consuming (a reasonable estimate would be two years). Clearly communicate this timeline to all stakeholders involved to manage expectations and encourage a more patient and cooperative approach to the new technology’s implementation.

The example involved a complex and large initiative with multiple moving parts complicated by COVID issues. In other cases, we anticipate a 12- to 18-month procurement process depending upon many variables. In addition, once we have a purchasing decision, we may take 12 to 18 months for resources from our tech teams to implement (depending upon how many teams from IT are involved, the complexities of the initiative, how the initiative is prioritized, and how many other business units have projects they are waiting for). Sometimes the procurement process is done concurrently with the IT resource process. 

Conclusion

Gaining approval for educational technology that can support quality postsecondary programs in correctional facilities requires a strategic and collaborative approach. By being specific and proactive and using your academic community’s expertise, you can build a compelling case for the integration of technology in corrections education. Speaking knowledgeably, considering logistics, understanding licensing procedures, and managing expectations will contribute to a successful approval process.

Every small step to enhance technology integration translates into full strides in increasing the quality of these programs, better preparing folks for post-release success in our technology-centric society, and paving pathways to quality jobs and better lives after release. While no two systems are identical, these general recommendations can help you get started.

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