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Idaho Catholic Schools – Student Information System

REQUEST FOR PROPOSAL 1.1 INTENT ICS currently has fourteen K8 schools and one 912 high school with 5 different student information systems (SIS). Now, however, we are in an era of everincreasing demand for student data, data access, flexible scheduling, integrated solutions, enhanced communication, and easeofuse, ICS is challenged to satisfy these demands. These demands, coupled with the belief that greater demands are imminent, and the desire to become a stronger “school system” rather than a “system of schools”, we feel the timing is right to consider to a new Student Information System (SIS). Idaho Catholic Schools are receiving proposals on its Student Information System for one high school and up to 15 K8 Catholic elementary schools from all across Idaho. Proposals will be accepted until September 16th, 2016 at 1501 South Federal Way, Boise Idaho 83705 , at which time the RFP period will be closed. Submit two copies of the proposal. An additional digital copy in searchable PDF format should be emailed to [email protected] by September 16, 2016. Proposal specifications can be obtained from the Catholic Diocese of Boise, at 1501 South Federal Way, Boise Idaho 83705 or online at www.catholicidaho.org. Questions Questions about this RFP can be made through a Google Form: http://goo.gl/forms/tHOhbC6Wypw5eCMf1

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mailto:[email protected]

http://goo.gl/forms/tHOhbC6Wypw5eCMf1


Idaho Catholic Schools Request for Proposal for Student Information System 1.2 Scope Brief Overview of Idaho Catholic Schools Idaho Catholic Schools are located in Boise, Idaho. There is one 912 high school and up to 15 K8 private Catholic Schools statewide that wish to partner at “Idaho Catholic Schools” (ICS) on this proposal.

Bishop Kelly High School, grades 912 (approximately 800 students) Other K8 Catholic Schools (approximately 2500 students)

The scope of this RFP includes a student information system and associated implementation services for ICS. The goals of this system are to:

A. Enable users at every level to interact with student data – empowering them to track, trend, analyze, interpret and act quickly, without special data processing

B. Increase the speed, agility, flexibility, and responsiveness to provide current and future internal, state, and federal data reporting requirements

C. Create a platform to interact directly with our other current District systems and future systems that we anticipate

D. Create a system that allows the District to be efficient and streamlined – easy access to data, ability to create own reports, intuitive and streamlined navigation, etc.

E. Have enhanced and robust scheduling functionality F. Easily and seamlessly allow student data sharing with parents and allow parents to communicate with

teachers and school administrators G. Require minimal training to use H. Allow individual schools to customize shared data (report cards) I. Have a system that is minimally intrusive on teacher, school administration or parent time with regard to

updates or changes to system software or operating procedures. 1.3 Timeline

August 1, 2016 RFP Available

September 1, 2016 5 pm MST Questions Due

September 16, 2016 10 am MST Sealed proposals due

September 26th, 2016 Vendor Demonstration Begin Invite Only

October 30th, 2016 Vendor Selection

NovemberDecember 2016 Initiate Setup process

February, 2017 Online Registration Go Live Ready

August 2017 Go Live for balance of system

1.4 Receipt and Opening of Proposals Proposals must be submitted as follows:

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Idaho Catholic Schools – Student Information System Within a sealed package, submit 2 copies of your proposal in a sealed opaque envelope labeled as follows: Student Information System Software Selection. Email a searchable pdf to [email protected].

1. No proposals will be considered after the due date identified above. The vendor shall be responsible for the timely delivery of the proposal.

2. The vendor, by making his/her proposal, represents that he/she has read and acknowledged the RFP and that the vendor can satisfy the requirements of the RFP.

3. The vendor response forms will be considered a portion of the contract document. 4. Noncompliance with any one of the foregoing may justify rejection of the proposal.

