Student Information Management System

The Vendor is required to provide for a student information management system for special education, including installation, configuration, testing, documentation, training, support, and maintenance.
- The solution must support automated data synchronization, Single Sign-On, FERPA-compliant document management, and comprehensive reporting tools.
- Integration must be secure, reliable, and support bi-directional sync where possible.
- The system must support the automation of documentation of all aspects of the Special Education process, including but not limited to:
•    Development and tracking of individual Education Programs (IEP)
•    Management of the Admission, Review and Dismissal (ARD) process, including supplement forms, IEP writer, Full Individual Evaluations (FIE), and all compliance reports
•    Workflow automation for IEP meetings, reviews, and compliance deadlines
•    Documentation of Section 504 services and accommodations
•    Forms provided in English and Spanish
•    Shared access for general education teachers, intervention specialists, and service providers
•    In-system commenting, review, and co-editing features
•    Transition planning and monitoring
•    Service provider encounter tracking
•    Assessment of data management
•    Medicaid billing and recovery optimization
•    Reporting available for state performance plan indicators
•    Real-time compliance dashboards
•    Customizable reporting by school, grade, disability type, or compliance status
•    Exportable reports in CSV, PDF formats
•    Customized reporting for campus-based personnel, including but not limited to state assessment worksheet report with accommodations, case manager lists, related services reports, IEP data collection forms, etc.
•    Customized reporting for administration, including but not limited to instructional arrangement reports, students in need of ARD's/FIE's, mass printing options, etc.
•    Secure portal for parents/guardians to view, sign, and respond to documents.
•    Support for digital signatures compliant with FERPA
•    Tracking of calendar, including deadlines
•    Integration with PowerSchool ESchool
•    Integration with the district’s data dashboard solution
•    Technical support available through personal contact, webinars, and on-site training
- Every Student Succeeds Act (ESSA):
o    The system must ensure that individualized Education Programs (IEPs) are aligned with state academic content standards for the enrolled grade level. For students with significant cognitive disabilities, the system must support Alternative Academic Achievement Standards (AAAS) that are aligned with the state standards, promote access to the general education curriculum, reflect professional judgement on achievable standards, be documented in the student’s IEP, and allow reporting to check that students are on track for post-secondary education or employment.
o    The system should track participation in the required assessments. Additionally, the system must support documentation of students taking alternate assessments. The system must record and manage assessment accommodations as specified by the IEP.
o    Reporting should comply with ESSA, allowing disaggregated data analysis to identify achievement gaps. Additionally, reporting should include metrics for student growth.
o    The system should support tracking progress toward alternative diplomas for students with significant cognitive disabilities, ensuring standards-based coursework, alignment with regular diploma requirements, and completion within the FAPE eligibility window.
o    The system must allow and document consultation with teachers, administrators, parents, and other stakeholders in developing Title 1 and special education plans. The system should also include tools for parent and family engagement, including meeting documentation and feedback collection.
- System requirements:
•    The system has built-in validation checks to prevent inaccurate inputs.
•    The system will allow for integration with PowerSchool eSchool or sis and the district’s new data dashboard SaaS solution (TBD)
•    The system should allow staff to schedule, organize, and track meetings regarding students. If calendar integration is available with Microsoft outlook
•    Must be compliant with all state and federal laws regarding special education
•    Software must have the capability of interfacing with other district programs such as the student information system (eSchool) and the transportation system on a daily basis.
•    Software must allow for administrative privilege within the district for the purpose of management and security.
•    The system must be a web-based system.
•    Ability to access via mac, pc or wireless device (i.e. IPad) for remote user access.
•    Ability to provide user help within the system
•    Ability to initiate independent dates and timelines within the IEP and fie document.
•    The system will provide real-time reports on pending needs, such as parental consent.
•    Ability to incorporate legal updates and requests in a timely manner.
•    Ability to generate a report of documents completed and designate forms locked vs. Unlocked.
•    Ability to track transportation services and discipline (including restraint data).
•    Transportation data can be extracted from the transportation form fields in a report.
•    Ability to transition from one page to the next with minimal wait time.
•    The system will capture information regarding who is involved in the IEP development for each student.
•    The system must be capable of importing selected fields of data from the SIMS on a regularly scheduled basis.
•    The system will provide a browser-enabled user interface for access via the districtwide area network and/or via the internet.
•    Provide on-site technical support until successful installations are completed.
•    The system will include data from all fields in current system so that users do not have to re-enter data in program implementation
•    The system will support student performance outcome analysis.
•    The system will enable data auditing for compliance management and procedural performance analysis purposes.
•    The system will support school-level staffing decisions by utilizing/analyzing data to create such reports.
•    The system allows for a narrative statement of student strengths and needs to be included, descriptive information that is usable by school personnel and understood by parents and the student, as appropriate.
•    The system promotes compliance through a goal-writing feature that ensures all required components are included in every standards-based goal.
•    The system promotes compliance by having a built-in safeguard to ensure all goal start dates fall within the specified annual timeframe.
•    The system defaults the user’s title when an annual goal is developed.

- Contract Period/Term: 1 year
- Pre-Proposal Conference Date: October 8, 2025
- Questions/Inquires Deadline: October 9, 2025