AI Powered Student Attendance and Intervention Platform

The Vendor is required to provide for a comprehensive AI-powered attendance platform to automatically track, analyze, and manage student attendance, by leveraging data, automation, and predictive analytics to reduce chronic absenteeism, communicate faster with families, free staff from repetitive clerical work and provide early interventions to support students at risk of falling behind.
- Solution must align with agency local control and accountability plan (LCAP) Goals by:
•    Addressing chronic absenteeism as an equity issue.
•    Enabling timely, data-informed interventions.
•    Reducing clerical workload so staff can focus on high-impact, student-facing work.
•    Providing rapid deployment and seamless integration with existing systems (aeries SIS).
- Attendance Automation & Integration
•    Detect period-level unexplained absences and initiate family outreach within 15 minutes.
•    Auto-code all absences (period and full-day) with contextual notes pushed in real time to aeries sis.
•    Reduce manual tracking and duplication through automated workflows.
•    Full implementation (integration, training, onboarding) within 30 calendar days of the district’s agreed-upon start date, without disrupting existing operations.
•    Native, bi-directional API integration with aeries, syncing ≤ every 15 minutes.
- Analytics & Early Warning
•    Real-time dashboards displaying:
o    Average daily attendance (ADA) by month.
o    Absenteeism rates by month.
o    Absence types for trailing 60 days.
•    Ai-generated risk scoring (nightly refresh) to flag students at risk of chronic absenteeism.
•    Districtwide geospatial heat maps to visualize absenteeism patterns and root causes (e.g., transportation, engagement).
•    MTSS lifecycle tracking and equity analytics across student groups.
- Communications & Case Management
•    BI-directional communication in at least 15 languages with automated language detection.
•    AI-generated two-way SMS communication with families within 15 minutes of any unexplained absence.
•    AI-prioritized call queue to surface high-risk cases with automated escalation workflows.
•    Case management system with:
o    Intervention suggestions powered by AI.
o    Individualized support plan creation and tracking.
o    Assignment of case owners, reminders, and follow-ups.
o    Centralized, time-stamped logging of outreach activities (calls, home visits, conferences).
- Professional Learning & Support
•    Train-the-trainer model for all attendance clerks.
•    On-site kickoff plus a minimum of 4 days per year of on-site or virtual training.
•    Dedicated state-based customer success manager.
•    Support is available with a 24/7 ticket portal. (provide service level agreement)
- Data Privacy & Security
•    Full compliance with FERPA and COPPA.
•    Data transmission protected with SSL/TLS encryption.
•    Agency retains full ownership of data; vendor must purge/return all data within 30 days of contract termination.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: October 16, 2025