PWS-Haskell-SIS-Add-Optional.pdf

HINU Student Information Systems (SIS)

Office of Information Management Technology i

Version 2.0 September 28, 2022

HINU Student Information Systems (SIS)

Performance Work Statement

U.S. Department of the Interior Indian Affairs

Bureau of Indian Education, Haskell Indian Nations University

Performance Work Statement

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Revision History

Author Version Revision Date Revision Summary Dr. Tamarah Pfeiffer 0.1 February 09, 2022 Compiled initial draft of SOW Helen Charles and Sukhjeet Grewal 0.2 April 14, 2022 Converted SOW to PWS

Karin Christensen 0.3 April 26, 2022 Added Cloud and Security Sections

Helen Charles and Sukhjeet Grewal 0.4 April 28, 2022 Incorporated Comments from

Karin Christensen Louedith Hara 0.5 April 29, 2022 Added Module Descriptions

Helen Charles and Sukhjeet Grewal 0.6 May 02, 2022

Updated Scope, Background, and formatted Module Descriptions

Nathan Harjo 0.7 May 06, 2022 Added Tasks Helen Charles and Sukhjeet Grewal 0.8 May 11, 2022 Formatting and Editing

Albert Rice, Helen Charles, Sukhjeet Grewal 0.9 May 12, 2022 Updated Tasks and Security

Sections Helen Charles, Sukhjeet Grewal 1.0 May 13, 2022 Table of Contents

Tonia Salvini 1.1 May 20, 2022 Program Sections Nicole Rahmer 1.2 May 24, 2022 Contracting needs/language Tonia Salvini, Sukhjeet Grewal 1.3 June 3, 2022 Edits/Table of Contents

Richard Gibbs 1.4 June 14, 2022 Security content Wendall Galvan 1.5 June 20, 2022 Security content Nathan Harjo 1.6 June 28, 2022 IT Management - Haskell Tonia Salvini, Sukhjeet Grewal 1.7 July 1, 2022 Edits/Table of Contents

Albert Rice, Wendall Galvan 1.8 August 22, 2022 Requirements for Retention

Tonia Salvini, Sukhjeet Grewal 1.9 August 25, 2022 Final Edits

Don Ballesteros, Ryan Geffre, Tonia Salvini 2.0 September 29,2022 Options

S. Ott 2.1 October 19, 2022 Redefine CAMS as a SIS not as a LMS – Add verbiage for multitenancy option

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Contents

1.0 General

2.0 Background

3.0 Objectives

5.0 Scope

7.0 Legal Requirements

8.0 Travel

9.0 Baseline Compliance Contract Guidelines

Section 1.0 – Information Technology & Cybersecurity Requirements Section 2.0 – Cybersecurity Incident Response Section 3.0 – Privacy Requirements

3.1 Privacy Act Requirements

3.2 Privacy Clauses

3.3 Privacy Controls

3.4 Privacy Breach Reporting Requirements

3.5 Privacy Breach Response Requirements

3.6 Privacy Education, Awareness and Training Requirements

Section 4.0 – Accessibility Requirements Section 5.0 – Records Management Requirements Section 6.0 – Contractor Personnel Security Requirements Section 7.0 – Controlled Unclassified Information (CUI) Requirements Section 8.0 – Paperwork Reduction Act of 1995 Section 9.0 – Reference Documents Section 10.0 – Glossary

10. Privacy Requirements Use of Personally Identifiable Information (PII) Transfer of Personally Identifiable Information

11. Security

12. Service Level Agreements Security Control Compliance FedRAMP Authorization Authentication

Agency Personnel Authentication Public / (Student) Authentication

Contractor Personnel Data Management - IT System Data Security Continuous Monitoring Secure Software Development Framework (SSCF) - Supply Chain Security Availability SLA

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Adapt to Demand Fluctuations Uptime - Downtime Disaster Recovery Plan

Performance SLA Service Center Service Desk

Service Reliability SLA Retention Backup and Restore Penalties for not meeting Service Level Agreements

13. Vendor Task Areas

14. Deliverable Requirements

15. Other Unique Requirements

16. Options

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List of Tables

Table 1: Security Roles

Table 2: Federal Laws

Table 3: Hours of Availability………………………………………………….………………………………….44

Table 4: Project Milestones...…………………………………………………………………………………….46

Table 5: Abbreviations and Acronyms…………………………………………..…………………

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1.0 General

The Bureau of Indian Education (BIE), Haskell Indian Nations University (HINU) Academic Affairs, Student Services is seeking a qualified Contractor to provide a FedRAMP authorized cloud-based hosting environment and Student Information System (SIS) SaaS, migrate data from existing on-premise application location, and integrate other off-the-shelf cloud SaaS applications with the new environment/SaaS. This system will be called the Student Information System (SIS). The Contractor will provide all licensing and IT support personnel for startup support, migration, phased integration, and continuous monitoring.

