Orientation Platform

The vendor is required to provide that an online orientation platform with an integrated student success workshop component.
- The platform will provide a highly engaging and tailored experience for diverse student populations, ensuring an effective transition into college life.
- This solution must include immersive, dynamic content and advanced analytics to support student success and administrative oversight.
- Core features and user experience
1. The orientation platform will require an immersive experience:
• The university orientation platform must be an engaging, visually appealing, and interactive experience that effectively guides students through their onboarding journey.
• Incorporate a variety of multimedia elements, including videos, animations, audio lectures, infographics, and interactive modules, to accommodate different learning styles
• The platform must support single sign-on for seamless access and allow students to progress at their own pace, enabling them to revisit content as needed.
• As a self-paced online course, it should include clear learning objectives, engaging activities, and interactive checklists to ensure students stay on track.
• To enhance engagement and retention, the platform should include tools like polls, quizzes, and educational games, making the learning process dynamic and interactive
• The ability to create, modify, and implement these tools
2. Tailored content for diverse populations
a. Traditional university students:
• A traditional university student is typically a recent high school graduate who enrolls in college full-time and follows a direct path to earning a degree, usually between the ages of 18-24.
• These students often live on or near campus, participate in extracurricular activities, and may not have significant work or family obligations compared to non-traditional students.
• Traditional students, university orientation should include topics such as campus life and student involvement, academic success strategies, time management, mental health and wellness resources, financial aid and scholarship opportunities, career services, housing and meal plans, student conduct policies, campus safety, campus culture, and social opportunities.
• Orientation should also introduce academic advising, general education requirements, library and technology resources, and tips for building a strong support network
b. Dual enrollment students:
• Dual enrollment students are high school students who take college courses while still enrolled in high school.
• These students earn both high school and college credits simultaneously, allowing them to get a head start on their higher education.
• Dual enrollment programs are typically offered through partnerships between high schools and colleges or universities, providing students with access to college-level coursework that can accelerate their academic and career goals
• The orientation platform should cover (but not limited to: academic expectations, time management, high school vs. college workload differences, available support services, feral rights, registration processes, and dual credit transferability.
c. Transfer students:
• Transfer college students are students who move from one college or university to another to continue their education
• They typically transfer to pursue a degree at a different institution after earning credits at their initial school
• Transfer students may switch colleges for various reasons, such as seeking a better academic program, financial considerations, or a change in personal circumstances.
• Transfer student orientation should focus on credit transfer policies, academic advising, campus resources, student engagement, and differences in institutional policies.
d. Non-traditional students:
• Non-traditional students, also known as adult learner college students, are individuals who pursue higher education later in life, typically outside the traditional college age range of 18-22.
• Adult learners may be returning to college to complete a degree, gain new skills for career advancement, or change career paths.
• Adult learners, orientation should include topics such as balancing academics with work and family responsibilities, time management strategies, online and evening course options, financial aid and scholarship opportunities for non-traditional students, campus resources tailored to adult learners’ technology training for academic success, networking and support groups, and strategies for re-entering an academic environment after time away.
e. International students:
• International college students are students who attend a college or university in a country other than their own.
• They typically hold a student visa and may be pursuing undergraduate or graduate degrees.
• International students often face unique challenges, such as adjusting to a new culture, language barriers, and different academic systems.
• Provide support services, including orientation programs, language assistance, and academic advising, to help them succeed.
• Studying abroad offers international students’ opportunities for cultural exchange, global networking, and access to specialized academic programs.
• International student orientation requires specialized content on academic expectations, time management, and cultural adjustment.
• Step-by-step guidance on completing critical tasks such as managing visa requirements, enrollment documentation, and accessing campus and community resources.
3. Content locking and branching:
• The orientation platform must support content locking and branching functionalities to ensure a personalized and structured learning experience for students.
• Content should unlock sequentially or based on student progression, guiding them through the material in a logical and engaging manner.
• The platform must provide tailored orientation content for specific student groups, allowing for a customized onboarding experience.
• Embedded content – brief, population-specific information should be integrated directly within the main orientation using interactive elements such as flip cards or role-based lists.
• Linked orientations – For student groups requiring more in-depth resources (e.g., transfer or international students), separate modules should be linked from the main orientation, providing extended content while maintaining a cohesive experience.
• Branching – Students should have the ability to select or be automatically directed to their designated learning path within the main module, ensuring they access content tailored to their unique experience without requiring separate orientations
4. Workshops for student success:
• Student success workshops inclusion of student-focused online workshops in critical areas for new college students, such as title ix compliance, academic success, and personal development. student success cannot be gained by one course alone.
• Include student resources to provide students’ guidance on becoming college students.
the key workshops required would include the following topics: skills to be a successful student, how to manage your time and workload, study tips, different learning styles, note taking tips, how to choose the right major, and prioritizing mental health.
• The success of having these additional workshops as part of university onboarding and orientation, we will need to have reporting capabilities to which students complete the workshops, along with data on which workshops were used the most versus used the least.
• Workshops must be accessible to all new students.
• These workshops should be linked through the student’s orientation account, allowing students to access the content with only one (1) login.
• All workshops must be compliant in which must meet the with disabilities act standards for accessible design.
- Content production and custom media
• Video production services: The supplier must conduct on-site filming over three days, divided between both the campuses.
• A professional video crew, including a camera operator, director, and grip, must be supplied to capture all subjects in high-definition video.
• the supplier is responsible for furnishing all necessary equipment, including but not limited to high-definition video cameras, lighting, microphones, and a teleprompter.
• The supplier must stage and set up all filming locations on both campuses.
• Video production services must encompass scriptwriting, planning, filming, and post-production editing.
• University will retain full ownership rights to all produced videos
• Professional photography services: the supplier must offer professional photography services to capture high-quality images that meet the needs of the project.
