a.2 student information systema.2 student information system registrar, admissions, financial aid...

Request for Proposal UK-0018-0Page 57

*Priority Code Values: 4 – Mandatory; 3 – High; 2 – Medium; 1 – Low **Fit Code Values (must be supplied by the offeror): 5 – Meets the Requirements/No Modifications; 4 – Future release (next 12 months); 3 – Update of Table Values; 2 – Must be modified with vendor supplied Tool Kit; 1 – Requires modification to Base Code; 0 – Does not meet requirements

A.2 STUDENT INFORMATION SYSTEM

Registrar, Admissions, Financial Aid and Student Billing Services share the following issues:

• A new system must be able to incorporate the needs of specific units on campus: Graduate School, the Professional Schools – Dentistry,Law, Medicine, and Pharmacy.

• The new system must be able to meet the needs for Lexington Community College considering all parameters in the attached RFP, but notlimited to those listed.

• Additional areas on campus must be incorporated into the process: Alumni Development, Athletics, Bookstore, Career Center, ContinuingEducation, Distance Learning, Independent Study, Planning and Budget, Controller, ID Office, Athletics, Academic colleges-Deans, etc.

• A plan must be developed to communicate the various aspects of this project to constituents on campus and LCC – faculty and staff.• Ease of ability to extract data for assessment, retention, and institutional research and reporting needs. User friendly data collection as a

replacement to FOCUS. Data Warehousing – incorporation in a new system.• We must have a degree audit system as well as a room scheduling software package.• We must make sure appropriate web access is available for each area – Admissions, Financial Aid, Registrar, and Student Billing Services.

Student Billing Services Concerns

• Importance of a flexible billing system for billing multiple populations with varying addresses, messages, and formats within one batch process.• Importance of an efficient, flexible cashiering/receipting/reconciling system for processing large payment volume.• Importance of a well-controlled, streamlined refund check/direct deposit process• Importance of a well-organized initial and on-going training process

Financial Aid Concerns:

• As a large complex multi-campus institution, the University of Kentucky administers one of the larger financial aid programs in the country. Weadminister these programs with a very small staff. The computer system/software used to support the operation of the Financial Aid Office isessential to our ability to continue the effective and efficient administration of an ever increasing number of federal and state aid programs.Although KCTCS is expected to assume responsibility for administering financial aid for the 13 community colleges for the 2001-2002academic year, UK will continue to operate a complex financial aid operation for four financial units (i.e., Lexington Campus, the College ofMedicine, the College of Dentistry and Lexington Community College). Due to the constant changes in financial aid administration and themultiple financial unit environment in which we must operate, a reliable and proven financial aid module is critical. Additionally any vendorconsidered should have a proven record of providing regulatory maintenance to the system on a timely basis that meets governmentalcompliance standards.



• The most important area in the administration of financial aid is the ability of the computer system to move and manipulate large amounts ofdata through the batch process with human intervention. It is critical that every financial aid element in the system be updateable throughefficient batch processes. It is also important to note that due to the size of the database and time required, it is impossible for UK to use theEDE Express Software furnished by the Department of Education to accomplish these tasks. Any system considered must have its ownstandard batch jobs for importing and exporting data with the various federal and state agencies. The system cannot simply prepare data inthe correct format to be up loaded or down loaded for EDE Express, but must include actual jobs to transmit and receive data from thedifferent agencies including web application.

• The system must have a user friendly means (report writer) of extracting data from the database into temporary files which can bemanipulated to create batch transactions to be entered into the database nightly through the batch system. This is in addition to the need for asingle, easy to use report writer with access to all financial aid and critical enrollment/admission data that could, when necessary, be runagainst a day old extract file. Most other SIS, FRS or HRS users do not require the constant changes of data that are required of financial aidthroughout the year, therefore the use of real time to change date is unrealistic for large aid offices even though it may work for some otherusers.

• The architecture of the on-line system must be such that the screens are easily accessible with single level entry and return from the MenuScreen. The screens should contain logical data groupings from similar sources or be based upon a given function. The system should notrequire the movement through multiple screens to get to other screens.

• Functional set up screens must be flexible enough to accommodate various campuses and enrollment periods with different begin and enddates. They must accommodate tying financial aid units on various campuses to various academic units for extracting admission andenrollment information for aid processing. It must be able to link campuses to the correct federal entity number and be able to tie the variousentity numbers together for required federal reporting purposes and aggregate processing.



A.2 STUDENT INFORMATION SYSTEM REQUIREMENTS

UK expects that all standard functions of a comprehensive, mature student information system that is capable of addressing the complex needs ofUK, will be contained in the Offeror’s proposal. The following list offers examples of the expected capabilities: the ability to recruit, admit, register,grade, record academic progress, facilitate academic advising, award financial aid, produce transcripts, perform degree audits, bill and collectfees, provide student services, and track alumni. This list is representative, but not inclusive of the expected major functional capabilities. Thesecapabilities are givens; the following topic areas are provided to verify that these functions are provided. Offerors may indicate any areas which itsproduct exceeds the standard and any areas in which its product answers a need not explicitly expressed.

A. Student RecordsSA = Academic InformationItem No. Description Priority* Fit Code** CommentsSA01. Provide the capability to enter academic information such as

degree program, major, minor, and concentration during theadmission process and be accessible from other studentinformation systems.

4

SA02. Provide programs that maintain a table of valid combinationsof the following data elements: college, degree, major,concentration, area of interest, and minor. This table shouldbe used for validation of input when it is maintained for astudent.

3

SA03. Provide programs that maintain a student’s school degree,major, minor, concentration, and honors by effectivebeginning and ending terms. The programs should becapable of storing unlimited occurrences of these items forthe same student and effective semester.

3

SA04. Provide a program to automatically compute catalog yearand semester according to user-defined rules.

3

SA05. Provide a paging screen to browse a student’s academicinformation by effective semester.

4



Item No. Description Priority* Fit Code** CommentsSA06. Provide a program to define rules for determining a

student’s academic status including dean’s list,suspension/probation.

4

SA07. Provide programs to compute academic status according touser-defined rules, including dean’s list. A manual overrideshould be permitted.

4

SA08. Provide a program to compute student degree program,course section, “With Distinction” and “High Distinction”.

4

SA09. Provide a program to maintain rules the system uses todetermine a student’s classification. The rules shouldinclude earned hours by degree program.

3

SA10. Provide capability to maintain a student’s classificationaccording to user-defined rules. A manual override optionshould exist.

3

SA11. Provide an online program to maintain student activities,service learning programs, cooperative education programs,clubs and athletic teams. This information should bemaintained by term. Ability to produce a co-curriculartranscript.

3

SA12. Provide programs to permit decentralized access andupdate of student academic information. The programsshould allow security rules to be established by college.

4

SA13. Provide a program to maintain categories of student holds;for example, holds for transcripts, enrollment and diplomas.

4

SA14. Provide a screen to maintain multiple letter texts forcertification of degrees, enrollment, and University GPA.

4

SA15. Provide online and batch programs to print certificationletters.

4

SA16. Provide a program that determines the enrollment status ofa student for a term or range of terms. Program shouldutilize rules defined for enrollment status.

4



Item No. Description Priority* Fit Code** CommentsSA17. Provide a program to electronically transmit student

enrollment information to the National Student LoanDatabase.

4

SA18. Provide a program to calculate graduate rates in accordancewith the “Student Right to Know Act”.

4

SA19. Provide a program to evaluate and produce a report forannual satisfactory academic progress.

3

SA20. Provide a program to compute and maintain financial aidyears eligibility.

3

SA21. Provide programs to maintain information and producereports for teacher certification.

3

SA22. Provide programs to maintain and produce reports onexternal licensors such as NLN, admissions to the BAR,medical, and dental.

3

SA23. Capability to store (automatically) a cumulative GPA throughcurrent term.

4

Request for Proposal UK-0018-02


SC = CoursesItem No. Description Priority* Fit Code** CommentsSC01. Ability to create/delete a course with a beginning term and

ending term4

SC02. Ability to attach credit hours to a course: Fixed, Variable,and increments

4

SC03. Ability to indicate the level of the course 4

SC04. Ability to indicate multiple career levels of a single course 4SC05. Ability to cross-list a course 4SC06. Ability to indicate if the course can have the title changed

(topical course)4

SC07. Ability to store alternate titles for an individual course 4SC08. Ability to restrict a course by including or excluding: 4

a. College 4 b. Major 4 c. Minor 4 d. Special student status 4 e. Classification 4

f. Credit hours earned plus in progress hours 4SC09. Ability to attach prerequisites to a course (required and

optional) based on:4

a. Previous earned course (and/or) 4 b. Course in progress (and/or) 4 c. Minimum grade in an earned course 4 d. Test scores 4 e. Equivalent course 4

SC10. Ability to record notes on the approval process of a course. 4

SC11. Ability to record a course description (multiple version ofsame course)

4

SC12. Ability to attach multiple approval dates to a single course 4



Item No. Description Priority* Fit Code** CommentsSC13. Ability to provide a course approval tracking system. This

would allow on-line viewing of a course as it proceedsthrough the system. Once all check points have beencompleted, activate the course into the course inventory.

3

SC14. Prevent termination of a course while a section of thatcourse is being offered

4

SC15. Ability to copy all course characteristics to a new version. 4

SC16. Ability to couple two or more courses together in a co-requisite arrangement.

4

SC17. Ability to put up to four Activity labels on a course. 4SC18. Ability to record instructor time commitment to each activity

label.4

SC19. Ability to record student time commitment to each activitylabel.

4

SC20. Ability to record the credit hours for the course plus dividethe credit hours between the Activity types.

4

SC21. Ability to attach standard notes with a course. 4SC22. Ability to attach a college code to a course. 4SC23. Ability to attach a department code to a course. 4SC24. Ability to attach a CIP code to a course. 4SC25. Ability to indicate the credit type of a course. 4SC26. Ability to attach a grading type to a course. 4SC27. Ability to indicate the award type of a course (semester or

quarter).4

SC28. Ability to indicate a program in which this course is a part(e.g. General Education).

4

SC29. Ability to have the system to indicate the last term thecourse was offered.

4

SC30. Ability to record the previous course ID of a changed course. 4SC31. Ability to record the current ID of a course that has been

terminated.4



Item No. Description Priority* Fit Code** CommentsSC32. Ability to indicate the course is repeatable. 4SC33. Ability to indicate the number of times a course can be

repeated.4

SC34. Ability to indicate the maximum number of hours that can beearned in this course.

4

SC35. A batch program to extract course number, title, credithours, description, prerequisite, and cross listing of a coursethat has been changed, added or dropped

4

SC36. Ability to put a prerequisite on a course by earned hours in aprefix

4

SC37. Ability to create a historical tracking of course offerings(including number of sections, number of enrolled, numberof seats available and mean size)

4

SC38. Ability to indicate purge data for a course. 4SC39. Ability to indicate if course is part of Baccalaureate transfer

agreement and in which program.4

SC40. Ability to search and locate instructor information by nameor ID number or department roster.

4

SC41. Ability to search and locate course instructor’s e-mail byname or ID Number or department.

3

SC42. Course title should have a minimum of 48 characters. 4



SD = Drop / Add ProcessItem No. Description Priority* Fit Code** CommentsSD01. Provide a program to add or drop a course for a student. 4

SD02. When a course is dropped the waitlist should be updatedwhen necessary and a report generated.

3

SD03. Provide a program to perform a conditional drop/add toallow the availability of a new course before the drop occurs.

4

SD04. Provide drop/add programs that permit a student to drop ablock of courses through use of an ID that identifies theblock of courses.

3

SD05. Provide programs that globally drop an operator-specifiedcourse from all students enrolled in the course and adjustfees accordingly.

4

SD06. Provide a program that permits a student to drop/withdrawall courses on one screen.

4

SD07. Provide a program that maintains a drop reason code andhistory of dropped courses.

4

SD08. Provide a program that produces reports for themanagement of course enrollment.

3

SD09. Provide programs that permit students to enroll in coursesby the use of a terminal by themselves. (Web Access)

3

SD10. Provide program and reports of students when classesdropped prior to grade assignment (When student deleted,refunds are manually audited.)

4



SG = Grade Recording, Reporting, And Faculty GradebookItem No. Description Priority* Fit Code** CommentsSG01. Provide programs to maintain a table of valid grades and

associated grade types, quality hours, quality points, andearned hours.

4

SG02. Provide a program that maintains grades for courses astudent took for a specific term. This should display a pagingscreen that lists all courses a specific student has enrolled infor a specific term.

4

SG03. Provide a program that maintains grades for each coursesection. This should display a paging screen that lists allstudents in a specific course section. This program shouldhave security so that only the instructor assigned to thecourse section can maintain the grades.

4

SG04. Programs that maintain grade rosters should verify that thegrade and grade type are valid for the course section; invalidgrades should be rejected.

4

SG05. Programs should handle plus-minus grading. 4SG06. Provide programs that maintain an audit trail of any changes

to grade information to include date, time, who made thechange and the reason code for the change.

4

SG07. Provide programs that produce a grade roster report foreach course section.

4

SG08. Programs should have the option to print the grade rosterreport on a scanning sheet. For scanning only valid gradesfor the specific course should be printed.

3

SG09. Provide capability to assign withdrawal grades after the firstweek of the semester as opposed to deleting courses fromthe student’s schedule. The withdrawal grade should betreated like a deleted course for purposes of computingregistered hours, tuition fees and refunds.

4

SG10. Provide a program to produce grade reports for mailing tostudents.

4

SG11. Provide a program to produce grade reports on demand. 4



Item No. Description Priority* Fit Code** CommentsSG12. Provide an option to automatically print grade reports when

all grades are recorded for students.4

SG13. Provide a program to define repeat rules by college,including rules for earned hours and GPA.

