Admissions and Recruiting CRM Software Services

The Vendor is required to provide firms to enter into a long-term agreement to provide Admissions and Recruiting Customer Relationship Management (CRM) software.
- Strong consideration will be given to such matters as software features and information architecture (IA), user and administrator experience (UX) and ease of use, professionalism and integrity, record of past performance, financial and technical resources, automation and efficiency, customer support practices, seamless integration with the College’s ERP/SIS, accessibility compliance, and access to other necessary resources.
- CRM system will provide well-designed, user-centered, easy-to-use, integrated services and features to enable and support the core management of our prospective student relationships, including:
• A secure, web-based, intuitive user interface;
• Management of recruiter and territory assignments;
• Communications (list and records management, emails, text/SMS, phone lists, preparation of lists for mailing, emerging channels);
• Marketing and automated-process email and text/SMS campaigns;
• Robust contact tracking including integrated notes function for individual student/school/partner contacts and follow-up, including reminders,
• Event scheduling, reminders, and tracking;
• The creation and management of multiple forms to inquire for information and apply to the College, including the processes to handle and approve those applications;
• Highly functional chatbot services for accurate, personalized, real-time responses to student questions;
• Robust fraud detection / prevention tools and protocols;
• Tracking, reporting and display of metrics, key performance indicators, and other indicators of recruiting and admissions activity and success;
• Customizable impact reporting;
• Any related web presentations needed to provide fully functional CRM capabilities
- Contact Management: The software must collect, store, and track contact information based on inquiries, applications, event participants, lists entered by recruiting officers after events, lists imported from large event scans/data collection (such as Strivescan) or from purchases (such as College Board exam takers). The software must provide for the effective management and mitigation of duplicate student records, and easily create and export lists for use in other systems.
- Recruiters, Schools, and Territories: The software must provide the ability to store recruiter names, assign them to schools and territories in a changing environment, and track activities related to those territories (such as in-person visits, events, email and/or text campaigns, participation, tracking of students involved, etc.) In addition, the system must store defined information about K-12 schools in our recruiting area, both to assist applicants in selecting their schools during the application process, and also for collecting metrics and performance data by school from our recruiting area in a way that is easy to specify, share, and use as standards for increasing performance. The software should provide for multiple schools within a single district, which we may use for grade schools and high schools
- Compatibility with Other Systems: The software must be fully compatible (in real time and/or via seamless, routinely-scheduled, time-limited, automated data file transfer) with Ellucian Colleague, which is College's Student Information System/ERP. If the software does not itself include the capability to handle transcripts, it needs to integrate seamlessly with Hyland Perceptive Content, which the College uses for document processing. Provider should specify exactly how their CRM software is fully compatible with Ellucian and how it manages transcripts or integrates with Perceptive Content.
- Custom Email Communications: The software must allow College employees to send individual messages to selected students and groups, using shared templates and other collaborative tools, including seamless, simple test-message delivery and response.