2.0 Background

The retiring on-premises Comprehensive Academic Management System (CAMS) SIS is an enterprise application providing HINU with functionality that allows students to sign-up for courses and enter student information. The Admissions Module is designed to track information for prospective students, applicants, and attending students. Data is entered during the recruitment process and can be copied over to the student's official records when enrolled. Along with the Admission Module, there is the Communications Management function that helps to reach prospective students quickly and effectively through electronic mail, and mail merge process. The Registration Module allows the University to track the registration process of both Unofficial (Pre-Registration) and Official Registration, which creates a course listing and billing for students. The system also has the capability of providing building and room information for class assignments, as well as scheduling meeting rooms in all the buildings across the University campus.

The master CAMS data contains, but is not limited to: Student Information which includes student name, addresses, high school information, test scores, tribal affiliation, tribal census number, degree of Indian blood, date of birth, and social security number; Student Academic History includes awards for financial Aid, Tribal scholarships awarded or returned, PELL Grants awarded or returned, payments of fines or fees, ID replacement payments, and parent(s)/guardian(s) financial information exported from EdExpress;

Housing Information includes residential room assignments, housing fees, and damage fees; Student Parking Information includes vehicle year, vehicle make, vehicle model, vehicle color, license plate number, tags from state registered, tag expiration date, parking violations, violations fines, parking permit replacement fees; Building and Room Information includes classroom size or meeting room/capacity, location, setup for specific use and scheduling. The system also holds information on faculty/staff of Haskell University, which includes room size/capacity, location, instructor certifications, parking permits, parking citations, and class/meeting room assignments.

The new SIS cloud environment is the CAMS follow-on and should support all student related services across HINU, including application, data, and resource staff access for faculty, admissions, registrar, financial aid, academic course catalog, title IX reporting, residential, food services, health. The Contractor shall propose a new SIS, on a new cloud hosting environment, and a common document library repository for student services.

3.0 Objectives

Haskell Indian Nations University requires SIS to be aligned with the Federal Cloud Smart Computing Strategy, FedRAMP authorized and other related federal and Department of the Interior security and privacy requirements.

The environment shall include essential cloud characteristics including flexibility, scalability, on-demand self-service, broad network access, resource pooling, rapid elasticity, and measure services. Haskell prioritizes Contractors who can demonstrate past experience working with cloud-based student information solutions that fulfil specific academic processing needs. The SIS should be able to integrate data requests for the following modules:

Admissions Reporting Evaluations and Surveys Registration Student Finance (Financial Aid) Health Enrollment Data Attendance Residential Transcripts and Grading Advisement Parking Title IV Reporting Interface with LMS (Blackboard) https://cloud.cio.gov/strategy/ https://cloud.cio.gov/strategy/

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The Contractor shall propose a timeline and requirements to scope, configure, prepare, and begin testing with all the required characteristics by early summer of 2023 for testing and production by mid-August 2023.

HINU anticipates most or all of the work can be performed virtually, but some travel and onsite work may be required to access and migrate the CAMS data into the new SIS.

The following lists the major objectives of the cloud-based integrated student information system (SIS) that Haskell Indian Nations University requires. Each vendor is strongly encouraged to address each of the following capabilities in their proposed response, and include “value added” items that will supplement or enhance the capabilities listed below:

• Build a new hosting environment accessible by credentialled role-based login to HINU staff and students.

• Install, configure, and prepare new Student Information System on the hosting platform that meets the existing CAMS features while enhancing customer access, agility, ePaper, and other technology advances. Contractor shall provide a full description of proposed SaaS features and capacity.

• Integrate the new SIS system with HINU emails and local area network.

• Migrate data from CAMS to SIS for testing, final configuration, and hardening. Then when HINU accepts new test environment, stop updates in CAMS and cutover refreshed data to SIS and go live. Contractor shall provide migration plan that includes timeline, milestones, task descriptions, and role responsibility for both migration and go live requirements.

• Provide complete integration between admissions, registrar, financial aid, finance, student, staff, and faculty.

• Eliminate standalone business system processing systems, independent tracking mechanisms and paper-intensive manual processes.

• Increase information analysis and -ad hoc reporting capabilities that support enhanced strategic planning for the university and decision-making.

• Allow for Haskell to easily develop and deliver reports and information that meet all Federal, State of Kansas requirements.

• Provide modern processing capabilities such as drilldown audit trail and workflow approvals.

• Eliminate duplicative effort, especially concerning redundant data entry processes.

• Meet the IT System service level agreements identified below.