4

SG14. Provide a program to define rules for computing differenttypes of GPA.

4

SG15. Provide a program to compute all transfer GPAs includingoriginal and repeated courses.

4

SG16. Provide an option to exclude certain courses from GPA andearned hours computations; for example, repeated andbankrupted courses.

4

SG17. Provide a flag that is updated to exclude certain coursesfrom GPA computations.

4

SG18. Provide an online program to maintain course requirements,such as exams and papers; also assign weights to eachrequirement.

3

SG19. Provide an online program to calculate a student’s finalgrade for a course.

3

SG20. Programs should handle both letter and numeric gradingsystems.

3

SG21. Ability to have term ranges on grading schemes. 3SG22. Faculty Gradebook – for items SG1-SG21; we must have

the ability for faculty to enter, maintain, and manipulategrades in a spreadsheet format that can be varied forparticular course demands and in turn the grade informationcan be loaded.

4



SR = Student RecordsItem No. Description Priority* Fit Code* CommentsSR01. Ability to store student’s primary program 4SR02. Ability to store student’s secondary program 4SR03. Ability to record a minimum of 3majors and major options

with each program3

SR04. Ability to record a minimum of 3minors and minor optionswith each program

3

SR05. Ability to record an 8 digit transaction date with each majorand major option

3

SR06. Ability to record an 8 digit transaction date with eachstudents program

3

SR07. Ability to store a minimum of two advisors with eachstudents program

3

SR08. Ability to store a dissertation committee with each student 3SR09. Ability to record a begin date and an end date for each

member of the dissertation3

SR10. Ability to attach an address to each committee member 3SR11. Ability to record multiple stages of progress toward a degreeSR12. Ability to record a date associated with each stage of

progress toward a degree3

SR13. Ability to record a residency status for each student 4SR14. Ability to record an effective date for a change in residency

status4

SR15. Ability to record the admissions label with each student 4SR16. Ability to have those admissions labels change to specified

value for continuing terms4

SR17. Ability to record with each student a multiple special studentstatuses

4

SR18. Ability to record an 8 digit date with each special studentstatus

3

SR19. Ability to record the term a student entered a program 4SR20. Ability to attach a catalog (version of a program) to a student 4



Item No. Description Priority* Fit Code** CommentsSR21. Ability to enter transcript notes 4SR22. Ability to have the transcript notes appear a designated

points within the transcript (e.g. after a course, after a term,at the beginning of transcript)

4

SR23. Ability associate and store in each term a national assigned8 digit CIP code

4

SR24. Ability for the system to track full-time, half-time, ¾ time andless than half-time enrollment based on the value thatestablishes full-time enrollment for that term

4

SR25. Ability to record a value by program for full-time , half-time,¾ time and less than half-time enrollment for each termidentified to the system

4

SR26. Ability to establish multiple terms within an academic year 4SR27. Ability to establish a maximum credit hour capacity for each

program in each term4

SR28. Ability for manual or automatic determination of studentclassification based on total credit hours earned

3

SR29. Ability for manual or automatic determination of studentclassification based on credit hours earned by courseprefixes

3

SR30. Ability for manual or automatic determination of studentclassification based on credit hours earned by CIP codes

3

SR31. Ability to store the term GPA and the cumulative GPA ineach term (these values should be dynamic) as adjustmentsare made to the term record

4

SR32. Ability to record an academic status manually andautomatically based on rules established by each program

3

SR33. Ability to establish multiple grading schemes for a term 4SR34. Ability to attach a grading scheme to each program by term 4SR35. Ability to establish academic status rules by program based

on:3

SR36. Ability to flag a student as an athlete 4



Item No. Description Priority* Fit Code** CommentsSR37. Ability to flag a student as a veteran 4SR38. Ability to flag a student as a member of an Off Campus

division4

SR39. Ability to flag a student as pursuing a program offered bytwo institutions

4

SR40. Ability to flag a student on scholarship 4SR41. Ability to flag a student on greek society 3SR42. Ability to place an advisor hold on a student 4SR43. Ability to flag a student as an employee 3SR44. Ability to indicate professional interest of a student while an

undergraduate3

SR45. Ability to indicate a Off Campus division a student isattached

3

SR46. Ability to establish academic status rules by program basedon:

4

a. Total earned hours 4 b. Earned hours by course prefix 4 c. Term GPA 4 d. Total GPA 4 e. Previous two term GPAS 4 f. Previous two terms academic statuses 4SR47. Ability to establish Dean’s List based on: 4 a. Term credit hours attempted 4 b. Term credit hours earned 4 c. Incomplete credit hours in a term 4 d. Missing grades in a term 4 e. Number of credit hours taken Pass-Fail 4SR48. Ability to record a student career (undergraduate, graduate

or professional)4

SR49. Ability to indicate admission to the dean’s list on line basedon the online rules already listed

4



Item No. Description Priority* Fit Code** CommentsSR50. Ability to record a beginning of term (BOT) and ending of

term (EOT) academic action4

SR51. Ability to record a disenrollment reason 4SR52. Ability to record a withdraw code 4SR53. Ability to record a withdraw date 4SR54. Ability to record an academic stop on a student term record,

and the ability to determine which stops prevent registrationand which do not.

4

SR55. Ability to record a financial stop on a student term record,and the ability to determine which stops prevent registrationand which do not.

4

SR56. Ability to record a miscellaneous stop on a student termrecord, and the ability to determine which stops preventregistration and which do not.

4

SR57. Ability to set an attempt credit hour limit 4SR58. Ability to set a reduced attempted hour limit for students on

probation4

SR59. Ability to calculate the predicted cumulative hoursdynamically and store this value

3

SR60. Ability for system to store Active Hours 4SR61. Ability to make a particular course point to more than one

career4

SR62. Ability to display the class roster on-line 4SR63. Ability to record grades on-line 4SR64. Display the official grade and the instructor grade 4SR65. Ability to record grades by class roster 4SR66. Ability to move students from one section to another using a

class roster4

SR67. Ability to display class roster of students who have droppedthe section

4

SR68. Ability to display an on-line transcript 3SR69. Ability to print transcripts on-line and by batch 4



Item No. Description Priority* Fit Code** CommentsSR70. Ability to record a degree application 4SR71. Ability to record multiple statuses of degree application

process3

SR72. Ability to post a degree on-line and by batch 4SR73. Ability to automatically calculate student GPA on-line and by

batch4

SR74. Ability to record academic bankruptcy 4SR75. Ability to allow and record repeat option 4SR76. Ability to set repeat limits by career at undergraduate level

and by program at graduate and professional level4

SR77. Ability to track hours in a non-degree status 4SR78. Ability to set limits on allowable non-degree hours (earned

and in progress)4

SR79. Ability to set the limits on the courses taken by pass/fail 4SR80. Ability to maintain an academic program table 4SR81. Ability to record the grading scheme available for course

within a college by academic career4

SR82. Ability to code a student as physically impaired (handicapcode)

4

SR83. Ability to prevent certain students from dropping below full-time status (e.g. Athletes)

4

SR84. Ability to automatically attach a site code based on coursework taught in off campus locations

4

SR85. Provide online and batch programs to maintain informationabout a student’s application for receiving a degree award;such as, degree application received, degree applicationdate, graduation requirements reviewed/completed, feepaid, etc. Since a student can work on multiple degrees,information should be associated with a specific degree.

3



Item No. Description Priority* Fit Code** CommentsSR86. Provide an option to print an alternate name on the diploma. 3SR87. Provide an online program to track whether a student is

attending commencement and whether he/she orderedapparel. Do you have data elements to support apparelitems and sizes?

3

SR88. Provide a program to download to a PC degree applicationinformation to print commencement bulletins and orderdiplomas and apparel.

3

SR89. Provide a program to compute student class ranking, collegeranking, degree program, and course section.

4

SR90. Provide web access for student records (parameters like ourStudent Access Information System).

4

SR91. Provide an online program to maintain multiple schoolcalendars, grading systems, and levels by effective dates forthe same school.

4

SR92. Ability to maintain VA certification information for current andprior terms.

4

SR93. Ability to override records for windows. 4SR94. Ability to change status from UG to G, etc., and calculate

fees.4

SR95. Ability to waive late fee, and also to backdate. 4SR96. Ability to verify SSN and PAC number for VIP and web. 4



SS = Schedule Of ClassesItem No. Description Priority Fit Code** CommentsSS01. Ability to copy the course offerings from one term to another 4

SS02. Ability to specify which course attributes that should berefreshed by the course inventory

4

SS03. Ability to indicate if the section of the course is to be offeredformally or informally

4

SS04. Ability to created a section for each Activity on the courseinventory

4

SS05. All Activities of an individual course must be linked together(i.e. all Activity sections of a single course must be requiredby a registration)

4

SS06. All Activities should be linked (tied) to the first. 4SS07. Ability to have a meeting pattern for each section or Activity

of a course4

SS08. Ability to have multiple lines of meeting pattern for eachsection or Activity

4

SS09. Ability to record multiple instructors for each section orActivity

4

SS10. Ability to record percent of effort for each instructor 4SS11. Ability to indicate if the instructor is to be evaluated 4SS12. Protect the title field if the course is not marked as topical in

the course inventory4

SS13. Protect the credit hour field if the course is not variable 4SS14. Ability to have standard notes with each section 4SS15. Ability to have prerequisite checking or not 4SS16. Ability to have course restrictions on or off 4SS17. All Activities of a course indicated online 4SS18. Ability to create a reference number with the creation of

each section of a course4

SS19. Ability to create a combined section 4SS20. Ability to attach a country code to a course offering 4



Item No. Description Priority Fit Code** CommentsSS21. Ability to attach a state code to a course offering 4SS22. Ability to attach a county code to a course offering 4SS23. Ability to attach a city code to a course offering 4SS24. Ability to edit the country-state-county-city that is attached to

a course4

SS25. Ability to indicate a Off Campus attachment to a courseoffering

4

SS26. Ability to indicate days course offered 4SS27. Ability to indicate the begin time and end time course is

offered4

SS28. Ability to indicate the building course is offered 4SS29. Ability to indicate the room is offered 4SS30. Ability to indicate a begin date and an end date for the

course offering4

SS31. Ability to waitlist a course 4SS32. Ability to record the mechanism of delivery of a course (e.g.

compressed video, internet course)4

SS33. Ability to copy activity values of student and instructorcontact hours from the course inventory into a section of acourse

4

SS34. Ability to indicate if a final exam is required in a course 4SS35. Ability to list text as part of the printing process for the

schedule of classes and specify location to be printed.4

SS36. Ability to display section offerings by prefix and/or by coursenumber

4

SS37. Ability to restrict registrations based on hours earned undercourse ID

4

SS38. System must recognize course is valid for term beingoffered.

4

SS39. Ability to code course by site code; i.e. E.W., R.H. 4SS40. Ability to link course to a specific academic unit. 4



Item No. Description Priority* Fit Code** CommentsSS41. Ability to indicate a subtitle for a course and have that

appear on transcript as well.4

SS42. Ability to build cross listed courses across academic units. 4SS43. Ability to code a course if it has been added since schedule

building was completed or has been changed and referencecodes for the change.

4

SS44. Ability to assign various security levels to users that allowsome users to remain turned on while turning off others.

4

SS45. Ability to produce text file of course offerings to be used forprinted schedule of classes with defined format and fieldselection.

4

SS46. Maintain audit trail of changes by date and users. 4SS47. Ability to produce report of open, closed, cancelled course

sections.4

SS48. Provide other standard reports to assist in management ofcourse scheduling, such as: course sections not meetingstandard meeting times, course sections meeting after 5:30without an EW site code, etc.

4

SS49. Provide capability to upload schedule information onto webin specified format.

4

SS50. Provide automatic update to room utilization for data enteredunder building and room in meeting pattern.

4

SS51. Ability to view/change enrollments for cross-listed coursestogether on one screen, as well as number of seatsavailable.

4

SS52. Ability to change enrollments for course sections withoutchanging other information – can be separate screen or fieldconfiguration on regular screen.

4

SS53. Ability to specify which screens are “turned off” or “on” forusers.

4



Item No. Description Priority* Fit Code** CommentsSS54. Ability to turn course “off” for telephone registration. 4SS55. Ability to delete, cancel, hold, close, open or inactivate a

course section.4

SS56. Ability to request a room to be scheduled and havescheduling software identify this need and find a room.

4

SS57. Ability to indicate room is being pre-assigned and havescheduling software identify this and make note room is notavailable for other scheduling during this time.

4

SS58. Ability to combine courses with shared room use. 4SS59. Link to room scheduling that will alert user if room is not

available at that time/days and ability to override and doublebook the room.

4

SS60. Ability to produce cancelled class letters or changed classletters for each student in course section – online andproduce mailing labels or send to student emails.

4

SS61. Provide web access for schedule of classes – offerings andsearch functions.

4



ST = Student TranscriptsItem No. Description Priority* Fit Code** CommentsST01. Provide a program to print unofficial transcripts. 4ST02. Provide a program to print official transcripts. 4ST03. Provide an on-line program to use for requesting transcripts

for students that will print in batch. The request shouldvalidate the student ID, check appropriate transcript holds,and permit printing of multiple copies.

4

ST04. Provide a program for use by students to request atranscript, number of copies, and destination address.

3

ST05. Provide an option to print transcripts when all grades and/ordegrees are posted.

4

ST06. Programs should maintain statistics on the number oftranscripts requested.

3

ST07. Provide security so that only appropriate users can printspecified unofficial transcripts.

4

ST08. Provide an option to include transfer course work ontranscripts.

4

ST09. Programs that produce transcripts should not print atranscript if the student has specified holds. Providecapability to override.

