1. Healthcare

Request for Proposal
For:
Student Information System
Zaytuna College
2401 Le Conte Avenue
Berkeley, CA 94709
Zaytuna College: RFP – SIS
CONTENTS
Introduction........................................................................................................ 3
General Terms and Conditions ............................................................................ 3
College Background ............................................................................................ 4
Project Objectives ............................................................................................... 4
Instructions for Formatting RFP Response........................................................... 7
Instructions for Questions and Requirements Worksheet ................................. 12
Hosting Requirements ...................................................................................... 13
Requirements ................................................................................................... 17
TECHNOLOGY ............................................................................................................................ 17
PHASE 1 AND 2 ITEMS............................................................................................................... 20
Programs and Degree Audit .................................................................................................. 23
Admissions ............................................................................................................................ 24
Registration ........................................................................................................................... 34
Academic Data ...................................................................................................................... 37
Student Accounts .................................................................................................................. 46
Institutional and Regulatory Reporting ................................................................................ 51
Institutional and Regulatory Reporting ................................................................................ 51
Academic Support Center (ASC) ........................................................................................... 56
Accreditation & Assessment ................................................................................................. 60
Faculty Affairs (Web Portal) .................................................................................................. 65
Housing & Facilities ............................................................................................................... 71
Student Affairs ...................................................................................................................... 73
Service Center - IT ................................................................................................................. 81
Web Portal ............................................................................................................................ 83
PHASE 3 (Only) ITEMS ............................................................................................................... 90
Development and Marketing................................................................................................. 90
Career Services ..................................................................................................................... 91
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Zaytuna College: RFP – SIS
Introduction
Purpose: Zaytuna College is seeking a comprehensive cloud based student information system solution
to automate and connect major offices at the College. We invite you to submit a proposal for such a
system which satisfies the specifications outlined in this document.
CONTACT: The RFP contact at Zaytuna College is Duaa Elzeney, Director of Enrollment Management.
She may be contacted at 510.900.3139 or via email at [email protected].
All questions concerning the RFP must be submitted no later than January 30, 2015. Response to
individual vendor questions will be sent to all vendors.
SUBMISSIONS: The response will include two parts - the Proposal Document along with the completed
Questions and Requirements Worksheet. Please submit both by January 30, 2015 to Duaa Elzeney at
[email protected].
General Terms and Conditions
Applicability: These general terms and conditions will be observed in preparing the proposal to be
submitted.
Right to Cancel: Zaytuna may cancel contracts resulting from this RFP at any time for a breach of any
contractual obligation by providing the contractor with thirty-calendar day’s written notice of such
cancellation. Should Zaytuna exercise its right to cancel, such cancellation shall become effective on the
date as specified in the notice to cancel.
Proprietary Information: Vendor should be aware that the contents of all submitted proposals are
subject to public review and will be subject to the Freedom of Information Act. All information
submitted with your proposal will be considered public information unless vendor identifies all
proprietary information in the proposal by clearly marking on the top of each page so considered,
“Proprietary Information.”
While Zaytuna will endeavor to maintain all submitted information deemed proprietary within Zaytuna,
Zaytuna will not be liable for the release of such information.
Negotiation: Zaytuna reserves the right to negotiate all elements, which comprise the vendor’s proposal
to ensure the best possible consideration, be afforded to all concerned. Zaytuna further reserves the
right to waive any and all minor irregularities in the proposal, waive any defect, and/or reject any and all
proposals, and to seek new proposals when such an action would be deemed in the best interest of
Zaytuna.
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Zaytuna College: RFP – SIS
Indemnification: The vendor shall protect, indemnify and hold Zaytuna harmless against any liability
claims and costs of whatsoever kind and nature for injury to or death of any person or persons and for
loss or damage to any property occurring in connection with or in any incident to or arising out of
occupancy, use, service, operations or performance of work in connection with the contract, resulting in
whole or in part from the negligent acts or omissions of the vendor.
Caution to Responders: The College reserves the right to reject any and all proposals received as a result
of this RFP. The vendor is responsible for all costs associated with responding to this RFP.
College Background
School Statistics
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FTE Students: 59, as of Spring 2015
Faculty: 18 (full time and part time)
Non-faculty staff – will use SIS on a regular basis: 13
Non-faculty staff – will not use SIS regularly: 7
Project Objectives
Zaytuna’s objectives for the purchase of the Administrative Information System are:
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Replace manual tracking of student body
Improved decision making with better and more timely information
Improve data integration and college efficiency
Enable self-service opportunities for stakeholders
Improve data integrity, management, reporting, and ownership
The College is interested in purchasing and SIS ERP that has the following functionalities:
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Student Recruitment, Admission, Re-admission, Enrollment, Registrar, Faculty, Advising, Student
Affairs, Student Accounts
Financial Aid
Reporting
Workflows
Person and biographical data management and account provisioning.
Course catalog, course schedule and events management
Faculty data, Faculty assignment and Faculty Workload management
Degree Audit, program and major data management
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Zaytuna College: RFP – SIS
•
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Portals and Mobile Platforms for Students, Faculty, and Administrative Staff
Academic Data, transfer articulation, eTranscript.
Institutional and Regulatory Reporting.
The desktop environment is primarily MS Windows XP operating system using MS 2013 Office suite. The
campus email server is MS Exchange using Outlook as the email client for faculty and staff. The students
use a Microsoft online portal for their student emails.
In the long-term, the SIS will need to interface to the existing systems:
• Library – system is currently being developed
• Accounting – QuickBooks integration for Student Accounts information
• Having a platform for online classes
Project Time Line
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Deadline for RFPs – January 30, 2015
Zaytuna Steering Committee to review RFPs and Request Additional Information – February 1 – 28,
2015
Review and approval by Zaytuna Board of budget and schedule estimates – pending
Construction – goal (Phase 1 and 2 items): April 1 – May 31, 2015
o To be processes; Change management plan; training; test plan; user acceptance testing
Execute (Phase 1 and 2 items) – June 1 – 30, 2015
o User training, change mgmt., admin training, import existing data
Proposal Evaluation: The objective of the search is to ensure the selection of the most appropriate
software system which best meets the needs of the College and provides for future expansion. The
proposals will be evaluated on the basis of the following criteria (not listed in order of importance):
a. Application Software:
• Evaluation of how well the proposed applications meet the total needs of the institution.
• Evaluation of how easy the individual applications are to use and how well they improve the
operation and service of the College.
b. Vendors Ability to Implement in a Timely Manner:
• Vendor’s methods of implementation and training.
• Explain the data conversion approach.
• Provide a suggested project plan
• Reference checks with newly implemented clients.
c. Schools ability to maintain the software:
• The number of staff required to maintain the software.
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Zaytuna College: RFP – SIS
•
•
The College’s ability to modify the software to meet its needs.
The number and frequency of updates to the software.
d. Vendor Support:
• Explain the vendor’s support over the life time of the product.
• Provide customer support options
e. Ease of use:
• Does the system have a self-service portal?
• Does it have an easy end user report writer?
• What is the availability of CRM functionality?
• What is the availability of dashboards?
• Is a data warehouse provided with the system?
f. Technology:
• Does it use an industry standard relational database?
• Is it 3 Tier Client Server or .NET?
• What is the vendor’s vision of technology for higher education?
• Explain the security model- Can LDAP be utilized?
g. Company Stability:
• What is the size of the company?
• Evaluation of company financials.
• What is the vendor’s position in the market place?
• Number of clients.
• Quality of service.
• Partners and Awards
h. Cost:
• Evaluation of the total cost of the system, including hardware and software, implementation,
travel, data conversion, maintenance, and training.
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Instructions for Formatting RFP Response
Please arrange your response Proposal Document to include the following sections.
Section 1: Executive Summary
Provide an executive summary that summarizes the proposal.
Section 2: Vendor Profile
Provide the following information:
(a) Name of vendor
(b) Vendor’s mailing address, telephone number, FAX number, and web site address
(c) Vendor’s primary contact person
(d) Primary contact person’s title, mailing address, telephone number(s), FAX number, and email
address
(e) Brief overview of the vendor’s company, products, and services
Section 3: Vendor’s Corporate Strength
Describe the vendor’s corporate history, market segment(s), client base, employee base, research and
development programs, and financial well-being.
Section 4: Data Conversion and System Interfaces
(a) Describe the products, utilities, processes and services that are recommended or needed for the
conversion of the existing data.
Section 5: Proposed Training and Implementation Services
(a) Describe the training and implementation support that is required, recommended, available or
provided for each proposed software product, including the database management system.
(b) Provide a suggested implementation schedule, including major milestones.
Section 6: Software Maintenance and Enhancements
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(a) Describe the benefits, impacts, and schedules of new releases and modules. State the
circumstances under which such releases are mandatory or optional.
(b) Describe, both during and after the warranty period, the procedures for obtaining product
support.
Section 7: Proposed Products and Services
Describe, in detail, all proposed products and services.
Section 8: Optional Products and Services
Describe, in detail, all optional products and services.
Section 9: Proposed Pricing
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Provide pricing tables for the proposed software and services (required and optional).
The vendor’s price information must be itemized and include all costs (e.g., license fees,
implementation and training, travel and per diem, documentation, maintenance, and hourly rates).
The information provided here will be used to determine the value of each vendor’s proposed
solution (price paid for function delivered). While this is not considered a final proposal, the
information below will be used in the work teams’ deliberations process to select a vendor.
Please provide a five-year cost of ownership estimate including licensing, maintenance and support,
updates and on-going training. A five-year cost per student calculation is desired.
Please detail your policies regarding additional costs based on increases in student population, size of
the database, or other criteria.
Application Software
Provide complete data on all initial costs to license the software being proposed, including source
code, object code and documentation. Detail the modules included and the associated price of each.
Clearly indicate which module(s) address the following functional areas: recruitment/admissions,
registration, financial aid, student activities, student records, student advising/grading/attendance,
housing, security, student judicial, alumni/donor development, career/intern services, web based
student functionality.
Implementation Support and Training
Provide complete data of all initial costs for implementation and training of all products (including the
database management system, report writer and query tools) being proposed. Indicate whether
training is conducted at the vendor’s facility or at our location.
Ongoing costs
Provide complete annual maintenance costs for all products (including the database management
system, report writer and query tools) being proposed and the date that initial maintenance begins.
If multi-year contract discounts are available, detail them.
Additional Services
Provide complete data on all offerings and costs for any additional services that may be contracted for
including project management, consulting services, programming services for software modifications
and additional training.
Hosting Services or SaaS
Provide complete data of all costs for any additional services that may be contracted for including
consulting services for database hosting solution and/or ASP.
Internal Costs
Please provide guidance on possible additional internal costs that are associated with your software
and its implementation.
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Section 10: References
Please include at least five references.
Section 10: Signature Page
The contractor/vendor certifies that the information provided is true and accurate.
RFP Submitted by: _________________________________________________
Signature: _________________________________________________
Title: _________________________________________________
Company: _________________________________________________
Address: _________________________________________________
E-Mail: _________________________________________________
Telephone: _________________________________________________
Fax: _________________________________________________
Date: _________________________________________________
Section 11: Solution Requirements
Please include responses to the Requirements section of the proposal.
Section 12: Attachments
Please use this section for attachments referenced in the proposal.
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Instructions for Questions and Requirements Worksheet
In this section of the response the vendor is expected to use the formatted tables on the following
pages to enter their responses. The format was set up to facilitate both the vendors’ work and the
analysis of their responses by the College.
1. If you need to enter brief comments about a response, they can be inserted immediately to the right
in the Comment column.
2. If you need to enter detailed comments please add a full row directly below the requirement.
3. If you need to include screen images with detailed comments please add a full row directly below
the requirement item and paste images within the table.
4. Attachments may be referenced and placed in the Attachments section of the proposal.
Response Column:
Y
Yes. If your proposed solution can perform the requirement listed. Also, include evidence of this as
documentation. The evidence can be included as Appendices. Note, if you use a 3rd party to provide this
functionality and the 3rd party’s product and fees are included in this proposal, consider your answer to
be yes.
N
No, your proposed system does not meet the requirement and there are no current plans to provide this
functionality in the future
T
Tools- The requirement can be accomplished with the tools provided with the base system, e.g. a
student’s shoe size is not included in the data elements provided but can be added to the data base with
the tools provided.
F:
Future planned enhancement. The vendor is planning to provide functionality that will meet this
requirement sometime in the near future.
3
3rd Party – The vendor partners with a 3rd party to provide this functionality. However, this
functionality is not included in this proposal but could be added later.
Vendor responses to this proposal must follow the format of this RFP. Failure to comply may impact the
evaluation of the submitted proposal.
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Hosting Requirements
Vendor Hosting (SaaS)
Requirements
Vendor Response
Service Requirements
Provide a service level agreement which
addresses items such as but not limited to the
following: training, support, disaster recovery,
performance, system maintenance and
provisioning of hardware and software.
