A.2 STUDENT INFORMATION SYSTEM

Transcription

1 Page 57 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 not limited to those listed. Additional areas on campus must be incorporated into the process: Alumni Development, Athletics, Bookstore, Career Center, Continuing Education, 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. We administer these programs with a very small staff. The computer system/software used to support the operation of the Financial Aid Office is essential 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 academic year, UK will continue to operate a complex financial aid operation for four financial units (i.e., Lexington Campus, the College of Medicine, the College of Dentistry and Lexington Community College). Due to the constant changes in financial aid administration and the multiple financial unit environment in which we must operate, a reliable and proven financial aid module is critical. Additionally any vendor considered should have a proven record of providing regulatory maintenance to the system on a timely basis that meets governmental compliance standards. *Priority Code Values: Mandatory; 3 High; 2 Medium; 1 Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; Future release (next 12 months);

2 Page 58 The most important area in the administration of financial aid is the ability of the computer system to move and manipulate large amounts of data through the batch process with human intervention. It is critical that every financial aid element in the system be updateable through efficient 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 the EDE Express Software furnished by the Department of Education to accomplish these tasks. Any system considered must have its own standard batch jobs for importing and exporting data with the various federal and state agencies. The system cannot simply prepare data in the correct format to be up loaded or down loaded for EDE Express, but must include actual jobs to transmit and receive data from the different 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 be manipulated to create batch transactions to be entered into the database nightly through the batch system. This is in addition to the need for a single, easy to use report writer with access to all financial aid and critical enrollment/admission data that could, when necessary, be run against 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 aid throughout the year, therefore the use of real time to change date is unrealistic for large aid offices even though it may work for some other users. The architecture of the on-line system must be such that the screens are easily accessible with single level entry and return from the Menu Screen. The screens should contain logical data groupings from similar sources or be based upon a given function. The system should not require 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 end dates. They must accommodate tying financial aid units on various campuses to various academic units for extracting admission and enrollment information for aid processing. It must be able to link campuses to the correct federal entity number and be able to tie the various entity numbers together for required federal reporting purposes and aggregate processing. *Priority Code Values: Mandatory; 3 High; 2 Medium; 1 Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; Future release (next 12 months);

3 Page 59 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 of UK, 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 collect fees, provide student services, and track alumni. This list is representative, but not inclusive of the expected major functional capabilities. These capabilities are givens; the following topic areas are provided to verify that these functions are provided. Offerors may indicate any areas which its product exceeds the standard and any areas in which its product answers a need not explicitly expressed. A. Student Records SA = Academic Information SA01. Provide the capability to enter academic information such as degree program, major, minor, and concentration during the admission process and be accessible from other student information systems. SA02. SA03. SA0. SA05. Provide programs that maintain a table of valid combinations of the following data elements: college, degree, major, concentration, area of interest, and minor. This table should be used for validation of input when it is maintained for a student. Provide programs that maintain a student s school degree, major, minor, concentration, and honors by effective beginning and ending terms. The programs should be capable of storing unlimited occurrences of these items for the same student and effective semester. Provide a program to automatically compute catalog year and semester according to user-defined rules. Provide a paging screen to browse a student s academic information by effective semester *Priority Code Values: Mandatory; 3 High; 2 Medium; 1 Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; Future release (next 12 months);

4 Page 60 SA06. Provide a program to define rules for determining a student s academic status including dean s list, suspension/probation. SA07. Provide programs to compute academic status according to user-defined rules, including dean s list. A manual override should be permitted. SA08. Provide a program to compute student degree program, course section, With Distinction and High Distinction. SA09. Provide a program to maintain rules the system uses to 3 determine a student s classification. The rules should include earned hours by degree program. SA10. Provide capability to maintain a student s classification 3 according to user-defined rules. A manual override option should exist. SA11. Provide an online program to maintain student activities, 3 service learning programs, cooperative education programs, clubs and athletic teams. This information should be maintained by term. Ability to produce a co-curricular transcript. SA12. Provide programs to permit decentralized access and update of student academic information. The programs should allow security rules to be established by college. SA13. Provide a program to maintain categories of student holds; for example, holds for transcripts, enrollment and diplomas. SA1. Provide a screen to maintain multiple letter texts for certification of degrees, enrollment, and University GPA. SA15. Provide online and batch programs to print certification letters. SA16. Provide a program that determines the enrollment status of a student for a term or range of terms. Program should utilize rules defined for enrollment status. *Priority Code Values: Mandatory; 3 High; 2 Medium; 1 Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; Future release (next 12 months);