4

ST10. Provide the capability to produce a letter to inform a studentof a financial hold when the transcript is not releasedbecause of a financial hold.

3

ST11. Provide programs to maintain text that will print on selectedtranscripts. (e.g., Dean’s list, academic probation, academicsuspension.)

4

ST12. Provide an on-line program to allow special text to beprinted on a specific student’s transcript; for example, title ofthesis.

3

ST13. Provide a log of the transcript request and retain the send toaddress ad part of the student’s permanent record when thetranscript is printed.

4



Item No. Description Priority* Fit Code** CommentsST14. Ability to implement to SPEEDE Express system of

electronic transcript information exchange with otherparticipating institutions.

3

ST15. Programs should maintain statistics on the number oftranscripts requested.

3

ST16. Provide a program to maintain and track transcript billingand fee collections.

3



SU = Room SchedulingItem No. Description Priority* Fit Code** CommentsSU01. Ability to build (delete) a room profile that contains (at the

very minimum) the following fields by building/room:description, site, partition, scheduling department, roomtype, actual capacity, type of seating, square feet, features(such as handicap accessible, smart room, etc.), specialscheduling considerations (block out certain days/hours,etc.)

4

SU02. Ability to search for and schedule room availability basedon: partition, min/max capacity, start/end dates, days,special features, start/end time, type.

4

SU03. Ability to see what else is scheduled in a room. View onlyinformation should include start/end dates, days, start/endtimes, type, and description.

4

SU04. System should warn user but allow for double-booking. 4SU05. System should accommodate course scheduling as well as

event scheduling.4

SU06. Provide online/batch user reports to include but not limitedto: complete listing of all rooms and scheduling matrix,utilization reports, ability to produce these reports by room,by building, by course, by college, by department, by type,by date or date range.

4

SU07. Security for scheduling based on user-defined profile. 4SU08. View capability of certain screens w/o scheduling authority. 4SU09. Automatic, real-time online update of room utilization file

from schedule-building data .4

SU10. Must interface with Universal Algorithms’Schedule25/Event25 scheduling software.

4

SU11. Automatic, real-time, online between Schedule/Event25 andthis system.

4



SX = RegistrationItem No. Description Priority* Fit Code** CommentsSX01. Provide programs that maintain unlimited user-defined rules

for determining whether a student is eligible to register forcourses (e.g., enrolled in previous semester, admissionstatus, last digit of Social Security Number, etc.)

4

SX02. Provide a program to maintain rules for enrollment creditlimits based on factors such as school, major or academicstatus.

4

SX03. Provide programs to monitor and enforce the student’senrollment credit limits by session and semester.

4

SX04. Provide programs to maintain user-defined enrollmenteligibility information for a student.

4

SX05. Provide a program that maintains user-defined rules fordetermining registration priority for categories of students(e.g., classifications, etc.)

4

SX06. Provide a program that maintains courses in which a studentis enrolling. Students should be able to enroll in an unlimitednumber of terms and school years.

4

SX07. Provide the ability to determine if the course is offered thissemester. If the course is not offered, reject the enrollmentfor that course.

4

SX08. Provide the ability to determine whether the enrollment inthe course will exceed the defined course enrollmentmaximum. If the course is closed, a message should beissued and an override capability should permit the operatorto decide whether the student should be enrolled in theclosed course.

4

SX09. Provide the capability to determine when the enrollmentmaximum has been exceeded for course sections that haverelated cross-listed courses, the program should accumulateenrollment from all related cross-listed courses.

4



Item No. Description Priority* Fit Code** CommentsSX10. Provide the capability to determine whether the enrollment

in the course will cause a date or time conflict in thestudent’s enrollment schedule. If a conflict exists, amessage should be issued and an override capability shouldpermit the operator to decide whether the student should beenrolled in the course.

4

SX11. Provide the capability to determine whether the enrollmentin the course violates course restrictions includingprerequisites, corequisites, school, class, major, or GPA. If acourse restriction is violated, a message should be issuedand an override capability should permit an operator todecide whether the student should be enrolled in the course.

4

SX12. Provide a program that prints letters and labels for mailing tostudents who did not successfully complete prerequisitecourses.

3

SX13. Provide a program that prints letters and labels for mailing tostudents who are still PCC deficient and nearing the 24-hourlimit. (PCC = Pre-College Curriculum)

3

SX14. Ability to set a flag if a student wants to be placed on a waitlist for the course or not when enrollment causes the courseenrollment maximum to be exceeded.

3

SX15. Provide a program that displays all students on the wait listfor a specific course section.

3

SX16. Provide a program that displays all students with date andtime of registration for a specific course.

4

SX17. Provide override capabilities to assign enrollment priority tostudents on the wait list.

3



Item No. Description Priority* Fit Code** CommentsSX18. Provide the capability to identify repeated courses, including

cross-listed, and issue a warning.4

SX19. Provide enrollment programs that permit a student to enrollin a block of courses through the use of an ID that identifiesthe block of courses.

3

SX20. Provide a program that permits an override of the grade typefor a course section (e.g., pass/fail, audit).

4

SX21. Provide a program that displays all open course sectionsthat fit into a student’s schedule without time conflict orcourse restriction and permit the operator to select coursesfor enrollment without keying the course ID>

4

SX22. Provide a facility that searches for certain open coursesections based upon user-defined criteria such as meetingtimes and dates, career level, campus, department, andgeneral education type.

4

SX23. Provide a program that displays all students enrolled in aspecific course section; also, list students enrolled in anycross-listed course related to the section. This programshould display the most current information.

4

SX24. Provide a program that maintains a user-defined chain ofcourse sections that is used to search for alternate sectionsscheduled when a student’s requested course section isunavailable, then give the student the option to enroll in thealternate sections. The program should look for timeconflicts and closed alternate sections.

4

SX25. Provide a program that maintains a user-defined chain ofcourse sections that meet at the same time. If the same-timesections are not available, then a second chain of sectionsshould be defined and searched that are scheduled at analternate time. In other words, maintain multiple chains ofsection and a search priority for each.

4



Item No. Description Priority* Fit Code** CommentsSX26. Provide a program to determine the following enrollment

statuses by college and semester: full-time, half-time, lessthan half-time.

3

SX27. Provide a program that maintains an audit trail of studentcourse enrollment. This should include drop/adds, reinstate-ments, withdraws, grade option, final grade, enrollmentstatuses, ad credit hour changes.

4

SX28. Provide a program that displays an audit trail of a specificstudent’s course enrolment information.

4

SX29. Provide the capability to cancel enrollment in all courses forstudents that have not made appropriate arrangements forbilling. Allow for financial aid deferrals. The program shouldprint a notification letter for mailing to students.

4

SX30. Provide a program to summarize and maintain the followingenrollment information by course, by semester and session:

3

a. Total demand. 3 b. Total enrollment. 3 c. Total drops. 3 d. Total adds. 3 e. Section enrollment average. 3 f. Section enrollment median. 3SX31. Provide a program to summarize and maintain the following

enrollment statistics for each course section by semesterand session:

3

a. Total demand 3 b. Total enrollment 3 c. Total drops 3 d. Total adds 3 e. Total wait-list 3

f. Total non-reg 3 g. Total audits 3



Item No. Description Priority* Fit Code** CommentsSX32. Provide a program to display current enrollment statistics for

a semester and a session.3

SX33. Provide a program to summarize and maintain enrollmentstatistics for all cross-listed courses related to a coursesection.

3

SX34. Provide the ability to override holds in registration withoutclearing the hold.

4

SX35. Provide the ability to maintain cancellations of registeredstudents, recording reasons and actual destinations.

4

SX36. Provide ability to keep transferred credit in suspense fileuntil registration is completed by student.

4

SX37. Ability to override closed course, prerequisite, major,college, and special student status.

4

SX38. Ability to assign registration date and time by: 4 a. Classification 4 b. Range of predictive Cumulative hours, earned hours, or

other methods to be determined4

c. Special Student Status 4 d. Athletic flag 4 e. Off campus site code 4 f. Range by last digit of student ID number 4 g. By physically impaired (handicap code) 4 h. Admission type (registration type) 4 i. New student orientation date 4 j. New or continuing student 4 k. Enrollment 4



Item No. Description Priority* Fit Code** CommentsSX39. Ability to establish a withdraw window 4SX40. Ability to establish a grade type change window 4SX41. Ability to establish a window to cancel student’s registration 4SX42. Ability to establish a window to inquire about the students

academic program4

SX43. Ability to register by course prefix number and section 4SX44. Ability to register by course reference number 4SX45. Ability to give an electronic override for 4 a. Closed course 4 b. Course restriction by classification 4 c. Course restriction by college 4 d. Course restriction by major 4 e. Course restriction by minor 4 f. Course restriction by special student status 4 g. Course time conflict 4 h. Controlled enrollment 4 i. Course prerequisite 4 j. Same course 4SX46. Ability to specify if the override applies to all sections of the

course4

SX47. Overrides must be restricted to the department or collegethat owns the course

4

SX48. Ability to register for all Activities of a course with theregistration in the primary Activity

4

SX49. Ability to do a section search for an alternate section of thesame course

4

SX50. In the search process, ability to display only the sectionsthat are open and will fit the student’s schedule

4



Item No. Description Priority* Fit Code** CommentsSX51. In the search process, ability to display all the sections of

the course4

SX52. In the search process, ability to display open sectionsbeginning with sections that meet at the same time as therequested section

4

SX53. Ability to register for a section of a course from the search 4SX54. Ability to display if the course being searched has a cross-

listing4

SX55. Ability to remove the advisor hold globally 4SX56. Ability to allow inquiry by student concerning their stops 4SX57. Ability to allow inquiry by student concerning their window of

registration4

SX58. Ability to establish a window for grade review 4SX59. Ability to record a reason code for dropping a course 4SX60. Ability to conditional add/drop 4SX61. Provide both batch and online programs to maintain

student’s and parent’s orientation session reservationrequests, including payment, refunds, subsequentassignment, and attendance of orientation sessions.

4

SX62. Provide an online program that maintains orientationsession quotas such as major, advisor, etc.

4

SX63. The system must maintain waiting lists and automaticassignment for full academic orientation sessions.

4

SX64. Provide online programs that maintain and enforceorientation prerequisites, such as admitted. The operatorshould be able to override the enforcement.

4



Item No. Description Priority* Fit Code** CommentsSX65. Provide all capabilities as listed in section “SX” for telephone

and web registration. All parameters should at least meet orexceed current EPOS functions. For specific details – theRFP for telephone/web registration can be made availableat the appropriate time during the “scoping” phase.

4

SX66. Provide capabilities to interface as needed with KCVU. 4



SZ = Degree Audits / GraduationItem No. Description Priority* Fit Code** CommentsSZ01. System must be able to accommodate large, complex

programs with many requirements, subrequirements andcourses in a user-friendly fashion.

4

SZ02. Provide monitoring of academic progress and performdegree audits.

4

SZ03. Provide flexibility for use in all majors and degree programs,and capability to take into account all community collegeprogram requirements.

4

SZ04. Provide the capability to take into account the degreeauthorization per college.

4

SZ05. Provide for the tracking of changes in course titles and/orcourse numbers to evaluate student credit when coursechanges occur with the default to recognize and count thechanged course.

4

SZ06. Maintain multiple sets of degree requirements at the sametime to accommodate students admitted or readmitted underdifferent catalog requirements.

4

SZ07. Provide the capability for students fulfilling the degreerequirements for a second option within a degree program toautomatically record as an option (not a degree) on atranscript.

4

SZ08. Provide for the incorporation of transfer courses intostudent’s academic records, using course equivalency datamaintained system-wide.

4

SZ09. Provide for substitutions, waivers, and acceptance oftransfer credits for degree requirements by academic units.These must allow for updates and a complete record ofchanges should be maintained.

4

SZ10. Provide for the assignment of multiple and/or alternatecourses and special notations for fulfillment of degreerequirements.

4



Item No. Description Priority* Fit Code** CommentsSZ11. Provide the capability to identify students eligible for honors

(laudatory status) and awards at graduation.4

SZ12. Provide integration with University of Kentucky Alumnisystem.

4

SZ13. Provide for automated verification of degrees and productionof verification statements on demand, with options for theinclusion of specific user-specified data (e.g., multi-levelcertificate process for transferring courses [Block Transfer].

4

SZ14. Provide lists of graduation candidates with degrees to beawarded and other user-defined data, with multiple user-defined sorting options, for use in diploma orders,commencement program, etc.

4

SZ15. Provide Degree Requirements reports based on user-specified parameters.

4

SZ16. Provide reports to academic units listing graduationcandidates who comply with graduation requirements.

4

SZ17. Provide reports to academic units listing graduationcandidates with deficiencies in graduation requirementsspecifying all missing requirements.

4

SZ18. Provide automated notification letters to graduatecandidates with deficiencies in requirements, informing themof their deficiencies.

4

SZ19. Provide automated notification letters to graduationcandidates whose diplomas are held due to non-academicreasons such as financial, library and other holds.

4

SZ20. Provide mailing labels for graduation candidates fordiplomas and various other mailings on demand, sortedaccording to user-defined criteria.

4

SZ21. Provide miscellaneous reports in user-specified formatsabout graduates by date, by college, by major, and by anyother user-specified criteria.

4

SZ22. Provide reports needed to complete the number of prior yeargraduates section of the IPEDS report.

3



Item No. Description Priority* Fit Code** CommentsSZ23. Provide GPA report by major for graduating students. 3SZ24. Provide lists of degree recipients transferred to the transcript

file by graduation date, at the time of transfer.3

SZ25. Provide automatically produced letters to degreecandidates, according to the degree and the division.