Describe documented multi-tenant data
strategy (isolated/shared) including, but not
limited to storage, concurrent usage,
upgrades, load balancing, etc.
Provide evidence that the performance of the
solution and the recommended infrastructure
will satisfy Zaytuna College needs including but
not limited to high availability, resiliency,
scalability and security.
Can the solution support concurrent users
performing typical day-to-day functions
including but not limited to student admission,
registration, advising, attendance tracking,
scheduling, grade entry, etc..?
Supply all costs related to additional software
required or recommended such as that report
generators, development software,
management software and/or any software
that may enhance or ease the management of
the overall application system.
Explain how all Personally Identifiable
Information is encrypted during transmission
and in storage.
Describe the solutions adherence to standards
such as, but not limited to: Health Insurance
Portability and Accountability Act (HIPAA),
Family Educational Rights and Privacy Act
(FERPA)
Describe in detail the maximum amount of
data that the solution will store in the system,
inclusive of PDF, XLS, multimedia files
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Zaytuna College: RFP – SIS
Vendor Hosting (SaaS)
Requirements
Vendor Response
Describe interfaces to external systems
including interfaces with state and federal
reporting system.
Describe customer assistance and support for
the proposed solution, the description shall
include but not be limited to the following:
helpdesk questions, student portal support,
newly added functionality, etc…
Implementation Approach
Describe the proposed approach to effectively
manage the project work plan, inclusive of
project implementation updates, overall
communications, task tracking. Include project
control methods to manage scope, time,
budget, and quality.
Provide one or more systems architecture
diagram(s) that shows how the solution will be
implemented and deployed. This should
include physical design, logical design, and
data flows between components.
Provide documentation explaining the
approach to quality management, quality
planning, quality assurance, and quality control
inclusive but not limited to the system
performance, load testing, defect resolution
procedures, etc…
Provide a description of the company’s
organization and staffing, including the names
and position titles of full-time personnel who
are assigned to the proposed SIS, specifically in
these areas: Project Management, Application
Development, Product Implementation,
Quality Assurance and testing, Training and
documentation and Technical Support.
Operation Approach
Identify and disclose all known risks that can
occur once the solution is operational. Risks
shall include hardware and software failures,
end-of-life for hardware and software
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Vendor Hosting (SaaS)
Requirements
Vendor Response
components. Each risk shall include probability
and impact to business operations. Mitigation
steps for each risk shall also be identified.
Describe the proposed approach to issues
management and control system to address
issue identification, impact evaluation, issue
assignment, and issue resolution.
Supply a detailed list of service outages
experienced during the previous 12 months,
whether planned or not and the length of the
outages.
Provide product roadmap with anticipated
enhancements, architecture changes, release
schedule, retirement, etc. addressing the
entire life-cycle.
Describe all resources and skill sets required
from Zaytuna College to support the
implementation and maintenance of the
solution. Resources should be identified by
role and required skills.
Describe the proposed approach to change
management, inclusive of the change control
system to be used and its approach to change
identification, impact evaluation, change
authorization, and change implementation.
Please describe the your change management
practices relative to software fixes and periodic
upgrades including but not limited to the
current regular schedule of software releases.
Training Methodology and Plan
Describe training methodology that will
provide the most effective training for staff.
Provide a timeline recommending the type,
location, sequence, and duration of training
sessions.
Describe and recommend which user types
should attend each type of training and
recommend which user types need broader
training
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Vendor Hosting (SaaS)
Requirements
Vendor Response
Describe how the training will be updated and
pushed out with each new release.
Training proposal should include: type of
training, pre-requisite, training delivery and
audience job role.
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Requirements
TECHNOLOGY
Vendor Response
Discuss your database platform:
Is the system architected to support multiple
brands, campus locations, and campus groups
in a single database instance?
Does it utilize a relational database? If so, is it
Database-Agnostic?
Does it utilize a normalized data schema?
Do you provide a data dictionary providing
table and column definitions in a searchable
form?
Does the system wrap transactions to ensure
complex transactions commit or are rolled
back in accordance with business rules?
Does the system use a commercially common
and proven database platform?
What extent of tuning and monitoring is
required to keep that database running
efficiently?
What evidence can you present to prove that
your system is scalable to
Support over 2 campuses and over 300 active
2,000 inactive student records?
Support over 20 concurrent staff users?
Employ a three-tier architecture that leverages
business logic in the middle tier to achieve
application scalability?
Support the use of replicated reporting
databases?
Discuss your user interface
Is the system both Windows based and Web
based, providing robust user tools appropriate
for their role?
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TECHNOLOGY
Vendor Response
How easy is it to learn and use? Does it adhere
to common Windows and Web application
paradigms?
Does the system allow customization of
existing and addition of new reports?
Does the system control access to both
existing and custom reports within the
standard system security controls?
Does the system Interface with common Office
programs including Word and Excel?
Describe how your system handles security
and authentication
Does it support Active Directory LDAP services
authentication?
Does it log transactions by user id?
Does it support and enforce password
complexity rules?
Does it lock out accounts after a specified
number of failed login attempts?
Does it maintain secure connections between
web components and database server?
Does it Encrypt sensitive data such as credit
cards and SSN data?
Does that system allow data access at the row
level, field level or value based level?
Can it be configured to match organizational
controls that achieve FERPA Compliance?
Discuss mobile application
There is the option for students to access the
student portal through a mobile app or at least
through the web but enhanced for mobile use
System Integrations
Does the system have built-in integration with
commonly used Learning Management
Systems?
Does the system have document imaging
capabilities? If not, does it have the capability
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TECHNOLOGY
Vendor Response
to integrate with document management
system(s)?
Does the system support common industry
single sign on authentication methods such as
CAS?
Does the system have facilities and events
management capabilities? If not, does it have
built-in integration with external event
scheduling tools?
Does the system have built-in capabilities to
integrate with eTranscript services?
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PHASE 1 AND 2 ITEMS
Courses and Schedules
Phase (1, 2,
3)
Courses and Schedules
Y/
N/
T/
F/
3
If F: Est.
Release
Date
Q/YY
If 3 or
T: Est.
Hours
of
Effort
Comments
Creating and managing course
schedules
Phase 1
Does the system create course
offerings with complete section
timetable and meeting location
information that can be maintained
on-line?
Phase 1
Does the system create sub-terms
within a term (e.g., summer first four
weeks and summer last four weeks)
and associate a section with a
particular sub-term?
Phase 1
The system supports variable
meeting patterns and class periods.
Phase 1
Each course can have an unlimited
number of sections.
Phase 1
The system has the ability to enforce
faculty course assignment based on
certifications.
Phase 1
Each section can have an unlimited
number of meeting times.
Phase 1
Each section meeting can have an
unlimited number of instructors.
Phase 1
The system checks for classroom
time and room conflicts
automatically when scheduling
courses.
Phase 1
The assignment of faculty to classes
can be made easily, with dynamic
edit capabilities and scheduleconflict checks.
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Phase (1, 2,
3)
Courses and Schedules
Phase 1
The system supports multiple
academic programs and campuses
with different, user-defined
calendars having terms of different
starting dates and lengths.
Phase 1
The system includes an automated
section cancellation processes,
including changing the section
status, dropping the students,
preparing notification letters, and
adjusting faculty workload.
Phase 1
The system has ability to handle
classes that bridge multiple sessions,
in all functions, including
registration, student billing, grading,
and transcription.
Phase 3
The system handles courses offered
under different catalog numbers and
titles, yet the course meets at the
same time/location and with the
same instructor (cross-listed
courses).
Phase 3
The system has the ability to
automatically create new online
course sections when one becomes
filled.
Phase 3
The system supports hybrid
registration models with online and
on campus course sharing.
Phase 1
The system supports multiple
delivery methods.
Phase 1
Course schedules are published in
the system.
Phase 1
The system provides classroom setup features. (room requirements,
resources etc.)
Confidential Information
Y/
N/
T/
F/
3
If F: Est.
Release
Date
Q/YY
If 3 or
T: Est.
Hours
of
Effort
Comments
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Zaytuna College: RFP – SIS
Phase (1, 2,
3)
Courses and Schedules
Phase 1
The system provides set-up of
courses (books required, designated
audit courses, remedial, pre-reqs, coreqs, attributes, etc.)
Phase 1
The system includes features to setup lessons for each class section.
Phase 1
The system supports the set-up
periods of instruction (terms,
semesters, mini-terms, non-term
environment).
Phase 1
The system provides steps to
schedule and un-schedule a class
section.
Phase 1
Scheduling tools provide
consideration for seat requirements,
instructor requirements, resource
management, number of sections
needed, etc.
Phase 3
Ability to integrate excel tracking
reports from EastWind Bookstore to
track books and quantities of books
students have picked up and to track
by student.
Phase 1
Accurate, up-to-the-minute
enrollment counts are available online at any time.
Phase 1
Does the system support autocreation of sections when sections
fill?
Phase 1
Does the system support priority
wait listing for class sections that are
full?
Confidential Information
Y/
N/
T/
F/
3
If F: Est.
Release
Date
Q/YY
If 3 or
T: Est.
Hours
of
Effort
Comments
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Programs and Degree Audit
Phase (1,
2, 3)
Programs and Degree Audit
Phase 1
The program catalog, or version, is
maintained with easy entry course
descriptions, pre-requisites, corequisites, equivalencies, recommended
texts, fees, and entrance requirements.
Phase 1
The system has the ability to identify
requirement rules for a program.
Phase 1
The system allows the assignment of
start dates and other annual dates to the
program.
Phase 1
The system provides the ability to copy
programs to a new version or catalog.
Phase 1
Program catalogs for unlimited number
of previous sessions or years can be
maintained (ease of catalog
maintenance)
Phase 1
The system provides automatic degree
audit capabilities usable for a single
student or a user-selected group, which
easily identifies outstanding courses for
graduation.
Phase 1
The degree audit capabilities evaluate
transfer credits, substitutions, and
wavers on the student’s transcript.
Phase 1
The degree audit is conducted under the
specific program catalog, or version,
applicable to the student.
Phase 1
The degree audit capabilities are suitable
for student academic advising, including
investigation of “what-if” scenarios or
hypothetical program changes.
Phase 1
The system supports student specific
degree audit requirements (adding or
deleting of courses as required, by user
permission.)
Confidential Information
Y/
N/
T/
F/
3
If F: Est.
Release
Date
Q/YY
If 3 or
T: Est.
Hours
of
Effort
Comments
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Phase (1,
2, 3)
Programs and Degree Audit
Phase 1
The system provides a list of courses for
which a specific student was scheduled
and attempted and/or completed.
Phase 1
Students can view their degree audit
online.
Phase 1
That course requirements can be by
credit, or hour, or both.
Phase 1
The repeats of courses can be managed
at a course level and will follow the
school repeat policy.
Y/
N/
T/
F/
3
If F: Est.
Release
Date
Q/YY
If 3 or
T: Est.
Hours
of
Effort
Comments
Y/
N/
T/
F/
3
If F: Est.
Release
Date
Q/YY
If 3 or T:
Est.
Hours
of Effort
Comments
Admissions
Phase (1, 2,
3)
Admissions
The proposed system will manage the
following communications and data
capture activities
Phase 1
The scheduling of recruiting related
activities associated with prospects
Phase 1
The recording of user definable activity
results for a scheduled or unscheduled
activity
Phase 1
The creation of a user defined lead
process within the application which can
consist of an unlimited number of steps.
Phase 3
The entry of an expected 'budget
revenue' for each lead source
Phase 1
The entry of an unlimited number of lines
of notes associated with activities with a
given contact - which can be reviewed on
demand
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Phase (1, 2,
3)
Admissions
Phase 1
Generate mass mailing information
(labels, e-mail addresses, etc.) for leads
that meet specific user defined profiles
based upon program, lead type
(international, high school, mature,
online,) expected start, geographical
location, lead source etc.
Phase 1
Store documents associated with a
specific prospect and/or contact within
the system in any format (e.g., PDF, Word
Document, HTML, Spread Sheet, etc.) for
random recall and viewing.
Phase 1
Navigate directly from the lead
telemarketing or online process to an
enrollment with the relevant information
automatically inserted into the
enrollment fields.
Phase 1
Query lead records by name, partial
name, social security number, student ID,
or nickname.
Phase 1
Assign unique identification number
automatically to each student.
Phase 1
Schedule appointments which will show
on the representative’s activity list and
on the prospect’s record in the system.
Phase 1
Store unlimited biographic, academic,
and demographic data, exam scores,
transfer information, interests,
achievements, involvement,
immunizations, relations to other
individuals, history of contact and other
user-defined data.
Phase 3
Provide the ability to schedule an
appointment for Financial Aid Advisor
and how Admissions can see Advisors
availability.
Phase 3
Automatically assign financial aid advisor
to student based on criteria.
Confidential Information
Y/
N/
T/
F/
3
If F: Est.
Release
Date
Q/YY
If 3 or T:
Est.
