Why do schools have procedures and guidelines

DigitalPakt Schule Expansion of the digital educational infrastructure at Bavarian schools

The legal prerequisites for the implementation of the “DigitalPact School 2019 to 2024” in the Free State have been created: The Bavarian funding guideline “Digital Education Infrastructure in Bavarian Schools” (dBIR) has come into force.

Shaping the digital change in schools is one of the great future tasks in education policy. One of the challenges is to provide up-to-date and pedagogically sensible IT equipment in all schools.

Together, the federal government and the Free State of Bavaria will provide a 'digitization billion' over five years to support infrastructure in Bavaria's schools, thus giving the material expenses borrowers a high degree of planning security. All efforts are aimed at doing justice to every student in Bavaria. Therefore, when planning the IT equipment and using digital media in the classroom, pedagogical and didactic goals are always the focus.

To ensure this, all Bavarian schools were asked two years ago to develop their own media concept by the end of the 2018/2019 school year. All media education measures in a school are structured here and designed on this basis by the entire school family. In a school-specific equipment plan based on educational and didactic needs, the digital educational infrastructure is tailored to the situation of the respective school and its educational goals. The media concept is therefore an application requirement for the funds of the DigitalPact School.

To expand the digital educational infrastructure, the federal government is making 778 million euros available to the Free State as part of the School Digital Pact. The funding is distributed among the municipalities and private providers according to the number of students and classes in a school. The corresponding Bavarian funding guidelines were signed on July 30, 2019 and thus came into force on July 31, 2019. The guideline is published in the BayMBl. 2019 No. 307 of August 14, 2019.

Guideline for the Promotion of the Digital Educational Infrastructure at Bavarian Schools (dBIR)

The ones listed in Appendix 1 Maximum amounts of state funding per school expenditure provider were determined purely on the basis of the official school data for the school year 2018/19 according to school statistical parameters. The calculation method is based on the number of classes or pupils in the individual schools (aspect "school size"), the average class frequency per school type (aspect "fixed basic requirements per classroom") and the area belonging to the area with particular need for action in accordance with the state development plan (aspect "securing equivalent Living conditions").

Application process

Central application folder in accordance with No. 7.1 sentence 2 dBIR

Applications for funding for school measures in the DigitalPact School are submitted and processed using a standardized electronic procedure. The following central application folder is provided for this purpose, with which the school expenditure providers can submit their applications to the State Ministry by December 31, 2021 at [email protected] and at the same time to the responsible government. For this purpose, the integrated application form must be completed, the information on the schools concerned with a view to the infrastructure in accordance with dBIR No. 2 sentence 2 must be completed and a school-related action and investment plan must be drawn up. Numerous automations, calculation processes and additionally stored information (e.g. maximum amount of government grants according to Annex 1 to the dBIR) support the user, so that entries are limited to the required minimum. With the elimination of the previous written form requirement in the course of the changes to the budgetary administrative regulations on January 1, 2020, there is no longer any need to send signed and scanned applications and documents. The transmission of evidence and documents in the DigitalPakt Schule between the responsible governments and the grant recipients should therefore take place in the electronic administrative procedure via simple e-mail.

Sample fillings for the application folder

The central application folder is kept alternately by the beneficiary and the granting authority. It goes through a total of four procedural stages: "Funding application" (School expenses) - "Approval / part of the decision" (Government) - "Proof of use / application for payment" (School expenses) - "Proof of use check / part of the final decision" (Government). In the process, further information and calculation results are successively added to the folder. Exemplary sample fillings for the four process stages illustrate the required entries for typical case constellations:

Explanatory notes on implementation

Numerous legal, technical, pedagogical and procedural questions are taken up in the enforcement notes and the implementation of funding is specified within the framework defined by the funding guidelines "digital educational infrastructure in Bavarian schools" (dBIR). In addition, the uniform implementation of the funding in the government districts is ensured and the procedural security for donors and recipients is increased. The extensive range of information in the implementation instructions is clearly structured along the funding process via a table of contents and designed as a service in which information can be looked up based on needs.

Special questions and case constellations that arise in the implementation of the funding guideline “Digital Education Infrastructure in Bavarian Schools” (dBIR) are continuously bundled and published in a separate paper “Explanatory Notes on Implementing the dBIR in Answering Typical Questions”. The primary goals are the further specification of the funding guidelines and the securing of an even implementation of funding in the individual government districts. This creates procedural security and informs the approval authorities and grant recipients alike.