3

SZ26. Provide address labels extracted and sorted by user-specified criteria.

3

SZ27. Provide other types of labels, such as labels for diplomaenvelopes.

3

SZ28. Ability to define requirements using Boolean operatives(e.g., a science requirement may be satisfied by a studentcompleting BIO 102 and BIO 103, or BSL 110 and BSL 11).

3

SZ29. Ability to define non-course requirements for a program ofstudy.

4

SZ30. Ability to report the course and non-course requirements astudent has completed or not completed.

4

SZ31. Ability to maintain and change the requirements for a degreeprogram by duplicating the requirement with a new effectivedate range and processing modifications as needed.

4

SZ32. Ability to track degree program attributes as identified incatalog and/or schedule. Attributes may be used to identifyhow a course may be used to satisfy various degreerequirements.

4

SZ33. Ability to indicate which requirements may be used to satisfyother requirements and where they may be reused (i.e.,another course and/or an attribute requirement).

4

SZ34. Ability to perform “what if” degree compliance. 4SZ35. Ability to display text of newly adopted policies in student’s

view (e.g., to inform student of new grade change rules).4

SZ36. Ability to relate every requirement and course change to thebulletin where that change appeared.

4



Item No. Description Priority* Fit Code** CommentsSZ37. Provide audit reports by user-defined parameters. 4SZ38. Provide reports of students who have met degree

requirements but have not applied for degrees, based onuser-defined parameters.

4

SZ39. Provide letters for above. 3SZ40. Provide labels for above. 3SZ41. Provide automatic verification of each college’s authority to

award a specific degree by term.3

SZ42. Provide a report that lists prior degrees awarded by majorand date.

3

SZ43. Ability to identify students who have met the prerequisitesfor a course within their major (e.g., faculty could determinethe need for a course to be scheduled based on the numberof students who need it and are ready to take it.).

4

SZ44. Ability to identify and track students with PCC deficits. 3SZ45. Ability to generate Program Accreditation reports. 3SZ46. Based upon specified characteristics of the student, such as

NCAA, teaching, or veterans, automatically relate one ormore existing requirements to the degree program.

4

SZ47. Provide online and batch programs that maintain user-defined rules to determine whether a student needsadvising. List rules that can be defined.

3

SZ49. Provide a program to analyze and produce a report ofadvisor-student ratios by college and advisor.

3

SZ50. Provide a program that maintains advising notes and datefor a student.

3

SZ51. Ability to run profiles by date. 3SZ52. Provide a mechanism to prohibit a student from being able

to confirm a date that has reached capacity. Perhaps havea waitlist capacity and an enrolled capacity.

3

SZ53. Have a screen that contains all the information from theAdmissions Profile Report.

3



Item No. Description Priority* Fit Code** CommentsSZ54. Conference fee assessment screen. 3SZ55. Provide online and batch program to maintain an unlimited

number of courses for a high school, college or university.Key information such as course title, hours, etc. should beassociated with the course.

4

SZ56. Provide a program that matches courses to the calendar,grading system, and level in effect for the school when thecourse was offered.

4

SZ57. Provide a screen that permits a search for a course by thecourse number or a portion of a course number within theschool (search for external course)

4

SZ58. Provide a screen that permits a search within a school forthe internal course equivalency by course prefix andnumber.

4

SZ59. Provide the ability to record text information about theequivalency; i.e., who made it and date.

4

SZ60. Provide the ability to record an audit trail when anyinformation about an equivalency changes.

4

SZ61. Provide a field that alerts the user that other (older)equivalencies are in the system and the ability to view them.

4

SZ62. Allow for scrolling through a school’s courses and theirequivalencies by the use of one key, brining up the nextcourse.

4

SZ53. Provide the ability to record multiple equivalencies to asingle or multiple external course and visa versa.

4

SZ64. Provide the ability to indicate with multiple courses that anyor all external courses be taken to match up to internalequivalency (ies).

4

SZ65. Provide online and batch update to student records when acourse equivalency has been added or changed.

4

SZ66. Provide online a screen that will show a student’s transferwork and corresponding equivalencies.

4



Item No. Description Priority* Fit Code** CommentsSZ67. Have degree audit recognize equivalencies apply as

appropriate for fulfilling degree requirements and ability toupdate that coursework.

4

SZ68. Ability to copy from one course equivalency to another withdifferent effective terms.

4

SZ69. Ability to enter only course prefix and number for internalequivalents and system will recognize valid title and credits.

4

SZ70. Ability to maintain student transfer information by career. 4SZ71. Ability to record multiple course entries with the same

number/title and indicate which one is to be counted fordegree requirements.

4

SZ72. Ability to override internal equivalency on student transferrecord.

4

SZ73. Ability to produce report of student transfer course work andtheir corresponding equivalencies, online or batch byspecific student (name or ID) or advising conference date orcollege or major or other defined search criteria.

4

SZ74. Ability to recognize a duplicate internal course when givingequivalencies across the board.

4

SZ75. Ability to record a plan sheet and use as part of degreerequirement.

4

SZ76. Ability to define mandatory versus recommended coursesand/or sub-requirements.

4

SZ77. Ability to indicate reuse at course and/or sub-requirementand/or requirement level.

4

SZ78. System will recognize ACT scores, bypass exam scores, orgrade as indicator to count course as fulfilling requirement.

4

SZ79. Ability to local-print reports by user. 4SZ80. Large text area for notes that accompany program

requirements.4

SZ81. Courses must be integrated with the course inventory. 4SZ82. Ability to copy requirements, sub-requirements to define

new or different programs.4



Item No. Description Priority* Fit Code** CommentsSZ83. Ability to define group of courses and/or requirements for

computing earned hours and GPA.4

SZ84. System should recognize cross-listed courses and count tofulfill requirements.

4

SZ85. System will recognize repeat rules for courses. 4SZ86. Ability to define min – max hours to be counted in

requirement.4

SZ87. Provide degree audit reports on uni/batch using parametersas defined by user.

4

SZ88. Degree audit reports can be run for a single student,multiple students by name, ID, college, major, specialstudent status or characteristic; i.e., veteran, athlete.

4

SZ89. Ability to specify order of requirement completion or order ofuse of course when it can be reused.

4

SZ90. Ability to specify order that requirements print on the report,and ability to select only certain requirements for the report.

4

SZ91. Provide option for using in-progress courses. 4SZ92. Provide option to prevent use of certain course, i.e. MA

108R.4

SZ93. Provide option to include courses within a range by course,prefix, level, or all, i.e. ENG 100-400G, ENG ****, *** **** (allcourses).

4

SZ94. Report should show which courses were used to fulfill therequirement.

4

SZ95. Program to indicate completion of General Educationrequirements that runs an audit against General Educationrequirements and posts results on student transcript, onlineor batch.

4

SZ96. Must have capability to produce student audits via the WEB.These audits may be performed by advisers or students,therefore, security must be available to ensure FERPAguidelines can be met while doing this via WEB.

4



HOUSING SYSTEM

The UK Undergraduate Housing Office presently uses a Housing program by Diebold Corporation referred to as Housing Information System. In 2000we will upgrade to a program also by Diebold called Campus Systems Gold. The new system is Oracle based and runs on an NT server. TheUndergraduate Housing Office sends batch files to two departments that will be affected by a new student system: 1. Registrar’s Office – files are sentto the registrar’s office giving the campus addresses of students residing in undergraduate housing. 2. Student Billing Services – files, containingstudents’ charges for housing are sent to student billings. From these charges bills are issued and student billings collects housing and dining fees.

HousingItem No. Description Priority* Fit Code** Comments1. Offerors should indicate if their proposed software includes a

system with comparable functional capabilities as the DieboldCampus Systems Gold.

4

2. Offerors should indicate if their proposed software can accepta batch file from the Diebold Campus Systems Gold system.

4



FINANCIAL AID

Financial AidFI = Integration With Other ModulesItem No. Description Priority* Fit Code** CommentsFI01. Provide total integration with Admissions, Registrar, 4

Student Billings Services, Housing, Dining, Payroll,Human Resource Services (to identify students whoare also employees), Bookstore and the ability forthese modules to monitor local financial aid eligibilityissues. For example, the Admissions module needs theability to identify and generate reports of ability tobenefit students (aid eligibility). The Records moduleneeds the ability to generate reports to reflect changesin enrollment status, identify first-time enrollees andcomplete withdrawals (accurate aid payments and

FI01. refund/repayment). The Student Billing Services needs theability to view or access financial aid awards (Title IV andlocal awards). The financial aid module must be able to pullin the Federal Work-Study Program earnings from theUniversity Payroll System.

4

FI02. Provide the ability for each college/financial unit to interfacewith the financial aid module to enter departmental awardswhen appropriate and to perform other financial aid relatedoperations (e.g., processing of aid in the College of Medicineand Dentistry and for Lexington Community Collegestudents).

4

FI03. Provide the ability to view and print students’ entire academichistories.

4

FI04. Provide the ability to upload and download to/from UK FAMand manipulate the UK FAM data during the implementationand transition phase.

4



Item No. Description Priority* Fit Code** CommentsFI05. Provide upload and download capability from outside

agencies via the WWW. For example, KY College Access(CAP) and Kentucky Educational Excellence Scholarship(KEES) Program information must be exchanged with theKentucky Higher Education Assistance Authority (KHEAA).

4



FA = Applicant InformationItem No. Description Priority* Fit Code** CommentsFA01. Ability to accept all MDE applications including data via

WWW. List the outside sources that the system has existingrecord structures for processing.

4

FA02. Ability to create database records from applicant tapes,diskettes, download files or information entered via WWW.

4

FA03. Ability to create name, ID, address and recruiting records inthe student system if no records exists.

4

FA04. Ability to identify current record for use in need analysis andother system functions.

4

FA05. Ability to maintain multiple application records per student,per year, as well as multiple years.

4

FA06. Ability to compare data loaded into certain fields in astudent’s record against the corresponding field in the currentneed analysis record and identify/report any difference.

4

FA07. Ability to establish a set of rules for accepting/rejectingstudent records from outside sources. A repository ofrejected student records should exist with on line and batchprograms that permit corrections. List the rules that can bedefined for accepting applications from outside sources; forexample, students that UK has already awarded.

4

FA08. Ability to load “official” data and create a file of rejected datafor review by financial aid personnel.

4

FA09. Provide a program that establishes which outside source ofapplication information has priority over another source.

4

FA10. Provide the ability to create and maintain on line anecdotalrecords by student.

4

FA11. Provide an on line screen for entering initial applicationinformation for electronic transfer to the Central ProcessingSystem (CPS).

4

FA12 Ability to provide ad hoc reports of applicant information asneeded.

4



Item No. Description Priority* Fit Code** CommentsFA13. Ability to provide the following routine reports:

A list of student records on the electronic files and whether arecord already existed for the student in the database.A list of student records not loaded into the financial aidsystem with reasons why the record was not loaded.A list of student records with data discrepancies between thestudent and financial aid systems.

4



FR = Requirements / Documentation TrackingItem No. Description Priority* Fit Code** CommentsFR01. Ability to allow applicants to be assigned into one of an

unlimited number of tracking groups with an unlimitednumber of standard and unique individual documentrequirements, e.g., date and signature. These documentrequirements must be related to a document in the validtracking document table. (See FR02.)

4

FR02. Ability to allow for user-defined requirements/documents andassociated items. This includes providing an on line screento maintain a table of financial aid documents required fromfinancial aid applicants.

4

FR03. Ability to allow for student group assignment based on userdefined rules. Rules may be overridden manually on anindividual basis.

4

FR04. Ability to allow documents to be assigned as part of atracking group requirement or by the awarding of a particularfund.

4

FR05. Ability to allow for documents to be assigned as required forpackaging or disbursement.

4

FR06. Ability to post requirements/documents and their statusacross all tracking groups based on user defined selectioncriteria.

4

FR07. Ability to provide for the identification of applicants wherecommunication is needed regarding requirements/documentsin question before processing can continue.

4

FR08. Ability to provide for the recording of receipt dates ofrequirements/documents and whether or not the requirementis satisfied.

4

FR09. Ability to mass enter receipt or satisfaction ofrequirements/documents.

4

FR10. Ability to view and edit user defined rules tables. Ability togenerate user defined letters requesting outstandingrequirements/documents.

4



Item No. Description Priority* Fit Code** CommentsFR11. Ability to provide for loan entrance and exit interviews to be

tracked and required for disbursement of a particular fund.This should not be financial unit specific.

4

FR12. Ability to provide automatic update with a Financial AidTranscript (FAT) request from admissions when the FAT hasnot been processed for midyear enrollments and summer.

4

FR13. Provide on line screen to maintain letter text for requestingrequired documents, overdue documents, and items missingfrom documents. Must have the capability to maintainmultiple letter texts.

4

FR14. The document tracking facility should track multiple financialaid transcripts from the same school for the same studentusing valid school identification numbers and institutionnames. The system must also be able to track financial aidtranscripts from multiple institutions.

4

FR15. Ability to provide batch and on line programs to automaticallycreate tracking documents whenever a document is required,e.g., when a Perkins Loan is awarded, a tracking requirementfor the return of a promissory note should be established.

4

FR16. Ability to provide ad hoc tracking reports as needed. 4FR17. Ability to provide a list of requirements/documents and their

status by student.4

FR18. Ability to load standard tracking mnemonics to assist inidentifying when additional documents are needed.

4



FB = BudgetingItem No. Description Priority* Fit Code** CommentsFB01. Ability to allow the creation of an unlimited number of user

defined budget groups and budget components, as well asthe definition types for use in the awarding of funds and thecalculation of Federal Pell Grants.

4

FB03. Ability to allow applicants to be assigned into one of anunlimited number of user-defined budget groups.