5 Page 61 SA17. Provide a program to electronically transmit student enrollment information to the National Student Loan Database. SA18. Provide a program to calculate graduate rates in accordance with the Student Right to Know Act. SA19. Provide a program to evaluate and produce a report for 3 annual satisfactory academic progress. SA20. Provide a program to compute and maintain financial aid 3 years eligibility. SA21. Provide programs to maintain information and produce 3 reports for teacher certification. SA22. Provide programs to maintain and produce reports on 3 external licensors such as NLN, admissions to the BAR, medical, and dental. SA23. Capability to store (automatically) a cumulative GPA through current term. *Priority Code Values: Mandatory; 3 High; 2 Medium; 1 Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; Future release (next 12 months);

6 Page 62 SC = Courses SC01. Ability to create/delete a course with a beginning term and ending term SC02. Ability to attach credit hours to a course: Fixed, Variable, and increments SC03. Ability to indicate the level of the course SC0. Ability to indicate multiple career levels of a single course SC05. Ability to cross-list a course SC06. Ability to indicate if the course can have the title changed (topical course) SC07. Ability to store alternate titles for an individual course SC08. Ability to restrict a course by including or excluding: a. College b. Major c. Minor d. Special student status e. Classification f. Credit hours earned plus in progress hours SC09. Ability to attach prerequisites to a course (required and optional) based on: a. Previous earned course (and/or) b. Course in progress (and/or) c. Minimum grade in an earned course d. Test scores e. Equivalent course SC10. Ability to record notes on the approval process of a course. SC11. Ability to record a course description (multiple version of same course) SC12. Ability to attach multiple approval dates to a single course *Priority Code Values: Mandatory; 3 High; 2 Medium; 1 Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; Future release (next 12 months);

7 Page 63 SC13. Ability to provide a course approval tracking system. This 3 would allow on-line viewing of a course as it proceeds through the system. Once all check points have been completed, activate the course into the course inventory. SC1. Prevent termination of a course while a section of that course is being offered SC15. Ability to copy all course characteristics to a new version. SC16. Ability to couple two or more courses together in a corequisite arrangement. SC17. Ability to put up to four Activity labels on a course. SC18. Ability to record instructor time commitment to each activity label. SC19. Ability to record student time commitment to each activity label. SC20. Ability to record the credit hours for the course plus divide the credit hours between the Activity types. SC21. Ability to attach standard notes with a course. SC22. Ability to attach a college code to a course. SC23. Ability to attach a department code to a course. SC2. Ability to attach a CIP code to a course. SC25. Ability to indicate the credit type of a course. SC26. Ability to attach a grading type to a course. SC27. Ability to indicate the award type of a course (semester or quarter). SC28. Ability to indicate a program in which this course is a part (e.g. General Education). SC29. Ability to have the system to indicate the last term the course was offered. SC30. Ability to record the previous course ID of a changed course. SC31. Ability to record the current ID of a course that has been terminated. *Priority Code Values: Mandatory; 3 High; 2 Medium; 1 Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; Future release (next 12 months);

8 Page 6 SC32. Ability to indicate the course is repeatable. SC33. Ability to indicate the number of times a course can be repeated. SC3. Ability to indicate the maximum number of hours that can be earned in this course. SC35. A batch program to extract course number, title, credit hours, description, prerequisite, and cross listing of a course that has been changed, added or dropped SC36. Ability to put a prerequisite on a course by earned hours in a prefix SC37. Ability to create a historical tracking of course offerings (including number of sections, number of enrolled, number of seats available and mean size) SC38. Ability to indicate purge data for a course. SC39. Ability to indicate if course is part of Baccalaureate transfer agreement and in which program. SC0. Ability to search and locate instructor information by name or ID number or department roster. SC1. Ability to search and locate course instructor s by 3 name or ID Number or department. SC2. Course title should have a minimum of 8 characters. *Priority Code Values: Mandatory; 3 High; 2 Medium; 1 Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; Future release (next 12 months);