Application requirements

Participation in the annual survey on IT equipment in schools

The Academy for Teacher Training and Personnel Management in Dillingen collects data on IT equipment in schools every year on behalf of the Bavarian State Ministry for Education and Culture. Participation in this survey is an application requirement for the funding of school measures at the respective school as part of the School DigitalPact.

On Monday, May 20, 2019, the schools were requested by OWA to take part in the annual survey on IT equipment at schools of the Academy for Teacher Training and Personnel Management (ALP) Dillingen. The necessary access data can be found in the message.

Transmission of the school's own media concepts to the State Ministry for Education and Culture

In a letter dated July 5, 2017, all Bavarian schools were informed about the adoption of the BAYERN DIGITAL II master plan and encouraged to jointly design digitization. Media education is to be seen as a long-term process and thus as an integral part of internal school development. The schools were therefore asked to develop a school's own media concept by the end of the 2018/2019 school year, in which all measures of the school in the context of learning with and via media are systematized.

In the course of the DigitalPact School 2019 to 2024, media concept work now plays another important role in addition to its importance for the promotion of media skills in schools: the Free State of Bavaria has around 778 million euros available in the Federal DigitalPact School. An essential prerequisite for applying for funding for school measures is that the specific technical or educational requirements of the IT equipment being funded are presented in the school's media concept. For this proof, the transmission of the three components of the media concept - media curriculum, training planning and equipment plan - is required.

In order to make this process as smooth as possible, a central database is made available in which the three components of the media concept can be set. You can access this upload option in the school portal under Portal Home> Surveys> Media Concepts

Telephone hotline and contact person for school expenses

Contact person for enforcement
The subject areas SG20 and Z3 of the governments responsible for enforcement are the contact persons for all grant-related and any other legal questions related to the funding program in the DigitalPakt Schule 2019 to 2024. The governments can be reached at the following email addresses:

Contact person for general technical, media pedagogical and information technology questions as well as for fundamental questions about eligibility

For general technical, media pedagogical and information technology questions, e.g. For example, with regard to recommendations on equipment planning, current technical developments and innovations in the field of school IT infrastructures, school media concept work, eligibility in the DigitalPact School or the basic procedural sequence in enforcement, the school expenditure providers can contact the digital education consultants The following can be reached via the telephone hotline that has been set up:

Tel .: (089) 69 333 555

Monday to Thursday, 9:00 a.m. to 12:00 p.m.

Questions about the implementation of the School DigitalPact

What federal funds are available to the Free State of Bavaria in the DigitalPakt Schule?

The federal government is providing 778 million euros for the Free State as part of the DigitalPact School. Of these funds, 700 million euros are available in Bavaria for school and regional measures, such as investments in the expansion of digital classrooms including school building networking, WLAN infrastructure, mobile devices and digital work devices. The job-specific IT equipment at vocational schools as well as regional investment measures such as B. the development of structures for professional IT administration and maintenance are supported with these funds. Another 39 million euros are earmarked for nationwide measures, for example for the development of digital teaching and learning infrastructures. In addition, 39 million euros are reserved for measures in which several federal states are working together, such as the development of encrypted and pseudonymized single sign-on access to digital applications and media for all students and teachers.

Can the funds approved from the state programs still be accessed?

Yes. As part of the implementation of the BAYERN DIGITAL II master plan, the Free State of Bavaria started promoting investment in digital education infrastructure in 2018 and has launched its own state programs. The funding package announced in 2018 with a total volume of € 212.5 million is now available to the municipalities as planned in the amount mentioned after the decisions on the 2018/2019 double budget and is currently being implemented.

The aim of the state programs for the digital classroom and the IT infrastructure for integrated specialist classrooms at vocational schools was to give the responsible municipal material cost bearers the greatest possible planning security and flexibility when implementing their investment measures at an early stage. Therefore, with just one application as of December 31, 2018, the entire funding could be approved in full at an early stage. The funding amounts were included in the 2018 supplementary budgets with corresponding commitment authorizations. With the full provision of budget funds in the 2019/2020 double budget, the material expenditure providers can access this funding volume after implementation of the measures by submitting their confirmations of use. The budgets applied for are available until the end of the third calendar year after receipt of the funding notification for the conclusion of contracts, the submission of confirmations of use and the payment of funds take place within a further year. Thus, the state programs will normally extend over a period until the end of 2022.