4

FB04. Ability to create or update user defined system tables. 4FB05. Ability to allow for the assignment of students to budget

groups with user selected criteria based on any data in thesystem.

4

FB06. Ability to provide for the calculation or recalculation ofapplicant financial need based on available familycontribution data.

4

FB07. Ability to allow anecdotal comments to be maintained tofurther explain user actions on an individual basis.

4

FB08. Provide an on line program to re-calculate the budget when adata element value changes that impacts the budget for astudent.

4

FB09. Ability to provide automatic system recalculation of costs dueto changes in student load or part-year attendance.

4

FB10. Ability to override a budget item for a specific student. 4FB11. Ability to roll budget set up information forward from year to

year.4

FB12. Ability to provide ad hoc budget related reports. 4FB13. Ability to provide the following routine reports:

Student’s budget group.Budget total for each budget type.Student’s status.

4



FN = Need AnalysisItem No. Description Priority* Fit Code** CommentsFN01. Ability to provide for the calculation of Federal Methodology

(FM) and an Institutional Methodology (IM).4

FN02. Ability to provide timely need analysis updates. 4FN03. Ability to provide a screen to display application-specific

supplemental data.4

FN04. Ability to allow need analysis data to be entered into thesystem either manually or via electronic media from any MDEapplication source or via WWW.

4

FN05. Ability to support multiple years of need analysis data andcalculation versions.

4

FN06. Ability to provide for calculation at a date after the initialapplication load (e.g., prior to packaging).

4

FN07. Ability to log need analysis changes to the EDE correction filefor use in EDE corrections processing.

4

FN08. Ability to provide the capability to enter methodology specificchanges allowing one value for FM and a different value forIM.

4

FN09. Ability to allow users with the option to select projected yeardata or base year data in the calculation of FM and IM.

4

FN10. Ability to provide for the locking of individual bottom lineresults for each methodology.

4

FN11. Ability to identify students selected for verification and thosewhose applications are rejected due to incomplete data.

4

FN12. Ability to provide the Institutional Need Analysis Report(INAR) for students who have had a need analysis calculatedby the system.

4

FN13. Ability to calculate an Expected Family Contribution (EFC) forvarious terms, e.g., academic year, summer, 9 months, non-traditional length terms.

4

FN14. Ability to provide ad hoc need analysis reports as needed. 4



FV = Verification ProcessItem No. Description Priority* Fit Code** CommentsFV01. Ability to allow tolerances to be set determining which fields

are updated.4

FV02. Ability to maintain all of the federally required items forverification including earned income data.

4

FV03. Ability to provide current data with a column for entry ofverified data to easily identify discrepancies.

4

FV04. Provide a batch program to select and identify a population ofaid applicants for verification. List the factors available forselecting populations.

4

FV05. Ability to log verification changes to the EDE correction filefor use in EDE corrections processing.

4

FV06. Provide screen that will display verification data from INAS,Pell and verified data so that discrepancies can be identified.

4

FV07. Ability to provide ad hoc reports as needed. 4



FE = Electronic Data Exchange (EDE)Item No. Description Priority* Fit Code** CommentsFE01. Ability to participate in I, II and III Stages of the EDE. 4

FE02. Ability to print Electronic Student Aid Reports (ESAR) fromcentral processor.

4

FE03. Ability to create and transmit ESAR corrections electronicallyto the central processor, eliminating the student from thepaper correction process. This includes duplicate requestsand drawdowns.

4

FE04. Ability to create, transmit and track Pell origination anddisbursement records as required in the new Federal PellGrant Recipients Financial Management System (RFMS).

4

FE05. Ability to provide for the printing of all necessary reports anddocuments [e.g., Electronic Statement of Account (ESOA)] asrequired in the new Federal Pell Grant Recipients FinancialManagement System (RFMS).

4

FE06. Ability to provide simultaneous need analysis and EDEcorrections.

4

FE07. Ability to provide an automatic on-line transaction log ofchanges which records dates, times, user IDs, and from andto values of Pell EDE and need analysis data changes.

4

FE08. Ability to allow anecdotal comments to be maintained on-lineto further explain user actions on an individual applicantbasis.

4

FE09. Ability to produce related ad hoc reports as needed. 4



FP = PackagingItem No. Description Priority* Fit Code** CommentsFP01. Ability to allow users to define an unlimited number of

packaging groups and formulas for groups of students whomshould be packaged in the same way.

4

FP02. Ability to provide for each packaging group to have its ownindividual packaging formula with its own fund awardingsequence.

4

FP03. Ability to allow for batch or on-line assignment of applicantsto packaging groups using user-defined selection criteriaincluding student system data.

4

FP04. Ability to allow for batch or on-line awarding of funds within agroup by aid year based on user-defined rules. Also ability tomanually award individual students on line.

4

FP05. Ability to provide for processing of multiple groups in a user-determined sequence or a single group in a batch process.

4

FP06. Ability to provide for automatic scheduling of awarded fundsinto award periods at the time of award.

4

FP07. Ability to provide for automatic scheduling of awarded fundsinto disbursement periods at the time or award.

4

FP08. Ability to allow for overriding of automatic results on anindividual on-line.

4

FP09. Ability to print custom designed letters to students informingthem of their eligibility for financial aid, including award lettersand no-need letters. Ability to tie fund specific awardmessages to particular aid funds and to print these messageson the award letter.

4

FP10. Ability to track on-line award status by student and fundincluding offer, accept, decline, canceled, authorized fordisbursement and paid.

4

FP11. Ability to provide maintenance of federal/state program rulesand to do so in a timely manner.

4



Item No. Description Priority* Fit Code** CommentsFP12. Ability to provide automatic repackaging of a group, multiple

groups or a single fund across groups based on user-definedselection criteria.

4

FP13. Ability to maintain dates on which students were packaged orrepackaged.

4

FP14. Ability to provide for locking a fund or a student fromrepackaging.

4

FP15. Ability to provide for updating the appropriate applicationstatus.

4

FP16. Ability to provide for the optional use of equity packagingtechniques.

4

FP17. Ability to support the awarding in batch or on line bothFederal Family Educational (FFEL) Stafford Loans or DirectLoans.

4

FP18. Ability to automatically cancel (either individually or by batch)award offers that have expired for students who were “noshows” and automatically generate a cancellation letter.

4

FP19. Ability to provide an automatic on-line transaction log ofchanges which records dates, times, user IDs, and from andto values of packaging and award data changes.

4

FP20. Ability to award individual students on line. When an on lineaward offer/acceptance is entered, the system should checkto insure that the student is eligible for packaging accordingto user-defined packaging policy rules. When a student isnot eligible, provide an override capability.

4

FP21. When an online award offer is entered for need-based aid,the system should indicate when the award causes thestudent award package to exceed his need.

4

FP22. When awards with lifetime limits are entered on line, thesystem should check to insure that the award does not causethe student to exceed the statutory maximum for theaward/student.

4



Item No. Description Priority* Fit Code** CommentsFP23. When awarding loans, the system should check the student’s

grade level maximum and not allow an award in excess ofthe maximum for that particular loan fund.

4

FP24. Provide an on line screen to display aggregate awardinformation for a student.

4

FP25. Ability to allow anecdotal comments to be maintained on-lineto further explain user actions on an individual applicantbasis.

4

FP26. Ability to provide the following routine reports:1. Detail or summary results by group/student/fund2. Fund eligibility by student but not awarded with reasons3. Students with awards that violate system awarding criteriadue to on-line creation of a package4. Student employment information

4

FP27. Provide ability to produce ad hoc reports as needed. 4



FF = Funds ManagementItem No. Description Priority* Fit Code** CommentsFF01. Ability to establish and monitor an unlimited number of funds,

fund types and fund associated eligibility rules for purposesof awarding and disbursing financial as defined by the user.

4

FF02. Ability to provide for the creation of a fund base (global) foreach fund, year specific fund allocation, over-commitment,awarding and assignment.

4

FF03. Ability to provide fund base records that include the followinguser-defined information:Fund codeFund descriptionFund source (federal, state, institutional, external)Fund type (i.e., loan, grant, scholarship, job)Need basedAward minimum/maximum allowed

4

FF04. Ability to provide for the definition of year-specific systemrules for a fund to include:Aid yearReduce needAutomatically packageAutomatically schedule into termAutomatically disburseApply as a memo credit with expiration dateExpiration date of memo creditsInclusion in equity packaging (percent of gift, loan)Family contribution replacementAssign fund related requirementsOption to use actual enrollment for disbursementLevelClassMajorFund relationship

4



Item No. Description Priority* Fit Code** CommentsFF05. Ability to provide dollars available:

Actual funding level (real dollars)Available to offer (greater or less than actual funding)Total dollars, number offered and unduplicated numberofferedTotal dollars, number declined and unduplicated numberdeclinesTotal dollars, number cancelled and unduplicated numbercancelledTotal dollars, number authorized and unduplicated numberauthorizedTotal dollars, number memo and unduplicated number memoTotal dollars, number paid and unduplicated number paidFund award maximum to offerFund award minimum to offer

4

FF06. Ability to provide year-specific fund assignment system rulesto include:Aid yearFund codeAwarding rulesField codeOperator (when ranges, eq,egt,elt, gt, lt)Field value(s)

4

FF07. Ability to automatically identify new tracking requirements if aspecific fund is awarded.

4

FF08. Ability to identify special comment messages to be printed onaward letters for students who receive a specific fund.

4

FF09. When an award offer is entered either on line or in batch, thesystem should insure that the award offer amount plus thecumulative offer amount for the fund does not exceed themaximum budgeted offer amount.

4



Item No. Description Priority* Fit Code** CommentsFF10. When an award acceptance is entered either on line or in

batch, the system should insure that the award acceptamount plus the cumulative accept amount for the fund doesnot exceed the maximum budgeted acceptance amount.

4

FF11. When an award offer is entered, the following aggregateaward totals should be updated:Total for the student.Total for the student by award year.Total for the fund by award year.Totals for each lifetime limit type fundTotal for each lifetime limit type fund for the student by awardyear.

4

FF12. When an award acceptance is entered, the aggregate awardtotals should be updated.

4

FF13. Provide simulation capability for any batch packagingprograms so that packaging policy rules and available fundamounts can be adjusted to maximize the utilization of funds.

4

FF14. Provide an option to print budget and resource information onaward notifications

4

FF15. Ability to provide for the definition of special disbursementpatterns (i.e., awards are not equally divided between terms).This should include the capability to round uneven annualamounts to the nearest dollar when split between multipleterms. For example: $3 is split $2/$1 not $1.50/$1.50.

4

FF16. When awards are disbursed, actual, and anticipatedaggregate total should be updatedfor the following:Total for the student.Total for the student by award year.Total for the fund by award year.Totals for each lifetime limit fund.Total for each lifetime limit type fund for the student by awardyear.

4



Item No. Description Priority* Fit Code** CommentsFF17. Ability to place a disbursement hold on a specific student or

groups of students.4

FF18. Provide an on line screen to maintain disbursement rules foreach fund. The rulesshould include but not be limited to the following:Anticipated vs. actual enrollment hours indicatedReasonable academic progress required indicatorVerification completeAllow loan default or grant repaymentINAS rejects allowed indicatorCompletion of tracking documents requiredTracking documents needed complete

4

FF19. Ability to provide the following routine reports: Account balance report - showing amounts currentlyawarded, accepted, declined, canceled, authorized, paid andremaining available by fund. Report must be able to displayindividual students and UK ID numbers.2. Fund descriptions – showing the names of each fund,their fund code, fund description, fund source, fund type,federal identifier, fund characteristics and fund assignmentrules

4

FF20. Ability to freeze accounts. 4FF21. Provide a fund screen that relates to financial unit. 4FF22. Ability to produce ad hoc reports as needed. 4



FD = DisbursementItem No. Description Priority* Fit Code** CommentsFD01. Ability to provide a Financial Aid disbursement function that

takes financial aid awards as awarded and scheduled in thepackaging function, and posts payment transactions tostudent accounts in the Student Accounts ReceivableModule. This should include the capability to invoke either online or batch crediting of awards to the student’s account.

4

FD02. Ability to control disbursement so that only funds whose rulesallow automatic system disbursement, either on-line or inbatch, are considered.

4

FD03. Ability to automatically check to ensure that all trackingrequirements necessary for disbursement have beensatisfied. This includes the ability to utilize fund specifictracking elements.

4

FD04. Ability to control disbursement for specific students either on-line or by batch.

4

FD05. Ability to allow funds to be defined as:Disbursable - these awards should be passed to the billingmodule on-line or in batch and applied directly to a student’saccountDeferrable - these awards should be passed to the studentbilling module as memo transactions and can be defined withan expiration dateAuthorized aid - this is the difference between what has beendisbursed and the amount remaining to be disbursed in aparticular disbursement period.

4

FD06. Ability to provide for the posting of memo credits (deferrableawards) with expiration dates removing the credit asappropriate.

4



Item No. Description Priority* Fit Code** CommentsFD07. Ability to provide for the recalculation of Pell Grant Awards

and disbursement transactions based on actual enrollment,budget and Pell Grant Index.

4

FD08. Ability to provide for adjusting posting of payment totals in thefunds management function and individual student awardscreens as disbursement occurs.

4

FD09. Ability to override disbursement rules once finaldisbursements have been run.

4

FD10. Ability to include the creation of electronic Pell Grantdisbursement and special disbursement records as requiredby the new Pell Grant Recipients Financial ManagementSystem.

4

FD11. Ability to place a disbursement hold on a specific student orgroups of students

4

FD12. Ability to provide the following routine reports: Detail and Summary disbursement reports Detail and summary reports of Pell Disbursementstransmitted to RFMS. Rejected Pell RFMS Disbursement Records.

