Student Housing Management Software

The vendor required to provide that 
- Requirement:
•    Student housing applications and assignments: provide online application form, eligibility checks, and automated assignment workflows.
•    Room selection and self-assignment: allow students to view available spaces and self-select rooms with roommate matching.
•    Waitlist and room changes: managed waitlist, priority rules, change requests, and instant updates to occupancy.
•    Housing contract management    generate, sign (e-signature), and store housing agreements with renewal options.
•    Billing integration: post charges to student accounts, support proration, refunds, and integration with ERP and billing systems.
•    Move-in and move-out workflows: track move-in and move-out appointments, inspections, and key issuance and returns.
•    Maintenance requests: student-facing ticket submission, staff dashboard, SLAS, and vendor assignment.
•    RA and staff management: staff scheduling, rounds tracking, incident reporting, and permissions for RAS.
•    Occupancy management and reporting: real-time occupancy dashboards, census reports, and capacity forecasting.
•    Summer and conference housing: support different rate structures, short-term bookings, and group reservations.
•    Communication and notifications: email/SMS/push notifications for assignments, maintenance, and billing alerts.
•    Accessibility and ADA accommodations: track accommodation requests, room modifications, and compliance documentation.
•    Mobile and self-service portal: responsive portal and mobile app for students to manage housing tasks.
•    Room condition reports (RCR): digital inspection forms with photos and timestamps for move-in/out.
•    Visitor and guest management: register guests, limit stays, and record approvals per policy.
•    Dining and meal plan integration: exchange data with meal plan system for bundled offerings.
•    Waitlist and priority rules engine: configurable rules engine to rank waitlist positions by criteria (seniority, housing need).
•    Housing analytics and b: pre-built reports and ability to export data to bi tools (csv, API).
•    Roommate matching and surveys    preference surveys, algorithmic matching, and manual overrides.
•    Incident and discipline tracking: record incidents, sanctions, and link to student records.
•    Deployment model: cloud-native SaaS, multi-tenant architecture with tenant isolation options.
•    Authentication and SSO: support SAML 2.0 and OIDC, integrate with campus identity
•    Authorization and RBAC: role-based access control with fine-grained permissions (students, staff, admins).
•    Data security and encryption: encryption at rest and in transit key management, and Byok support.
•    Compliance standards: FERPA compliance, soc 2 type ii, and support for institutional audit requirements.
•    API and integration layer: restful and GRAPHQL APIS, webhooks, and middleware connectors for sis/ERP/id systems.
•    Data model and schema: normalized data model for students, rooms, assignments; versioned migrations.
•    Batch data import and export: csv and excel imports, ETL support, and scheduled exports to external systems.
•    Performance and scalability: auto-scaling, horizontally scalable services, and SLA for response times under load.
•    Availability and DR: 99.9%+ availability SLA, cross-region redundancy, backups, and tested.
•    Monitoring and observability: metrics logs (elk), tracing, and alerting with dashboards.
•    Data retention and archiving: configurable retention policies, secure archival, and deletion workflows for GDPR and FERPA.
•    Admin UI and configuration: web-based admin console with configuration, business rules, and audit trails.
•    Audit logging and forensics: immutable audit logs of critical actions, exportable for investigations.
•    Tenant customization: branding, configurable fields, and workflow customization per institution.
•    Integration with card and access systems: support integrations with campus card systems for keyless access and door provisioning.
•    Payment processing: PCI-DSS compliant payment connector or tokenization for credit card handling.
•    Mobile API and offline support: APIS for mobile apps and limited offline capability for inspections.
•    Third-party vendor ecosystem: pre-built connectors to common vendors (maintenance, key management, conference platforms).
•    Testing and ci/cd: automated testing, code pipelines, and controlled release management.
•    Sandbox and staging environments: per-tenant staging environments for testing upgrades and custom configs.
•    Encryption key management: support for cloud kms and customer-managed keys
•    Backup and restore procedures: regular snapshots, point-in-time restore, and tested restore procedures.
•    Latency and CDN: use of CDN for static assets and edge caching for global campus networks.
•    Multi-language and localization: support multiple languages and localized date/time/number formats.
•    Cost and licensing model: tiered pricing, per-FTE or per-residence-hall options, and metering of usage.
•    Encryption tokenization for PII: tokenization for high-risk PII fields with restricted access patterns.
•    Incident response and SLA: documented incident response plan, communication templates, and SLAS for incidents.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: January 27, 2026