1.5 PROPOSAL CLARIFICATIONS Post any and all questions regarding this RFP in a google form http://goo.gl/forms/tHOhbC6Wypw5eCMf1 by the date listed in Section 1.3. The resulting answers, along with the questions shall, be made available online for all potential vendors to review. 1.6 PROPOSAL FORMAT Proposal shall be for the complete list of services as required by ICS and specified in the proposal and contract documents. The services described in these contract documents are the sole responsibility of the Vendor. vendors shall submit their proposal with the following information in the format and order specified. Number and title every section in such a way that ICS can easily identify each section.

A. Company background and local branch organization support. B. Cost Including setup, data migration, training, support, annual maintenance and any other costs. C. Description of application software including points of integration between modules. D. Implementation Plan (including timeline and school hours commitment) E. Data Conversion Plan / Approach F. Training Plan G. Testing Plan H. System Documentation I. Staffing Plan J. Ongoing Support & Maintenance Scheme K. System Performance L. Hardware / Technical Overview M. Technical Requirements N. Operational Details Section

1.7 CONTRACT PERIOD The contract award resulting from this Request for Proposal shall cover the entire implementation period through postgolive support. 1.8 CONFIDENTIAL INFORMATION Information contained in the vendor’s proposal which is company confidential must be clearly identified in the proposal itself. ICS will be free to use all information in the vendor's proposal for ICS’s purposes. 1.9 RIGHT TO REQUEST ADDITIONAL INFORMATION ICS reserves the right to request any additional information that might be deemed necessary after the completion of this document. 1.10 RIGHTS OF OWNER ICS reserves the right to refuse any or all proposals in their entirety, or to select certain equipment, services or software products from various vendor proposals, based on the best interests of ICS. ICS reserves the right in its sole discretion (for this and the other provisions of this RFP) to accept or reject any or all Proposals, in whole or in part, with or without cause. Idaho Catholic Schools reserves the right to waive any irregularity or informality in the

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http://goo.gl/forms/tHOhbC6Wypw5eCMf1

Idaho Catholic Schools – Student Information System RFP process, and the right to award the Contract to other than the Proposer submitting the best financial Proposal. ICS reserves the right to negotiate with the Proposers concerning their Proposals including requesting Best and Final Offers (BAFO). 1.11 PROPOSAL PREPARATION COSTS The vendor is responsible for any and all costs incurred by the vendor or his/her subcontractors in responding to this Request for Proposal. 1.12 SYSTEM DESIGN COSTS The successful vendor shall be responsible for all design, information gathering, and required programming to achieve a successful implementation. This cost must be included in the base proposal. 1.13 PRICING ELIGIBILITY PERIOD All vendor proposal proposals are required to be offered for a term not less than 180 calendar days in duration. 1.14 ADDITIONAL CHARGES No additional charges, other than those listed on the price breakdown sheets, shall be made. Prices quoted will include verification/coordination of order, all costs for software, hardware (if applicable), shipping, implementation, historical data conversion, testing, and training. 1.15 TURNKEY SOLUTION All prices quoted must include all the software, services, related hardware (ASP model), etc., that will be necessary to make the system specified fully operational for the intent, function and purposes stated herein. ALL hardware and prerequisite software for the appropriately sized server environment proposed must be proposed; no assumption should be made as to existing hardware or software licenses within the local schools’ network environment. ICS reserves the right to purchase Vendorspecified hardware from other resources in the best interest of ICS. Vendor must also include a quote for outofthe box installation and configuration of said equipment and software to make functional the proposed server environment. 2.0 SELECTION CRITERION ICS intends to enter into a long term relationship with a wellestablished vendor whose products, features, design philosophy and support policies come closest to meeting ICS's needs. The selected vendor must be a wellestablished, financially stable firm committed to student systems in K12, will have a commitment to attracting and retaining an excellent staff of technical and product support personnel, and will have a proven track record of support from installation planning through implementation and ongoing use. There should also be evidence of responsiveness to clients' suggestions for improvements. Finally, there must be a good fit between vendor staff and ICS's staff to assure a good working relationship. The Vendors and associated solutions may be evaluated based on the following selection criteria:

Compliance to Specifications (functional requirements) Technical architecture Vendor fit including implementation services, ongoing support, presence in the marketplace, ability to

meet requirements, long term plans for the proposed solution, etc. Cost

2.1 SPECIAL NOTES Failure to include in the proposal all information outlined above may be cause for rejection of the proposal. ICS reserves the right to accept the vendor's replacement of any component if it is considered equal or superior to the specifications. Such acceptance will be in writing. 2.2 PRICING AND PAYMENT TERMS It is the intent of ICS to negotiate a payment schedule based upon the following milestones:

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Idaho Catholic Schools – Student Information System Contract Initiation Installation Acceptance Testing Retainage 90 days from Live Systems Operation

It is the intent to solicit pricing and services for two options:

1. The system is installed and hosted at individual Idaho Catholic Schools. The successful vendor is responsible for the installation and configuration of all software and utilities necessary for a fully operational system and shall specify the hardware necessary for the system. The successful vendor will be responsible for all installation, training and conversion services for Idaho Catholic Schools. Idaho Catholic Schools will procure the hardware and operating system separate from this RFP and will install the operating system on the hardware for the successful vendor to use. 2. The system is installed and hosted remotely (either by the vendor or a third party that the vendor subcontracts) (ASP model). The successful vendor is responsible for the installation and configuration of all software and utilities necessary for a fully operational system. The successful vendor will be responsible for all installation, training and conversion services for Idaho Catholic Schools. The successful vendor will be responsible for all hardware purchases.

Provide pricing tables for the proposed software and services (required and optional). The vendor’s price information must be itemized and include all costs (e.g., license fees, implementation and training, travel and per diem, documentation, maintenance, and hourly rates). The information provided here will be used to determine the value of each vendor’s proposed solution (price paid for function delivered). While this is not considered a final proposal, the information below will be used in the work teams’ deliberations process to select a vendor. Please provide a fiveyear cost of ownership estimate including licensing, maintenance and support, updates and ongoing training. A fiveyear cost per student calculation is desired. Please detail your policies regarding additional costs based on increases in student population, size of the database, or other criteria. Application Software. Provide complete data on all initial costs to license the software being proposed, including source code, object code and documentation. Detail the modules included and the associated price of each. Implementation Support and Training. Provide complete data of all initial costs for implementation and training of all products (including the database management system, report writer and query tools) being proposed. Indicate whether training is conducted at the vendor’s facility or at our location. Ongoing costs Provide complete annual maintenance costs for all products (including the database management system, report writer and query tools) being proposed and the date that initial maintenance begins. If multiyear contract discounts are available, detail them. Additional Services. Provide complete data on all offerings and costs for any additional services that may be contracted for including project management, consulting services, programming services for software modifications and additional training. Hosting Services or SaaS. Provide complete data of all costs for any additional services that may be contracted for including consulting services for database hosting solution and/or ASP. Internal Costs. Please provide guidance on possible additional internal costs that are associated with your software and its implementation.