9 Page 65 SD = Drop / Add Process SD01. Provide a program to add or drop a course for a student. SD02. SD03. SD0. SD05. SD06. SD07. SD08. SD09. SD10. When a course is dropped the waitlist should be updated when necessary and a report generated. Provide a program to perform a conditional drop/add to allow the availability of a new course before the drop occurs. Provide drop/add programs that permit a student to drop a block of courses through use of an ID that identifies the block of courses. Provide programs that globally drop an operator-specified course from all students enrolled in the course and adjust fees accordingly. Provide a program that permits a student to drop/withdraw all courses on one screen. Provide a program that maintains a drop reason code and history of dropped courses. Provide a program that produces reports for the management of course enrollment. Provide programs that permit students to enroll in courses by the use of a terminal by themselves. (Web Access) Provide program and reports of students when classes dropped prior to grade assignment (When student deleted, refunds are manually audited.) *Priority Code Values: Mandatory; 3 High; 2 Medium; 1 Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; Future release (next 12 months);

10 Page 66 SG = Grade Recording, Reporting, And Faculty Gradebook SG01. Provide programs to maintain a table of valid grades and associated grade types, quality hours, quality points, and earned hours. SG02. Provide a program that maintains grades for courses a student took for a specific term. This should display a paging screen that lists all courses a specific student has enrolled in for a specific term. SG03. Provide a program that maintains grades for each course section. This should display a paging screen that lists all students in a specific course section. This program should have security so that only the instructor assigned to the course section can maintain the grades. SG0. Programs that maintain grade rosters should verify that the grade and grade type are valid for the course section; invalid grades should be rejected. SG05. Programs should handle plus-minus grading. SG06. Provide programs that maintain an audit trail of any changes to grade information to include date, time, who made the change and the reason code for the change. SG07. Provide programs that produce a grade roster report for each course section. SG08. Programs should have the option to print the grade roster 3 report on a scanning sheet. For scanning only valid grades for the specific course should be printed. SG09. Provide capability to assign withdrawal grades after the first week of the semester as opposed to deleting courses from the student s schedule. The withdrawal grade should be treated like a deleted course for purposes of computing registered hours, tuition fees and refunds. SG10. Provide a program to produce grade reports for mailing to students. SG11. Provide a program to produce grade reports on demand. *Priority Code Values: Mandatory; 3 High; 2 Medium; 1 Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; Future release (next 12 months);

11 Page 67 SG12. Provide an option to automatically print grade reports when all grades are recorded for students. SG13. Provide a program to define repeat rules by college, including rules for earned hours and GPA. SG1. Provide a program to define rules for computing different types of GPA. SG15. Provide a program to compute all transfer GPAs including original and repeated courses. SG16. Provide an option to exclude certain courses from GPA and earned hours computations; for example, repeated and bankrupted courses. SG17. Provide a flag that is updated to exclude certain courses from GPA computations. SG18. Provide an online program to maintain course requirements, 3 such as exams and papers; also assign weights to each requirement. SG19. Provide an online program to calculate a student s final 3 grade for a course. SG20. Programs should handle both letter and numeric grading 3 systems. SG21. Ability to have term ranges on grading schemes. 3 SG22. Faculty Gradebook for items SG1-SG21; we must have the ability for faculty to enter, maintain, and manipulate grades in a spreadsheet format that can be varied for particular course demands and in turn the grade information can be loaded. *Priority Code Values: Mandatory; 3 High; 2 Medium; 1 Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; Future release (next 12 months);

12 Page 68 SR = Student Records Item No. Description Priority* Fit Code* Comments SR01. Ability to store student s primary program SR02. Ability to store student s secondary program SR03. Ability to record a minimum of 3majors and major options 3 with each program SR0. Ability to record a minimum of 3minors and minor options 3 with each program SR05. Ability to record an 8 digit transaction date with each major 3 and major option SR06. Ability to record an 8 digit transaction date with each 3 students program SR07. Ability to store a minimum of two advisors with each 3 students program SR08. Ability to store a dissertation committee with each student 3 SR09. Ability to record a begin date and an end date for each 3 member of the dissertation SR10. Ability to attach an address to each committee member 3 SR11. Ability to record multiple stages of progress toward a degree SR12. Ability to record a date associated with each stage of 3 progress toward a degree SR13. Ability to record a residency status for each student SR1. Ability to record an effective date for a change in residency status SR15. Ability to record the admissions label with each student SR16. Ability to have those admissions labels change to specified value for continuing terms SR17. Ability to record with each student a multiple special student statuses SR18. Ability to record an 8 digit date with each special student 3 status SR19. Ability to record the term a student entered a program SR20. Ability to attach a catalog (version of a program) to a student *Priority Code Values: Mandatory; 3 High; 2 Medium; 1 Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; Future release (next 12 months);