A secondary objective is that the Vendor provide an optional multitenancy environment for the BIE to replicate the new SIS platform as a separate instance for the BIE’s Southwest Indian Polytechnic Institute (SIPI) for management of its student population and college-focused academic program. The intent of this object is to accommodate future needs of SIPI that is based on the common criteria found in this performance work statement.

4.0 Period of Performance

Base plus nine (9) option years

4.1 Type of Contract

FFP

4.2 Place of Performance

HINU address and SIPI address for the secondary, optional objective.

4.3 Government Furnished Items or Services

The Contractor shall utilize only the GFE for all information technology work products during the life of the contract. Proposal should include the anticipated number of contractor/subcontractor staff that will need GFE devices.

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The Contractor shall acknowledge in writing with their submission that all contractor personnel with tasks and deliverables related to information technology supportive of the LMS shall adhere to the following:

1. Contractors as authorized users of Departmental information resources shall not share any work products of any kind to unauthorized Contractor or federal staff without LMS-ITFL (or designee) direction or approval.

2. Contractors as authorized users of Departmental information resources shall not store any work products of any kind on unauthorized technology without LMS-ITFL (or designee) direction or approval.

3. Contractors as authorized users of Departmental information systems shall follow all safeguarding regulations related to all LMS IT information.

4. Contractors and subcontractors with access the systems must:

a. Be US citizens;

b. Complete background check and credentialing required by DOI;

c. Acknowledge acceptable use and rules of behavior guidance required by DOI; and

d. Complete required information security awareness training required by DOI.

5.0 Scope

The current on-premises student information system is called Comprehensive Academic Management System (CAMS). Authenticated CAMS users access from their local area network credentials and have access to public off-the-shelf cloud SaaS including Blackboard, Zoom, and eBooks. Contractor shall propose to either build a new or customize a common-off-the-shelf application that will serve as the new SIS system. The Contractor shall ensure the new SIS cloud environment is also configured to allow same interactions with Blackboard, Zoom, eBooks and other SaaS Academics might purchase or additional modules that are acquired to assist Faculty, Staff to access both easily virtually.

Contractor shall propose a timeline and phases/steps to coordinate with HINU Academic IT Specialist(s) to ensure the SIS meets the needs of each department and design and configure the environment, applications, library repository, other cloud SaaS integrations, and role based/user access management.

Support will include working closely with the Haskell representatives to ensure clean data from each department is uploaded timely, ensure that contracts meet the required deliverables, and there is no break in service for students, faculty, and staff with the SIS.

Haskell Indian Nations University is requesting proposals for a comprehensive, cloud-based Student Information System (SIS) that meets Fed Ramp compliance and all other related Department of Interior privacy requirements. This is also flexible and scalable to meet the future university needs. Haskell is interested in vendors with experience working with cloud-based student information systems that fulfil specific processing needs. Haskell is interested in vendors with experience working with both information management in higher education and cloud-based student information systems that integrate data requests for, but not limited to the following modules: Recruitment, Enrollment, Admissions, Registration, Degree Audit, Financial Aid, Billing, Health, Housing, Parking, Student Portal, Advisement, Attendance, Student Services, Alumni Services, Key Performance Indicator Data for Institutional Reporting.

Admissions - This process should be tracked in one system from initial inquiry to acceptance and enrollment. This module should be able to send acceptance/denial letters to prospective students who met all admissions document criteria, provide document tracking, built-In document checklists, capture general student info, demographics, and tribal Info. The SIS should have a communication area so information can be sent out in intervals to students admitted for the semester/term.

• Dashboard that displays the data from selected areas of the modules along with the ability to drill down and provided live data reports or analysis

• PII data consist of legal name (First name, middle name, last name, suffix), Previous name, social security number, date of birth, place of birth, gender, marital status, tribal enrollment information, birth city and state and local and home address. Tribal enrollment information is the Federal Registry of Indian Entities Recognized by and Eligible to Receive Services from the United States Bureau of Indian Affairs

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• The system will need to have a location to house high school address information. The high school information will be on a students’ record. Haskell will need to note the graduation date, high school GPA, high school ranking

• The system will need to have a location to input and store data from other institutions of higher education for all transfer students

• The system will need to be able to import ACT scores from ACT and import SAT scores from College Board.

• Document tracking area is where all documents needed for the applicant. These documents would include application, application fee, immunization form, high school transcript, college transcript, tribal enrollment, test scores, etc. The applicants would be able to see this in their student portal, so they know what they need to submit.

• An area to keep track of the communication between applicant and university

• FERPA area to set alert if student wishes to not release information

• Address where the address can be updated for the business, home or local addresses provided along with the phones and emails.

• The system will be able to determine acceptance/denial based on the admission requirements

• Reports – ability to pull data sets on validity of applicants, accepted, denied. Be able to export data to txt file with student PII and select admissions information

Registration - PII information from admissions will flow over to the area where student can register for classes for the semester/term.