Hours
of Effort
Comments
Page 25
Zaytuna College: RFP – SIS
Phase (1, 2,
3)
Admissions
Phase 1
Keep all contacts, comments and
interactions from appointments in an
activity log for analysis and historical
viewing.
Phase 1
Track FERPA data protection preferences
at the time of admission (Track what
information is able to be released and
what is not and to whom information is
able to be released.)
Phase 1
Track a student as information restricted
and have the user aware of this when the
student’s record is accessed on all
appropriate screens.
Phase 1
Track students not to be re-admitted
Phase 1
Associate unlimited types of
addresses/contacts for student with
multiple instances of each type.
Phase 1
Track preferred method of
communication.
Phase 1
Utilize scripts to prompt queries to
prospect and document answers.
Answers may prompt additional
automated triggers for future follow up.
Phase 1
Assign activities for follow up to
appropriate staff members.
Phase 1
Send outbound mail merge letters,
emails and SMS messages to prospects,
applicants and students.
Phase 1
Automate triggers to specified staff
member to prompt follow up activities
including calls, letters, and emails.
Phase 1
Control timing of specified sequence of
follow up activities.
Phase 1
Communicate to prospects, students and
alumni using multiple channels including
letters, e-mails, SMS text messages and
via a student portal.
Confidential Information
Y/
N/
T/
F/
3
If F: Est.
Release
Date
Q/YY
If 3 or T:
Est.
Hours
of Effort
Comments
Page 26
Zaytuna College: RFP – SIS
Phase (1, 2,
3)
Admissions
Phase 1
Provide a comprehensive, consolidated
and simple 360-degree view of all
communications between the institution
and students on a single screen.
Phase 1
Use merge fields in letters and e-mails to
standardize and streamline
communications.
Phase 1
Configure communication options by
staff and staff group, restricting or
allowing access to specific activities (emails, letters, phone calls, notes and
other activities) based on role.
Phase 1
Use of a HTML editor to create rich email messages that may include
attachments.
Phase 1
Configure automated multi-step
communications to leads based on
channel: internet, radio, television etc.
Phase 1
Configure automated intra and interdepartmental communication driven by
key milestones in a student’s lifecycle.
Phase 1
Define phone call scripts.
Phase 1
Define campus tour scripts.
Phase 1
Communicate to students individually or
via student groups.
Y/
N/
T/
F/
3
If F: Est.
Release
Date
Q/YY
If 3 or T:
Est.
Hours
of Effort
Comments
The system provides the following
functionality relating to prospect import
and tracking
Phase 1
Import leads electronically from external
sources.
Phase 1
Automatically assign leads to campuses
and nation-wide representatives based
on geography or program of interest
Phase 1
Qualify leads by requirement of specified
fields to ensure all incoming leads meet
the institutional definitions to count as a
Confidential Information
Page 27
Zaytuna College: RFP – SIS
Phase (1, 2,
3)
Admissions
Y/
N/
T/
F/
3
If F: Est.
Release
Date
Q/YY
If 3 or T:
Est.
Hours
of Effort
Comments
lead.
Phase 1
Use a lead data input screen to capture
walk in and call in prospects reflected
real-time for representative to document
additional information during
appointment or call.
Phase 1
Identify web inquiries as leads via
request for information and/or applicant
portals.
Phase 1
Allow efficient batch lead entry for
repetitive data elements.
Phase 1
Identify potential duplicates based on
specified criteria and review to
determine disposition before lead is
established as part of the database.
Phase 1
Perform real time import of leads from
3rd party vendors and high school lists.
Phase 1
Provide web forms that accommodate
real-time capture of leads.
Phase 1
Configure lead duplication and
qualification rules to be used when leads
enter the system.
Lead Source Management in the system
includes ability to
Phase 1
Assign each incoming lead to source and
category.
Phase 3
Manage lead sources globally, by campus
group or individual campus.
Phase 1
Assign advertising expenses to specific
recruitment campaigns and lead sources.
Phase 3
Identify cost per lead, cost per
enrollment and cost per start metrics for
specified period of time.
Phase 1
Support statistical analysis of various
demographics, program interest and
Confidential Information
Page 28
Zaytuna College: RFP – SIS
Phase (1, 2,
3)
Admissions
Y/
N/
T/
F/
3
If F: Est.
Release
Date
Q/YY
If 3 or T:
Est.
Hours
of Effort
Comments
results based on specified lead sources or
categories.
Phase 1
Provide lead source performance
statistics.
Phase 3
Provide admissions representative
performance statistics.
Phase 1
Track lead sources including lead
vendors, sub-vendors, affiliates and
search key words.
Phase 1
Configure marketing expenses and
identify each campaign’s effectiveness.
Phase 1
Identify cost per lead, cost per
enrollment and cost per start.
Phase 1
Identify the most effective lead sources
and channels.
Phase 1
Identify all activities that support lead
conversion.
Phase 1
Historical student status tracking for
budgeting analysis
When assigning prospects to
representatives the system will
Phase 3
Assign incoming leads to a representative
for immediate access and/or follow up
activities as indicated.
Phase 3
Provide ability to re-assign leads based
on school determined criteria.
Phase 3
Allocate specified geographic zones for
lead assignment to appropriate
representative(s).
Phase 3
Provide ability to assign leads to various
types of representatives by target group
as determined by the institution (i.e. high
school, field, campus, adult, etc.)
The system includes features for
enrollment and counselor management
Confidential Information
Page 29
Zaytuna College: RFP – SIS
Phase (1, 2,
3)
Admissions
Phase 1
Tracking application activity.
Phase 1
Tracking enrollment activity compared to
budgeted numbers.
Phase 1
Calculating lead conversion rates to
applicant and enrollment by
representative, lead source, program,
and/or campus.
Phase 1
Providing the ability for prospects to
inquire and apply multiple times.
Phase 1
Ability for applicants to pay their
application fees through the system.
Phase 1
Tracking deposits made by
applicants/enrollees.
Phase 1
Determining prospects that have
interviewed but never enrolled.
Phase 1
Reporting prospects that inquired but
never interviewed.
Phase 1
Supporting campus and/or program
transfers for applicants and students.
Phase 1
Admissions representatives can quickly
view their lead pipeline.
Phase 1
Admissions representatives can view
their tasks for the day, week and overdue
tasks.
Phase 1
Ability to add, edit and complete all
activities via a single screen.
Phase 1
Identify the most effective admissions
representatives based on activity
completion and/or conversion.
Phase 1
Configuration of preferred contact
methods for students.
Phase 1
Ability to export lead lists to Excel or CSV.
Phase 1
Ability to segment leads and create
groups and lists.
Confidential Information
Y/
N/
T/
F/
3
If F: Est.
Release
Date
Q/YY
If 3 or T:
Est.
Hours
of Effort
Comments
Page 30
Zaytuna College: RFP – SIS
Phase (1, 2,
3)
Phase 1
Admissions
Y/
N/
T/
F/
3
If F: Est.
Release
Date
Q/YY
If 3 or T:
Est.
Hours
of Effort
Comments
Ability to associate leads to 3rd parties
and organizations.
Phase 1
Ability to create custom data fields.
Users can manage the prospect life cycle
Phase 1
Track stages of prospect’s activity from
initial inquiry to scheduled appointment,
interview, application, enrollment, start
and ultimately, through program
completion.
Phase 1
Track multiple enrollments when student
returns after exiting as a drop or
graduate or if concurrent enrollments are
allowed.
Phase 1
Determine progress with financial aid
packaging during prospect’s life cycle.
Phase 1
Support storage of proficiency test data
by student and honors minimum test
score requirements for enrollment.
The system manages transfer credit
Phase 1
Does the system provide student's the
ability to submit prior coursework online
for evaluation of transfer credit?
Phase 1
How does the system automatically
accept transfer credits for documented
equivalencies?
Phase 1
How do users monitor the status of
transfer credit, whether they are
accepted or denied?
Phase 1
How does a student or counselor
determine the impact of transfer credit
to degree audit?
The system tracks documents on the
student’s record
Phase 1
Automatically determines and assigns
Confidential Information
Page 31
Zaytuna College: RFP – SIS
Phase (1, 2,
3)
Admissions
Y/
N/
T/
F/
3
If F: Est.
Release
Date
Q/YY
If 3 or T:
Est.
Hours
of Effort
Comments
individual and/or lists of documents
required at various stages of the
student’s life cycle.
Phase 1
Provides the ability for students to
submit documents electronically via the
web.
Phase 1
Monitors receipt of required documents.
Phase 1
Allows reporting on missing documents
by student or by document as needed.
Phase 1
Incorporates specific document names
into mail merges to notify students of
required documents not yet received.
The system manages regulatory and
compliance issues
Phase 1
Provides security limits for users to
access only the information required for
specified role and responsibilities.
Phase 1
Provides security permissions that limit
representatives to perform recruitment
activities for states for which the
representative is licensed.
The system allows monitoring of the
Admissions Officers performance
Phase 3
Monitors representative performance
based on completion of assigned
activities.
Phase 3
Measures conversion rates including lead
to appointment, interview, enrollment
and start.
Phase 3
Measures performance of
representatives based on conversion for
particular start date or for specified
period of time.
Phase 3
Compares performance of various
representatives based on lead source,
Confidential Information
Page 32
Zaytuna College: RFP – SIS
Phase (1, 2,
3)
Admissions
Y/
N/
T/
F/
3
If F: Est.
Release
Date
Q/YY
If 3 or T:
Est.
Hours
of Effort
Comments
lead category, campus and/or program.
Phase 3
Provides forecasting of future start
activity based on enrollment information.
The system has features to manage
workflow
Phase 1
Define workflow based on student data,
activities, tasks or documents.
Phase 1
Define workflow that assigns activities
and communication to students and/or
staff.
Phase 1
Define workflow rules that will
automatically schedule activities in the
future with corresponding due dates.
Phase 3
Define workflow to be enforced across all
campus locations, resulting in
standardization of business processes.
Phase 1
Define workflow specific to a single
campus or groups of campuses.
Phase 1
Trigger student documents and a
required document list.
Phase 1
Define document workflow that will
include student letters and e-mails as
well as staff activities.
Phase 1
Define field level security to ensure sales,
marketing and admissions staff can only
view data relevant to their job.
Confidential Information
Page 33
Zaytuna College: RFP – SIS
Registration
Phase (1,
2, 3)
Registration
Y
/
N
/
T
/
F
/
3
If F: Est.
Release
Date
Q/YY
If 3 or
T: Est.
Hours
of
Effort
Comments
Enrollment Processing
Phase 1
Upon enrollment, are student records
created from existing information in
Admissions and Financial Aid modules
eliminating any duplicate entry of data?
Phase 3
Handles multiple enrollments, degrees,
majors, minors and concentrations.
Phase 1
Outstanding "required" file
documents/events per student can be
tracked and reported.
Phase 1
Enrollment can be blocked, or limited if
student has missing documents, data, or
other requirements.
Phase 1
Fees and charges can be automatically
calculated as a result of enrollment.
Phase 1
Expected midpoint, internship, and
graduation dates are automatically
calculated upon enrollment.
Confidential Information
Page 34
Zaytuna College: RFP – SIS
Phase (1,
2, 3)
Registration
Phase 1
Advisors can be assigned to students and
both student and advisor automatically
notified.
Phase 1
Students must enter all their personal
information upon enrollment, including an
alternate personal email account. Or this
information is obtained at the admissions
stage.
Phase 1
Student pictures are required and a
student can take their picture on their
laptop camera and upload it to the
system. The system can store the picture
as part of the student file and can be used
for the student ID.
Phase 3
Dollar value can be added on student ID
and monitored by the student through
student account in the portal. The card
will be accepted at the Zaytuna’s future
bookstore/café.
Phase 1
Block registration capability is available to
permit enrollment in a block of classes
with few keystrokes, including conflict and
requisite checking.
Phase 1
Students are automatically registered for
their classes based on their track program.
Phase 1
During on-line registration, can classes be
entered by either full course/section
number or by shorter reference number?
Phase 1
Schedule time conflicts are displayed at
registration time.
Confidential Information
Y
/
N
/
T
/
F
/
3
If F: Est.
Release
Date
Q/YY
If 3 or
T: Est.
Hours
of
Effort
Comments
Page 35
Zaytuna College: RFP – SIS
Phase (1,
2, 3)
Registration
Phase 1
The system can be set up to give the
registration staff override capability for
course selection, credit hour value, and/or
grading method.
Phase 1
Are closed sections displayed at
registration time?
Phase 1
Is there a list of alternative sections can
be displayed for any closed section?
Phase 1
Course requirements can be verified
automatically at registration time,
including prerequisites, co-requisites,
concurrent requisites, test scores,
minimum grades.
Phase 1
Can users use flexible search criteria for
finding available sections during
registration?
Phase 1
System can immediately print a
comprehensive sheet with registration,
financial aid, and billing information for
student.