13 Page 69 SR21. Ability to enter transcript notes SR22. 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) SR23. Ability associate and store in each term a national assigned 8 digit CIP code SR2. Ability for the system to track full-time, half-time, ¾ time and less than half-time enrollment based on the value that establishes full-time enrollment for that term SR25. Ability to record a value by program for full-time, half-time, ¾ time and less than half-time enrollment for each term identified to the system SR26. Ability to establish multiple terms within an academic year SR27. Ability to establish a maximum credit hour capacity for each program in each term SR28. Ability for manual or automatic determination of student 3 classification based on total credit hours earned SR29. Ability for manual or automatic determination of student 3 classification based on credit hours earned by course prefixes SR30. Ability for manual or automatic determination of student 3 classification based on credit hours earned by CIP codes SR31. Ability to store the term GPA and the cumulative GPA in each term (these values should be dynamic) as adjustments are made to the term record SR32. Ability to record an academic status manually and 3 automatically based on rules established by each program SR33. Ability to establish multiple grading schemes for a term SR3. Ability to attach a grading scheme to each program by term SR35. Ability to establish academic status rules by program based 3 on: SR36. Ability to flag a student as an athlete *Priority Code Values: Mandatory; 3 High; 2 Medium; 1 Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; Future release (next 12 months);

14 Page 70 SR37. Ability to flag a student as a veteran SR38. Ability to flag a student as a member of an Off Campus division SR39. Ability to flag a student as pursuing a program offered by two institutions SR0. Ability to flag a student on scholarship SR1. Ability to flag a student on greek society 3 SR2. Ability to place an advisor hold on a student SR3. Ability to flag a student as an employee 3 SR. Ability to indicate professional interest of a student while an 3 undergraduate SR5. Ability to indicate a Off Campus division a student is 3 attached SR6. Ability to establish academic status rules by program based on: a. Total earned hours b. Earned hours by course prefix c. Term GPA d. Total GPA e. Previous two term GPAS f. Previous two terms academic statuses SR7. Ability to establish Dean s List based on: a. Term credit hours attempted b. Term credit hours earned c. Incomplete credit hours in a term d. Missing grades in a term e. Number of credit hours taken Pass-Fail SR8. Ability to record a student career (undergraduate, graduate or professional) SR9. Ability to indicate admission to the dean s list on line based on the online rules already listed *Priority Code Values: Mandatory; 3 High; 2 Medium; 1 Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; Future release (next 12 months);

15 Page 71 SR50. Ability to record a beginning of term (BOT) and ending of term (EOT) academic action SR51. Ability to record a disenrollment reason SR52. Ability to record a withdraw code SR53. Ability to record a withdraw date SR5. Ability to record an academic stop on a student term record, and the ability to determine which stops prevent registration and which do not. SR55. Ability to record a financial stop on a student term record, and the ability to determine which stops prevent registration and which do not. SR56. Ability to record a miscellaneous stop on a student term record, and the ability to determine which stops prevent registration and which do not. SR57. Ability to set an attempt credit hour limit SR58. Ability to set a reduced attempted hour limit for students on probation SR59. Ability to calculate the predicted cumulative hours 3 dynamically and store this value SR60. Ability for system to store Active Hours SR61. Ability to make a particular course point to more than one career SR62. Ability to display the class roster on-line SR63. Ability to record grades on-line SR6. Display the official grade and the instructor grade SR65. Ability to record grades by class roster SR66. Ability to move students from one section to another using a class roster SR67. Ability to display class roster of students who have dropped the section SR68. Ability to display an on-line transcript 3 SR69. Ability to print transcripts on-line and by batch *Priority Code Values: Mandatory; 3 High; 2 Medium; 1 Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; Future release (next 12 months);