• Dashboard that displays the data from selected areas of the modules along with the ability to drill down and provided live data reports or analysis

• This area will need to have master course list to hold the course division (where housed in academics like Liberal Arts School)/unique ID/course department (3 to 4 characters)/course number (3 to 4 digits)/course name/description/lecture credits/lab credits/contact hours/passing grade/course weight/hourly course fee (dollar amount)/Lab fee (dollar amount)/satisfactory academic progress hours identifier/show on grade report (Yes/No)/show on transcript (Yes/No).

Need area for the pre-requisite or co-requisite tied to each course. Courses that are remedial courses. Need to be able to identify if the course is active or has been retired. Report needed to print out the courses for the catalog.

• The system will need to have course schedules. The course schedule will pull the course from master course for the semester/term the course will be taught. Data elements pulled from master course for the course schedule are Course Department, Course title, Course number, course type, credit(s), Course Division, hourly course fee, lab fees, Show on Transcript, Show on Grade Report, course weight. Course start and end dates will be pulled from the term calendar within the system. Other data elements encoded are the maximum enrollment number. Then the system will need to put in the days and time the class will meet along with the specific location of building and rooms or online where the class will meet. The system will need to be able to house the full legal names and Haskell contact information of instructors and contractors/adjuncts so the names can be placed with the classes they will teach. HEOA Sec. 112 amended HEA Title I, Part C: added HEA Sec. 133 (20 U.S.C. 1015b) HEOA amendment effective July 1, 2010, Textbook information will need the following data collected international standard book number (ISBN), retail price information of required and recommended textbooks and supplemental materials for each course.

If the ISBN is not available, the institution must include in the Internet course schedule the author, title, publisher, and copyright date for the textbook or supplemental material. Report needed to print course listing of courses being taught each semester with course department, course title, course number, course type, course credit(s), maximum enrollment number, current enrolled number, instructor name, course room/building, days and times class meets with various formats.

Formats by semester/term, by location, by instructor, by course division, courses with pre-requisites. Roster report for each course for the semester/term including the course information, student name, id #, classification (freshmen, sophomore, junior, senior), grade area for mid-term and final grade. Have the ability to merge courses in a semester/term.

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• The system should be able to keep record of each course a student has taken each semester along with the grade received for each course. Report needed to print out all students’ academic transcript unofficial/official. Report for a student’s semester/term course(s) schedule by course listing, course matrix, course listing with textbook information.

• The system will need to have a place for transfer course information to be added to each student who has taken class(es) from a technical college, community college, or university. The college or university information will need to be stored along with the course(s) transferred into the system.

Each transfer course will need to be identified to a Haskell course equivalent (Master Course List) if applicable. Data elements for the transfer course are Course Department, Course title, Course number, credits, and course grade. Courses will show up on the students’ academic history and should be able to print out a list of the course(s) transferred in by college or university along with semester course was taken, course grade and any course equivalency.

• Grade Entry- location for end of semester grades to be encoded for each class or a semester/term. In faculty portal have a location within the class for the instructor/adjunct to enter grades.

• System must have the ability to have an unofficial and official transcript report and include transfer courses and grades for students.

• Degree audit area to place degree requirements for each major according to each semester. The degree audit will let the student know which classes they need to fulfill the degree requirement of courses for each major.

• Document tracking area so when a document is received by the student, the form can be logged so the student can see in their student portal the forms that have been processed and not

• area to set alert if student FERPA wishes to not release information

• Address where the address can be updated for the business, home or local addresses provided along with the phones and emails.

• Student's enrollments for each semester/term must be able to be unofficial before allowing to switch to official enrollment

• Reports – Grade summary, directory to pull students enrolled/withdrawn for a specific semester/term along with options to select various options within the enrollment data like majors, tribes, advisors, academic status, etc. (Solomon Amendment 10 U.S.C. § 983), enrollment verification, degree report – be able to pull all earned degree from 1 semester/term to multiple semesters/term (The HEOA (Sec. 488(a)(3)) added a provision requiring that the completion or graduation rates must be disaggregated by · gender; · major racial and ethnic subgroup (as defined in IPEDS); · recipients of a Federal Pell Grant; · recipients of a subsidized Stafford Loan who did not receive a Pell Grant; and · students who did not receive either a Pell Grant or a subsidized Stafford Loan). Be able to export data to txt file with student PII and select registration information

• Export data in the required format for the various reporting entities. National Student Clearinghouse for enrollment/withdraw data, graduation data, degree data and to the National Student Loan Clearinghouse on enrollment/withdraw data for a semester/term. Soloman Report for the various military office requests

