Program and School Application Platform

The vendor is required to provide for a comprehensive software solution to manage the school and program application process for county.
- The district seeks a system that provides an intuitive online application portal, efficient tools for application management, automated communication features, and comprehensive reporting functionality.
- The solution should be scalable, secure, and integrate with existing district systems.
- The district seeks a system that provides an intuitive online application portal, efficient tools for application management, automated communication features, and comprehensive reporting functionality. 
- The solution should be scalable, secure, and integrate with existing district systems
- The goals of implementing a new magnet school application system are to:
• Streamline the application process for parents and students.
• Improve the efficiency of application review and decision-making for school staff.
• Enhance communication between the district, schools, and applicants.
• Provide robust reporting and data analysis capabilities.
• Ensure a fair and equitable application process.
- Ability to import user rosters and data from existing systems, specifically class link, to streamline user account creation and minimize manual entry.
- Ability for users to securely log in via single sign-on (SSO) using district-supported identity providers (e.g., class link, google, active directory) to enhance security and simplify the login process.
- Ability to provide self-service password reset and account recovery options for end users who are parents.
- Student and parent application
• Ability for current GCS students to complete and submit magnet school applications through an online portal.
• Ability for students who are not currently enrolled in GCS to create accounts and complete magnet school applications.
• Ability for applicants (parents and students) to upload required supporting documentation, including but not limited to transcripts, letters of recommendation, and proof of residency.
• Ability for the application system to present program options and required fields dynamically based on the student's grade band.
• Ability for parents and guardians to select multiple schools within the relevant grade band, with a restriction to only one program selection per school location.
• Ability for parents and guardians to view the application status and results, including acceptance, rejection, or waitlist status, at the end of the application window or round.
• Ability for parents and guardians to electronically accept or decline offers of enrollment and agree to the terms and conditions for enrollment at the selected school.
• Ability to display live waitlist information to applicants, including their current position in the queue.
• Ability for the system to automatically generate and send confirmation messages to applicants upon successful submission of their application.
• Ability to enforce a limit of one application per individual or family per annual application cycle and to detect and flag potential duplicate applications.
• Ability to provide integrated support resources for applicants, such as FAQs, help documentation, video tutorials, and contact information for support
• Ability for student applicants to receive additional value points if they have a sibling who is currently enrolled and will remain enrolled at the school for the upcoming academic year.
- School-level coordinator
• Ability for school-level coordinators (e.g., magnet program directors, registrars, designated staff) to generate reports on application data specific to their school.
• This includes reports on application status, applicant demographics, program choices, and waitlists.
• Ability for school-level coordinators to communicate with applicants, send notifications, and manage applicant interactions within the system.
• Ability for school-level coordinators to review applications, evaluate candidates based on defined criteria, and provide recommendations or decisions.
• Ability for school-level coordinators to manage waitlists, generate offers, and track enrollment confirmations.
• Ability for data to be filtered for targeted analysis
- District-level coordinator
• Ability for district-level coordinators to generate comprehensive reports and dashboards on the overall magnet school application process across the district.
• This includes data on application trends, demographics, program popularity, and enrollment statistics.
• Ability for district-level coordinators to analyze application data to inform decision making, identify trends, and evaluate the effectiveness of magnet programs.
• Ability for district-level coordinators to manage school-level coordinators, configure system settings, and oversee the application process.
• Ability for district-level coordinators to export data in various formats (e.g., csv, excel) for further analysis and reporting.
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: June 23, 2025