Phase 1
Holds can be turned on for academic,
financial, or other causes, and displayed at
registration for student (with optional
override capabilities).
Phase 1
Adds, drops, and other on-line registration
changes of a student immediately update
registration, financial aid, and billing
information.
Confidential Information
Y
/
N
/
T
/
F
/
3
If F: Est.
Release
Date
Q/YY
If 3 or
T: Est.
Hours
of
Effort
Comments
Page 36
Zaytuna College: RFP – SIS
Phase (1,
2, 3)
Registration
Phase 1
Wait-list maximums can be established for
each section, list of students waiting
maintained, message provided as seats
become available.
Phase 1
Are there reasons for drops/withdrawals
that can be tracked?
Phase 1
Any student group or subgroup of
schedules or class lists may be printed.
Phase 1
Public auditors’ volunteer hours can be
logged in by the auditor and tracked in the
system by semester.
Phase 1
Mentors can be assigned and the
assignments tracked by the system.
Phase 1
The system supports student academic
counseling notes which can be audited
showing time stamp and mentor’s name.
Phase 1
Rules can be associated to groups of
students that are given priority during
registration.
Phase 1
Does the system support priority
registration (seniors before juniors)
through the use of registration groups?
Y
/
N
/
T
/
F
/
3
If F: Est.
Release
Date
Q/YY
If 3 or
T: Est.
Hours
of
Effort
Comments
Academic Data
Confidential Information
Page 37
Zaytuna College: RFP – SIS
Phase (1,
2, 3)
Academic Data
Y
/
N
/
T
/
F
/
3
If F: Est.
Release
Date
Q/YY
If 3 or
T: Est.
Hours
of
Effort
Comments
Grades, attendance entry and tracking,
and assignments tracking
Phase 1
Monitor and communicate with nonreturning, non-graduating students
Accommodate numeric grading plans
Phase 1
Phase 1
Support anonymous grading
Phase 1
Provide capability to control inquiry and
update access to grading according to
permissions
Phase 1
Provide real-time entry and validation of
grades for individual students or entire
section
Phase 1
Grades are updated on an on-going basis
so students can access them at any time,
including quizzes, etc.
Phase 1
At-risk students receive mid-term warning
letters, with copy to instructor and
advisor
Phase 1
Is GPA automatically calculated and reevaluated with every grade entry or
change?
Phase 1
Automatic, immediate update of on-line
transcripts with every grade entry or
grade change
Phase 1
Automatically maintain a historical audit
trail of all grade entries or changes to a
transcript
Phase 1
Configure course repeat logic to support
institutional policy
Phase 1
Prepare report cards for both mid-term
and final grades.
Confidential Information
Page 38
Zaytuna College: RFP – SIS
Phase (1,
2, 3)
Academic Data
Phase 1
Calculate student class level based on
credit hours
Phase 1
Automatically calculate Dean’s List and
other academic standings
Phase 1
Perform grade distribution and section
analysis reports
Phase 1
Tracking missing assignments for each
student for each class to be accessed by
each student – in keeping track of their
assignments and deadlines.
Phase 1
Track Academic performance of students
by class, instructor, advisor, and/or
individual student
Phase 1
Support satisfactory academic progress
reporting
Phase 1
Automate holds based on failed
satisfactory academic progress
Phase 1
Allow student attendance to be entered
by faculty and be tracked by the academic
records office?
Phase 1
Allow student attendance to be entered
from the interment by faculty and be
tracked by the academic records office for
multiple locations?
Phase 1
System tracks practical training hours.
Phase 1
Automatically notify student and staff
when the student doesn't meet class
attendance policies
Phase 1
Support expected graduation date
projection and requirements remaining
Confidential Information
Y
/
N
/
T
/
F
/
3
If F: Est.
Release
Date
Q/YY
If 3 or
T: Est.
Hours
of
Effort
Comments
Page 39
Zaytuna College: RFP – SIS
Phase (1,
2, 3)
Academic Data
Phase 1
Allow for multiple satisfactory academic
progress policies and supports probation
tracking
Phase 1
Automatically notify staff when a student
is on probation
Phase 1
Automatically notify staff when a student
drops below full time
Phase 1
Allow users to designate grades not to be
included in the GPA calculation
Y
/
N
/
T
/
F
/
3
If F: Est.
Release
Date
Q/YY
If 3 or
T: Est.
Hours
of
Effort
Comments
Process for LOA's, Transfers and
Withdrawals
Phase 1
Can student record be transferred to
another College?
Phase 1
Does system support all government
regulations for students who withdraw?
Phase 1
Does the system support configuring
school LOA policies which include number
of times allowed on LOA, maximum days
for LOA, and number of days between
LOA?
Phase 1
Does the system facilitate associating
reasons and reason codes with LOA and
withdrawals?
Phase 1
Does system allow automatically notifying
staff when a student withdraws or is on
LOA, and when students return or
reinstated?
Graduates and Transcripts
Phase 1
The ability for Official and Unofficial
Transcripts to be custom formatted.
Phase 1
Transcripts showing record of transfer,
test-out, and waived credits.
Confidential Information
Page 40
Zaytuna College: RFP – SIS
Phase (1,
2, 3)
Academic Data
Phase 1
Degrees, honors, awards, and
certifications can be assigned and tracked
in batch or by student.
Phase 1
Students can be put on a transcript
printing hold.
Phase 1
Transcript requests from other schools,
employers and students are recorded and
processed.
Phase 1
Alumni can request transcripts.
Phase 1
Official transcripts are charged a print fee.
Phase 1
Students can apply for graduation in the
fall semester of their senior year. This is
granted through the system only when
they have met all graduation
requirements.
Phase 1
Staff in all departments can be
automatically notified when a student
applies for graduation.
Confidential Information
Y
/
N
/
T
/
F
/
3
If F: Est.
Release
Date
Q/YY
If 3 or
T: Est.
Hours
of
Effort
Comments
Page 41
Zaytuna College: RFP – SIS
Financial Aid
Phase (1,
2, 3)
Financial Aid
Y
/
N
/
T
/
F
/
3
If F: Est.
Release
Date
Q/YY
If 3 or
T: Est.
Hours
of
Effort
Comments
The system includes functionality to
capture student information and manage
appointments
Phase 1
Make all data captured on-line during
admissions process available without reentry, including biographic, demographic,
academic, employment, spouse/parent
and other relationships, exam scores,
transfer information, degree-seeking
information, interests, achievements,
involvements, etc.
Phase 1
Allow retrieval of students' records by
name, previous names, nickname, partial
name, ID from previous computer system,
or social security number.
Phase 1
Keep a record of all contact history
between student and admission
representative that is accessible by
Financial Aid
Phase 3
Allow collaboration between Admissions
and Financial Aid, e.g. admissions can
schedule appointments for financial aid
advisors. Admissions can see Advisors
availability
Phase 3
Automatically assign Financial aid advisors
to students based on configurable criteria.
The system manages the following tasks
related to document tracking
Phase 1
Assigning documents for collection
Phase 1
Storing and retrieving document images
Confidential Information
Page 42
Zaytuna College: RFP – SIS
Phase (1,
2, 3)
Financial Aid
Phase 1
Identifying stored documents by Award
Year
Phase 1
Allowing documents to be signed
electronically and securely by students
Phase 1
Automatically scanning and indexing
documents with document imaging
software
Phase 1
Updating document statuses individually
or in batches.
Phase 1
Communicating missing documents to
students via portals, email and letters
Phase 1
Allowing financial aid awards to be put on
hold based on missing documents or
other eligibility criteria
Phase 1
The system can dynamically group
students based on document status to
create cohorts of students ready for
enrollment.
Y
/
N
/
T
/
F
/
3
If F: Est.
Release
Date
Q/YY
If 3 or
T: Est.
Hours
of
Effort
Comments
Features for packaging and awarding a
students' aid
Phase 1
Performing estimated financial aid
calculations on prospective students and
returning students
Phase 1
Financial Aid Committee members can
view students applying for FA and
electronically for each student or group of
students
Phase 1
Estimating financial aid awards and
presenting the student with an Award
Letter
Phase 1
Award letters can be stored electronically
Confidential Information
Page 43
Zaytuna College: RFP – SIS
Phase (1,
2, 3)
Financial Aid
Phase 1
Award letters are available for students to
view online
Phase 1
Award letters can be signed using
electronic signature
Phase 3
The system performs FAFSA calculation as
defined by Department of Education
specifications
Phase 1
The system can automatically create a
financial aid package based on predefined
rules, including Zakat criteria
Phase 1
The system can automatically validate and
approve financial aid disbursements
based on pre-defined criteria, including
Committee approval.
Phase 1
The system can automatically validate
and approve financial aid disbursements
based on real-time academic information
Phase 1
The system can batch financial aid
disbursements for approval and
disbursement
Phase 1
The system supports institutional
scholarships
Phase 1
Notifications can be sent to the
Accounting office on the status of
financial aid amounts based on a
predetermined schedule
Phase 3
The system supports Federal Work Study
Awards and Reporting
Phase 1
The system supports payment plans
Phase 1
Receipt Notifications can be customized
by fund source
Confidential Information
Y
/
N
/
T
/
F
/
3
If F: Est.
Release
Date
Q/YY
If 3 or
T: Est.
Hours
of
Effort
Comments
Page 44
Zaytuna College: RFP – SIS
Phase (1,
2, 3)
Financial Aid
Phase 1
Receipt notifications can be delivered
electronically to students
Phase 1
Students can automatically be notified
electronically of disbursements on
account
Phase 1
The system can disburse living expenses
stipends directly to a student’s checking
account
Phase 1
The system calculates Cost of Attendance
Phase 1
The system supports unlimited number of
budget types defined by the institution;
budgets can be maintained and can be
easily customized for individual
applicants.
Phase 1
The system determines remaining
balance to schedule
Y
/
N
/
T
/
F
/
3
If F: Est.
Release
Date
Q/YY
If 3 or
T: Est.
Hours
of
Effort
Comments
Financial aid electronic processing
features
Phase 1
Support Application Send, Response,
Disbursement Rosters and
Hold/Release/Change Transactions
Phase 1
Students can enter their checking account
information (securely) into the system for
direct deposit of their living expenses
stipend.
The system includes administrative
controls
Phase 1
Support Financial Aid Holds
Phase 3
Secure SSN from users on an as needed
basis
Phase 1
Support user control to support
centralized processing
Confidential Information
Page 45
Zaytuna College: RFP – SIS
Phase (1,
2, 3)
Financial Aid
Phase 1
Generate custom award letters
Phase 1
Report on expected financial aid
disbursements
Phase 1
Report on funding authorizations and
balance by Campus
Phase 1
Allow users to generate custom reports
Phase 1
Track and report fund limits
Phase 1
Track internal scholarships
Y
/
N
/
T
/
F
/
3
If F: Est.
Release
Date
Q/YY
If 3 or
T: Est.
Hours
of
Effort
Comments
Y
/
N
/
T
/
F
/
3
If F: Est.
Release
Date
Q/YY
If 3 or
T: Est.
Hours
of
Effort
Comments
Student Accounts
Phase (1,
2, 3)
Student Accounts
Functionality relating to charging a
student, and accepting payments
Phase 1
Accounting staff to enter the tuition &
housing payment schedule.
Phase 1
The system to auto-calculate amounts to
charge students that are receiving partial
financial aid.
Phase 1
The system to auto-calculate future
schedules of payment based on the first
entries by Accounting.
Confidential Information
Page 46
Zaytuna College: RFP – SIS
Phase (1,
2, 3)
Student Accounts
Phase 1
System can automatically charge student
enrollment, registration and activity fees
to the student
Phase 1
System can automatically charge fees
associated with specific courses or
programs
Phase 3
System supports different tuition rate
schedules for campuses, programs, and
course level with effective dates for rate
increases for user defined transaction
codes
Phase 2
Students can be locked into tuition rates
Phase 1
System supports batch billing of charges
Phase 1
System supports tuition discounts
Phase 1
System automatically calculates and
charges tuition, books and related fees
based on registration activity
Phase 1
System supports student payment plans
Phase 1
System can generate student payment
statements and past due billing
Phase 3
Separate subsidiary ledgers can be
maintained for student accounts,
deposits, and other receivables.
Phase 3
Subsidiary ledgers support maintained
balances and automatically bill students
to maintain balance
Phase 1
System supports credit card, ACH and prescheduled automatic payments. Credit
card transactions might have a 2% fee.
Phase 1
Students can make payments online
Confidential Information
Y
/
N
/
T
/
F
/
3
If F: Est.
Release
Date
Q/YY
If 3 or
T: Est.
Hours
of
Effort
Comments
Page 47
Zaytuna College: RFP – SIS
Phase (1,
2, 3)
Student Accounts
Phase 1
System supports non-student related
payments
Phase 1
System prevents transaction adjustments
after period close
Phase 1
System records an audit of all transaction
changes
Phase 1
Student payment receipts can be printed
and re-generated as necessary
Phase 1
Payments can be applied to specific
charges
Phase 1
Financial Aid payments can be posted in
batch
Phase 1
Specific user permissions provide access
to payments, voids, and transaction
adjustments
Phase 1
System supports student waivers
Phase 1
System supports write-off transactions
Phase 1
System supports automated disbursement
withdrawal from student checking
accounts and credit cards. Credit card
transactions have a fee of at least 2%.