Financial Aid - is used to package and track student aid so that pending and funded aid factors into the total amount the student owes to the institution. Institutional aid such as scholarships, grants, state aid, tribal assistance or tribal grants, and Federal direct loans may be part of a students' financial aid package. The system needs to interface with Edconnect, EdExpress for Financial aid purpose. Document tracking is required, Alerts for student acceptance to start the Financial Aid Process, communicate with students from within the system, Send and receive forms, track all timelines, and send reminders, automate student packages, Satisfactory Academic Progress, Scholarship requests and approvals, Work-study requests and approvals are some of the functionalities required for this module

• Dashboard that displays the data from selected areas of the modules along with the ability to drill down and provided live data reports or analysis

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• PII information from admissions will flow over to the financial aid area where student can have their financial aid information processed once they apply through FAFSA

• Importing Institutional Student Information Record (ISIR) an electronic federal output document produced by Central Processing System (CPS) from Free Application for Federal Student Aid (FAFSA) data is extracted from Edconnect. Historical data available from National Student Loan Data System (NSLDS) is included in the ISIR

• ISIR data will be verified with the social security number in the SIS if student had applied to Haskell

• If the social security number is not found in the system, then the ISIR will be in a holding table till the student applies to Haskell

• Automatically loading document tracking items based off the imported ISIR data file

• Automatically send the missing documents or forms required to the student through the SIS

• Verification of student enrollment status – send required verification form V1, V4, or V5 to the student from within the SIS with any electronic signatures needed and sent back to the financial aid office when complete

• Apply estimated cost of attendance budgets

• Automate multiple/single student award packaging based on federal, state, and institutional rules

• Process/automate generation student aid/award letters – can send award letter through the SIS for the student to accept/decline award with the student’s electronic signature back to the financial aid office when complete

• Post student award letter in student portal for student to view

• Exporting and importing data from the Common Origination and Disbursement (COD) integration tools. This happens when the student has been awarded financial aid. The aid is exported to COD. COD will send back a data COD response file (approval/denial) which is then imported into the system

• Funding student aid/award – this is sending the award to the billing side to be posted to student ledger and request of the funds from the finance staff to Reston for the funds to be direct deposited to student’s bank

• System automatically track and calculates remaining needs for each student’s financial need and posted

• System automatically determines satisfactory academic progress (SAP) based on specific institutional criteria and will send report or alert on students who do not meet the criteria.

• Scholarship requests is when a student submits a financial needs analysis form. Three types of financial aid need: 1-merit based; 2-need based; 3-fees only scholarship. Form is manually filled out based on enrollment data then sent to the entity. If student is approved for scholarship, award notification will be sent from the entity to the student. Check is mailed to Haskell (might need more information here)

• The system must be able to complete the following automatically set-up next academic year, copy the budgets, copy ISIR codes, import PELL tablet, update ISIR documents upload

Billing - Pay.gov integration required. Fee generation, billing batch, student ledger, Document Tracking, automated email reminders to students about their accounts, Place holds on student accounts are some of the required features. The student ledger contains all the transactions that have been applied to the student. It is their billing history. Transactions originate in multiple offices and are transferred to billing.

The first stop is the billing batch, a holding place for all transactions for the purpose of verifying data and making any necessary corrections before distributing to the student ledger.

• Dashboard that displays the data from selected areas of the modules along with the ability to drill down and provided live data reports or analysis

• PII information from admissions will flow over to the billing area where student can have their billing history

• Debit and credit transactions will need to be created for all the transactions so appropriate debits can be off set with its corresponding credit

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• Fees must be generated when student register for classes each semester/term

• Future technology – mobile capture implementation from Reston VA

• Reports – billing statement, billing statement with student schedule for the semester/term selected, ledger report. Be able to export data to txt file with student PII and select billing information

• Pay.gov current data being used to collect from student – First Name, Middle Initial, Last Name, Haskell Student ID, Previous name, address, city, state, zip code, country, telephone number, personal email address, dollar amount, semester/year, comments area used to capture transcript address, tribal higher education office address, note replacement diploma payment, note paying for meal ticket, etc.

• Pay.gov payments are usually student paying for outstanding fees, semester fees, official paper transcript payment, application fee, replacement diploma fee

• Pay.gov ability to import fees paid and connect to student portal so student can pay fee from within the student portal

• Automate applying a hold on the account when student has outstanding balance

• Automate sending notification to students with outstanding balances from within the system

• Automate sending needed documents for signature from student and have electronic signature then returned to Bursar Office

• System needs to have 1098 form for educational tax purposes

• System needs to have the ability to import or export data from the billing area

Health - Capture required medical information to meet all Department of Education requirements for vaccinations. There is no direct service on campus and no requirement for HIPPA.

Housing - Capture Housing application, Record approval/Denial Decision, sending automated letters to students regarding the decision, Automated room assignments, Room Key Info, Holds, Refund/Charges are some of the requirements for this module.