• Services must include on-location photography at designated sites, with a photographer skilled in composition, lighting, and subject direction.
• The supplier must supply all necessary equipment, including professional-grade cameras, lenses, lighting, and any additional accessories required for optimal image capture.
• Photography sessions must cover a range of diverse student populations, subjects, including but not limited to portraits, group shots, candid moments, and environmental imagery.
• The supplier must grant university full ownership rights to all photographs, including unrestricted use for marketing, promotional, and archival purposes.
• Professional animations: middle university requires high-quality, professional educational animations as part of the multimedia components of the platform.
• These animations must simplify complex concepts through engaging visuals, dynamic storytelling, and motion elements designed to capture students’ attention
• The animations should incorporate visual cues, such as arrows and highlights, and include audio narration to enhance comprehension.
• The supplier must ensure that animations are subject-specific, interactive, and effectively support student learning by engaging in multiple senses through visuals and sound.
• The animations should convey essential institutional messages through impactful and relevant scripts.
topics covered may include an introduction to campus life, critical student resources, and other key onboarding information necessary for student success.
- Technical and administrative features
• Branding on the platform will require multiple elements that work together to create a cohesive and engaging experience for new users
• Visual branding to include university logos, color schemes, typography, and imagery that aligns with university identity, ensuring consistency across all materials.
• User experience (UX) design must ensure that navigation, layout, and interactions are intuitive, reinforcing the need for commitment to ease of use and be cross-device compatible with phones, tablets, and computers.
• The platform must have personalization through customized user journeys and targeted content, including addressing the user by their name
• Data automation and user authentication: automate processes such as record updates into university customer relationship management system, currently target x, to ensure seamless data management and accuracy
• Authenticate users securely to maintain data integrity and protect sensitive information utilizing single sign on.
• Analytics and reporting: full access to comprehensive administrative dashboards providing insights into student engagement, progress, and program completion.
• Advanced tools to track key metrics, including stop-out data, performance by population, and program satisfaction rates.
• To better track the success of the orientation and workshops, key data points will be collected from each individual student, allowing trackable success of each student.
• University will be able to access administrative dashboards, data, and reporting features within the system, as needed
• Customer relationship management software (CRM) integration: The supplier will implement all integration with university existing CRM system (TARGETX) to streamline data flow and student tracking
• The integration will import the progress and completion of each orientation into the student’s data file.
• The integration will also need to support the workshop data into the student’s file.
• Single sign-on (SSO): the program must incorporate university SSO
• Easy access for students via existing institutional authentication systems.
• Single sign-on (SSO): any information system that stores university information must provide saml2 single
• Sign-on (SSO) integration with university identity provider or provide multi-factor authentication for all accounts.
• The provider shall ensure compatibility with university SSO system and maintain compliance with applicable security standards.
• The SSO implementation shall comply with applicable security regulations, including but not limited to GDPR, HIPAA, SOC 2 or other relevant industry standards, and the provider shall implement security best practices such as encryption, multi-factor authentication (MFA) support, and authentication log monitoring.
• The provider shall maintain reasonable uptime and ensure the availability of the SSO integration, with backup authentication measures in place to prevent service disruptions in the event of an SSO failure.
- Implementation and support
• The supplier is responsible for creating all components of the platform, implementation of the platform, integration into the CRM, training for administrators and end users, as well as providing ongoing technical support
• Phased rollout plan: the supplier must develop a detailed plan that specifies the timeline, key milestones, and deliverables for each phase of implementation.
• The rollout should begin with a pilot phase or initial deployment to a limited group, allowing for testing and evaluation before full-scale implementation.
• Each subsequent phase must be built upon the previous one, incorporating feedback and addressing any identified challenges.
• The supplier must include a strategy for training, support, and communication throughout the process to ensure a smooth transition.
• Training: The supplier shall design and deliver training programs to equip middle university staff with the necessary skills and knowledge to effectively utilize the platform’s features and functionalities
• The training solution must incorporate a blend of instructional methods, including hands-on workshops, live demonstrations, and interactive sessions, to accommodate various learning styles.
• The curriculum must comprehensively cover the platform’s core features, advanced functionalities, and best practices, ensuring staff members gain both foundational and advanced expertise.
• Training must include administrative tasks, including report building, branding adjustments, and other content adjustments
• Training must be tailored to different user levels, from beginners to advanced users, and be structured as a series of sessions
• The supplier shall provide follow-up support and additional learning resources post-training, including user guides
• Ongoing support: dedicated technical assistance during implementation to address any challenges
post launch of the program, technical support will be provided via chat, phone calls, email, as well as access to online support materials.
• Post launch of the program, technical support will be provided via chat, phone calls, email, as well as access to online support materials.
- Cybersecurity:
• Customer data: the supplier shall notify the university promptly of any security breach that results in unauthorized access, disclosure, or misuse of customer data.
• The supplier shall, within 24 hours of discovery, report to the university for any use or disclosure of customer data not authorized in writing by the customer.
the supplier’s report to the university shall identify:
(i) The nature of the unauthorized use or disclosure,
(ii) The customer data used or disclosed,
(iii) Made the unauthorized use or received the unauthorized disclosure, if known,
(iv) The supplier has done or shall do to mitigate any deleterious effect of the unauthorized use or disclosure,
(v) Corrective action the supplier has taken or shall take to prevent future similar unauthorized use or disclosure, and
(vi) Such other information as reasonably requested by the university.
• The above provisions shall be extended by contract to all sub-suppliers used by the supplier who is provided with access to customer data by the supplier.
• All customer data must be confidential and shall not be shared or sold by the supplier.
• Cybersecurity requirements: The supplier will be required to provide a security plan, data security compliance report, and insurance.
- Contract Period/Term: 1 Year