Phase 1
Students can view account information
online
Phase 1
Students can print transaction receipts
online
Phase 1
System automatically bills housing charges
based on dormitory placement
Phase 1
System support pro-rata of housing
charges on move-out
Y
/
N
/
T
/
F
/
3
If F: Est.
Release
Date
Q/YY
If 3 or
T: Est.
Hours
of
Effort
Comments
System handles refunds and living
expense disbursements
Confidential Information
Page 48
Zaytuna College: RFP – SIS
Phase (1,
2, 3)
Student Accounts
Phase 1
System can schedule and generate living
expense disbursements to students
Phase 1
System supports check printing in batch
Phase 1
System automatically updates financial aid
awards with refunds and payments
Y
/
N
/
T
/
F
/
3
If F: Est.
Release
Date
Q/YY
If 3 or
T: Est.
Hours
of
Effort
Comments
In defining refund Policies can the system
Phase 1
Automatically notify student accounts of
student withdrawals
Phase 1
Automatically schedule refunds based on
refund policies
Phase 1
Perform what-if drop calculations
Phase 1
Calculates course refund policies
Functionality surrounding general ledger
accounts and GL data
Phase 3
System supports general ledger export of
detailed and summary transactions from
Accounts Receivable to financial system
(Quick Books)
Phase 3
Transactions are exported to GL system or
export file
Phase 3
GL Released transactions are not
modifiable
Phase 3
GL chart of accounts can support multiple
campus accounts and program versions
Phase 3
User can close the period to prevent
adjustments to previously released data
System features for revenue recognition can the system
Phase 3
Support configurable earnings
methodology by campus and program
Confidential Information
Page 49
Zaytuna College: RFP – SIS
Phase (1,
2, 3)
Student Accounts
Phase 3
Support revenue recognition by attended
or scheduled hours, courses, credits, days
and weeks
Phase 3
Defer earnings on unlimited number of
billing codes
Phase 3
Export revenue summary transactions to
the general ledger file
Phase 3
Export revenue detail records to the
general ledger by campus and program
version
Phase 3
Report on earned vs. unearned revenue
(calculate prepays for balance sheet
adjustments)
Phase 3
Modify student revenue ledgers,
individually with full audit tracking
Y
/
N
/
T
/
F
/
3
If F: Est.
Release
Date
Q/YY
If 3 or
T: Est.
Hours
of
Effort
Comments
Reports generation
Phase 1
Reports based on campus, campus groups
or programs
Phase 1
Cash flow reports based on campus,
campus groups, programs and fund
source
Phase 1
Tuition and housing payment schedule
Phase 1
Housing deposit refund report – for the
undergraduate and summer programs
Phase 1
Gross tuition for the year, and by student.
Phase 1
Gross housing fee for the year, and by
student.
Phase 1
Financial aid awarded, by category:
Tuition
Housing
Personal Assistance
Confidential Information
Page 50
Zaytuna College: RFP – SIS
Phase (1,
2, 3)
Student Accounts
Phase 1
Financial aid accepted, by category:
Tuition
Housing
Personal Assistance
Phase 1
Past Due Cash Flow Reporting
Phase 1
Account Aging Reports and Balance
reports
Phase 1
1098T Reporting, forms, online
presentment and electronic submission to
IRS
Phase 3
Daily cash management reporting by
campus or campus group
Phase 3
Earned Revenue reporting to date,
earned, prepaid, and deferred
Phase 3
Revenue recognition by Campus, Campus
Group, Term, Program and Student
Phase 3
Revenue by transaction category (tuition,
books, other deferred charges)
Y
/
N
/
T
/
F
/
3
If F: Est.
Release
Date
Q/YY
If 3 or
T: Est.
Hours
of
Effort
Comments
Y
/
N
/
T
/
F
/
3
If F: Est.
Release
Date
Q/YY
If 3 or
T: Est.
Hours
of
Effort
Comments
Institutional and Regulatory Reporting
Phase (1,
2, 3)
Institutional and Regulatory
Reporting
Confidential Information
Page 51
Zaytuna College: RFP – SIS
Phase (1,
2, 3)
Institutional and Regulatory
Reporting
Phase 1
Reports can be exported to Excel, PDF and
other formats.
Phase 1
Mail merge letters and documents can
easily be generated for students in a
report.
Phase 1
Students contained in a report can be
saved as a student group.
Phase 3
System includes reports for IPEDS and
population analysis.
Phase 1
System includes the ability to report
student enrollment to the National
Student Clearinghouse and NSLDS.
Phase 1
System includes the ability to report
graduates to the National Student
Clearinghouse.
Phase 1
Attendance reports per student for
tracking total days, and consecutive days
missed exist.
Phase 1
Reports for tracking registration.
Phase 1
Reports for tracking GPAs.
Phase 1
Student status change reports that allow
for “as of” dates reporting.
Phase 3
Faculty attendance and drop reports exist.
Phase 1
Satisfactory academic progress reporting
exist.
Phase 1
Describe how the product can be used to
support ad-hoc reporting, mailings, and
label generation.
Confidential Information
Y
/
N
/
T
/
F
/
3
If F: Est.
Release
Date
Q/YY
If 3 or
T: Est.
Hours
of
Effort
Comments
Page 52
Zaytuna College: RFP – SIS
Phase (1,
2, 3)
Phase 1
Institutional and Regulatory
Reporting
Y
/
N
/
T
/
F
/
3
If F: Est.
Release
Date
Q/YY
If 3 or
T: Est.
Hours
of
Effort
Comments
Users can access course listings and
generate queries based on multiple
criteria. (all students who are repeating
first term classes that are enrolled in a
particular course or students who are on
dismissal status within a particular
course).
Record keeping
Phase 1
All student records can be scanned and
maintained in the system – by student
record and by type of record.
Phase 1
Queries and reports can be run to
generate all records for X type of form.
Phase 1
Student records can be accessed only by
staff on the authorized user list – for each
type off record.
Phase 1
As part of enrollment, in-coming
freshmen and SAI students are required to
complete specific enrollment documents.
These are completed through the system.
Phase 1
Returning students may be asked to
complete enrollment documents, as
needed, through the system.
Workflow capabilities within the
application.
Phase 1
The system can automatically produce
letters, with the ability to identify a
recipient group (currently enrolled, at-risk
students, by program)
Phase 1
The system captures student data such as
the cancellation of registrations before
the semester and mail letters or send
emails to these students.
Confidential Information
Page 53
Zaytuna College: RFP – SIS
Phase (1,
2, 3)
Institutional and Regulatory
Reporting
Phase 1
The system supports the full work flow of
a student change of status (including
exceptions such an expulsion), including a
detailed process of paperwork to be
completed and staff to be notified of a
change. This workflow includes specific
triggers for additional action.
Phase 1
The system tracks all student appeals and
reinstatements, and any notes made on
the student record that may be
associated? Can the information be
shared with other departments as
necessary?
Phase 1
Comments on a student’s record are
stored and shared across various
departments? (academic appeal accepted,
adjustments to the students program
course list made, second repeat of a
course allowed, etc.) Explain how such
comments will be treated when a
transcript is produced.
Phase 1
The system allows access to student files
by mentors and only the students they
advise.
Phase 1
Provide a way to flag a deceased student’s
record so that all departments are aware.
Phase 1
Ability to have an audit trail of all data
deleted or changed, by field updates, user
that performed the update, date
performed. (address update, course
unscheduled/scheduled, grade change
etc.)
Phase 1
Staff can be notified of a student’s
withdrawal including reasons and date
processed.
Confidential Information
Y
/
N
/
T
/
F
/
3
If F: Est.
Release
Date
Q/YY
If 3 or
T: Est.
Hours
of
Effort
Comments
Page 54
Zaytuna College: RFP – SIS
Phase (1,
2, 3)
Institutional and Regulatory
Reporting
Phase 1
School-Defined fields can be used to track
data and can be added to the search
capability.
Phase 3
Tracking multiple applications for
academic awards by student
Phase 1
Ability to report students by grad date
and sort alphabetically by curriculum for
current and past years (for comparison
reporting.)
Phase 1
Expected graduation dates are
automatically accurately maintained
(student fails a class, student has transfer
credits etc.)
Phase 1
Ease of creating an invitation list for
graduation, and tracking who was invited
and who has responded
Phase 1
The system will provide the ability to
record and display previous attendance
and degrees?
Phase 1
The system allows different users to
assign tasks (update a student record,
send information to a student, etc.) to
other users and how the system tracks
who has and hasn’t completed requested
tasks by date requested?
Confidential Information
Y
/
N
/
T
/
F
/
3
If F: Est.
Release
Date
Q/YY
If 3 or
T: Est.
Hours
of
Effort
Comments
Page 55
Zaytuna College: RFP – SIS
Academic Support Center (ASC)
Phase (1, 2,
3)
Academic Support Center
(ASC)
Y/
N/
T/
F/
3
If F:
Est.
Relea
se
Date
Q/YY
If 3 or T:
Est. Hours
of Effort
Comments
Overall
Phase 1
ASC can have its own designated
area in the system.
Phase 1
The ASC ‘area’ of the system can be
accessed through the web portals –
students & faculty
Phase 1
Tutors will have access to the ASC
area through a web portal
Posting of Resource Materials
Phase 1
The system allows for the posting of
resource study documents and web
links for the students and tutors to
access
Phase 1
The system organizes the Resource
Materials by semester. Semesters
arranged in reverse chronological
order.
Tracking of Tutors
Phase 1
A system of student signups for
tutors by class, tutor, time slot
(using sign up form)
Phase 1
Tutors that sign up will be separated
into categories – tutors, volunteer
tutors, student tutors
Phase 1
Electronic folders maintained on
each tutor, with application
materials
Confidential Information
Page 56
Zaytuna College: RFP – SIS
Phase (1, 2,
3)
Academic Support Center
(ASC)
Phase 1
Instructors have the option to assign
a student to a tutor (by class name),
as requirement if student is
performing below the minimum
percentage grade. The student can
then select the specific tutor and
time slots.
Phase 1
Once the student signs up or an
instructor assigns the student (sign
up form), the system sends the
student notification (email & in their
portal access) of scheduled tutoring
sessions.
Phase 1
Tutors can sign up for their tutor
schedules through the system – sign
up form
Phase 1
Tutors can input notes on each
student after each tutoring session
Phase 1
Electronic folders are kept for each
student, and includes a ‘progress
sheet’ of each student’s progress
over time
Phase 1
Tutors can post material for
students through the ASC section of
the system
Y/
N/
T/
F/
3
If F:
Est.
Relea
se
Date
Q/YY
If 3 or T:
Est. Hours
of Effort
Comments
Tracking Faculty Office Hours (can
be through Faculty Affairs section –
faculty portal)
Phase 1
System allows faculty to post weekly
office hours for students.
Phase 1
Students can sign up for office hours
electronically – first come, first
served
Confidential Information
Page 57
Zaytuna College: RFP – SIS
Phase (1, 2,
3)
Phase 1
Academic Support Center
(ASC)
Y/
N/
T/
F/
3
If F:
Est.
Relea
se
Date
Q/YY
If 3 or T:
Est. Hours
of Effort
Comments
Faculty syllabi in the Faculty Portal
are linked to ASC, as the Coordinator
of ASC will need to reference syllabi
for developing student learning
plans
Tracking of Students
Phase 1
The system maintains rosters each
semester of students by: subject, by
tutor
Phase 1
System tracks: hours tutored per
week by student
Tracking of Student Progress
Phase 1
Faculty can input student progress in
class on a 2-week basis (based on
grades)
Phase 1
Faculty can input notes on on-going
student progress - and this helps ASC
refine its services by student
Phase 1
Students can submit feedback on
specific services through targeted
surveys
Phase 1
Tracking of pilots and assessment of
different types of tutoring methods
to determine the most effective
methods for Zaytuna students.
Tracking of ASC Workshops
Phase 1
System automatically posts
workshop announcements to
students – either email or through
the student portal
Confidential Information
Page 58
Zaytuna College: RFP – SIS
Phase (1, 2,
3)
Phase 1
Academic Support Center
(ASC)
Y/
N/
T/
F/
3
If F:
Est.
Relea
se
Date
Q/YY
If 3 or T:
Est. Hours
of Effort
Comments
Each Workshop speaker can track
attendance in the system for the
workshop. Ideally, the students can
sign into the workshop via the portal
(similar to a Foursquare-type check
in.)
Tracking Learning Plans
Phase 1
Learning plan templates that can be
completed for each student and
attached to their record
Phase 1
Calendar template that will be filled
in for each student and attached to
their record. They can access it
through the Student Portal.