4

FD13. Provide ability to produce ad hoc reports as needed. 4



FL = Loan Processing (Stafford and/or Direct)Item No. Description Priority* Fit Code** CommentsFL01. Ability to enter multiple federal FFEL loan applications on-line

or in batch and ability to create multiple Direct Loanorigination records in batch or on-line.

4

FL02. Ability to provide automatic scheduling of loans across termsfor use in the awarding process.

4

FL03. Ability to use multiple disbursements, expected dates ofdisbursement and actual disbursement dates per academicterm using the Master Promissory Note process asprescribed by federal direct loan regulations.

4

FL04. Ability to provide automatic scheduling of expecteddisbursements across terms with the option of reducing theawarded amount based on estimated origination fees.

4

FL05 Ability to provide loan summary that displays the student’sloan history including display of disbursements and the statusof relevant processing events. The loan summary shouldalso display aggregate loan amounts grouped by type ofloan.

4

FL06. Ability to provide loan check tracking screen for entry ofreceived checks.

4

FL07. Ability to post received check amounts as memo transactionsto the student’s account with an expiration date.

4

FL08. Ability to generate notices to students that the check hasbeen received or that funds have been disbursed (credited tothe student’s account).

4

FL09. Ability to provide on-line loan check disbursement from thecashiering screens in the student-billing module once thecheck is endorsed.

4

FL10. Ability to provide automatic update of award and fund recordsbased on loan and check processing, e.g., billings andreceivables processing.

4



Item No. Description Priority* Fit Code** CommentsFL11. Ability to provide local printing of Direct Loan and Stafford

promissory notes either on-line or in batch so that loanproceeds can be delivered in a timely manner.

4

FL12. Ability to package any federal loans through the automaticpackaging process: loan certificationautomatic schedule of disbursementscheck tracking and disbursement

4

FL13. Provide set-up screens to allow for multiple loan periods formultiple financial units.

4

FL14. Ability to create origination, promissory note, disbursementand change records for direct loan processing

4

FL15. Ability to import origination, promissory note anddisbursement acknowledgement records for direct loanprocessing.

4

FL16. Provide screens to reconcile direct loan fund draws andexcess cash.

4

FL17. Ability to create Perkins Loan, Direct Loan, Nursing Loan,Health Professions Loan promissory notes on line and inbatch. Ability to print both original, supplemental andreplacement promissory notes. Included in this process mustbe the automatic establishment of an outstanding promissorynote tracking document for the relevant loan(s) for thestudent.

4

FL18. Provide a batch program to accept electronic funds transfersof student loan paid amounts.

4

FL19. Provide an on line screen to maintain the school certificationsection for processing FFEL Loans.

4

FL20. Provide a batch program to produce a file of schoolscertification transactions for transmission to guaranteeagencies for FFEL loan processing.

4



Item No. Description Priority* Fit Code** CommentsFL21. Provide ability to calculate and report the student’s total

indebtedness-to-date.4

FL22. Provide ability to produce ad hoc reports as needed. 4



FS = Student EmploymentItem No. Description Priority* Fit Code** CommentsFS01. Ability to enter an unlimited number of job referrals for a

student in a particular aid year.4

FS02. Ability to view the student’s current enrollment andsatisfactory academic progress status from the job referralscreen.

4

FS03. Ability to provide user-defined student employment fund rulesand the ability to define an unlimited number of studentemployment funds.

4

FS04. Ability to provide an unlimited number of student employmentawards per student, per aid year.

4

FS05. Ability to provide unlimited jobs per student, per aid year. 4FS06. Ability to provide multiple pay rates per job. 4FS07. Ability to enter hourly or flat stipend pay rate. 4FS08. Ability to provide time sheets produced by the human

resources/payroll system.4

FS09. Ability to provide the production of letters to schools and/orstudents regarding status of earnings from work and theremaining amount of their work award.

4

FS10. Provide a batch program to update Federal Work-StudyProgram earnings transactionsfrom an external payroll system. The program shouldmaintain cumulative work-studyearnings for the award year.

4

FS11. Ability to produce a report of work-study students that haveearnings close to or exceeding their awarded amount.

4

FS12. Ability to provide for the creation of a transaction file ofstudent employment authorization information for institutionaluse.

4



Item No. Description Priority* Fit Code** CommentsFS13. Ability to provide support for student employment record

keeping by use of a screen showing awarded amount,earnings paid to date, date of job assignment, employingdepartment and non-Federal Work Study institutionalearnings.

4



FT = Tracking Aid AwardedItem No. Description Priority* Fit Code** CommentsFT01. Ability to allow the system to support maintenance of a

student’s financial aid record to meet award packaging, auditand transcript requirements.

4

FT02. Ability to provide for user options to permit the recording offunds awarded and/or disbursed in detail or summary form byfund for each year and term.

4

FT03. Ability to maintain history records as global records and, assuch, are carried across aid years.

4

FT04. Ability to provide the request of a financial aid transcript to beproduced immediately.

4

FT05. Ability to display detailed information about all transcriptsrequested, pending or produced.

4

FT06. Ability to provide the addition and maintenance of priorcollege’s information.

4

FT07. Ability to provide information to packaging and disbursementfunctions for eligibility determination.

4

FT08. Ability to provide personal comments on the transcript. 4FT09. Ability to provide the view of awarded history information. 4FT10. Ability to provide detail and summary reports of award history

by student/fund/year.4



FG = General ReportingItem No. Description Priority* Fit Code** CommentsFG01. Provide the ability to create reports for ATB's (Ability to

Benefit Students, i.e., students who have no high schooldiploma, nor GED), ASSET or other federally approved testscores for those students, those enrolled in developmentalclasses and those whose admissions file is incomplete.

4

FG02. Provide the ability to print labels for file folders, for verificationprocessing and other processes requiring communicationwith the student.

4

FG03. Provide a report of students who have increased ordecreased hours during a user-specified period within a term.

4

FG04. Provide the ability to interface with a word processingprogram or provide a word processing component togenerate form letters and merge student specific data.

4

FG05. Provide the ability to identify students who totally withdraw asfirst-time enrollees or continuing students.

4

FG06. Provide the ability to create standards of academic progressreports.

4

FG07. Provide the ability to report on various outside fundingsources and dollars.

4

FG08. Provide the ability to report students receiving Perkins loans. 4FG09. Provide the ability to create reports of students who have

filed for a degree and already have a degree (indicatingwhich degree(s) they already have).

4

FG10. Provide the ability to report and tabulate recipients and dollaramounts received for each type of financial aid awarded plusnumber of unduplicated recipients of all aid types.

4

FG11. Provide reports for defaults, non-degree, repayments due,overawards and transfer students.

4



Item No. Description Priority* Fit Code** CommentsFG12. Provide ability to create reports and retrieve data for outside

agencies requesting student, funding or other financial aidrelated information.

4

FG13. Provide the school with a module to successfully interfacewith the Department of Education’s Recipient FinancialManagement System (RFMS). This includes a mechanism tooriginate Pell records and report disbursements to the federalgovernment in a timely fashion and in compliance withfederal regulations. This also includes a mechanism toreceive origination and disbursement acknowledgements,Electronic Statements of Account (ESOA) and other relevantreports that are provided to schools through RFMS.

4

FG14. Provide the school with a module to successfully reportPerkins awards and/or disbursements to the UK billing agent,EFG Technologies.

4

FG15. Provide the school with the ability to successfully interfacewith its state agency, the Kentucky Higher EducationAssistance Authority (KHEAA). This includes a mechanismto electronically transmit back and forth state-funded grantsand scholarship awards, disbursements and enrollmentinformation.

4

FG16. Provide a module to successfully report campus-based aidinformation on the annual Fiscal Operation and Application toParticipate (FISAP) report. This includes a replication of theFISAP Award and Applicant Grids that are populated with therelevant student and award information for a particular awardyear.

4

FG17. Ability to monitor and create overaward reports. 4FG18. Provide the ability to produce standard reports such as

IPEDS data, which utilizes the Common Data Set.4

FG19. Ability to produce ad hoc reports utilizing any element in thedatabase.

4



FO = Other Local Financial Aid FunctionsItem No. Description Priority* Fit Code** CommentsFO01. Provide the capacity to establish, maintain and monitor local

scholarship programs with the ability to data enter ascholarship award, maintain reports of the scholarshipprograms, and integrate with the Student Billings Office.

4

FO02. Provide the ability to upload local scholarship information. 4FO03. Provide the ability to interface with Title IV WAN and the

National Student Loan Data System (NSLDS).4

FO04. Provide the ability to calculate refunds and repayments usingthe federal return of federal funds formula.

4

FO05. Provide the ability to identify students who enroll but thenwithdraw during the first “x” days of classes and for whomfinancial aid funds have been disbursed (moved toearned/paid status). Identify students paid, but who dropbefore the first day of class.

4

FO06. Provide the ability to identify students who are canceled fornon-payment of tuition.

4

FO07. Provide the ability to track and produce reports for the HopeScholarship and Lifetime Learning Credits.

4

FO08. Provide for the separation of transfer hours into twocategories:

1) hours accepted as a requirement for a communitycollege degree

2) hours accepted as credit hours.

4

FO09. Provide the ability to include in the student's record if astudent has filed for a degree.

4



FX = Archive and Purge FunctionsItem No. Description Priority* Fit Code** CommentsFX01. Provide mechanism to archive packaging and award

information by student and award year. Must be able toretrieve archived information.

4

FX02. Provide mechanism to archive document-tracking informationby student and award year. Must be able to retrieve archivedinformation.

4

FX03. Provide mechanism to archive audit trail and anecdotalinformation by student and award year. Must be able toretrieve archived information.

4

FX04. When information is archived, provide an on line indicatorthat denotes the information archived for a student.

4

FX05. Provide a program to retrieve archived information and makeit available on line.

4

FX06. Provide a program to purge (remove without storingsomewhere else) financial aid information.

4



STUDENT BILLING SERVICES

Student Billing ServicesBC = Tuition / Refund CalculationItem No. Description Priority* Fit Code** Comments

BC01. Ability to assess tuition and fees based on formally enrolledcredit hours

4

BC02. Ability to specify a maximum and minimum credit hours inwhich assessment is to be performed

4

BC03. Ability to assess tuition and fees based on the followingattributes

4

a. College 4 b. Degree 4 c. Residency 4 d. Special Student Status 4 e. Classification 4 f. Term of entry 4 g. Off campus site code 4 h. Current term 4 i. Special programs 4 j. Site code 4

k. Part-of-term code 4

l. Beginning dates for course 4

BC04. Ability to assess tuition and fees based on a maximumcharge for a course

4

BC05. Ability to assess tuition and fees for a part-of-term course 4

BC06. Ability to assess tuition and fees for a zero credit hourscourse

4

BC07. Ability to establish refunds within a term based on date 4



Item No. Description Priority* Fit Code** Comments

BC08. Ability to establish refunds based on beginning and endingdates of courses

4

BC09. Ability to determine intervals within the duration of a course toestablish refund percentages

4

BC10. Ability to attach individual fees to a course section 4

BC11. Ability to attach individual fees to a course prefix 4

BC12. Ability to attach individual fees to a course 4

BC13. Ability to process an on-line tuition calculation 4

BC14. Ability to process a batch calculation for only the accountsneeding a calc

4

BC15. Ability to process a batch calculation for all students 4

BC16. Ability to process a tuition calculation on students selected bycollege/major

4

BC17. Ability to attach account numbers to groups of students (ie:site codes, college)

4

BC18. Ability to establish security by college 4

BC19. Ability to establish security by account number 4

BC20. Ability to specify an effective date for refund for individualstudent

4

BC21. Ability to make manual adjustments to student account bycategory

4

BC22 Provide an audit (before and after)screen displaying user ID 4

BC23. Ability to assess tuition and fees based on course type (ie:video, TV, internet)

4

BC24. Ability to assess housing charges based on term, dorm,occupants…

4



Item No. Description Priority* Fit Code** CommentsBC25. Ability to add special fees or charges 4

BC26. Provide a program to generate an electronic file and/or areport of students eligible for cancellation of registration dueto non-payment with optional sorts and parameters based onuser requirements.

4

BC27. Provide a program to cancel registration for non-payment atvarying percentages, based on user-defined parameters suchas:

4

a. Unpaid balance 4

b. Academic or financial unit 4

c. College 4

d. Financial aid or non-financial aid recipient 4

e. Waiver date 4

f. Registration date 4



BA = AccountingItem No. Description Priority* Fit Code** CommentsBA01. Provide program that maintains detail and summary data for

student and non-student accounts receivable transactionsbased on user-defined parameters.

4

BA02. Provide a program that maintains detail audit trail for alltransactions based on user-defined parameters.

4

BA03. Provide a screen to display detail and summary accountsreceivable transactions for student and non-studentaccounts.

4

BA04. Provide a program that prints detail and summary data forstudent and non-student accounts receivable transactionsbased on user-defined parameters.

4

BA05. Provide a program that generates accounting entries toupdate the university financial resource system based onuser-defined parameters.

4

BA06. Provide a program that generates a detail and summary trialbalance report based on user-defined parameters.

4

BA07. Provide a program that generates an aging report foraccounts receivable transactions based on user-definedparameters.

4

BA08. Provide a program that generates reports to compareaccounts receivable detail with accounting entries in thefinancial resource system based on user-defined parameters.

