Student Field Placement and Assessment Management System

The vendor is required to provide student field placement and assessment management system to field placement management, assessment data collection, automated communication pathways with internal and external stakeholders, robust reporting capabilities for accreditation review, and interface with the university student information and learning management systems.
- Required features
•    The system shall allow for the alignment of accreditation, program and state standards with student assessments, running reports on standards and sub-standards.
•    The system shall provide public school teachers, university students, faculty and administrators with the ability to log in and enter assessment data and make updates to records electronically via an online form on the university’s website and form outside of the university. 
•    The system shall have a way to track program requirements from student entry through graduation and application for licensure. 
•    The system shall coordinate student field placements and communicate with field supervisors and mentor teachers. 
•    The system shall accommodate for multiple field placements for any given student within the same semester or term. 
•    The system shall offer specialized tools for educator preparation programs, including identifying field sites and pulling related demographic data from the national center for educational statistics (NCES) database. 
•    The system shall interface with Stanford center for assessment, learning and equity’s (scale) and the educative teacher performance assessment’s (EDTPA) capstone assessment system for portfolio development and submission. 
•    The system shall be user friendly and dependable for administrators, faculty, cooperating teachers, students, and other parties. 
•    The system shall provide the ability to group and organize documents within a created record.
•    The system shall provide the ability to preview a file that will not require a user to download it. 
•    The system shall allow auto email notifications on upload and other actions taken in the process, such as notifying college administrators upon receipt of unsatisfactory performance evaluations of student teachers by their field supervisors (preferred).
- Technical specifications and requirements
•    The system, as a service, must be compatible with all browsers, and available for secure remote access using university-issued hardware in accordance with applicable university policies and procedures. 
•    The system’s interface shall be simple and easy to use. 
•    The system shall provide integration with Ellucian banner and canvas by Instructure to provide access to student and course information. 
•    Preferred banner integration methods include Ellucian ethos, script - custom import script using secure file transfer protocol (sftp), or application programming interface (API). 
•    The system shall be compatible with the use of microsoft outlook for email and calendaring. 
•    The system shall have accurate and searchable record retention consistent with investigative workflow and timelines. 
•    The system shall allow tracking and reporting of key metrics regarding data for analysis; describe all reporting available, including reports. 
•    The ability to create customized dashboards for different audiences is preferred. 
•    The system shall record user access of the system (access history). 
•    The system shall allow staff to view the timeline of data loaded in platform and drill into data from timeline. 
•    The system shall allow the university control of data and documents stored in the system and ability to easily extract the data in bulk. 
•    The system shall allow the sharing of matters and documents with individuals internal and external to the university. 
•    The system shall support all common document types including audio and video files. 
•    Suppliers shall provide a list of any that cannot be supported as part. 
•    The system shall include robust search capacities of documents and form fields including sorting by tags, dates, and all categories of data in the system. 
•    The system shall quickly and easily track case and events by student and type of case and event. 
•    The selected supplier shall permit the university to record training sessions for future in-agency training purposes. 
•    The system shall fully function with a user population as small as five (5) and up to three thousand (3,000). 
•    The system shall be capable of sustaining heavy use volume at peak times, primarily when faculty are submitting their evaluations.
•    The system shall be compatible with most mobile devices, including but not limited to: phones, tablets and laptops. 
•    The system must allow accessibility aids for visual or hearing impairments. 
•    The university has adopted the web content accessibility guidelines (WCAG) 2.1 ADA standards for accessibility and proposed systems must meet and maintain this requirement. 
•    The system shall allow assignment of different permission levels for access to data. 
•    Suppliers shall include in their response the various permission levels that are available within their proposed system, and details surrounding each level. 
•    The system shall allow twenty-four (24) hour web enabled access to incident and event information for all user types. 
•    The system shall be capable of importing data from external systems, including but not limited to banner (employee and student information, contact information, etc.) and canvas. 
•    The system shall have the appearance of a university system and allow for branding features, including:
o    Feature a customized uniform resource locator (URL);
o    Ability to change fonts, colors, including background colors, and graphic banners without assistance from the supplier.

- Contract Period/Term: 5 years
- Questions/Inquires Deadline: November 17, 2025