Library Automation System

The Vendor is required to provide library automation system for include:
- Platform architecture and security
• SaaS and web standards: the ILS must be a 100% web-based software-as-a-service (SaaS) platform, preferably operating as a sub-domain of the school.
• It must be built on a responsive framework ensuring full administrative and user functionality across desktop, tablet, and mobile browsers.
• Modern encryption: the system must use modern encryption with SSL/TLS certificates included.
• Data security and redundancy: due to the PII/PHI collected, it is preferred that the vendor provide SOC 2 type ii compliance (or equivalent) and detail automated backup and disaster recovery protocols.
• Accessibility (WCAG 2.1 level AA): the system must be screen reader accessible and comply with WCAG 2.1 level AA standards.
• It must remain compliant with the minimum accessibility standards required by law for government content.
- Student management module
• Two-step authorization: a configurable subset of student fields (e.g., disability status, birthdate) requires a two-step approval process before changes are saved, with automated notifications to KIRC staff for pending authorizations.
• Audit logging: all student data changes must be logged with "before and after" values, timestamps, and user ids to ensure federal audit compliance.
• Data retention: the system must support configurable data retention and redaction policies for deleted or inactive students.
- Dedicated teacher portal and ordering
• Order wizards: intuitive, streamlined wizards to guide teachers through placing orders for accessible materials, selecting media types, and capturing delivery preferences associated with specific students.
• Real-time status and history: teachers must be able to view the real-time status of all orders (in transit, awaiting fulfillment, etc.).
o Teachers must have access to their complete order history across multiple school years, searchable by student, material type, and date range.
• Loan management: a clear view of all non-consumable materials currently on loan, including due dates and item details.
• Teacher support profile: authorized KIRC staff must have the ability to "assume" or "impersonate" a teacher’s profile to manage orders on their behalf.
• All such actions must be logged and attributed to the specific staff member.
- Multi-tiered organizational hierarchy
• Nested entity mapping: the system must support a hierarchy including: state districts > coops and interlocals > unified school districts (USDS) > educators > students.
• Relational logic: individual districts can be "members" of a coop for aggregate reporting.
• Inherited permissions: the system will automatically connect students linked to a districts to the teachers and coops associated with that districts.
• Historical integrity: the system must preserve relationship and circulation records for reporting even after a teacher or student is removed from an entity.
- Automation, inventory, and dashboards
• Operational dashboards: the system must have interactive dashboards for KIRC staff to surface urgent actions, such as unapproved orders, overdue returns, pending student changes, or items flagged as missing.
• Automated notifications: the system must generate configurable email notifications to teachers of the visually impaired (TVIs) at key points (e.g., when material has shipped).
• Cancellation workflows: the system must provide support for structured cancellation of whole orders or individual items at defined stages, with status transitions and notifications to all parties.
• Spring inventory and renewal: KIRC must have the ability to conduct a yearly inventory check by emailing TVIs a list of non-consumable items currently checked out to them so they can indicate whether they would like to renew or return the items.
• The ability for KIRC to initiate an inventory within the system, with a provided interface for TVIs to complete the inventory within their account.
• Physical inventory: the system must include a function for KIRC staff to perform physical inventories of the stock on hand and batch-update un-located items to "missing" or "withdrawn."