• Dashboard that displays the data from selected areas of the modules along with the ability to drill down and provided live data reports or analysis

• PII information from admissions will flow over to the housing area where student can have their housing history

• Internal housing application that will upload data into the housing module

• Residential housing buildings along with the rooms stored within system

• Residential housing buildings requirements to live in each building will be built in

• Housing requirements for the student will be built in

• Housing requirements will drive the automatic decision of approval/denial decision

• Report or email notification to housing staff on the housing application and all outcomes of the application process

• Automatic letters sent from within the system to the student regarding the housing decision

• Automatic room assignments based on the housing requirements and the different residential housing requirements so a room assignment will be completed

• Area for the room key assignment capturing the key number and date given. A date filed for the key returned at end of semester/term

• Reports – ability to build reports, room report, vacancy report, etc.

Parking - Haskell uses this module to record student cars and parking permit. System is also used for tickets to students.

• Dashboard that displays the data from selected areas of the modules along with the ability to drill down and provided live data reports or analysis

• Ability to have parking permit within the system for students to fill out. Data fields collected: Home address including city state and zip code, telephone number, make of vehicle, model of vehicle, Office of Information Management Technology 8

Year of vehicle, color(s) of vehicle, vehicle tag number, tag state and student electronic signature

• Notification to facilities folks to know of the parking permit application

• Ability to log ticket to vehicle for the violation name, violation amount and violation date

• The violation amount will need to be transferred to the billing area, so the student knows of the ticket

• The system needs to update the parking when the student pays for the ticket along with the date paid

• Needs to be able to void out the ticket amount when facilities folks have determined appropriate.

The ticket amount will need to transfer back to billing on the void

Student Portal - Student Admissions application, forms related to various departments must be displayed here. Additionally, should be able to view all info regarding admissions, registration, housing, financial aid, Parking, library, apply for Work-study, pay their bills. The system should allow students to communicate with faculty, advisors, and other department personnel.

Advisement - This module should initially prepare students on a pathway for educational and career goals. Data to assess interest and ability to guide students to their field of study, tools to track, and plan degree paths to graduation from Haskell or transfer to another university to complete their degrees. The module should provide a system for retention and success tracking, trends in success, provide analytic data to track and guide and provide reports to document success and identify risk of potential obstacles and bottlenecks to success for both the student and the university.

• Dashboard to begin intent and engage in career/academic assessments to build academic and career pathway

• Should always interact with current academic catalogue with initial student start date with the University. The catalogue in which the student enters Haskell stays with the student to transfer and/or graduation.

• Ability to categorize type of advisement: first year, transfer, developmental, prescriptive, etc.

• Ability to document activities required and notes for additional information which may include:

a) Discussion of academic policies

b) Personal, academic, and career goals

c) Possible majors

d) Discuss degree requirements

e) Explore possible obstacles/barriers, concerns, or problems

f) Internship interest and opportunities

g) Grade review and management – GPA questions

h) Concerns in the classroom

i) Other services and resources on campus

j) Other

• Ability to track growth and development toward academic, career and personal goals

• Ability to assess student satisfaction with academic advising, career advising, etc.

• Ability to assess advisor’s satisfaction with the process

• Career interests/assessment tools

• Academic strength assessment to match with their learning path

• Academic Degree Plan – initiated from year one

• Evaluate academic progress

• Key Performance Indicators identified for success and documented through CIE/Data analysis.

Enrollment Data - the system must be able to export the following data in a set or in a relational data set for the purpose of reporting to the various entities that Haskell reports. Data is used to report this year or for later enrollment data reports. This data is regularly exported on the 20th day of the beginning of the spring and fall semesters. These reports could be used at end of semester along with additional because of changing reports or data requests.

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• Student PII/enrollment data o System unique ID o Student ID o Student Social Security number o Last Name o First Name o Middle Name o Suffix o Full Student Name o Gender o Birth Date o Age o Tribal Name o Home Address 1 o Home Address 2 o Home Address City o Home Address State o Home Address Zip Code o Kansas County of Resident o Kansas Resident (Yes/No) o Home Phone o Personal Email o Local Address 1 o Local Address 2 o Local Address City o Local Address State o Local Address Zip Code o Local Phone o Haskell Email o Veteran (Yes/No) o High School Code o High School Name o High School Address o High School City o High School State o High School Zip Code o High School Graduation Date o High School GPA o High School Rank o High School Rank out of o Admit Date o Registration Enrollment Status o College Level o Student Load o Student living off-campus or on-campus o Cohort o Attempted Credit Hours o Advisor Name o Major o Remedial Enrollment (Yes/No) o Receiving Pell (Yes/No)

• Student transfer credit data o Student ID o College Name

Office of Information Management Technology 10 o College start date o College end date o College state o Grade point o Credits Earned o Credits Transferred