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3.0 Specifications

Idaho Catholic Schools has created a technical survey (appendix A) for the Vendor to fill out that will identify the operational capabilities of the SIS being proposed. Idaho Catholic Schools has titled the SIS technical survey the Operational Details Section. The Operational Details Section provides specifics on the operational needs for a student information system for Idaho Catholic Schools . The Vendor will need to print out the Operational Details Section and identify if the SIS that is being proposed provides the operational capability described in each section by placing a check mark in either the Yes or NO column. Also identify if an additional module or component would need to be purchased to add to the base system for any item that is marked with a YES. To identify if an additional module is needed, just put a check mark in the Additional Module column for that item. The Vendor may create codes to place in the Additional Module column to identify different or specific modules. The Vendor would need to provide a list to define the codes. The final installation price quoted must include any and all modules/components to provide the operational capabilities that are marked as YES in the Operational Details section that is submitted with your proposal. Feel free to add notes to any section to clarify any issue in the Operational Details Section. The completed technical survey is required with each proposal submitted. Web Browser – Platform Independent The SIS must be based on a true webbased architecture and not a clientserver or “webenabled” system. The SIS must use a single districtwide database with realtime online access through a web browser for all users in all locations. The SIS should be platform independent for the end user and work if the enduser is using Microsoft Edge, Firefox, Safari or Chrome web browsers for both Microsoft Windows and Macintosh OSX. Strong consideration will be given to vendors who demonstrate a mobile interface compatible with Apple iOS and Android operating systems. If there are limitations, compatibility issues or differences in functionality with any of the current releases of the four browsers listed above, the Vendor needs to provide documentation on the issues in the appropriate section in the Operational Details Section. If the SIS is able to provide full access utilizing other operating system platforms, please provide that information as well. Software Integration The Student Information System needs to integrate with other existing student databases. It is critical for Idaho Catholic Schools to develop a system where student data is shared and transferred across a wide range of systems with minimal user interaction. We have listed the main student databases that we currently use that we would need to integrate with our SIS. School Fiscal Accounting System Idaho Catholic Schools is investigating different options where the SIS is able to share data in an automated manner with a school fiscal accounting system. Please provide all information on what school fiscal accounting systems that the SIS can integrate with, including online payment portals. Idaho Catholic Schools may request the Vendor to provide a list of school districts where the Vendor has successfully integrated the SIS with a school fiscal accounting system within the last two years. The list does not need to be provided with the submitted proposal but may be requested during the review process. Master Schedule Builder and Online Course Registration The SIS must provide an integrated Master Schedule Builder as well as options for Online Course Requests and Online Registration. Please provide information on the Master Schedule Builder for the SIS being proposed as well as details on what options are available for Online Course Requests and Online Registration for our middle and high school students. Please provide the additional costs that would be associated with the Master Schedule Builder and Online Course Registration, including information on any additional modules that would need to be purchased for the SIS, additional hardware/software that would need to be purchased above and beyond what is needed for the operation of the SIS as well as contact information for the individual who can provide more details regarding the Master Schedule Builder and Online Course Registration options.

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Email Lists The SIS must allow office personnel or individual teachers to send out email notifications to specific groups of parents or students via integration with Outlook and Gmail. As an example, the elementary office would have the capability to send out an email through the SIS to all email addresses listed in the student contact section for all students in the entire building or just one grade level. The classroom teacher would have the ability to send out an email to all email addresses listed in the student contact section for all students listed in one specific class through the SIS. Furthermore, individual athletic/extracurricular coaches and sponsors would be able to email groups of students based off of sports or activities. Staff members should be able to create userdefined groups. Please provide a general overview of how email messaging works with the SIS and the additional costs that would be associated with providing that capability to all staff, including information on any additional modules that would need to be purchased for the SIS, additional hardware/software that would need to be purchased above and beyond what is needed for the operation of the SIS as well as contact information for the individual who can provide more details regarding the email messaging options. Emergency Alert System An Emergency Alert System will be a critical communication component for Idaho Catholic Schools and partner schools. Please provide clear documentation on which Emergency Alert Systems the SIS can integrate with and the steps needed for contact information entered in the SIS to be transferred to the Emergency Alert System. The preference for Idaho Catholic Schools is an automated process which will automatically update contact information in the Emergency Alert System when contact data is updated in the SIS. If an option for parents and guardians to add other contact information to the Emergency Alert System is available, please provide information for that option. Emergency Alert System will have the ability to set up a tiered contact groups. Automated Exports The SIS must provide a method by which ICS staff can develop userdefined automated exports without submitting a request for support to the vendor. Please provide an explanation of the process by which ICS staff members are able to develop a userdefined export, schedule the automation of the export (including options for time, date and frequency) and the location of exports within the system. Exports should be able to be exported to a local server for upload by client programs defined in the next section. Integration Capabilities Idaho Catholic Schools utilizes other systems with student databases. If there are options to integrate/share data with our other systems, please provide any information on how the proposed SIS can integrate with the following systems:

Lightspeed TTC and Fortinet Idaho Catholic Schools utilize Lightspeed TTC and Fortinet as our Internet filters/content management system. Please provide data on import of student demographic information into Lightspeed for user and group management.

