Student CRM Solution

The Vendor is required to provide customer relationship management (CRM) solution must support the student recruitment and admissions function, with versions that can also support student retention and student alumni relations instances.
- Requirement:
1. Student recruitment:
•    Manage prospective student inquiries from inquiry forms, event registrations, and campus visits. 
•    Up to 5 school CRM admins are anticipated with 40-70 minimal to view-only users. 
•    Automate communication workflows via printed mail (including acceptance letters), email, SMS, branding strategies, and possible social media outreach. 
•    Provide a customizable application process, including online application forms and decision releases. 
•    Included tools for application review, status tracking, and decision-making. 
•    Track recruitment metrics and generate custom reports. 
•    Handle multiple “types” of student applications, either in a single or multiple instances (e.g., dual enrollment, concurrent enrollment, standard undergraduate, international, graduate) 
•    Support application import for state-provided concurrent enrollment application 
•    Application life cycle tracking: monitor student admission status from application to acceptance to enrollment with customizable statuses, checklists, and milestones that match different admission processes. 
•    Automatic workflow update statuses based on triggers (e.g., transcript received, admissions fees paid, etc.) 
•    Support a high-volume of applications and communications — tens of thousands of applications each cycle between all application types and hundreds of thousands of email communications annually.
2. Student retention:
•    Monitors student engagement, attendance, and academic progress. 
•    Provides advisors with tools and automated reporting to support student success, with integration capabilities for other student success platforms 
•    Integrates with canvas and LMS to access course engagement and performance data along with sis (banner), and advising tools for seamless data integration 
•    Delivers personalized communication based on student characteristics (e.g., class standing, student level, bio and demographic details, program of study) via email, text, or app 
•    Schedules automated nudges and reminders for key deadlines and resources 
•    Supports multi-channel outreach, segmented by cohort, risk level, or academic milestones 
•    Triggers follow-up actions and communication (e.g., emails, task assignments) based on student actions, status changes, or critical academic standing. 
•    Offers mobile and web access to to-do lists, forms, resources, and progress checklists 
•    Promotes student agency and reduces administrative barriers 
•    Enables real-time updates to minimize data silos 
•    Up to 3 school CRM admins are anticipated with 10-30 minimal to view-only users. 
•    Provide tools and automated reporting for advisors to support student success and can integrate with other student success platforms 
•    Integrate with canvas and LMS to access course engagement and performance data. 
•    Offer personalized communication to enhance student support and outreach based on multiple student characteristics. (Class standing, student level, bio and demographical, program of study, etc.)
3. Student alumni relations:
•    Manage alumni databases, event scheduling, tracking contact information and engagement history. 
•    Automate communications, including newsletters and event invitations, and campaigns. 
•    Track alumni giving and support fundraising campaigns. 
•    Track engagement with alumni, donors, and friends of the university. 
•    Provide self-service portals for alumni to update information and engage with the institution. 
•    Facilitate networking and career services for alumni. 
•    Track career placement after graduation 
•    Up to 3 school CRM admins are anticipated with 5-15 minimal to view-only users.
4. Integration and data management:
•    Offer cloud-based deployment options. 
•    Ensure scalability to support a large and diverse student population. 
•    Integrate with the existing banner ERP system. 
•    Support integration with in-house data warehouse infrastructure. 
•    Include tools for data quality management (e.g., validation, deduplication, cleansing).
•    Comply with FERPA and institutional data governance policies, including secure access, audit logging, and stewardship workflows.