Are the DigitalPakt schools and the state programs interchangeable?

No. Rather, the two conveyor rails interlock and complement each other.

The parallel funding strands of the state and the DigitalPact put different emphasis on the funding objects: In the digital budget of the Free State of Bavaria, the focus is primarily on equipping the digital infrastructure within the classrooms and includes school-owned mobile devices such as tablets or laptops for use by schoolchildren fully a. Objects of funding in the Free State's digital budget are therefore the acquisition and commissioning of Vote-compliant digital devices for educational use in all classrooms (especially the digital classrooms). The basis is the description of the digital classroom in Chapter 4 of the vote of the advisory group on IT equipment in schools in the currently valid version as well as the technical specifications made in Chapter 10, including the minimum criteria listed there for each device class. Necessary structural measures for the wired network connection of the classrooms, however, are only eligible for funding to a limited extent in the state program, whereby costs for WLAN access points themselves are completely excluded.

In contrast, the DigitalPakt Schule, as an infrastructure project, clearly focuses on digital school building networking including active network components (e.g. switches) and complete WLAN coverage including the required access points. School building cabling, school WLAN infrastructure, display and interaction devices (such as document cameras, projectors and interactive whiteboards) and digital work devices (such as workstation computers or special equipment and measuring devices for professional or scientific education) are therefore eligible for funding in the DigitalPakt. School servers, on the other hand, are only included in the funding in the DigitalPakt under very specific conditions, provided they are used, for example, to compensate for a broadband fiber optic connection that is not yet available. Likewise, mobile devices are only eligible for funding to a limited extent in general education schools, the amount of which is limited to 20% of the total investment volume or € 25,000 per school.

The Bavarian state program and the Federal DigitalPact therefore go hand in hand with the funding objects and complement each other. Their complementarity is an expression of the cooperation between the federal, state and local governments in the digitization of schools.

How is maintenance and care for the IT equipment ensured?

IT infrastructure can only develop its educational benefit if it is reliably and permanently available. According to the provisions of the Bavarian School Financing Act, including the official justifications, responsibility for the provision of material costs falls within the remit of the municipal and private material cost providers - the DigitalPakt and the state funding programs do not change this principle either. For the investment part, however, the federal government and the Free State are providing considerable financial support for the digitization of schools through the funding programs. Together, the announced digitization billion is available in Bavaria for the expansion of the digital educational infrastructure. In this way, a coordinated and powerful innovation impulse is set. The material cost bearers contribute at least 10% of their own funds to the investment measures.

Material expenses include the provision, establishment, equipment, management and maintenance of the school complex in a comprehensive sense. This means that the material expense officers are responsible for setting up and maintaining the IT infrastructure. According to the administrative agreement between the federal government and the state, a concept for ensuring operation, maintenance and IT support must be submitted when submitting the application. Ongoing costs for operation, maintenance and IT support are not eligible for the DigitalPakt Schule investment promotion program.

What contribution can the DigitalPakt and the Free State of Bavaria make to maintaining the subsidized IT infrastructure?

Irrespective of the general definition of responsibility, the teaching staff in educational systems support can also take on a coordinating and advisory role in the maintenance of the IT infrastructure, for example in solving standard problems, problem acceptance and qualified error messages. The actual focus of activity of the teachers employed as system supervisors, however, is still clearly in the pedagogical and media-didactic-methodological area and must be expressly separated from technical system support. The time allotments available for the educational system supervisors were recently noticeably increased through additional positions from the BAYERN DIGITAL II master plan, e.g. B.for the 2019/20 school year again for system support at seminar schools. In addition, there are the newly appointed digital education advisors at the respective school supervisory authorities, who, with a focus on media pedagogical and information technology issues, play an important hinge function between the school, material expense officers and teacher training and provide advice on equipment planning.