QuickBooksMany Idaho Catholic Schools utilize this accounting software.. Blackbaud eTapestry Donor School Lunch Management Destiny Idaho Catholic Schools utilizes Destiny as our school library management system. Please

provide documentation on automation of export of demographic data into Destiny. Blackboard Idaho Catholic Schools utilizes Blackboard as our school learning management systems.

Please provide documentation on automation of export of demographic data into these systems and import of grading data into the SIS from these systems, including integration of gradebooks.

Google Apps for Education Idaho Catholic Schools utilizes Google Apps for Education for email, calendar and document creation. Please provide documentation on automation of communication into these systems.

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Idaho Catholic Schools – Student Information System 3.1 FUNCTIONAL REQUIREMENTS

The SIS should be based on a highly secure, webbased architecture. The SIS must be School Interoperability Framework (SIF) Compliant with specific interoperability with

google apps for education and Blackboard. The SIS must use a single districtwide database with realtime online access for all users. The SIS must provide a student/parent portal to view assignments, grades and attendance. The SIS must provide a userfriendly method of online registration, customizable by each individual

school. The SIS must provide customizable grade books and seating charts with little to no setup required on the

staff side The SIS must meet the operational needs of ICS as outlined in the Operational Details section. The SIS must allow ICS to add and define new data fields and sections to maintain unique data

requirements and organization. The SIS must allow all buildinglevel office staff to be able to both import and export data in various

formats including XML, CSV and text. The SIS should include the ability to export and query any/all data maintained in the SIS to userdefined

reports including the ability to easily import standardized testing data. The SIS will have an integrated assessment engine built in with ability to import existing assessment

items and create new ones. The SIS must allow for the design and development of customized reports and form letters that can be

shared with all users in all school locations. A clear and complete listing of all hardware/server requirements, operating system(s) requirements, as

well as any additional software requirements (such as database software) needed for the purpose of running the SIS system shall be part of the proposal.

The proposal shall include the itemized costs of licensing, conversion, training and annual support and/or maintenance and all other related costs of purchase and implementation.

The SIS must provide an easy to use parent interface allowing parents to view student progress and communicate with teachers and school administration

3.2 Training Plan Please include a breakdown of the amount of time required to provide training for all users including teachers, administrators, counselors, clerical staff, and system administrators for a Spring 2017 initial start date in order begin full implementation for the 20172018 school year. Provide a list of sample curriculum items that would be covered for each category of users and a sample training plan that includes expectations for annual refresher training. Also include any state or local user groups or conferences that provide additional support for staff seeking training. 3.3 Support Services Please outline how your organization provides support and maintenance services to your customers. Include the process by which ICS staff contact the vendor for support, an expectation of timeframes for resolution of minor and major issues, availability of services for both on and offhours support, including weekends/holidays, and tracking of status of issues.

