Student Experiential Learning Placement Tracking Software

The vendor required to provide student experiential learning placement tracking software solution that provides user-friendly, intuitive workflows employing contemporary and equivalent design language across user groups.
- The solution must be fully delivered as a student placement solution with comprehensive support, technical and design services, training, regular upgrading, role-based security, and business continuity and disaster recovery provisions.
- Overall
•    A single, integrated, web-based, hosted solution under one contract and pay structure. 
•    A comprehensive platform providing equal functionality and equivalent user experience across tablets, and computers. 
•    Intuitive workflows and clear task progression and end-states for all users. 
•    Family educational rights and privacy act (FERPA) compliance. 
•    Ability for internal and external campus partners to create and manage one-time and ongoing experiential learning activities. 
•    Easily accessible by students and site supervisors. 
•    Maintains student records and makes them easily retrievable; integrates with background screening; allows for completion of forms electronically; includes detailed report generation. 
•    Single sign on (SSO) and two factor authentication (2fa) login for university faculty and university students.
•    Integrates effective onboarding notifications to facilitate student completion of trainings and screenings which sites require. 
•    Requirements vary by site and circumstance and include, but are not limited to, the following:
o    Health insurance portability and accountability act (HIPAA)
o    Bloodborne pathogens
o    Human immunodeficiency virus (HIV)
o    Acquired immunodeficiency syndrome (aids)
o    Cardiopulmonary resuscitation (CPR)
o    First aid
o    Basic life support (bls)
o    Suicide prevention
o    Immunizations
o    Drug screenings
o    Criminal background screenings, both state and national
- Staff and faculty-specific
•    Facilitate student evaluations.
•    Facilitate curriculum mapping and accreditation mapping.
•    Enable upload of compliance documents.
•    Ability to connect to or track requirements from various clinical onboarding platforms such as my clinical exchange (MCE) and clinical placements northwest (CPNW).
•    Track affiliation agreement expirations (with reminders and notifications).
•    Facilitate customizable reports and inquiries.
•    Ability to activate and deactivate system modules, as needed.
•    Ability to share data (e.g., sites and affiliation agreements) with other university departments using the system.
•    Ability to directly manage permissions levels.
•    Flexible associations. 
•    Examples include fieldwork educator associated with more than one site simultaneously, parent companies, and branch locations.
•    Ability to communicate with students, instructors, agencies, and supervisors through the platform.
- Student-specific
•    Ability to schedule clinical placements or student placement preferences.
•    Manage clinical contracts and affiliation agreements.
•    Track clinical instructor assignments.
•    Maintain site evaluations, send reminders to complete site evaluations, and track approvals of evaluations.
•    Maintain student profiles.
•    Allow students to view and track their clinical site requests.
•    Track clinical hours and competencies.
•    Maintain clinical instructor evaluations, send reminders, and track approvals of evaluations.
- Clinical site and community partner-specific
•    Ability to offer flexible login options to external supervisors based on programmatic needs (i.e., no login credentials for some programs and login credentials for programs that need external supervisors to login).
•    Ability to update agency information as needed and request practicum students.
•    Ability to review timesheets and complete evaluations in real-time.
•    Ability to communicate with assigned students through the platform (e.g., email notifications sent from system).
•    Ability to communicate directly with university academic program users.
•    Maintain agency profiles.
•    Ability to track data and process reports.

- Questions/Inquires Deadline: February 13-27, 2026