In addition to promoting school investment measures, the DigitalPact School also provides for investment funding for new approaches to service and support. This means that the development of efficient and effective structures for the professional administration and maintenance of digital educational infrastructures can be promoted as regional or national projects. This can help reduce costs, relieve the IT administration on site and improve its quality:

  • At the state level, the mandate of the coalition agreement is to be cited here to develop and implement solution approaches for new concepts for the maintenance and care of IT infrastructures in schools in a dialogue between the state and central municipal associations: This should result in a nationwide, cloud-based range of IT services lead in the software and hardware area, which relieves the material expense officers, system administrators and school administrators in the task of maintenance and care. For example, the central provision of software components reduces the maintenance effort through on-site updates; Access to a central storage space relieves the burden on the locally available IT infrastructure in the server area.
  • At the regional level of individual rural districts and urban districts, the eligibility for funding can initiate new ways of intercommunal cooperation in the maintenance of the IT infrastructure, for which there are already promising model approaches on site. Several municipalities can harmonize their support and procurement structures, increase availability and service quality for schools and benefit from the resulting synergies. For this purpose, for example, voluntary amalgamations of municipal material cost providers into special-purpose associations with pay-as-you-go financing could be considered. A separate funding program from the funds of the DigitalPact School is to be set up for the investment portion that is required to set up such regional structures and new, partially centralized forms of organization.

What is the next timetable for the disbursement of the funding?

The administrative agreement “DigitalPakt Schule 2019-2024” between the federal government and the federal states came into force on May 17, 2019 and ends after five years on May 16, 2024. The school investment measures must be fully settled with the federal government by December 31, 2025. The entire funding process must be presented within this timeframe.

In accordance with the requirement of the DigitalPact School to bind a high proportion of the funds promptly through approvals, an initial application phase is planned until December 31, 2021, in which the material cost carriers according to certain specifications their specified maximum amounts in several rounds by submitting an investment and cost plan can apply. Any remaining funds then flow into a second application phase and in turn benefit the schools. After the approval notices have been issued, the implementation phase follows through market research, tenders and the conclusion of contracts. This so-called approval period extends until the middle of 2023. A further year until the middle of 2024 is available for the concrete implementation of the measures including invoicing and submission of the proof of use to the governments with the subsequent review and payment of funds. On the one hand, this is intended to create sufficient time corridors for the implementation of the measures and, on the other hand, to comply with the time requirements from the DigitalPact for the funding and billing period.

How free are the material expense officers in the procurement of IT equipment?

The main requirement for the digital educational infrastructure procured is close coordination with the educational needs of schools. In a dialogue with the material cost bearers, the schools derive their needs from the school's own media curriculum as part of the media concept work, which systematizes all measures for the development of media skills of the students from an educational and didactic point of view and links the competence framework for media education with curriculum contents and concrete teaching goals. This is to ensure that the acquisition of skills by students in a digital world and responsible and critical use of media are at the center of the digital transformation of teaching and learning. Creating the technical framework is a necessary prerequisite for this. This requires a balance between the individual requirements of the individual schools and the technically, organizational and financially feasible provision of the infrastructure by the respective material expenses.

For this reason, the media concepts of the schools - together with participation in the IT survey of the Academy for Teacher Training and Personnel Management (ALP) Dillingen - must be submitted when submitting an application. This fulfills central federal requirements: For funding, the federal government demands an inventory of the existing and required equipment as well as the current Internet connection, a technical-pedagogical deployment concept taking into account media-pedagogical, didactic and technical aspects and needs-based advanced training planning for the teachers. The schools' media concepts can do all of this without any additional development effort.

In this way, it should be ensured that the acquisition of skills by students in a digital world as well as responsible and critical use of media are at the center of the digital transformation of learning and teaching. Creating the technical framework is a necessary prerequisite for this.

Within the framework of the eligible investment items defined by the guidelines and the administrative agreement and the maximum funding amounts provided, the material cost providers and schools are largely free to design the digital educational infrastructure on site. Against the background of the very heterogeneous initial situation, there are, for example, no specifications regarding the specific allocation to the individual funding objects. However, in order to ensure sufficient quality and sustainability of the investments, compliance with certain minimum criteria (Annex 2) is required, which are closely aligned with the further recommendations of the so-called vote of the advisory group on the IT equipment of schools at the Bavarian State Ministry for Education and Culture . Exceptions relating to individual cases are also possible, provided this is justified in the media concept from an educational point of view. In addition, the general budgetary principles of economy and efficiency apply in the granting law.

Further links and downloads

Status: December 7, 2020 (current)