Application and Admissions Software

The Vendor is required to provide solution would be used to actively engage and recruit prospective applicants, allowing prospects to sign up for events, engage with recruitment staff, and receive relevant communications from our institution.
- We currently receive over 7000 applications per year and will need a solution that can support growth in applications while delivering exceptional recruitment and applicant experience.
- After application submission, we expect to leverage the new platform to actively engage and assist applicants through the admissions processes through to their confirmation of admission to the University.
- Account Management
•    Ability for a prospect to create an account to log into a portal
•    Ability for a prospect to update their information, including account password
•    Single sign-on capability for users who have authorized accounts 
- Application for admission that can support the following:
•    Undergraduate application with document upload capability
•    Graduate application with document upload, reference letter requests, committee review capability
•    Ability to build custom applications for non-standard admission pathways
•    Checklist tracking
•    Student portal to view admission status, upload outstanding documents, manage offers (view, accept, defer, withdraw), or update their application
•    Ability for staff to upload documents received by mail, email or other means, to the student’s application
•    Activity tracking through to registration
- Application review/decision processing
•    Ability to handle multiple applications for one applicant in the same intake (e.g. Allowing a student to accept an offer to an alternate program if waitlisted on their program of choice)
•    Ability to define rules around admission requirements to automate defined admission processes
•    Ability to do batch/mass deaccessioning
•    System provides calculated fields to support admissions decisions and can support multiple calculation rules from electronic course information. E.g. Calculated grade point average from .xml or .pdf transcripts (mandatory for at least domestic HS calculations)
•    Transfer credit articulation
•    Ability to generate and distribute decision letters on a defined schedule
- Recruitment tracking capabilities including:
•    Prospect record creation/management with duplicate checking capabilities
•    Ability to associate prospective students with one or more university employees, institutions, agents, regions/territories or organizational contacts within the system
•    Ability to assign employees to specific territories, institutions, agents, etc.
•    Inquiry forms
•    Expense tracking with receipt scanning
•    Activity/event participation and tracking through to applying for admission
•    Ability to book appointments with a recruitment officer
•    Ability to book campus tours
- Communications
•    Ability to send and track branded communications
•    Ability to create templates for various communications
•    Ability to log all interactions, including phone calls or in-person communications
•    Ability to target communications to a subset of users based on criteria such as geographic area, student type, programs, etc.
•    Supports video messaging in emails
•    Supports SMS communications
•    Compliant with act
•    Automated drip campaigns based on both action and time-triggered parameters 
•    Ability to track the success of email campaigns (open rates, unique open rates, click-through, unsubscribe, etc.)
- Event management
•    Events calendar
•    Event registration – single and multi-person
•    Automated event communications
•    QR code check-in
•    Post-event surveys
- Payment processing: credit card payments for events, applications, etc. The admissions CRM must be able to provide integration with other payment providers. Please include common options and alternatives.
- Ability to integrate with student information and financial systems
•    Integration to the state post-secondary application system 
- The solution must have a pre-existing integration with the provincial apply state system. This integration should allow for two-way communication of applicants and application information. 
- Role-based security to support various types of users with varying levels of access
- Easy to navigate user interface that is mobile friendly
- Enrolment reporting - ability to create and share interactive visualizations, such as charts, graphs, and dashboards
- Workflow capability
•    Ability to route applications/documents to reviewers
•    Easily configurable to set up and manage rules around triggers, statuses, conditions, etc.
•    Ability to request approvals of one or more users, with the ability to also set an order of signing
•    Notifications to users who need to take action.

- Contract Period/Term: 6 years
- Questions/Inquires Deadline: October 29, 2025