16 Page 72 SR70. Ability to record a degree application SR71. Ability to record multiple statuses of degree application 3 process SR72. Ability to post a degree on-line and by batch SR73. Ability to automatically calculate student GPA on-line and by batch SR7. Ability to record academic bankruptcy SR75. Ability to allow and record repeat option SR76. Ability to set repeat limits by career at undergraduate level and by program at graduate and professional level SR77. Ability to track hours in a non-degree status SR78. Ability to set limits on allowable non-degree hours (earned and in progress) SR79. Ability to set the limits on the courses taken by pass/fail SR80. Ability to maintain an academic program table SR81. Ability to record the grading scheme available for course within a college by academic career SR82. Ability to code a student as physically impaired (handicap code) SR83. Ability to prevent certain students from dropping below fulltime status (e.g. Athletes) SR8. Ability to automatically attach a site code based on course work taught in off campus locations SR85. Provide online and batch programs to maintain information about a student s application for receiving a degree award; such as, degree application received, degree application date, graduation requirements reviewed/completed, fee paid, etc. Since a student can work on multiple degrees, information should be associated with a specific degree. 3 *Priority Code Values: Mandatory; 3 High; 2 Medium; 1 Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; Future release (next 12 months);

17 Page 73 SR86. Provide an option to print an alternate name on the diploma. 3 SR87. Provide an online program to track whether a student is 3 attending commencement and whether he/she ordered apparel. Do you have data elements to support apparel items and sizes? SR88. Provide a program to download to a PC degree application 3 information to print commencement bulletins and order diplomas and apparel. SR89. Provide a program to compute student class ranking, college ranking, degree program, and course section. SR90. Provide web access for student records (parameters like our Student Access Information System). SR91. Provide an online program to maintain multiple school calendars, grading systems, and levels by effective dates for the same school. SR92. Ability to maintain VA certification information for current and prior terms. SR93. Ability to override records for windows. SR9. Ability to change status from UG to G, etc., and calculate fees. SR95. Ability to waive late fee, and also to backdate. SR96. Ability to verify SSN and PAC number for VIP and web. *Priority Code Values: Mandatory; 3 High; 2 Medium; 1 Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; Future release (next 12 months);

18 Page 7 SS = Schedule Of Classes Item No. Description Priority Fit Code** Comments SS01. Ability to copy the course offerings from one term to another SS02. Ability to specify which course attributes that should be refreshed by the course inventory SS03. Ability to indicate if the section of the course is to be offered formally or informally SS0. Ability to created a section for each Activity on the course inventory SS05. All Activities of an individual course must be linked together (i.e. all Activity sections of a single course must be required by a registration) SS06. All Activities should be linked (tied) to the first. SS07. Ability to have a meeting pattern for each section or Activity of a course SS08. Ability to have multiple lines of meeting pattern for each section or Activity SS09. Ability to record multiple instructors for each section or Activity SS10. Ability to record percent of effort for each instructor SS11. Ability to indicate if the instructor is to be evaluated SS12. Protect the title field if the course is not marked as topical in the course inventory SS13. Protect the credit hour field if the course is not variable SS1. Ability to have standard notes with each section SS15. Ability to have prerequisite checking or not SS16. Ability to have course restrictions on or off SS17. All Activities of a course indicated online SS18. Ability to create a reference number with the creation of each section of a course SS19. Ability to create a combined section SS20. Ability to attach a country code to a course offering *Priority Code Values: Mandatory; 3 High; 2 Medium; 1 Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; Future release (next 12 months);

19 Page 75 Item No. Description Priority Fit Code** Comments SS21. Ability to attach a state code to a course offering SS22. Ability to attach a county code to a course offering SS23. Ability to attach a city code to a course offering SS2. Ability to edit the country-state-county-city that is attached to a course SS25. Ability to indicate a Off Campus attachment to a course offering SS26. Ability to indicate days course offered SS27. Ability to indicate the begin time and end time course is offered SS28. Ability to indicate the building course is offered SS29. Ability to indicate the room is offered SS30. Ability to indicate a begin date and an end date for the course offering SS31. Ability to waitlist a course SS32. Ability to record the mechanism of delivery of a course (e.g. compressed video, internet course) SS33. Ability to copy activity values of student and instructor contact hours from the course inventory into a section of a course SS3. Ability to indicate if a final exam is required in a course SS35. Ability to list text as part of the printing process for the schedule of classes and specify location to be printed. SS36. Ability to display section offerings by prefix and/or by course number SS37. Ability to restrict registrations based on hours earned under course ID SS38. System must recognize course is valid for term being offered. SS39. Ability to code course by site code; i.e. E.W., R.H. SS0. Ability to link course to a specific academic unit. *Priority Code Values: Mandatory; 3 High; 2 Medium; 1 Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; Future release (next 12 months);