4

BA09. Provide a screen to maintain user-defined attributes forcharges and payments such as:

4

a. Receivable, income, expenditure, liability, clearing accountnumbers

4

b. Charge or payment flag 4c. Feed flag to financial accounting system 4d. Tax relief credit eligible flag 4e. Billing summary codes 4f. Originating department (ie: Registrar, Bursar, Housing ) 4



Item No. Description Priority* Fit Code** Commentsg. Financial or academic unit related to charge or payment 4

BA10. Provide a screen to maintain security access for users. 4BA11. Provide a program to generate a report of users’ access

rights based on user-defined parameters.4

BA2. Provide a program which determines status of accountnumbers within the financial resources system prior to actualposting of payments or charges , and disallows transaction if:

4

a. Account invalid 4b. Account frozen 4c. Other user-defined parameters 4

BA13. Provide a program that generates a report of rejectedpayment or charge transactions based on user-definedparameters

4



BB = BillingItem No. Description Priority* Fit Code** CommentsBB01. Provide programs that generate billing statements for multiple

populations, with varying messages, varying addressselection criteria, varying due dates and varying formats inone process. Populations such as:

4

a. Financial Unit or College 4 b. Financial aid or non-financial aid recipient 4 c. Special Programs 4 d. Classification 4 e. Enrollment status (canceled, withdrawn…) 4 f. Unpaid balance minimum 4 g. Waiver type or deadline extension type and/or date 4BB02. Provide a program that accesses student financial aid for

award information to be printed on the billing statement detailas “estimated aid” or “provisional credit”

4

BB03. Provide screen to display and print billing statements forindividual student and non-student accounts

4

BB04. Provide a program to print zip+4 bar codes on billingstatements

4

BB05. Provide a program to print labels based on user-definedparameters

4

BB06. Provide a program to generate combined billing statementand class schedule

4

BB07. Provide a screen to display and print a combined billingstatement and class schedule

4

BB08. Provide a program which generates a billing statementsuitable for mailing in window envelop or self mailer asspecified in user-defined parameters

4

BB09. Provide a screen to display and print account billing history,address and balance at time of billing

4



Item No. Description Priority* Fit Code** CommentsBB10. Provide a screen to display and print previous billing

statements with detail sorted as specified by user4

BB11. Provide a screen that retains the history of address changes,date of changes, and operator or program that made thechanges

4

BB12. Provide a screen that allows coding of a bad address toprevent a bill print.

4

BB13. Provide a program to suppress a bill print 4BB14. Provide a program that generates a report of accounts with

bad addresses, suppress bills or other user-definedparameters

4

BB15. Provide a program to compute and assess multiple types oflate fees, interest, service fees to varying populations in onebatch based on user-defined parameters

4

BB16 Provide a billing statement format option for credit card/debitcard payment authorization as determined by user-definedparameters

4

BB17. Provide a program that accesses financial aid award dataand posts a “waiver” to the account to prevent cancellation orinvalidation if the aid will cover the term charges, based onuser-defined parameters

4



BS = Third Party SponsorsItem No. Description Priority* Fit Code** CommentsBS01. Provide a program to maintain third party sponsor information 4

a. Contract rules 4b. Address, phone number and contact person 4c. Comments 4

BS02. Provide program to relate third party sponsor to studentaccount

4

BS03. Provide a program to generate billing statements to thirdparty sponsors with student related summary and/or detailinformation as required by contract rules or user-definedparameters

4

BS04. Provide program to provide billing history, address andbalance at time of billing

4

BS05. Provide a program to generate a summary and/or detailaging report for third party sponsors accounts receivable

4

BS06. Provide a screen to display student charges, and pay all orspecified portions of charges based on contract rules, andcreate a third party sponsor receivable

4



BI = Installment BillingItem No. Description Priority* Fit Code** CommentsBI01. Provide a screen to maintain a variety of user-defined

installment payment plans for student fees and/or studentloans

4

BI02. Provide a screen to maintain installment eligible charges 4BI03. Provide a program which computes and assesses a variety of

fees based on user-defined parameters in one batch, suchas:

4

a. Interest charges 4 b. Late fees 4 c. Service fees 4 d. Collection costs 4BI04. Provide a program to generate billing statements for

accounts with installment plans based on user -definedparameters and calculations

4

BI05. Provide a program to generate an aging report on accountswith installments or charges eligible for installment payment

4

BI06. Ability to place installment accounts with multiple collectionagencies

4

BI07. Ability to suppress bills for accounts placed with collectionagencies

4



BP = Payment ProcessingItem No. Description Priority* Fit Code** CommentsBP01. Provide a screen to maintain security access levels and

rights by user-defined parameters such as:4

a. Activate or inactivate users 4b. Term effective dates for academic units 4c. User specific payment/charge type access 4d. Cash beginning balances 4e. Void transactions 4f. Reconciling/deposit reports 4g. Specified transaction type reports 4

BP02. Ability to store data from cashiering operations for audit trail,and for reporting based on user-defined parameters

4

BP03 Provide a program to generate a report of users withinformation such as:

4

a. Name 4b. Location 4c. Phone number 4d. Access rights 4e. Activation/inactivation date 4

BP04 Ability to post a variety of payment or charge typesindividually or in multiples such as:

4

a. Cash and check 4b. Credit card/debit card 4c. Scholarship checks 4d. Transfer from university document 4e. Third party sponsor authorization 4f. Electronic bank lockbox operation 4g. Housing charges 4

BP05 Ability to post payment and amount tendered, and programcalculates the cash back amounts

4



Item No. Description Priority* Fit Code** CommentsBP06 Provide a program with the ability to generate a receipt with

the following data:4

a. Unique receipt number 4b. Date and time 4c. Cash tendered, cash back 4d. Payment type 4e. Cashier ID 4f. Student name / ID 4g. Term 4

BP07 Ability to print a duplicate receipt with the message“DUPLICATE”

4

BP08 Ability to suppress receipts when posting batches, ie: mail 4BP09 Ability to automatically generate a receipt when cash

payment is posted, regardless if“suppress receipt” is indicated

4

BP10 Ability to void transactions based on security access level 4BP11 Provide a program to display and print reconciling reports

from cashiering operations based on payment types andtotals and number of copies as indicated by user, such as:

4

a. Cash and check by date and/or cashier ID 4 b. Credit card/debit card by date and/or cashier ID 4 c. Short term loans by date and/or cashier ID 4 d. Third party sponsor authorizations 4 e. Non-cash documents 4BP12. Provide a program that calculates total deposits from

reconciled program and prints account numbers and amountson university transmittal/deposit forms which requires:

4

a. Ability to store multiple account numbers and deposit typesfor printing on university forms

4

b. Ability to generate varying formats of university forms 4 c. Ability to correct errors to adjust totals prior to deposit 4



Item No. Description Priority* Fit Code** CommentsBP13. Ability to maintain standard messages such as: 4 a. Mail returned “ “, need up-dated address 4 b. Check returned by bank, amount $” “ dated “ “ 4 c. Student has unsigned check, see cashier 4BP14. Provide a program to delete messages based on user-

defined parameters4

BP15. Ability to post multiple payments/charges to individualaccount with subtotals

4

BP16 Ability to post multiple payments/charges to multiple accountsa one time with a running count and subtotal

4

BP17 Ability to print multiple payments/charges to multipleaccounts batch

4

BP18. Ability to post a specific payment type and create a matchingcharge transaction, individually or in multiple transactionsbatches

4

BP19. Ability to post third party sponsor payments to studentaccounts, allowing the user a the following options:

4

a. Unique payment code for each third party sponsor 4 b. Ability to pay all or a portion of each assessed term fee

displayed for a student by approving each fee, or providingthe ability to change the amount of each fee to be paid, anddisplaying the subtotal of the authorized amount

4

c. Ability to record third party sponsor authorization/documentnumber and date

4



BR = Refund ProcessingItem No. Description Priority* Fit Code** CommentsBR01. Provide a program to generate electronic and/or paper

reports to identify accounts with credit balances based onuser-defined parameters for eligibility such as:

4

a. Financial aid recipient or non-financial aid recipient 4b. Federal title IV aid 4c. Third party sponsored payment 4e. Payment date 4f. Institutional restricted or non-restricted aid awards 4g. Enrollment status, hours 4h. Academic/financial units 4i. Special programs 4j. Term 4k. Minimum balance 4

BR02. Provide a program to allow automatic refunds for accountswhich meet user-defined parameters, and manual approvalfor accounts which do not meet user-defined parameters forrefund eligibility

4

BR03. Provide a program to maintain access rights for users toapprove, cancel or change refund check amounts forspecified payment types and/or other user-definedparameters

4

BR04 Provide a program which allows/requires multiple operatorapproval/cancel based on user-defined parameters forcombinations of restricted, non-restricted aid payment types

4

BR05. Provide a program to generate refund check or direct deposittransactions to the financial resource system based on user-defined parameters

4



Item No. Description Priority* Fit Code** CommentsBR06. Provide a program to print a report of refund checks and/or

direct deposit transactions authorized with user-definedparameters containing the following information:

4

a. Student name 4 b. Student ID 4 c. Refund address 4 d. Amount 4 e. Check number 4 f. Operator ID or batch program initiating check 4 g. Operator ID initiating change and amount of change of check

amount4

BR07. Ability to change information printed on the check stub basedon user-defined parameters

4

BR08. Provide a program which displays actual check numbers ordirect deposit reference on screen for each refund check ordirect deposit transactions

4

BR09. Provide a screen to maintain direct deposit information foreach account

4

BR10. Provide a screen to allow for changing the payee name,which is tied to the account name

4

BR11. Ability to determine refund percentage rates for multipledates within each term based on:

4

a. University refund schedule 4 b. Federal title IV funds refund schedule 4 c. Other user-defined parameters 4



BE = Encumbrances Or BlocksItem No. Description Priority* Fit Code** CommentsBE01. Provide a program which automatically generates/removes

hold flags which prevent registration and transcripts based onuser-defined parameters, and stores initiation date, removaldate, contact number and department, and operator ID orbatch program

4

BE02. Provide a screen to allow manual posting and/or removal ofhold flags which prevent registration and transcripts based onuser-defined parameters, and stores initiation date, removaldate, contact number and department, and operator ID orbatch program.

4



BD = Past Due CollectionItem No. Description Priority* Fit Code** CommentsBD01. Provide a program to generate standard text letters based on

user -defined parameters and SID files (ie: returned checknotification, unsigned check notification, collection agencyplacement notification)

4

BD02. Provide a history of these standard letters generated withdate and letter type

4

BD03. Provide a program to generate returned check and/or latefees based on user-defined parameters

4

BD04. Provide a program to generate status report on accounts withreturn checks

4

BD05. Ability to place accounts with multiple collection agencies(internal or external)

4

BD06. Provide a program to generate status report on accountsplaced with collection agencies

4

BD07. Ability to suppress bills for accounts placed with collectionagencies

4

BD08. Ability to suppress late fees, interest, and service charges foraccounts placed with collection agencies

4

BD09. Provide a program to calculate and assess collection agencycosts for accounts placed with collection agencies based onuser-defined parameters

4

BD10. Ability to report past due accounts to credit bureaus, IRS, andother agencies based on user-defined parameters

4



BT = Tax Relief ActItem No. Description Priority* Fit Code** CommentsBT01. Provide a program to generate combined 1098-T form and

tax year summary with the following information:4

a. Student name 4 b. Student ID 4 c. Student address 4 d. Taxpayer name 4 e. Taxpayer ID 4 f. Taxpayer address 4 g. Eligible charges 4 h. Eligible payments 4 i. Refund amounts 4 j. Enrollment status as required 4 k. Date generated 4 l. Correction 4 m. Date correction generated 4BT02. Provide a screen to display and print the 1098-T form and

1098-T correction form in the proper format4

BT03. Provide a screen to display and print the tax year summaryinformation

4

BT04. Provide a program to generate an electronic file of all 1098-Ts for the IRS

4

BT05. Provide a program to generate an electronic file of all 1098-Tcorrections for the IRS

4

BT06. Provide a screen to maintain user defined information to beprinted on 1098-T summary for students and taxpayers suchas:

4

a. Tax year 4 b. Terms within tax year 4 c. Eligible and non-eligible charges 4 d. Eligible and non-eligible payments 4 e. Non-eligible students (ie: non-resident aliens,) 4



Item No. Description Priority* Fit Code** CommentsBT07. Provide a screen to maintain user-defined information to be

include in the electronic file for the IRS such as:4

a. Institutional tax number 4 b. Institution address 4 c. Institution contact person and phone number 4 d. Data format and type identifiers 4BT08. Provide a program to generate a report of the 1098-T’s

created in each process to include information based onuser-defined parameters

4

BT09. Provide a program to generate a report of the 1098-Tcorrections based on user-defined parameters

4

BT10. Provide a program which maintains historical data regarding1098-T’s for students and taxpayers based on user-definedparameters

4

BT11. Provide a screen to display and print historical 1098-T data 4BT12. Maintain federal regulation changes 4



BJ = Student ID CardsItem No. Description Priority* Fit Code** CommentsBJ01. Provide a program to generate an electronic file to download

initial values to student ID card system such as:4

a. Student demographics 4 b. Enrollment status 4 c. Academic unit 4 d. Diner card amount 4 e. Plus account amount 4 f. Eligible activities 4 g. Computer lab printer credits 4BJ02. Provide a program to generate a summary and/or report of

the initial download based on user-defined parameters4

BJ03. Provide a program to generate a report of all changes frominitial values based on user-defined parameters

4

BJ04. Provide a program to generate an initial electronic file andreport to invalidate ID cards of students with unpaidbalances, no waivers or expired waivers, based on user-defined parameters

4

BJ05. Provide a program that generates an electronic file and reportof changes to invalidation status based on user-definedparameters

4



BX = Archive and PurgeItem No. Description Priority* Fit Code** CommentsBX01. Provide a program to archive transactions based on user-

defined parameters4

BX02. Provide a flag to designate archived information 4BX03. Provide a program to generate a detail and/or summary

report of archived accounts based with user-defined data4

BX04. Provide a program to simulate archive batch process whichgenerates a detail and/or summary report without updatingdatabase using specified parameters

4

BX05. Provide a program to retrieve archived information and makeavailable on-line

4

BX06. Provide a report of accounts retrieved from archives 4BX07. Provide a program to purge archived information with storing 4BX08. Provide a program to generate a detail and/or summary

report of purged accounts4

BX09. Provide an audit trail of purged and/or archived accounts 4



BM = Management and StatisticsItem No. Description Priority* Fit Code** Comments

BM01. Ability to generate management detail and/or summaryreports to compare receivables by term over fiscal years,payment trends, evaluate bad debt reserves

4

BM02. Ability to generate detail and/or summary reports on systemactivity based on user-defined parameters for informationsuch as:

4

a. Number of transactions and dollar amounts 4 b. Type of transactions and dollar amounts 4 c. Number of billing statements generated 4 d. Number of unpaid accounts and dollar amount 4 e. Number of accounts with financial aid awards and dollar

amounts4

f. Number of accounts with waivers or installments and dollaramounts

4

g. Number of accounts placed with collection agencies anddollar amounts

4

h. Accounts with unpaid balances or no bursar stops 4BM03. Provide integrated process with automated voice response

systems with credit card payment, balance, detail information4

BM04. Provide integrated process with web application with creditcard payment and application processes, balance, detail,billing, 1098-T and tax year summary information

4

BM05. Ability to capture data for various student or non-studentpopulations with financial information, enrollment status

4



ADMISSIONS

AdmissionsAP = Prospecting and RecruitmentItem No. Description Priority* Fit Code** CommentsAP01. Provide screens to maintain a table of information for an

unlimited number of sources for prospective students (e.g.,name of source, address (the address field need to be largeenough to accommodate the cities in Kentucky), contacts,etc.)