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Idaho Catholic Schools – Student Information System 3.4 References The Customer may, with full cooperation of the Vendors, visit client installations to observe system operations and consult with references. If applicable, the vendor must provide a complete list of ALL Idaho school districts and at least 3 Catholic Schools currently using their SIS along with total student count and years as customer. If requested, specified visits and discussion shall be arranged through the Vendors; however, the Vendor personnel shall not be present during discussions with references. The Vendor must provide a minimum of three (3) reference accounts at which the Vendor provided services within the last two (2) years. 3.5 Right to Reject The Customer reserves the right to reject all proposals. The Vendor's proposal should reflect their most favorable terms. Price will be a major consideration. However the Customer reserves the right to select the Vendor who, in The Customer's determination, will best meet their needs on a longterm basis regardless of price. Other factors taken in consideration include, but are not limited to, prior experience and performance of the vendor, personnel qualifications, service quality, and management capability. 3. 6 Value Added Incentives List and explain voluntary alternatives, additions or services to the proposal specifications that would come at no additional charge to Idaho Catholic Schools and partners. 4.0 Evaluation As part of the review process, a demonstration of the SIS may be required of those vendors who appear to meet the specifications outlined in Operational Details Section listed in this RFP. The demonstration will take place in a ICS facility and will include teachers, administrators, guidance, front office personnel and ICS technology support personnel. Evaluations are required to be on current generation software in a live environment with a considerable number of students in the database. Additional requirements for live software demonstrations will be shared with vendors selected to present. The following are the criteria by which Idaho Catholic Schools will evaluate the SIS:

SIS meets the operational needs of ICS as defined in the Operational Details Section SIS has a competitive price, including yearly maintenance cost Vendor can easily export and convert all data in our current SIS, Schoolmaster and Powerschool Quality and completeness of response to this RFP provided by Vendor Reputation, capacity, experience and financial stability of the Vendor

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APPENDIX A

OPERATIONAL DETAILS SECTION Print out and return with your proposal

Item NO Core Design YES Additional Module

1 SIS is based on a true webbased architecture and not a clientserver or “webenabled” system.

2 SIS uses a single districtwide database with realtime online access through a web browser for all users in all locations.

3 SIS is platform independent for the end user. The enduser can use Internet Explorer, Firefox, Safari or Chrome web browsers.

4 SIS provides a mobile compliant interface for Apple iOS and Android devices.

5 SIS is School Interoperability Framework (SIF) Compliant.

Vendor Comments for Core Design

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Item NO Conversion of Data YES Additional Module

1 Vendor has successfully converted data from the Schoolmaster and Powerschool systems within the last two years.

2 Vendor can provide a methodology for importing document/file data (i.e. report cards, guidance memos, student photos, emails) from Schoolmaster and Powerschool system into proposed SIS.

3 Vendor can provide a list of school districts where the Vendor has successfully converted data from Schoolmaster and Powerschool systems to the proposed SIS within the last two years. The list does not need to be provided with the submitted proposal but may be requested during the review process.

Vendor Comments for Conversion of Data

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Idaho Catholic Schools – Student Information System Development of Reports The process of reviewing data and creating a wide range of reports is a critical issue in the evaluation of the SIS. The SIS must provide a solution where appropriate buildinglevel personnel can review all building level data for a specific report and then generate and submit the report to others via email or google docs. If the SIS is able to generate and submit some STN reports automatically, the Vendor should provide a brief general overview regarding the capabilities for the SIS to accomplish that task.

Item NO Reporting and Data Management Details YES Additional Module

1 SIS allows for the recording of all data related to all Idaho and federal reports.

2 SIS allows for automated generation of reports that will allow for automated submission. If SIS is capable of accomplishing this task, please provide brief overview of how the task is accomplished.

3 Buildinglevel access to create reports either in CSV or XML format using the format and codes required by each report.

4 Provide userfriendly userdefined reporting, including AND, OR, NOT, wildcards, and historical data

5 Capability to set up and keep predefined groups or filters which can be included or excluded in the creation of reports.

6 Provide honor roll, class rank, grade exception, grade verification and other standard reports

7 Identify students with legal documentation on file, such as Child Custody Orders, Restraining Orders, adoption documentation..etc.

8 All data in SIS can be exported to a userdefined report.

9 SIS has ability to create a template to export student data in the correct format for automated exports and make it available to other users.

