Student Information System

The vendors to provide student information system and associated implementation services.
- Solution must support the full student lifecycle from recruitment and admissions through enrollment, academic progress, completion, and post-completion outcomes, while enabling streamlined administrative processes, seamless data accessibility, and optimized user experiences for students, faculty, and staff. 
- Solution must:
• be delivered as a Software-as-a-Service (SaaS) solution with no on-premise dependency, supporting high availability, scalability, and disaster recovery.
• be mobile ready and browser agnostic allowing users to access from any mobile device (e.g. IOS/Android, Windows/Mac) as well as desktop
• support integration with external systems using standard integration approaches such as APIs or web services. At minimum must have functional API for Canvas.
• support modern authentication methods and role-based access controls. At minimum SAML 2.0 for security and Microsoft Active Directory for role based control.
• Accommodate College course-based, open-entry scheduling process
• provide student self-service portal capabilities for key functions such as enrollment, scheduling, and access to academic information.
• support core financial processes related to student accounts, including billing, payments, and balance tracking.
• support financial aid processes either through native functionality or integration with external financial aid systems.
- Student Experience and Self-Service
• Provide a unified student portal supporting profile management, schedules, communication, and academic progress
• Enable students to independently build, modify, and manage their schedules within defined rules
• Display real-time course availability, prerequisites, and enrollment constraints
• Provide visibility into program progress, completion status, and remaining requirements
• Allow students to upload and manage documents
• Support online payments, payment plans, and account review from the student portal
• Provide notifications, alerts, and next steps within the student experience
• Support mobile-friendly or responsive student interfaces
• Enable students to continue scheduling beyond initial enrollment without staff intervention
• Provide projected course and program completion timelines based on student pace and enrollment patterns
- Flexible Scheduling and Academic Model
• Support a course-based, credit model with variable course start and end dates
• Allow enrollment on a course-by-course basis without reliance on rigid term structures. Students should be able to set individual schedule
• Enable flexible pacing and dynamic calculation of student completion timelines based on schedule
• Support students to be scheduled into one space while being enrolled in different classes and different individual schedules at the same time
• Support multiple scheduling structures (full-time, part-time, AM/PM, hybrid)
• Provide tools for staff to easily create, adjust, and manage schedules without technical intervention
• Support multiple calendars across programs, campuses, or populations
• Support waitlists, add/drop, and enrollment changes with automated updates
• Provide visibility into course timelines, including start dates, projected end dates, and progress
• Manage room capacity and scheduling constraints
• Support cross-campus and hybrid scheduling scenarios
- Academic Records, Registration and Progression
• Maintain a comprehensive student academic record with full history tracking
• Support enrollment, withdrawals, and course completion tracking
• Enforce prerequisite and co-requisite rules
• Support repeat courses and appropriate academic and financial treatment
• Provide configurable transcript generation with detailed academic history
• Support transfer credit, equivalencies, and competency recognition
• Provide student notes, flags, and alerts with role-based visibility
• Maintain audit logs for all record changes (who, what, when)
• Support student classification (full-time, part-time, etc.)
• Support generation and management of student ID credentials including photos and physical/digital formats
• Ability to track attendance across delivery methods
• Support course retakes and extensions
• Enable easy access to enrollment verification and student status reporting
- Catalog and Program Management
• Define and manage programs, including required courses, total hours/credits, and completion requirements
• Support multiple program types including certificate, short-term training, and workforce education
• Support program versioning and effective dating for changes across academic years
• Maintain a centralized course catalog including course descriptions, hours, prerequisites, and delivery methods
• Support course equivalencies and cross-program mappings
• Support course versioning and historical tracking
• Define program progression rules including course sequencing and completion dependencies
• Maintain historical program and course structures for audit and transcript accuracy
• Support real-time or scheduled publishing of program and course information to external systems
• Support curriculum review cycles and notifications for required updates
- Financials
• Allow for charging different tuition and fees for course based on course start date
• Manage tuition, fees, and variable pricing structures
• Provide configurable payment plans and installment options
• Support multiple payment methods, including online, in-person, and sponsorships
• Provide real-time account balances and transaction history
• Generate financial reporting and tax documents, including 1098-T
• Support General Ledger mapping and export to financial systems
• Support sponsor hierarchies
• Apply priority rules across funding sources
• Track sponsor balances and usage
• Support refunds, adjustments, and transaction auditing
• Provide full accounts receivable functionality including student and sponsor billing, balances, and payment tracking
• Generate and manage invoices for students and sponsors, including detailed line items and billing histories
• Support invoice voiding, adjustments, and audit tracking
• Provide accounts receivable aging reports for students and sponsors with drill-down capabilities
• Provide configuration and management of tuition and fee structures including cloning, inactivation, and modification
• Support payment operations including cash handling, drawer assignment, and reconciliation
• Support management of unapplied payments and credit balances for future application
• Automatically calculate refunds based on withdrawal dates, attendance, and institutional policies
• Provide full sponsor billing lifecycle including invoice generation, payment processing, refunds, and account statements