20 Page 76 SS1. Ability to indicate a subtitle for a course and have that appear on transcript as well. SS2. Ability to build cross listed courses across academic units. SS3. Ability to code a course if it has been added since schedule building was completed or has been changed and reference codes for the change. SS. Ability to assign various security levels to users that allow some users to remain turned on while turning off others. SS5. Ability to produce text file of course offerings to be used for printed schedule of classes with defined format and field selection. SS6. Maintain audit trail of changes by date and users. SS7. Ability to produce report of open, closed, cancelled course sections. SS8. Provide other standard reports to assist in management of course scheduling, such as: course sections not meeting standard meeting times, course sections meeting after 5:30 without an EW site code, etc. SS9. Provide capability to upload schedule information onto web in specified format. SS50. Provide automatic update to room utilization for data entered under building and room in meeting pattern. SS51. Ability to view/change enrollments for cross-listed courses together on one screen, as well as number of seats available. SS52. Ability to change enrollments for course sections without changing other information can be separate screen or field configuration on regular screen. SS53. Ability to specify which screens are turned off or on for users. *Priority Code Values: Mandatory; 3 High; 2 Medium; 1 Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; Future release (next 12 months);

21 Page 77 SS5. Ability to turn course off for telephone registration. SS55. Ability to delete, cancel, hold, close, open or inactivate a course section. SS56. Ability to request a room to be scheduled and have scheduling software identify this need and find a room. SS57. Ability to indicate room is being pre-assigned and have scheduling software identify this and make note room is not available for other scheduling during this time. SS58. Ability to combine courses with shared room use. SS59. Link to room scheduling that will alert user if room is not available at that time/days and ability to override and double book the room. SS60. Ability to produce cancelled class letters or changed class letters for each student in course section online and produce mailing labels or send to student s. SS61. Provide web access for schedule of classes offerings and search functions. *Priority Code Values: Mandatory; 3 High; 2 Medium; 1 Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; Future release (next 12 months);

22 Page 78 ST = Student Transcripts ST01. Provide a program to print unofficial transcripts. ST02. Provide a program to print official transcripts. ST03. Provide an on-line program to use for requesting transcripts for students that will print in batch. The request should validate the student ID, check appropriate transcript holds, and permit printing of multiple copies. ST0. Provide a program for use by students to request a 3 transcript, number of copies, and destination address. ST05. Provide an option to print transcripts when all grades and/or degrees are posted. ST06. Programs should maintain statistics on the number of 3 transcripts requested. ST07. Provide security so that only appropriate users can print specified unofficial transcripts. ST08. Provide an option to include transfer course work on transcripts. ST09. Programs that produce transcripts should not print a transcript if the student has specified holds. Provide capability to override. ST10. Provide the capability to produce a letter to inform a student 3 of a financial hold when the transcript is not released because of a financial hold. ST11. Provide programs to maintain text that will print on selected transcripts. (e.g., Dean s list, academic probation, academic suspension.) ST12. Provide an on-line program to allow special text to be 3 printed on a specific student s transcript; for example, title of thesis. ST13. Provide a log of the transcript request and retain the send to address ad part of the student s permanent record when the transcript is printed. *Priority Code Values: Mandatory; 3 High; 2 Medium; 1 Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; Future release (next 12 months);

23 Page 79 ST1. Ability to implement to SPEEDE Express system of 3 electronic transcript information exchange with other participating institutions. ST15. Programs should maintain statistics on the number of 3 transcripts requested. ST16. Provide a program to maintain and track transcript billing and fee collections. 3 *Priority Code Values: Mandatory; 3 High; 2 Medium; 1 Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; Future release (next 12 months);