10 Provide real time full integration of information between schools and the district; ALL data available realtime throughout system

11 All information about a student is entered only once and is thereafter available real time throughout all modules, both online and for reporting

12 Accommodate unlimited userdefined fields and comments

13 Ability to limit customization of data field types or inputting of incorrect data using standardized field types (i.e. text, numerical only, dropdowns with predefined choices for demographic/ethnic data)

14 Allow each school to have customization in data reporting and reports.

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Vendor Comments for Reporting and Data Management Details

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Item NO Enrollment Details YES Additional Module

1

Record and keep first date of enrollment in US school for reporting

2 Identify and track nontraditional/nonconventional students, such as infants, preschoolers, private school students, interdistrict transfers, out of district residents

3 SIS has capability to allow buildinglevel office personnel to add/transfer/drop individual student information electronically on a realtime basis from school to school.

4 Capability for office personnel to lookup and export historical enrollment data for any specific date in the past for any student in any school.

5 When adding a student, SIS is capable of identifying sibling, from which to import demographic data, even if sibling is enrolled in another school in the district.

Vendor Comments for Enrollment Details

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Item NO Attendance Details YES Additional Module

1 All building and classroom/period attendance details and tardies are available in real time at the District level.

2 Capability to track nonpublic part time pupils in order to take credit for the part time enrollments of home students and special needs.

3 Capability to track students who are on limited or reduced schedules for various reasons.

4 Districtlevel personnel can view current ADA data for both individual schools and the district as a whole

5 Districtlevel personnel can look up historical ADA data on any specific date in the past for any school.

6 Provide userfriendly userdefined reporting, including AND, OR, NOT, wildcards, and historical data for all attendance data.

7 Provide monitoring and alerts of absences and truancies according to user or school defined policies.

8 Provide generation of notices for truancy, habitual truants, and unexcused absences, all based on userdefined criteria.

9 Provide differentiation of schoolcounted absence info and IDOEcounted absence info reported to the state.

Vendor Comments for Attendance Details

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Item NO Health and Medical Details YES Additional Module

1 Provide teachers with a clear alert in the gradebook program of students with special medical needs.

2 Provide office personnel with a clear alert of students with special medical needs in the student data entry section of SIS.

3 Capability to record narrative comments for each medical condition and requirement.

4 Accommodate unlimited number of doctors and specialists to be entered and maintained with descriptions and unlimited phone numbers.

5 Accommodate narrative comments on each doctor record.

6 Generate exception letters based on number of immunization shots required for each vaccine according to grade level. Ability to modify required shots table.

7 Provide means for service providers to document services required by IEP or Section 504

8 Record and report medication administered, including medication name, staff assessment of condition, date, time, and staff member who administered. This information should not be limited to nursing staff.

9 Record and report standard health screenings, including total students screened by grade level as well as the ability to add other test results that may be required in the future as well as retain with the student record from year to year.

10 Identify students who have various medical forms on file (e.g. Parent Consent form for our Wellness Center, EMA form, CHIRP consent form, doctor consent form on file) as well as the ability to add other forms that may be required in the future

11 Capability to generate student health record reports to verify compliance with various state and local laws.

12 Capability for immunization surveillance and a report for immunization compliance.

13 Conforms to HIPPA data security requirements

Vendor Comments for Health and Medical Details

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Item NO Grading/Transcript Details YES Additional Module

1 Provide web based teacher record/grade books that can be accessed on any web browser.

2

Maintain K12 report card/course grade history for student. Include support for transfer students with grade histories/report cards from outside schools.

3 Capability for individual schools to specify optional subjects to be graded and reported with a mixture of scales/score types.

4

Print report cards in English and Spanish.

5 Capability for teacher to create progress reports at any point in the semester.

6 Capability to track repeated courses, applying district rules regarding earning multiple credit, suppressing D's and F's, etc.

7 Accommodate data collection and reporting related to standards based grade reporting including the acceptance of input of like S,NS or U or numerics.