• Registration data o Registration Enrollment Status – new, new academic probation (AP), readmitted, readmitted AP, transfer, transfer AP, continuing, special student, KU Exchange

College Level – 5th year senior, senior, junior, sophomore, freshmen Student Load – full-time, Three quarters, half-time, less than part-time Attempted Credit Hours Advisor Name Major

• Course Listing – need a flat file of the following data o Department o Course o Course Type o Section o Course Name o Credits o Faculty Name o Location o Offer Days o Offer From o Offer To o Status o Maximum Enrolled o Current Enrolled o Seat Available

• Housing Report who are in the residential halls. Student ID o Full Student Name o Building o Room Number

• Additional Reports at end of semester o Grade Distribution by Course o Course by Dept, Course #

Grades across the top by A, B, C, D, F, I, RA, RB, RC, RD, RF, W, WF and Total

Reporting - Enrollment Data used to complete the following reporting entities. The system should have the IPEDS reports generated within the system to report them to IPEDS through web-based data submission.

• Integrated Postsecondary Education Data System (IPEDS) are 12 survey components that comprise the annual IPEDS data collection cycle. The 12 survey components are separated into one of three seasonal reporting periods–fall, winter, or spring. The fall data collection period consists of the Institutional Characteristics (IC), Completions (C), and 12- Month Enrollment (E12) survey components. The winter data collection consists of the Admissions (ADM), Graduation Rates (GR), 200 Percent Graduation Rates (GR200), Outcome Measures (OM), and Student Financial Aid (SFA) survey components. Finally, the spring collection consists of the Academic Libraries (AL), Fall Enrollment (EF), Finance (F), and Human Resources (HR) survey components. During the current IPEDS collection, some data are collected from the prior year to allow institutions to report the most current and

Office of Information Management Technology 11 complete data. As required by the Higher Education Act (HEA) of 1965, as amended (20 USC 1094(a)(17)), the submission of data to IPEDS is mandatory for any institution that participates in or is an applicant for participation in any federal financial assistance program authorized by Title IV of HEA. A mandatory participation consequently results in nearly 100% response rate for each IPEDS survey component. The IPEDS database is used as the principal sampling frame for other NCES postsecondary surveys. In addition to the mandatory participants, the IPEDS database also includes institutions that do not participate in Title IV financial aid programs.

o Fall Collection Institutional Characteristics - component of the IPEDS survey collects basic data on each institution, such as institution name, location, educational offerings, distance education, control or affiliation, and student services. IC also collects data on student charges for either an academic year for levels of enrollment (undergraduate and graduate) or the six largest programs (if programs are primarily occupational/vocational). Finally, institutions report their cost of attendance (COA) for full-time, first-time degree/certificate-seeking undergraduate students, which includes tuition and fees, books and supplies, room and board, and other expenses (such as transportation, laundry, and entertainment). In calculating a student’s financial aid award, COA is determined and used by the institution’s financial aid offices.

Undergraduate student charges data, which are the averages for all full-time undergraduates, may differ from institutional COA, which are limited to full-time, first-time degree/certificate-seeking students.

Completions - component collects data on the number of degrees or other recognized postsecondary credentials conferred from July 1 to June

30. It also collects data on the counts of awards conferred by award level, race/ethnicity, gender, and 6-digit Classification of Instructional Programs (CIP) code. Institutions must also report if programs are offered as distance education programs in each award level and CIP code reported. Institutions also report the number of awards conferred with multiple majors by 6-digit CIP code, degree level, race/ethnicity, and gender. The IPEDS DCS generates summaries by award level, race/ethnicity, and gender based on the first 2-digits of the CIP code. CIP code information is based on the 2010 version of the CIP codes. In addition to the number of degrees and other recognized postsecondary credentials, this component also collects the number of students receiving degrees or other postsecondary credentials by gender, race/ethnicity, age, and award level. The student count data from this component reflect awards received from July 1 to June 30.

12-month Enrollment - component collects unduplicated headcount enrollment and instructional activity data for the 12-month reporting period from July 1 to June 30. E12 collects the student counts by race/ethnicity, gender, and level of student for those students enrolled during the reporting period. For students who attended at different levels (full- or part-time) within the 12-month period, institutions report the highest attendance level at which the student was enrolled. This component also collects data on instructional activity for the reported students enrolled during the reported period, which allows NCES to generate the full-time equivalent (FTE) for undergraduate student enrollment o Winter Collection Admissions - component of IPEDS collects information about the selection process for entering first-time degree/certificate-seeking undergraduate students. Data obtained from institutions includes admissions considerations (e.g., secondary school records, admission test scores), the number of undergraduate students who applied, the number who were

Office of Information Management Technology 12 offered admission for admittance, and the number enrolled. Admissions data are collected only from institutions that do not have an open admissions policy for entering first-time students. Data collected are from the most recent fall term.

