The vendor is required to provide that advising technology platform is to streamline communication, track student progress, enhance retention efforts, and provide data informed insights to improve student success outcomes.
- Support academic advising and course planning:
• Provide advisors with a centralized platform to access student records, academic plans, and career goals, allowing them to provide personalized guidance on course selection and program completion.
• Use analytics to identify students at risk of falling behind and automate early intervention strategies, such as advising appointments, tutoring services, and academic support referrals.
- Enhance retention and student success:
• Utilize predictive analytics to monitor student engagement, academic performance, and participation in campus activities to identify trends that affect retention, persistence and completion rates, including possible recommendations for stackable awards.
• Implement personalized communication and outreach campaigns to encourage students to stay on track with their academic and career goals, increasing fall-to-spring and fall-to-fall persistence.
- Improve student services and support:
• Automate appointment scheduling, case management, and follow-up processes to ensure timely responses to student needs.
• Use data to track the frequency and outcomes of student interactions with support services, helping departments assess the impact of interventions and improve service delivery.
- Increased retention and persistence rates:
• Enhanced ability to identify at-risk students and intervene early, resulting in improved fall-to-spring and fall-to-fall persistence rates.
• Increased engagement and satisfaction among students receiving personalized support and academic advising
- Higher completion and graduation rates:
• Improved tracking of student academic progress and timely interventions to ensure students complete their programs on schedule.
• Increased alignment of course planning and advising with student goals, leading to higher program completion rates.
- Data-informed decision making:
• Enhanced ability to use analytics to monitor student success metrics, assess the impact of interventions, and inform institutional planning and resource allocation.
• Improved coordination between departments, leading to more effective and efficient service delivery across the student life cycle.
- Student advising and care coordination requirements:
1. Academic degree planning and registration support
• Interactive academic degree planning tool
• Simple student navigation menu
• Advisors must be able to access previous degree plans
• How to video - checklist item
• A clear path to degree/certificate completion should be provided to the student on their student center.
• This will give students a visual of what needs to be done, removing any confusion that could cause completion delays or attrition.
2. Milestone tracking
• Track student progress
• Transfer planning
• Predictive analytics (student success)
• System tagging and auto-generation of milestones
• Automated meeting request by milestone
• Badging for milestone successes
• Milestone alerts
3. Advising appointments: students should be able to set up meetings via multiple modalities
• Templates based on the type of meetings
• Email and text reminders of meetings (push alerts)
• Calendars merged MS outlook 365 for availability
• Ability to block access to routine no-shows
4. Advising case notes
• Quick access to document notes, and able to read notes with one click
• Easily accessed by both faculty and staff
• Interdepartmental notifications for advising notes o summary email notification of the encounter sent to the student o final save functions
5. Resource referrals / coordinated care network
• Automated advisor assignment by advisor location
• Ability to refer students to all department resources and parties notified
• Ability for each department to track referrals
• Ability to assign multiple student support specialists and capture all active assigned specialists
• Provide details of who does what within the workflow
• Faculty and staff provisioning for access
• Student resource message access to academic and personal supports
• Possible links to transfer guides for local schools like university, etc.
6. Student walk-in support: support for students that are walk-ins and do not have scheduled appointments to include:
• Students to self-service check-in and specify the type of service being requested
• Students to be notified real-time on wait times, and when an advisor is available to be seen
• Advisors to be notified when a walk-in student checks-in, and include adequate information for the advisor to prepare for the walk-in appointment
• Walk-in visits to be documented, ensuring all interactions are logged and tracked
• End of visit survey options to capture the student’s feedback
• reporting analytics on wait times and key metrics
7. Resource repository
• Must be housed in one location
• Access to resources on the department website and course catalog neatly categorized
8. Other
• Mid semester reports
• Personalized profile for student center shop
• training and training materials
- Student communications requirements:
1. Automated communications, formatting, and workflow setup
• Ease of workflow creation: Include an intuitive drag-and-drop interface for creating communication workflows, eliminating the need for complex setups and allowing non-technical staff to design campaigns independently.
• Flexible design options: Offer a dual view for email design, allowing users to seamlessly switch between html and layout views for precision and flexibility.
• Image management: Implement a comprehensive image management system organized by user profiles, ensuring easy access and efficient reuse of visual assets.
• Ai-driven workflows: Leverage ai-powered communication workflows to enable predictive and adaptive messaging tailored to student behaviors and preferences
• Pre-built workflows: Provide out-of-the-box communication workflows for common scenarios such as application reminders, financial aid updates, and enrollment confirmations.
• Behavior-driven triggers: Build communication triggers based on student type and engagement behavior. automate communications tied to key milestones, such as application submission, advising appointments, and financial aid deadlines
• Multimedia formatting options: Allow for diverse formatting options, including the use of emojis, gifs, videos, and other multimedia to enhance engagement and communication effectiveness.
2. Event and appointment communications
• Event-specific campaigns: Enable creation of targeted campaigns for events like open houses, orientation sessions, and graduation ceremonies.
• Appointment management: Provide capabilities for scheduling, confirming, and reminding students of appointments with automated follow-ups.
3. Caseload communications
• Two-way communication: Enable trackable two-way texting and email messaging for real-time interaction between advisors and students.
• Automated campaigns: Support automated communication campaigns tailored to advisor caseloads, reducing manual effort.
• Ad-hoc messaging: Allow for quick, ad-hoc communications to address immediate needs within advisor caseloads.
• Personalized alerts: Provide scheduled, personalized alerts to staff or faculty for critical student actions or milestones.
• Service referrals: Facilitate communication of referrals to other college services directly through the platform.
4. security and access management
• Role-based access: Implement secure, role-based provisioning to manage access for faculty and staff effectively.
• approval workflow: allow for bulk communication distribution to be managed through approval workflow and security.
5. ADA compliance and accessibility
• Accessible communication templates: ensure all communication templates meet ADA standards for accessibility, including font size, color contrast, and screen reader compatibility.
• Device responsiveness: ensure communication templates are fully responsive and optimized for use on various devices, including smartphones, tablets, and desktops.
• Text alternatives for multimedia: provide alt text for images, captions for videos, and transcripts for audio files to ensure content is accessible to all users.
• Keyboard navigation: ensure all interactive elements in communication workflows are operable using keyboard navigation alone
• Customizable accessibility settings: allow students to adjust font size, style, and color contrast to meet their individual needs.
• Testing across devices and browsers: perform regular accessibility testing on communications to ensure consistency and usability across different devices, operating systems, and browsers.
- Contract Period/Term: 2 years
- Virtual Pre-Proposal Conference (Non-Mandatory) Date: February 27, 2025
- Questions/Inquires Deadline: March 05, 2025