8 SIS allows for customized report card and transcript templates

9 SIS allows for assignments/grades to transfer with the students if student switches to another section of a subject they are in.

10 SIS gradebook allows for a district bank of predefined comments and a personal bank of comments for report cards and progress reports.

11 SIS gradebook allows a teacher to email parents of students in a specific class through the SIS, without the teacher having to maintain the email addresses.

12 SIS gradebook allows a teacher to not post grades or assignments still within the gradebook, if the teacher does not yet want them published to the student/parent portal.

13 SIS gradebook for a specific class or course can be viewed by administrators.

14 SIS provides for an easily viewed assignment summary for students without needing to view the entire gradebook.

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15 SIS gradebook seating chart allows for pictures.

16 Attendance can be taken from an online seating chart.

17 Allow userdefined reporting and saved querying of GPA's and grades, selecting by student, teacher, subject, etc.

18 SIS allows early graduated students to remain in GPA calculations throughout the entire school year.

19 SIS allows for reporting of varied formulas for graduate honors based on student grade level (valedictorian/salutitorian vs. cum laude/magna cum laude).

Vendor Comments for Grading/Transcript Details

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Item NO Guidance Details YES Additional Module

1 Record FourYear Plan providing for annual updating during articulation

2 Record RTI information

3 Record student visits to counselor including date, purpose, outcome, reason for visit, and notes

4 Provide honor roll, class rank, grade exception, grade verification and other standard reports for current and historical dates

5 Identify students meeting district requirements for athletic and other co and extracurricular program participation

6 SIS allows for cross enrollment of students between two schools.

7 SIS allows for one teacher to be scheduled at multiple schools

8 SIS allows for multiple teachers to have nonstandard sections and class times to allow for online/blended courses.

9 Provide calculation of many different GPA's (ex: term, cumulative 79, 912, 1012, weighted, unweighted, academic, total, af, core courses, etc.)

10 Graduation – SIS can record and report completed courses and graduation requirements according to graduation plan.

11 Graduation – SIS provides automated credit check (by subject and totals) for graduation status check.

12 Graduation – SIS provides capability to add points to GPA calculation based on student schedule or other weighting factors as determined by the administration.

13 Generate warnings of students at risk of not meeting graduation requirements in realtime and historically.

14 SIS supports the development and management of Student Behavior Intervention Plans

Vendor Comments for Guidance Details

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Item NO Fee Details YES Additional Module

1 Capability to prorate fees for students who do not complete a full semester in a class.

2 Capability to provide parents automated fee invoice that accurately reflects any changes to fees that may occur after a course change.

3 Capability to carry over fees from previous years.

4 Capability to provide reporting to staff and parent by fee and course as well as provide detailed transaction reports

5 Capability to track fees that are to be waived for specific students.

6 Capability to interface with 3rd party payment portals for collection of online textbook rental payments, damages/lost equipment, and extracurriculur/athletic fees.

Vendor Comments for Fee Details

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Item NO Parent Portal Details YES Additional Module

1 SIS provides the ability for parents to view realtime grade, assignment, discipline, transportation, fees/balances and attendance data online.

2 SIS provides the ability for parents to update demographic data for students online.

3 Updated parent demographic data must be approved by staff before populated into SIS and available for reporting.

4 SIS provides the ability for parents to directly contact teacher or administrator directly through parent portal to address concerns.

5 SIS provides the ability for staff to schedule customized messages to be displayed on the parent portal.

6 SIS provides the ability for parents to initiate payment of textbook rental and fees through the parent portal (may utilize 3rd party payment portal)

7 SIS provides the ability for parents to register students online via the parent portal.

8 SIS provides the ability for staff to customize all registration documents and fields required.

9 SIS provides the ability for students to register for class schedules online and request add/drop courses with guidance approval.

Vendor Comments for Parent Portal Details

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Additional Vendor Comments Not Addressed Above

23


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