Assessment Tracking by
Coordinator of Center
Phase 1
System can track trend of
effectiveness of tutoring by subject
(utilizing faculty input on student
progress by grades)
Phase 1
Other reports needed by semester,
annually, and longer term (2-year, 5
year): # of tutors by subject; # of
students tutored by subject
Phase 1
System requires student to enter
background information when they
sign up
Phase 1
Student record is linked to ASC to be
accessed by the Coordinator Registrar and disciplinary
information
Phase 1
The system can administer surveys
to students, faculty, tutors on an ongoing basis. It can help assimilate
the data into useful reports and
trends.
Confidential Information
Page 59
Zaytuna College: RFP – SIS
Phase (1, 2,
3)
Academic Support Center
(ASC)
Y/
N/
T/
F/
3
If F:
Est.
Relea
se
Date
Q/YY
If 3 or T:
Est. Hours
of Effort
Comments
‘Study with a Buddy’ Program
Phase 1
Students can log in study hours with
classmates and on what topic – for
their own tracking & this
information can be used by ASC in
tracking student progress
Accreditation & Assessment
Confidential Information
Page 60
Zaytuna College: RFP – SIS
Phase (1, 2,
3)
Accreditation & Assessment
Y/
N/
T/
F/
3
If F:
Est.
Relea
se
Date
Q/YY
If 3 or T:
Est.
Hours of
Effort
Comments
Reports and Data Tracking (Accreditation
& Assessment)
Phase 1
Ability to view and report data as of
particular date (start/end of terms and
real-time). Refer to read-only data needs
below.
Phase 1
Ability to download data into Excel/CSV
and text formats. Refer to read-only data
needs below.
Phase 1
Options to select data fields and ranges to
include and exclude in report output (if
standard system report does not exist).
Refer to read-only data needs below.
Student Body Data and Trends
(Accreditation)
Confidential Information
Page 61
Zaytuna College: RFP – SIS
Phase 1
Read-only access to the following student
information: program name, student
name, ID #, enrollment date (date when
enrollment is considered official), first term
of enrollment period, expected/actual term
of graduation, "Class of XXXX", enrollment
status, date of recent enrollment status
update, degree/certificate awarded, date
awarded, gender, ethnic demographic (if
collected). Reports to include detailed
records and summary of records of the
attributes (ex: numbers/percentages of
students, by cohort, by gender, average
age, average age by cohort, etc.). Note:
The information desired in each report can
be further specified.
Enrollment status may include the
following: enrolled full-time, leave of
absence (medical, maternity, paternity,
suspension, personal, etc.), graduated,
completed (ex: SAI certificate of
attendance), withdrawn (ex: admin
withdrawal, expulsion, withdrawal from
course, failed course, academic
disqualification, no contact with college for
extended period of time, voluntary
withdrawal from program), general public
auditor, employee auditor.
Phase 1
Read-only access to retention data within a
specified time period and with option to
select types of students. Option to
calculate retention in multiple ways: Year
1-Fall to graduation, Year 1 to Year 2,
selected range of semesters, etc.
Phase 1
Read-only access to completion data
(within a specified time period, of a
particular demographic, etc.). Option to
calculate completion in multiple ways: 4
years, 5 years, alternative calculation
method proposed by WASC, etc.
Confidential Information
Page 62
Zaytuna College: RFP – SIS
Phase 2
Read-only access to history of student
enrollment status changes with date
stamp, with options to report by student,
as of a specific term, within specified time
period, by "changed from" status, by
"changed to" status. Note: Reports are
submitted annually and quarterly (point-intime reports). Enrollment history will not
be shared with WASC or BBPE, but this
information will help in our internal review
to check for accuracy and completeness of
data submitted in the reports. And it could
be useful for some assessment reporting
and analysis.
Phase 2
Based on date of student enrollment,
system automatically indicates the BPPE
quarter. Q1=January 1 through March 31,
Q2=April 1 through June 30, Q3=July 1
through September 30, and Q4=October 1
through December 31.
Phase 1
Read-only access to the following student
enrollment data: program name, student
name, ID #, date enrollment agreement
filed, date performance fact sheet filed,
date STRF fee paid, date enrollment fee
submitted.
Phase 1
Ability for students to digitally sign the
enrollment agreement and performance
fact sheet, requiring user ID and password
to access. And retain a saved copy for the
student's personal records.
Phase 2
Within the student portal and protected
through user ID and password, an ability
for the college (OEM) to upload a scanned
copy of student's signed enrollment
agreement and performance fact sheet,
allowing the student to have a copy for
their own records.
Phase 2
On the student portal, include the public
website links that contain the all past and
present performance fact sheets and BPPE
annual reports.
Admissions and Housing Trends
(Assessment)
Confidential Information
Page 63
Zaytuna College: RFP – SIS
Phase 1
Read-only access to the following student
admissions data: program name, student
name, ID #, gender, age/DOB, marital
status, permanent state and country of
residence, standardized test scores (SAT,
ACT, etc.), incoming GPA(s), prior
degrees/certificates, GED in lieu of HS
diploma. Reports to include detailed
records and summary of records of the
attributes (ex: numbers/percentages of
students, by cohort, by gender, etc.). Note:
The information desired in each report can
be further specified.
Phase 2
Read-only access to the following student
housing data: program name, student
name, ID #, gender, Y/N student housing
through College (none, yes-on campus,
yes-married couple stipend).
Key Performance Indicators, Student
Success
Phase 2
For the purpose of continuous
improvement and as needs are determined
by other offices, read-only access to other
reports available in the SIS in order to
assess key performance indicators of
student success, common trends in at-risk
students, assessment of student services,
assessment of campus programming,
assessment of residential life, assessment
of campus safety, identification of student
needs, and impact of particular programs
or services on student learning. Note:
Once all data sets within the SIS are
identified, then specific reporting needs
and opportunities can be determined.
Phase 3
If agreed to by faculty: Ability for faculty to
enter their individual scores of the senior
theses. Thus allowing the system to
automatically calculate and report
summative scores.
Confidential Information
Page 64
Zaytuna College: RFP – SIS
Phase 3
Surveys are currently completed by
students in hard copy and entered into MS
Excel for retention and analysis. Include a
template for the surveys. Convert manual
analytics in Excel into automated analytics
in SIS (if functionality is available). Convert
manual surveys into surveys administered
into the system.
Faculty Affairs (Web Portal)
Phase (1, 2,
3)
Faculty Affairs (Web Portal)
Y/
N/
T/
F/
3
If F:
Est.
Releas
e Date
Q/YY
If 3 or T:
Est. Hours
of Effort
Comments
Faculty Personal Information
Phase 3
Faculty can update their personal
information, and this updates in our HR
system – TriNet
Phase 3
Faculty can access their human resources
components – contract, payroll, etc.
Phase 3
If the above two components cannot be
fulfilled, then a link to TriNet
Phase 3
Faculty can access their employment
information - contract
Phase 1
Faculty Resource Tracking: faculty
expense reports can be entered in the
system and accessed by Accounting
Phase 1
System can track each faculty’s spending
(expense reports) against their min.
budget
Phase 1
VP, ASA and Dean of Faculty can
complete evaluations of faculty through
the portal
Confidential Information
Page 65
Zaytuna College: RFP – SIS
Phase (1, 2,
3)
Phase 1
Faculty Affairs (Web Portal)
Y/
N/
T/
F/
3
If F:
Est.
Releas
e Date
Q/YY
If 3 or T:
Est. Hours
of Effort
Comments
Faculty can submit their self-evaluation
through the portal
Faculty Space
Phase 1
Have a link to the most current Faculty
Handbook, and previous versions for
historical keeping
Phase 1
List the Zaytuna Faculty Email Group for
access by faculty – [email protected]
Phase 1
Ability to upload Faculty Meeting
Minutes w/outcomes & next steps
(includes all types of meetings, including
Faculty Retreat)
Phase 1
All files on faculty policies can be
uploaded to the portal
Phase 1
Have a Faculty Chat Room w/saved
discussion threads by topic. This would
be organized by topic discussion.
Phase 1
Have separate areas for temporary
projects tracking and uploading of
project documents & for temporary
committees that convene to address a
specific policy or issue
Classes & Committees
Confidential Information
Page 66
Zaytuna College: RFP – SIS
Phase (1, 2,
3)
Phase 1
Faculty Affairs (Web Portal)
Y/
N/
T/
F/
3
If F:
Est.
Releas
e Date
Q/YY
If 3 or T:
Est. Hours
of Effort
Comments
Create a My Classes sub-section that
includes the following and is specific to
an individual faculty member:
>This Semester classes
>Committees (Am part of this semester):
Chair – input activities and policies
Meeting minutes & next steps
>Next Academic Year classes
>Past Semesters:
Each semester this particular instructor
has taught, and the classes s/he taught
All the above should include the following for each
class listed:
-Syllabus – to be uploaded by faculty member
-Class Roster (Enrollment Status; P/F, Auditor) with
picture of each student for ease of identification
-Book List – to be submitted by faculty by deadline
-Can email students through portal
-Chat room for each class
-Grade Submission: mid-semester & end-ofsemester. Mid-semester at risk students
automatically generated.
-Deadline alerts – pop ups
-Option to track attendance
-Option to have timed quizzes administered
through the SIS. Multiple choice can be graded by
the SIS.
-Option to replicate a class and all it is documents.
-Option to share folders with other faculty or staff.
-Students class evaluation – end-of-semester
Confidential Information
Page 67
Zaytuna College: RFP – SIS
Phase (1, 2,
3)
Phase 1
Faculty Affairs (Web Portal)
Y/
N/
T/
F/
3
If F:
Est.
Releas
e Date
Q/YY
If 3 or T:
Est. Hours
of Effort
Comments
Create an All Classes sub-section: by
semester, list of all classes in reverse
chronological order.
All the following should be included in each class
listed above:
>Syllabus
>Readings
>Book List
>History of who taught the class, and each past
faculty’s syllabus and book list
College-wide Announcement Board
Phase 1
Ability to post current semester class
schedule, and this is uploaded
automatically when it is finalized by the
Registrar
Phase 1
Ability to have an upcoming events
section
Phase 1
Faculty should be able to post
announcements to all students here
Mentor Space
Phase 1
Each mentor is able to access the list of
their mentees and their student records
Phase 1
For in-coming freshmen, mentors are
automatically assigned, using pre-set
criteria. Each graduating class is
automatically removed after graduation.
Assessment
Phase 2
Ability to upload the Assessment Plan
Phase 2
Ability for faculty to review the plan and
submit feedback to the Office of
Accreditation & Assessment
Additional Considerations
Confidential Information
Page 68
Zaytuna College: RFP – SIS
Phase (1, 2,
3)
Faculty Affairs (Web Portal)
Phase 2
Pop up announcements from Dean of
Faculty or VP, ASA when faculty member
signs in.
Phase 1
Dean of Faculty will be able to see all
faculty contracts, all classes, all
committees
Phase 1
VP, ASA view: be able to see all
contracts, all classes, all committees, all
ASA employees, all faculty.
Confidential Information
Y/
N/
T/
F/
3
If F:
Est.
Releas
e Date
Q/YY
If 3 or T:
Est. Hours
of Effort
Comments
Page 69
Zaytuna College: RFP – SIS
Confidential Information
Page 70
Zaytuna College: RFP – SIS
Housing & Facilities
Ph
ase (1, 2, 3)
Housing & Facilities
Y/
N/
T/
F/
3
If F:
Est.
Relea
se
Date
Q/YY
If 3 or T:
Est.
Hours of
Effort
Comments
Student Move in/Move Out
Phase 1
A student can submit a housing registration
form before each academic year (during
the summer)
Phase 1
Student can pay their refundable housing
deposit and key fee through the system to
complete registration for housing
Phase 1
When housing assignments are confirmed
in the system, students receive notification
with their room assignment
Phase 1
Students complete their check in forms in
the system, noting what are Immediate
Repairs
Phase 1
The maintenance crew receive a report
from the system of immediate repairs
needed
Phase 1
At move out, students can complete check
out form in the system and include their
forwarding address for refunds (housing
deposit and key fee). RA needs to co-sign
on any check out form.
Phase 1
Facilities Manager inputs into same check
out forms damages and deductions from
security deposit. Refund amounts
automatically calculated based on pre-set
cost amounts. Student receives notification
of refund due.
Phase 1
Accounting receives notification when
refunds report is ready.
Phase 1
Accounting can generate a final report of
refund amounts due and forwarding
addresses.
Confidential Information
Page 71
Zaytuna College: RFP – SIS
Ph
ase (1, 2, 3)
Housing & Facilities
Y/
N/
T/
F/
3
If F:
Est.
Relea
se
Date
Q/YY
If 3 or T:
Est.
Hours of
Effort
Comments
Student Maintenance Requests
Phase 3
Student can submit a maintenance
request in the system. Tag as Urgent or
regular.
