The vendor is required to provide a SaaS-based academic accommodation and case management system for our disability support services (DSS) department supporting multi-campus operations, FERPA compliance, and integration with university systems.
- The solution must provide a seamless experience across desktop and mobile devices to ensure accessibility and convenience for all users, especially students and faculty who may access the system from various platforms.
- University-built system with manual workflows and limited reporting capabilities.
- University seeks to modernize these systems with a SaaS solution offering automation, real-time tracking, and robust accessibility and security.
- Goals:
1. Improve accessibility and user experience
• Deliver a fully ADA-compliant platform that is intuitive and easy to use for students, faculty, and staff across desktop and mobile devices.
2. Centralize accommodation and case management
• Replace current manual processes with a centralized, paperless system that consolidates case records, accommodation plans, communications, and exam coordination.
3. Enhance operational efficiency
• Streamline workflows for intake, approval, scheduling, and faculty interaction to reduce administrative burden and improve service response times.
4. Ensure data accuracy and integrity
• Integrate with the university’s banner sis to reduce manual data entry and ensure accurate, up-to-date information for all stakeholders.
5. Strengthen compliance and reporting
• Provide robust tools to track service delivery, monitor compliance with ADA and FERPA, and generate reports for institutional and audit purposes.
6. Support scalable growth
• Implement a scalable and secure platform that supports increasing demand beyond the current 800 registered students.
7. Facilitate seamless communication
• Enable automated notifications and bulk messaging capabilities to improve coordination between disability support services (DSS), students, and faculty
- Include for services:
a. Academic accommodation services
• Document intake and IAP creation
• Faculty communication and real-time accommodation updates
• Recommendations for assistive technologies
b. Case management
• Case notes, follow-ups, and secure history access
• Coordination with healthcare and academic support providers
c. Compliance and reporting
• Real-time dashboards, trend analyses, and custom reporting
• Adherence to ADA, section 504, and institutional policy
• Support during internal and external audits
- Core system requirements
• Case management: centralized case file storage, secure case notes, access history
• Data reporting: dashboards, trend charts, canned and custom reporting
• Scheduling: online intake, exam booking, calendar sync for staff and students
• Faculty interface: course-level student accommodation visibility, exam upload, automated notifications
• Student experience: online registration, documentation upload, accommodation renewal, exam scheduling
• Letter management: online accommodation letter generation, approval, tracking
• Integration: two-way sync with Ellucian banner sis
• Security: FERPA compliance, encryption, soc 2 type ii (or equivalent)
• Uptime: SLA of ≥ 99.5% annually
• Hosting: fully cloud-hosted, with test and production environments
• Single sign on (SSO): SAML 2.0 with shibboleth 4.3.1+
• Mobile access: fully responsive, mobile-friendly UI
- Functional requirements
• Mobile access is essential. the system must provide a consistent, responsive experience on smartphones and tablets for all user groups.
• Self-service student portal (accommodation requests, letter signing, document uploads)
• Real-time workflow tracking by staff
• Exam scheduling and exam file handling
• Faculty dashboard with automated alerts and secure exam exchange
• Bulk and individual communication tools (email, status alerts)
• Accessibility tools and compatibility with assistive devices.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: May 13, 2025