24 Page 80 SU = Room Scheduling SU01. Ability to build (delete) a room profile that contains (at the very minimum) the following fields by building/room: description, site, partition, scheduling department, room type, actual capacity, type of seating, square feet, features (such as handicap accessible, smart room, etc.), special scheduling considerations (block out certain days/hours, etc.) SU02. Ability to search for and schedule room availability based on: partition, min/max capacity, start/end dates, days, special features, start/end time, type. SU03. Ability to see what else is scheduled in a room. View only information should include start/end dates, days, start/end times, type, and description. SU0. System should warn user but allow for double-booking. SU05. System should accommodate course scheduling as well as event scheduling. SU06. Provide online/batch user reports to include but not limited to: 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. SU07. Security for scheduling based on user-defined profile. SU08. View capability of certain screens w/o scheduling authority. SU09. Automatic, real-time online update of room utilization file from schedule-building data. SU10. Must interface with Universal Algorithms Schedule25/Event25 scheduling software. SU11. Automatic, real-time, online between Schedule/Event25 and this system. *Priority Code Values: Mandatory; 3 High; 2 Medium; 1 Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; Future release (next 12 months);

25 Page 81 SX = Registration SX01. Provide programs that maintain unlimited user-defined rules for determining whether a student is eligible to register for courses (e.g., enrolled in previous semester, admission status, last digit of Social Security Number, etc.) SX02. Provide a program to maintain rules for enrollment credit limits based on factors such as school, major or academic status. SX03. Provide programs to monitor and enforce the student s enrollment credit limits by session and semester. SX0. Provide programs to maintain user-defined enrollment eligibility information for a student. SX05. Provide a program that maintains user-defined rules for determining registration priority for categories of students (e.g., classifications, etc.) SX06. Provide a program that maintains courses in which a student is enrolling. Students should be able to enroll in an unlimited number of terms and school years. SX07. Provide the ability to determine if the course is offered this semester. If the course is not offered, reject the enrollment for that course. SX08. Provide the ability to determine whether the enrollment in the course will exceed the defined course enrollment maximum. If the course is closed, a message should be issued and an override capability should permit the operator to decide whether the student should be enrolled in the closed course. SX09. Provide the capability to determine when the enrollment maximum has been exceeded for course sections that have related cross-listed courses, the program should accumulate enrollment from all related cross-listed courses. *Priority Code Values: Mandatory; 3 High; 2 Medium; 1 Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; Future release (next 12 months);

26 Page 82 SX10. Provide the capability to determine whether the enrollment in the course will cause a date or time conflict in the student s enrollment schedule. If a conflict exists, a message should be issued and an override capability should permit the operator to decide whether the student should be enrolled in the course. SX11. Provide the capability to determine whether the enrollment in the course violates course restrictions including prerequisites, corequisites, school, class, major, or GPA. If a course restriction is violated, a message should be issued and an override capability should permit an operator to decide whether the student should be enrolled in the course. SX12. Provide a program that prints letters and labels for mailing to 3 students who did not successfully complete prerequisite courses. SX13. Provide a program that prints letters and labels for mailing to 3 students who are still PCC deficient and nearing the 2-hour limit. (PCC = Pre-College Curriculum) SX1. Ability to set a flag if a student wants to be placed on a wait 3 list for the course or not when enrollment causes the course enrollment maximum to be exceeded. SX15. Provide a program that displays all students on the wait list 3 for a specific course section. SX16. Provide a program that displays all students with date and time of registration for a specific course. SX17. Provide override capabilities to assign enrollment priority to students on the wait list. 3 *Priority Code Values: Mandatory; 3 High; 2 Medium; 1 Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; Future release (next 12 months);

27 Page 83 SX18. Provide the capability to identify repeated courses, including cross-listed, and issue a warning. SX19. Provide enrollment programs that permit a student to enroll 3 in a block of courses through the use of an ID that identifies the block of courses. SX20. Provide a program that permits an override of the grade type for a course section (e.g., pass/fail, audit). SX21. Provide a program that displays all open course sections that fit into a student s schedule without time conflict or course restriction and permit the operator to select courses for enrollment without keying the course ID> SX22. Provide a facility that searches for certain open course sections based upon user-defined criteria such as meeting times and dates, career level, campus, department, and general education type. SX23. Provide a program that displays all students enrolled in a specific course section; also, list students enrolled in any cross-listed course related to the section. This program should display the most current information. SX2. Provide a program that maintains a user-defined chain of course sections that is used to search for alternate sections scheduled when a student s requested course section is unavailable, then give the student the option to enroll in the alternate sections. The program should look for time conflicts and closed alternate sections. SX25. Provide a program that maintains a user-defined chain of course sections that meet at the same time. If the same-time sections are not available, then a second chain of sections should be defined and searched that are scheduled at an alternate time. In other words, maintain multiple chains of section and a search priority for each. *Priority Code Values: Mandatory; 3 High; 2 Medium; 1 Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; Future release (next 12 months);