Phase 3
Landlord or Maintenance Crew receives
notification to cell phone, if Urgent, or by
email if Regular
Phase 3
Facilities Mgr. receives monthly log from
SIS on student maintenance requests
Confidential Information
Page 72
Zaytuna College: RFP – SIS
Student Affairs
Phase (1, 2,
3)
Student Affairs
Y/
N/
T/
F/
3
If F:
Est.
Relea
se
Date
Q/YY
If 3 or T:
Est.
Hours of
Effort
Comments
Safety & Security: Incidents
Phase 1
Ability for any user of the system to submit
an incident (with a set of required and
optional fields). A series of questions to
avoid expected follow-up questions by the
administration and to ensure a complete
report (ex: What students were involved?
Did you call 911? Is this an emergency? Are
you reporting the incident after it's been
resolved? etc.). 1) Each incident will have a
status (submitted, reviewed, pending
validation, assigned to XXX, resolved, etc.).
2) Incidents that are submitted by a user
will then be approved by authorized users
(Dean of Student Services and others). 3)
Incidents can be further edited by
authorized users to categorize them, link
them with others, assign them to individual
to resolve, provide additional comments,
send back to submitter for questions, etc.
4) Incident record includes date and
timestamp. 5) Can the Securitas guards
submit incidents in the SIS and be granted
limited user access to the system?
Phase 1
Once an incident is submitted, an
automated email and/or text notification is
sent to an authorized list of individuals with
a summary of the report and a link to the
record in the SIS.
Phase 1
Report of summary and detailed incident
records, with options to include or exclude
data fields, range of dates, etc.
Phase 1
Workflow that channels a disciplinary
action to the various relevant staff and
departments.
Confidential Information
Page 73
Zaytuna College: RFP – SIS
Phase (1, 2,
3)
Student Affairs
Y/
N/
T/
F/
3
If F:
Est.
Relea
se
Date
Q/YY
If 3 or T:
Est.
Hours of
Effort
Comments
Safety & Security: Residential Life - Curfew
Phase 1
Resident Advisors can report the students
who have not returned by the time of
curfew (or sooner, if the RA needs to sleep
early). This allows the administration to
have a real-time record of students and can
follow up with the RA or student(s) the
following morning as needed. RA enters
names of students who are out of the dorm
and indicates that all other residents are
accounted for. Data record includes date
and timestamp and RA's student user ID.
Student residential life policy requires
residents to be in dorm by 11pm. RA
responsibility to check students each night.
Phase 1
Once the curfew report is submitted, an
automated email and or text notification is
sent to an authorized list of individuals with
a summary of the report and a link to the
record in the SIS.
Confidential Information
Page 74
Zaytuna College: RFP – SIS
Phase (1, 2,
3)
Phase 1
Student Affairs
Y/
N/
T/
F/
3
If F:
Est.
Relea
se
Date
Q/YY
If 3 or T:
Est.
Hours of
Effort
Comments
Ability for any user of the system to submit
an incident (with a set of required and
optional fields). A series of questions to
avoid expected follow-up questions by the
administration and to ensure a complete
report (ex: Was CPR needed? Is the student
safe? Was 911 called? Was it an allergic
reaction? etc.) 1) Each incident will have a
status (submitted, reviewed, pending
validation, assigned to XXX, resolved, etc.).
2) Incidents that are submitted by a user
will then be approved by authorized users
(Dean of Student Services and others). 3)
Incidents can be further edited by
authorized users to categorize them, link
them with others, assign them to individual
to resolve, provide additional comments,
send back to submitter for questions, etc.
4) Incident record includes date and
timestamp. 5) For authorized users, link the
incident record to the student's health
records (if available in the SIS).
Health Services
Phase 1
Once an incident is submitted, an
automated email and/or text notification is
sent to an authorized list of individuals with
a summary of the report and a link to the
record in the SIS.
Phase 1
Report of summary and detailed incident
records, with options to include or exclude
data fields, range of dates, etc.
Phase 1
Ability to input and view information
regarding a student who submitted a valid
note from a doctor.
Counseling Services
Phase 1
Ability to view data regarding student
absences in classes as reported by faculty.
Confidential Information
Page 75
Zaytuna College: RFP – SIS
Phase (1, 2,
3)
Student Affairs
Phase 1
Ability to view a report of at-risk students,
as defined by the administration.
Phase 2
Ability for students to view the available
times of the Deans of Student Affairs (and
possibly others who desire this) and to
schedule appointments, as an alternative
to MS Outlook. Note: This may require an
interface with MS Outlook Calendar for
ease of use, or it may require data entry
into two calendar systems which may be an
administrative burden.
Y/
N/
T/
F/
3
If F:
Est.
Relea
se
Date
Q/YY
If 3 or T:
Est.
Hours of
Effort
Comments
Student Records
Phase 1
Data entry related to student meetings,
incidents, or needs: 1) Ability to input data
records on meeting dates with students. 2)
Include required and optional fields in the
record, to allow for streamlined reporting
and analysis. 3) Include a section for notes
from meetings regarding the student's
interests. 3) Include a section for the Dean
to quickly view areas of follow up. 4) Ability
to view notes on student records from
other authorized users (such as Faculty
Mentors). 5) Generate a report on all of the
counseling records, with ability to select
fields, date ranges, etc. Note: Details on
the required and optional fields can be
provided.
Phase 1
Ability to pull up a student record and view
information in a clear format. Dashboard
reporting. With use of colors to represent if
a student is at-risk in areas (academically
at-risk, discipline issues, experiential
learning progress, community forum
attendance, etc.). Ability to select the type
of information to include in the reports.
Confidential Information
Page 76
Zaytuna College: RFP – SIS
Phase (1, 2,
3)
Student Affairs
Phase 1
Ability for the SIS to send an email for every
form submitted through the SIS, so the
student immediately receives their own erecord of it, including a date and
timestamp. It also serves as a confirmation
that their data was successfully submitted.
Phase 1
Ability for the student to view all records
they have submitted within the SIS,
including a date and timestamp.
Y/
N/
T/
F/
3
If F:
Est.
Relea
se
Date
Q/YY
If 3 or T:
Est.
Hours of
Effort
Comments
Experiential Learning
Phase 1
An interface that allows staff to post
information (which may include text, file
uploads, and links) for students to view.
Information will contain service learning
opportunities as they are identified by the
office.
Phase 1
Ability for students to submit all existing
forms through the SIS. 1) Students can
enter information of each service
engagement (hours, type of service,
information on service organization, and
personal reflections). The student's
supervisor's signature could be evidenced
through a file upload or through hard copy
submission of a new form. 2) Students can
also submit their responses to questions
from reading assignments through
comment forms in the SIS. 3) Students can
upload their reflection papers in the SIS.
Phase 1
Ability for students to view their hours and
status in the SIS. Status could include
hours approved, pending review, not
approved, etc.
Phase 1
Ability for Dean of EL to submit each
student's semester status into the
Registrar, which will be reported on the
student's report card / transcript.
Confidential Information
Page 77
Zaytuna College: RFP – SIS
Phase (1, 2,
3)
Phase 1
Student Affairs
Y/
N/
T/
F/
3
If F:
Est.
Relea
se
Date
Q/YY
If 3 or T:
Est.
Hours of
Effort
Comments
Ability for students to receive an email
notification for any status update regarding
their experiential learning credits have
been updated by OEL or OEM.
Residential Life
Phase 1
Ability for students to register for housing
and select roommates (or indicate
preferences) through the SIS.
Phase 1
Internal workflow that routes housing
requests through each step to the
appropriate individuals in OSL, OEM,
Accounting, and Facilities. This would
eliminate the need for the current
Formstack housing registration form. Staff
can view detailed statuses, pending
actions, and comments, while a student
can view a smaller subset of statuses.
Housing registration to be disabled when
housing is not available or the time period
has passed.
Note: This process involves several offices
and should probably be detailed out in a
flowchart to reflect each office's system
requirements.
Phase 1
Ability for students to receive an email
notification for any status update regarding
their housing request.
Phase 1
Ability for students to submit their housing
agreement form in the SIS.
Phase 1
Ability for students to submit their damage
/walkthrough form in the SIS. Ability for SIS
to restrict submission after a given time
period.
Phase 1
Ability for RA or student to enter the arrival
and departure days and times.
Confidential Information
Page 78
Zaytuna College: RFP – SIS
Phase (1, 2,
3)
Student Affairs
Phase 1
Ability for students to view all information
regarding their housing agreement,
refundable deposits, and payments with
the college. To be integrated with their
accounting record. To also include the
status of any housing maintenance
requests, damage reported (either by
student or the administration).
Phase 1
An interface that allows RAs to post
information for their residents to view.
Includes information about their RA, RA
meeting times, special announcements,
etc.
Phase 1
Ability for RAs to view relevant student
information in the SIS, including contact
information, arrival information during
move-in, and extended days the resident
will be off-site.
Phase 1
Ability for RA to submit incidents and
weekly reports in the SIS.
Phase 2
Ability for RA to submit timesheet and for
supervisor to approve, if it can be
integrated with TriNet.
Phase 2
Replace existing Google document for
visitors. Allow residents to sign their
visitors in through the SIS.
Phase 1
Internal workflow that routes housing
maintenance requests through each step to
the appropriate individuals in OSL and
Facilities.
Y/
N/
T/
F/
3
If F:
Est.
Relea
se
Date
Q/YY
If 3 or T:
Est.
Hours of
Effort
Comments
Campus Life
Phase 1
Student homepage. An interface that
allows for the administration to post
announcements for students to view in a
portal.
Confidential Information
Page 79
Zaytuna College: RFP – SIS
Phase (1, 2,
3)
Student Affairs
Phase 2
Ability for SIS users to comment on
selected posts on the student portal's
pages. Ability for administration to select
which posts can enable comments or not.
Phase 1
A real-time calendar of events that can be
viewed by all users of the SIS. Types of
events to be in categories, for easier
viewing (final exams versus OSL activity
versus student organization activity).
Phase 1
Ability for administration to configure
blackout dates for recreation activities.
Phase 1
Ability for SIS users to receive email
notifications and reminders of events.
Phase 2
Ability for students to RSVP for events and
include comments (example: RSVP for
potluck with the name of dish).
Phase 1
Ability for students to submit requests for
room reservations.
Phase 2
A student union portal that allows student
union representatives to view the balance
of their funds (allocated by Zaytuna).
Phase 1
Ability to record attendance at events.
Phase 1
Ability for Deans to enter the individual
temperament of each student as one of the
attributes in the student's record, with
access to limited authorized individuals
within the SIS (faculty mentor and deans,
etc.)
Confidential Information
Y/
N/
T/
F/
3
If F:
Est.
Relea
se
Date
Q/YY
If 3 or T:
Est.
Hours of
Effort
Comments
Page 80
Zaytuna College: RFP – SIS
Service Center - IT
Phase (1, 2,
3)
Service Center - IT
Y/
N/
T/
F/
3
If F:
Est.
Relea
se
Date
Q/YY
If 3 or T:
Est.
Hours of
Effort
Comments
Enrolling Students
Phase 1
System can automatically create email
address and login for enrolled students
(Microsoft web portal).
Phase 1
SIS should be the authoritative system for
student and faculty user accounts
provisioning. Account creation and
deactivation will occur automatically based
on SIS data entry and student profile and
faculty profile status.
Phase 1
The above student and faculty user
account should be used to access various
online services offered by the college,
preferably via single sign on. Examples, is
email, library services, web portal, help
desk, etc.
Phase 1
System can send automatic welcome
message to a student’s personal email
account upon enrollment with login.
Phase 1
System can store a freshman’s Zaytuna
email account information until they log
into the system to obtain this and other
information.
Phase 1
System can automatically create Outlook
email distribution lists, e.g. each incoming
freshman class.
Confidential Information
Page 81
Zaytuna College: RFP – SIS
Phase (1, 2,
3)
Service Center - IT
Phase 1
Assigned staff can update Outlook email
distribution lists through the system.
Phase 1
Students can access their Zaytuna email
through the SIS portal.
Phase 1
Students can have access to their Microsoft
calendar on their phones – the portal can
sync their calendar to show up on their
smart phone.
Phase 1
Publish email policy and etiquette in the
portals for students, faculty, and staff.
Y/
N/
T/
F/
3
If F:
Est.
Relea
se
Date
Q/YY
If 3 or T:
Est.
Hours of
Effort
Comments
Maintenance
Phase 1
Students, faculty, and staff can reset
password themselves if they lock
themselves out.
Phase 1
System automatically deactivates email
accounts for students that have been:
expelled; graduated; on leave of absence.
New Faculty Emails
Phase 3
Once a new faculty is signed on (contract is
signed), system automatically creates email
address and login for faculty member. This
information is accessed by the faculty
member once they log into the Faculty
Portal.
Phase 3
System can send automatic welcome
message to a new faculty’s personal email
account upon enrollment with login.