4

AP02. Provide screens to maintain information about prospectiveapplicants (e.g., name, address, expected years ofenrollment, intended program major, etc.)

4

AP03. Provide an update program to load or electronically transferprospect information from external sources such as ACT,SAT, EOS, GSP, GSC, etc. Provides tracking from multipledata sources.

4

AP04. Provide programs to purge inactive prospect information byyear and term.

4

AP05 Provide search capabilities by demographic data, includingSSN.

4

AP06. Provide a process that maintains an audit trail of changes ina prospect’s status.

4

AP07. Ability to provide year to year demographic information (e.g.,total source enrollment, number of seniors, mean test scoresof students, ethnic make-up of the student body and averagefamily income.)

4

AP08. Ability to record all material requested by and sent to eachprospective student.

4

AP09. Ability to generate letters for mailings to each prospect. 4



Item No. Description Priority* Fit Code** CommentsAP10. Ability to identify and duplicate names of potential applicants,

with capability to eliminate.4

AP11. Provide the ability to maintain a calendar of upcomingrecruitment events to assist in scheduling staff recruitment.

4

AP12. Provide remote access/entry of recruitment data. 4AP13. Provide automated dummy social security number

assignment for prospective students who do not provide anumber.

4

AP14. Provide summary information and graphs for prospects,applicants and students, over a span of years or within ayear, as defined by user. View results.

4

AP15. Produce comparative analyses and enrollment projections onall prospect, applicant and matriculate data, over a span ofyears or within a year, as defined by user. View results.

4

AP16. Provide an update Admission system when an application isreceived, the student is automatically changed from prospectto applicant. Block student from prospect mail track andchange student to applicant mail track.

4

AP17. Ability to track joint/cooperative admissions by institution. 4AP18. Capability of putting comments on admission screen. 4AP19. Ability to record international sponsor on admission screen. 4AP20. Ability to display registration dates for student. 4AP21. Ability to record special admits (e.g. provisional, tentative). 4AP22. Ability to FTP information based on user specified criteria. 4AP23. Ability to display concurrent applications with routing status. 4AP24. Ability to record title. 4AP25. Ability to record if applicant is a UK employee. 4AP26. Ability to record former name. 4AP27. Ability to record college, major at previous school. 4AP28. Ability to record political district in state. 4AP29. Ability to record current status of admission. 4AP30. Ability to record routing of applicant folder through committee. 4



Item No. Description Priority* Fit Code** CommentsAP31. Ability to record withdrawal of data of application and reason. 4AP32. Ability to record recruiter and comments about applicant. 4AP33. Ability to accommodate conversion of active prospect file

from previous to new system4



AA= Application ProcessingItem No. Description Priority* Fit Code** CommentsAA01. Provide data and program integration so that when an

admissions application is received for a prospect, theprospect information pertinent to the application does notneed to be re-entered (e.g., name, address, etc,)

4

AA02. Provide data entry for required documents 4AA03. Provide programs to maintain applications received via EDI in

“transactions set 189” format. List outside sources that thesystem provides a program to load admission applications.

4

AA04. Ability to permit students to apply for more than onedepartment/program or level simultaneously.

4

AA05. Provide programs that maintain a student’s school, degree,major, minor, concentration, classification, rank in class,preferred name, and honors by effective begin and endterms. The program should be capable of storing multipleoccurrences of these items for the same student andeffective semester. The programs should edit for validcombinations of these items.

4

AA06. Provide a facility to print an admission profile for an applicantthat contains information such as demographic, degree, highschool, tests, and academic history.

4

AA07. Provide a program to print admission profiles. User inputparameters should be available for selecting the population ofapplicants for printing profiles. At a minimum, the parametersshould include selection by admission status and SSN. Listthe available user input parameters. There also should be theability to do simple ad hoc reporting by end-users. Ability tospecify minimum requirements.

4



Item No. Description Priority* Fit Code** CommentsAA08. Provide a facility to maintain and track the status of

documents required by applicants. Facility should also trackdocuments sent to applicants. The document tracking facilityshould include items such as college, degree program,admission code, degree level code, credentials required, age,major, tests, transcripts, and missing information letter. Thisinformation needs to table driven. This information needs tobe tracked by application.

4

AA09. Provide a program that generates missing information lettersfor overdue or missing documents.

4

AA10. Ability to generate letters, and/or postcards and labels toapplicants which list credential requirements.

4

AA11. Provide for manual overrides of standard credentials toprovide unique credential requirements for special applicants.

4

AA12. Provide a screen that displays a checklist of credentialsreceived and dates for quick reference.

4

AA13. Provide a program that analyzes applicant’s credential statusand changes the admission status to ‘complete’ when allcredentials have been received according to the credentialrequirements table. Provide ability to update requirementstable. If a major change occurs the system should re-evaluate on the basis of the new major requirements.

4

AA14. Provide a screen to maintain the initial certificationinformation for athletic eligibility.This information needs to be formatted so that can bedigitally sent to the NCAA Clearinghouse.

4



Item No. Description Priority* Fit Code** CommentsAA15. Provide a program to accumulate totals for applicants by

admission status, term, college, etc. (e.g., number ofincomplete, complete, accepted, rejected, etc.) Provide aprogram of statistical data by term: by Applicant’ status by college by ethnic codes by residency ACT/SAT ranges by total University.

4

AA16. Provide a screen to view admission status aggregate totals. 4AA17. Provide a Web interface to allow students to apply on-line

and automatically update the database. Provide a Webinterface that allows students to check their applicationstatus. Provide a Web interface that allows prospectstudents to request information and materials from UK.

4

AA18. Provide on-line screens to maintain and track scholarship infofor prospective and current students application, award,amount, etc. * Integrate scholarship award with financial aidand student billings.

4

AA19. Programmable data-driven facility for interval applicationreview

4



AR= Maintain Test ResultsItem No. Description Priority* Fit Code** CommentsAR01. Provide a screen to maintain a table of valid test codes and

descriptions.4

AR02. Provide a screen to maintain multiple test results and studentprofile information for the same applicant.

4

AR03. Provide a program to maintain test results and student profileinformation from outside sources. List outside sources forwhich the system can maintain test results (e.g.,ACT,SAT,GED,CPT,ASSET, CPP TOEFL, AP).

4

AR04. Provide a program that designates the primary test resultswhen multiple tests of the same type have been taken by thesame applicants; the program should be able to calculate thehighest, latest, and average score.

4

AR05. Provides the user with an opportunity to select scores whenmultiple tests of the same type have been taken by the sameapplicant. The system should calculate the highest score.

4

AR06. Provide a program that automatically converts SAT testscores to the ACT equivalent test scores in a separate “ACTequivalent” field.

4

AR07. Provide a program to maintain placement test scores. 4AR08. Automatically assign students to Advising Conferences. 4AR09. Ability to convert active test score file from previous to new

system4

AR10. Capability to program test score calculation rules 4



AT = Maintain TranscriptsItem No. Description Priority* Fit Code** CommentsAT00. Transcript hours need to accommodate two decimal places. 4AT00A Provide capabilities to upload AP Credit. 4AT01. Provide a screen to maintain multiple transcripts for an

applicant.4

AT01. Provide a screen to maintain multiple transcripts for anapplicant.

4

AT02. Provide a program to maintain transcripts received via EDI inANSI “transaction set 130” format.

4

AT03. Provide a screen that maintains comment text for a specifictranscript.

4

AT04. Provide a transcript system that will calculate the followingevaluated totals for each transcript: earned hours, qualityhours, quality points, deficiency points, and GPA.

4

AT05. Provide a screen that displays an overview of schoolsattended along with transcript totals, matriculated and admitearned hours for a student.

4

AT06. Produce a comprehensive report that can be used in theadmission evaluation process. The report should include thefollowing:

4

a. The capability to capture school and transcript courseinformation from each school attended, sequenced by beginand end date.

4

b. Information from each course on the transcript. 4 c. Transfer totals for each school attended (earned hours,

quality hours, quality points, and GPA).4

d. Evaluated totals for each school attended. 4 e. Transfer course equivalencies. 4 f. Transcript comment text. Specify maximum length of

comments.4

AT07. Provide the option for not printing the groups of informationdenoted in requirement AT06 a-f.

4



Item No. Description Priority* Fit Code** CommentsAT08. Provide the ability to incorporate images and text data stored

on CD-ROM into transcripts.4

AT09. Provide ability for automated posting of degrees and dates ontranscripts, based on user requirements.

4

AT10. Have GPA calculator on college transcript screen. 4AT11. Provide high school transcript screen that will accommodate

course, grade, course level, and totals by discipline4

AT11. Ability to incorporate institution name into letters generatedfrom applicant screen.

4



AD = Admission DecisionsItem No. Description Priority* Fit Code** CommentsAD01. Provide programs to set admission decision rules for the

following groupings of applicants: college, degree level,degree program, major and concentration, and residency.

4

AD02. Provide a program to link admissions officer with a specificapplicant or group of applicants.

4

AD03. Provide the capability to automatically generate admitacceptance and denial letters for applicants. Allow for manydifferent constant texts to be maintained for these letters.Allow for different constant texts to be selected based uponcollege, admit action, and credential status, admission status.

4



AS = AdmissionsItem No. Description Priority* Fit Code** CommentsAS00. Ability to have value based-security. 4AS01. Provide programs to maintain student’s and parent’s

orientation session reservation requests, include payment,refunds, subsequent assignment, and attendance oforientation sessions.

4

AS02. Ability to maintain waiting lists and automatic assignment forfull academic orientation sessions.

4

AS03. Ability to record an admission decision for each applicationwhich the individual may have filed.

4

AS04. Ability to change major code when student has beenaccepted into a selective admissions program

4

AS05. Ability to maintain specific information on internationalstudents such as citizenship, country and visa type.

4

AS06. Ability to edit test scores for appropriate range validation. 4AS07. Ability to process a one-step quick entry for an applicant. 4AS08. Ability to maintain unlimited history of entrance statuses. 4AS09. Ability to record application fee without application. 4



AM = Maintain High School and College InformationItem No. Description Priority* Fit Code** CommentsAM01. Provide screens to maintain information about an unlimited

number of high schools, colleges and universities. Associatekey information, such as school name, calendar,accreditation, etc., with the school.

4

AM02. Provide a program to maintain multiple school calendars,grading systems, and levels by effective dates for the sameschool.

4

AM03. Ability to store information about a college and retrieved it analternate school ID.

4

AM04. Provide a program to retrieve a school by the school’s nameor a portion of the school’s name.

4

AM05. Provide a screen to browse through a list of schools inalphabetical and state order. Browse should be able to beginwith a specific school, county, zip range or city.

4

AM06. Provide a program that maintains an audit trail when any ofthe information about a school changes.

4



AI = Student InformationItem No. Description Priority* Fit Code** Comments

AI01. Ability to maintain the social security number for a personseparately from the identification number.

4

AI02. Ability to maintain the official residency for a person aschanges occur across time.

4

AI03. Ability to associate multiple medical and special equipmentneeds codes to a person.

4

AI04. Ability to maintain hold reasons, source restriction andreason text.

4

AI05. Ability to access a student by name or ID or birthdate – thisshould look at total institution.

4

AI06. Ability to produce and mail enrollment verifications forstudents, their employers and third - party contractagencies.

4

AI07. Ability to maintain a history of the verification requests andto whom the information was sent.

4

AI08. Ability to maintain complete history of changes to studentinformation, including tracking social security numberchanges.

4

AI09. Ability to maintain directory restriction indicators on a perstudent and per item basis.

4

AI10. Ability to track the residence for a student as change occursover time

4

AI11. Ability to record a complete history of major changes. 4



AC= Minimum Reporting CapabilitiesItem No. Description Priority* Fit Code** Comments

AC01. Provide listing of recruitment activities in calendar format orby staff member assigned.

4

a.2 student information systema.2 student information system registrar, admissions, financial aid...

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