28 Page 8 SX26. Provide a program to determine the following enrollment 3 statuses by college and semester: full-time, half-time, less than half-time. SX27. Provide a program that maintains an audit trail of student course enrollment. This should include drop/adds, reinstatements, withdraws, grade option, final grade, enrollment statuses, ad credit hour changes. SX28. Provide a program that displays an audit trail of a specific student s course enrolment information. SX29. Provide the capability to cancel enrollment in all courses for students that have not made appropriate arrangements for billing. Allow for financial aid deferrals. The program should print a notification letter for mailing to students. SX30. Provide a program to summarize and maintain the following 3 enrollment information by course, by semester and session: 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. 3 SX31. Provide a program to summarize and maintain the following 3 enrollment statistics for each course section by semester and session: 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 *Priority Code Values: Mandatory; 3 High; 2 Medium; 1 Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; Future release (next 12 months);

29 Page 85 SX32. Provide a program to display current enrollment statistics for 3 a semester and a session. SX33. Provide a program to summarize and maintain enrollment 3 statistics for all cross-listed courses related to a course section. SX3. Provide the ability to override holds in registration without clearing the hold. SX35. Provide the ability to maintain cancellations of registered students, recording reasons and actual destinations. SX36. Provide ability to keep transferred credit in suspense file until registration is completed by student. SX37. Ability to override closed course, prerequisite, major, college, and special student status. SX38. Ability to assign registration date and time by: a. Classification b. Range of predictive Cumulative hours, earned hours, or other methods to be determined c. Special Student Status d. Athletic flag e. Off campus site code f. Range by last digit of student ID number g. By physically impaired (handicap code) h. Admission type (registration type) i. New student orientation date j. New or continuing student k. Enrollment *Priority Code Values: Mandatory; 3 High; 2 Medium; 1 Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; Future release (next 12 months);

30 Page 86 SX39. Ability to establish a withdraw window SX0. Ability to establish a grade type change window SX1. Ability to establish a window to cancel student s registration SX2. Ability to establish a window to inquire about the students academic program SX3. Ability to register by course prefix number and section SX. Ability to register by course reference number SX5. Ability to give an electronic override for a. Closed course b. Course restriction by classification c. Course restriction by college d. Course restriction by major e. Course restriction by minor f. Course restriction by special student status g. Course time conflict h. Controlled enrollment i. Course prerequisite j. Same course SX6. Ability to specify if the override applies to all sections of the course SX7. Overrides must be restricted to the department or college that owns the course SX8. Ability to register for all Activities of a course with the registration in the primary Activity SX9. Ability to do a section search for an alternate section of the same course SX50. In the search process, ability to display only the sections that are open and will fit the student s schedule *Priority Code Values: Mandatory; 3 High; 2 Medium; 1 Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; Future release (next 12 months);

31 Page 87 SX51. In the search process, ability to display all the sections of the course SX52. In the search process, ability to display open sections beginning with sections that meet at the same time as the requested section SX53. Ability to register for a section of a course from the search SX5. Ability to display if the course being searched has a crosslisting SX55. Ability to remove the advisor hold globally SX56. Ability to allow inquiry by student concerning their stops SX57. Ability to allow inquiry by student concerning their window of registration SX58. Ability to establish a window for grade review SX59. Ability to record a reason code for dropping a course SX60. Ability to conditional add/drop SX61. Provide both batch and online programs to maintain student s and parent s orientation session reservation requests, including payment, refunds, subsequent assignment, and attendance of orientation sessions. SX62. SX63. SX6. Provide an online program that maintains orientation session quotas such as major, advisor, etc. The system must maintain waiting lists and automatic assignment for full academic orientation sessions. Provide online programs that maintain and enforce orientation prerequisites, such as admitted. The operator should be able to override the enforcement. *Priority Code Values: Mandatory; 3 High; 2 Medium; 1 Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; Future release (next 12 months);

32 Page 88 SX65. Provide all capabilities as listed in section SX for telephone and web registration. All parameters should at least meet or exceed current EPOS functions. For specific details the RFP for telephone/web registration can be made available at the appropriate time during the scoping phase. SX66. Provide capabilities to interface as needed with KCVU. *Priority Code Values: Mandatory; 3 High; 2 Medium; 1 Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; Future release (next 12 months);