New Staff Emails
Phase 3
Once a new staff is signed on (contract is
signed), system automatically creates email
address and login for staff person. This
information is accessed by the staff once
they log into the Portal.
Security Door System
Confidential Information
Page 82
Zaytuna College: RFP – SIS
Phase (1, 2,
3)
Service Center - IT
Phase 1
System can maintain an updated schedule
for the student entrance security system –
for all campuses
Phase 3
Entering of timesheets and tracking of
hours for security guards.
Y/
N/
T/
F/
3
If F:
Est.
Relea
se
Date
Q/YY
If 3 or T:
Est.
Hours of
Effort
Comments
Y/
N/
T/
F/
3
If F:
Est.
Relea
se
Date
Q/YY
If 3 or T:
Est.
Hours of
Effort
Comments
Web Portal
Phase (1, 2,
3)
Web Portal
Online Admissions Process
Phase 1
Does the system provide an easy to use
and configurable web-page to be used to
capture lead data?
Phase 1
Are there configurable criteria to use in
determining potential duplicate on-line
entries of student data?
Phase 1
Is the system a comprehensive and
configurable online application, including
application payment and submission?
Phase 1
Will the online application create a
comprehensive student record and
applicant record?
Phase 1
Is there a multi-step online application that
initiates relevant workflow?
Phase 1
Does the online application process
provide financial aid estimate tools to
applicants?
Confidential Information
Page 83
Zaytuna College: RFP – SIS
Phase (1, 2,
3)
Web Portal
Phase 1
Is there a tool for online transfer credit
submission and pre-articulation available
to applicants?
Phase 1
Can Applicants contact admissions officers
via online options?
Phase 1
Are applicants able to access application
documents via a portal and submit
completed documents online?
Phase 1
Can Applicants view the status of their
application, required documents and
communicate with key departments?
Phase 1
Does the system provide resolution
(exception processing) of duplicate leads
and applicants entered via the web?
Y/
N/
T/
F/
3
If F:
Est.
Relea
se
Date
Q/YY
If 3 or T:
Est.
Hours of
Effort
Comments
Academics features available for the
students online
Phase 1
Students can view an online degree audit
by term or session.
Phase 1
Students can view/print an unofficial
transcript online.
Phase 1
Online report cards available via a date
sensitive publish option.
Phase 1
Online course registration (add/drop)
Phase 1
Online course registration that prevents
class selection when the following rules are
not met: pre-requisite, co-requisite, full
classes.
Phase 1
Online course registration that
automatically displays a student’s required
classes.
Phase 1
Ability to deny students to register online
for courses outside of their program course
list.
Confidential Information
Page 84
Zaytuna College: RFP – SIS
Phase (1, 2,
3)
Web Portal
Phase 1
Ability to enforce pre-registration
advisement, which clears a student for
online registration.
Phase 1
Ability to enforce post-registration
advisement, which sends student course
selections to an advisor for clearance.
Phase 1
Ability for students to waitlist into a course
(for auditing) within online registration.
Phase 1
Ability for students to view all courses
including cross-listed courses on a single
screen and complete registration online.
Phase 3
Ability for students to select to audit a
course online.
Phase 1
Ability to enforce student specific term and
course sequences within online
registration.
Phase 1
Ability to create student registration
groups and configure priority registration
by group within online registration.
Phase 1
Ability for students to view/print a class
schedule online.
Phase 1
Ability for students to seamlessly launch
from course schedule to a course
management system.
Phase 1
Students can access their class grade book
online.
Phase 1
Students can download their class schedule
to a calendar, including outlook.
Phase 1
Students can perform a GPA calculation
online.
Phase 1
Students can contact their academic
advisor online and receive e-advisement.
Confidential Information
Y/
N/
T/
F/
3
If F:
Est.
Relea
se
Date
Q/YY
If 3 or T:
Est.
Hours of
Effort
Comments
Page 85
Zaytuna College: RFP – SIS
Phase (1, 2,
3)
Web Portal
Phase 1
All online communication between the
student and academic mentor will be
captured and stored on the student’s
record.
Phase 1
Students can view their attendance records
online.
Phase 1
Students can view academic holds online
and receive instruction to resolve holds.
Phase 1
Staff members can perform e-advisement
via a portal.
Phase 1
Faculty can perform online course
management: grades and attendance
posting.
Phase 1
Faculty can view and print rosters online.
Phase 1
Students can access an automatically
generated course schedule online.
Phase 1
Students can access a faculty directory
online.
Y/
N/
T/
F/
3
If F:
Est.
Relea
se
Date
Q/YY
If 3 or T:
Est.
Hours of
Effort
Comments
Describe the online capabilities with
respect to Financial Aid
Phase 1
Students can apply for financial aid online.
Phase 1
Configurable award letter to be available to
students online, clearly showing each
award and disbursement.
Phase 1
Printable award letter to be available
online.
Phase 1
Students can accept or decline awards
online.
Phase 1
Financial aid advisors will be notified when
students modify their awards online.
Phase 1
Students can access a tool to obtain a
financial aid estimate.
Phase 1
Students can view financial aid holds and
receive instruction to resolve holds.
Confidential Information
Page 86
Zaytuna College: RFP – SIS
Phase (1, 2,
3)
Web Portal
Phase 1
Students can view financial aid documents
due, and submit online.
Phase 1
Students can access FAQ and information
pages.
Phase 1
Students can receive and print notification
of disbursements online.
Phase 3
Students can contact their financial aid
advisors online.
Phase 1
All online communication between the
student and financial aid advisor will be
captured and stored on the student’s
record.
Y/
N/
T/
F/
3
If F:
Est.
Relea
se
Date
Q/YY
If 3 or T:
Est.
Hours of
Effort
Comments
In the Student Accounts section of the
student portal
Phase 1
Does the system alert students online? (for
past due balances, an academic advising
session, contact Career services in their last
semester, registration is about to end, etc.)
Phase 1
Does the system allow the students to view
their account balance and make payments
towards it?
Students have access to update their
information online
Phase 1
Students can manage an online profile.
Phase 1
Students can update contact information
and addresses online.
Phase 1
Students can communicate with
institutional departments online.
Phase 1
Students can accept policy changes online
through communications that can be
tracked and audited.
Phase 1
Online forms can be downloaded,
completed and uploaded – or entered in
system through an online form.
Confidential Information
Page 87
Zaytuna College: RFP – SIS
Phase (1, 2,
3)
Phase 1
Web Portal
Y/
N/
T/
F/
3
If F:
Est.
Relea
se
Date
Q/YY
If 3 or T:
Est.
Hours of
Effort
Comments
Staff can be notified when students upload
documents online.
Features are available to students and
employers online
Phase 3
Students can manage resumes and
employment documents online.
Phase 3
Students can submit resumes online for
advisor approval.
Phase 3
Students can configure an employment
profile online, including the selection of
skills.
Phase 3
Students can perform a job search online,
which displays jobs based on whether the
student is in-school, pending graduate or
graduate.
Phase 3
Ability to hide employer, contact and/or
salary information on jobs displayed to
students.
Phase 3
Ability to define workflow per job, which
will determine whether students can apply
directly to an employer or via the career
services office.
Phase 3
Students can contact their career services
advisors online.
Phase 3
Students can choose to make their contact
information available to employers.
Phase 3
All online communication between the
student and career services advisor will be
captured and stored on the student’s
record.
Phase 3
Ability for employers to register online with
the career services office.
Phase 3
Employers can create and manage jobs
online.
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Zaytuna College: RFP – SIS
Phase (1, 2,
3)
Phase 3
Web Portal
Y/
N/
T/
F/
3
If F:
Est.
Relea
se
Date
Q/YY
If 3 or T:
Est.
Hours of
Effort
Comments
Employers can perform a candidate search
online and request contact with job
candidates.
Configuration and administration
Phase 1
Is there role based security that controls
transactions and content viewable by user.
Phase 1
Is there the ability to aggregate content
and applications from external sources.
Phase 1
How can single sign on information be
passed to external applications.
Phase 1
Personalized homepage, allowing end user
customization of layout and content.
Phase 1
Authentication of portal users via active
directory.
Phase 1
Configurable content channels that are
user selectable.
Phase 1
Ability to define required content channels
on student and staff portals.
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Zaytuna College: RFP – SIS
PHASE 3 (Only) ITEMS
Development and Marketing
Phase (1, 2,
3)
Development and Marketing
Y/
N/
T/
F/
3
If F:
Est.
Relea
se
Date
Q/YY
If 3 or T:
Est.
Hours of
Effort
Comments
Student Background Information
Phase 3
Students can update their accounts with
profile information that can be useful in
Development and Marketing, e.g. special
skills, public speaking
Phase 3
Students can receive notification through
their student account from Development or
Marketing with calls for specific skills
Phase 3
Development or Marketing can update a
student’s profile with realized skills or new
skills
Phase 1
Each student submits an image release form
through the system, as part of the beginning
of semester forms. The form can have a
valid period of up to 4 years.
Alumni Tracking
Phase 3
The system can track alumni for marketing
and fundraising purposes.
Phase 3
Alumni can maintain their profile through
the system, adding skills and additional
information, as relevant
Generate Reports
Phase 3
Reports can be generated for specific skill
sets
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Zaytuna College: RFP – SIS
Career Services
Phase (1, 2,
3)
Career Services
Y/
N/
T/
F/
3
If F:
Est.
Relea
se
Date
Q/YY
If 3 or T:
Est.
Hours of
Effort
Comments
Employer record management
Capture multiple data fields for employers.
Phase 3
Distinguish employers from
internship/externship sites, or allow for
both.
Phase 3
Record multiple contacts and contacts can
be associated with available jobs.
Phase 3
Record multiple available jobs and each job
has its’ own data fields including skill sets,
salary range and number of openings.
Phase 3
Allow employers to manage their own data
and job offerings via the internet.
Phase 3
Allows employers to search for job
candidates via the internet.
Phase 3
Allow staff to communicate with employers
via letters, email, phone, and meetings.
Internship & Externship features
Phase 3
Easily manage Internships/Externships by
either the career services or academics
departments.
Phase 3
Enter Internship/Externship attendance and
grades via the internet.
Phase 3
Easily convert Internships/Externships to a
Placement if the student is hired.
Phase 3
Track attendance online
To process exit interviews for students, can
the system
Phase 3
Identify potential graduates who need to
complete an exit interview.
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Zaytuna College: RFP – SIS
Phase (1, 2,
3)
Career Services
Phase 3
Automatically notify students who need an
exit interview via email, letter, or web alert.
Phase 3
Allow data fields to be used to capture
information collected at the exit interview
including availability and expected pay rates.
Phase 3
Accommodate students who sign a
placement waiver and reason for waiver.
Y/
N/
T/
F/
3
If F:
Est.
Relea
se
Date
Q/YY
If 3 or T:
Est.
Hours of
Effort
Comments
Features to track skill sets and resumes
Phase 3
Skills and job titles can be associated to a
student and will be used for job matching.
Phase 3
Skills can automatically be associated to a
student as a result of program completion.
Phase 3
Multiple certifications can be recorded for
each student which may include state, dates
and score.
Phase 3
The system can automatically notify
potential graduates to submit resumes.
Phase 3
Resume documents can be associated to a
student and easily viewed by staff.
Phase 3
Students can upload resumes via the
internet for staff review and approval.
Interview activities and candidate matching
for jobs
Phase 3
Communication tools to facilitate job
interviews between students and
employees.
Phase 3
A history of job interviews with interview
results is associated to the student record.
Phase 3
Job searches and matching can be
performed by staff, students, and
employers.
Phase 3
Results of job searches are based on
students availability and matching of skills.
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Zaytuna College: RFP – SIS
Phase (1, 2,
3)
Career Services
Y/
N/
T/
F/
3
If F:
Est.
Relea
se
Date
Q/YY
If 3 or T:
Est.
Hours of
Effort
Comments
Functionality for recording placement
history and job verifications
Phase 3
Accommodates both in-school (sustenance),
and out-of-school (permanent) placement
statuses.
Phase 3
Multiple placements can be associated to a
student record.
Phase 3
The employer history of placements is
tracked and easily viewed.
Phase 3
Data fields are associated to a student’s
placement & include job title, supervisor,
placement and start dates, salary, in field of
study, and placement advisor.
Phase 3
The system accommodates job verifications
and collects required data for compliance.
Phase 3
Staff and students can be automatically
reminded of upcoming verifications.
Reporting capabilities
Phase 3
Reports can be exported to Excel, PDF and
other formats.
Phase 3
Mail merge letters and documents can easily
be generated for students in a report.
Phase 3
Students contained in a report can be saved
as a student group.
Phase 3
Potential graduate reports can be easily
generated.
Phase 3
Employer listing and job listing reports.
Phase 3
Job conversion rate reports.
Phase 3
Placement statistics reports.
Phase 3
Job verification reports.
Phase 3
Internship/Externship reports.
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Zaytuna College: RFP – SIS
Confidential Information
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