Graduation Rates - collects information on a cohort of full-time, first-time degree/certificate-seeking students entering an institution during a particular year by race/ethnicity and gender; the number of students in the cohort who completed their program within 150 percent of normal time to completion (e.g., “normal” program completion time for a bachelor’s degree would be 4 years); the number who transferred to other institutions; and the number of cohort exclusions. In addition, the GR component gathers the total number of students completing their program on time (within 100 percent of normal time to completion). As required by the HEA of 1965, as amended, this component also collections the 150 percent normal time to completion for two sub cohort groups: the sub cohort of students who received a Pell Grant and the sub cohort of students who received a Direct Subsidized Loan but did not receive a Pell Grant. GR helps institutions to comply with requirements of the Student Right-to-Know and Campus Security Act of 1990 (P.L. 101-542) legislation. Institutions operating on standard academic terms (semester, trimester, quarter, or 4-1-4) report on a fall cohort; all other institutions report on a full 12-month cohort (September 1 through August 31). Furthermore, for 4-year institutions, the cohort consists of those students who entered six years ago. For 2-year and less-than 2-year institutions, the cohort is made up of those students who entered three years ago.

Outcomes Measures - component collects data from degree-granting institutions on the award and enrollment status for four cohorts of undergraduate degree/certificate-seeking students. The four student cohorts are as follows:

• full-time, first-time entering students;

• part-time, first-time entering students;

• full-time, non-first time entering students; and

• part-time, non-first time entering students.

In addition to the total students in each of the four main cohorts, OM also collects sub cohorts by Pell Grant recipient status (Pell Grant recipients and non-Pell Grant recipients), for a total of eight undergraduate sub cohorts. The cohorts consist of all entering students who began their studies between July 1 and June

30. Student completion status is collected as of August 31st at 4, 6, and 8 years after students entered the institution. At each status point, institutions report the highest level of award students earned as of that status point. in addition to completion status, the OM component collects enrollment status as of 8 years after students entered the reporting institution (August 31). For students who do not complete an award, institutions report the number of students, who remain enrolled at the reporting institution, leave the reporting institution, and enroll at another institution, or are excluded from the cohort.

• Student Financial Aid - The Student Financial Aid is divided into two sections. Section 1 gathers student aid data awarded to undergraduate students, with particular emphasis on full-time, first-time degree/certificate-seeking students. Undergraduate student counts and awarded aid amounts are collected to calculate the net price of attendance for two sub cohorts of full-time, first-time degree/certificate-seeking undergraduate students: those awarded any grant aid, and those awarded Title IV aid. Section 2 collects data on the educational benefits (i.e., Tuition Assistance Program or Post-

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9/11 GI Bill) received by military servicemembers, veterans, or eligible dependents.

o Spring Collection

• Academic Libraries - component collects information from degree-granting institutions on library collections, circulations, interlibrary loan services, and expenditures for the fiscal year. AL defines fiscal year as the most recent 12-month period that ends before October 1 and corresponds with the institution’s fiscal year. Institutions first answer screening questions within the Institutional Characteristics component that determines the requirement to complete all or part of the Academic Libraries component.

The AL component consists of two sections:

Section I is completed by institutions with any library expenditures greater than zero and collects data on interlibrary loan services, library collections, and circulation numbers including physical books, media, serials, digital or electronic books (including government documents), digital or electronic databases, digital or electronic media, and digital or electronic serials.

Section II is completed by institutions with a total library expenditure greater than $100,000 and collects additional expenditures including library staff wages and fringe benefits, materials and service costs, and operations and maintenance expenditures.

Fall Enrollment - The Fall Enrollment component is a fall census and has six separate parts. Institutions operating on a traditional academic year calendar (semester, trimester, quarter, or 4-1-4) report parts A, B, C, and D as of the institution’s official fall reporting date as of October 15. Institutions operating on a nontraditional (other) academic calendar, a calendar that differs by program, or a calendar that enrolls students on a continuous basis report fall enrollment using parts A, B, C, and D for students who enroll any time during the period from August 1 to October 31.

• Part A collects the number, race/ethnicity, gender, and attendance status (full- or part-time) of students enrolled in the fall, including the number who are first-time degree/certificate-seeking undergraduate students; the number who are degree/certificate-seeking undergraduates; total undergraduates; and total graduate students. In addition, Part A collects data on the number of students enrolled exclusively in distance education courses, at least one but not all distance education courses, or no distance education courses. These data are reported by student level, undergraduate degree/certificate-seeking status, and student residence location (i.e., in same state or jurisdiction as the institution; in a different state or jurisdiction as the institution; outside the United States; or unknown).

• Part B is required when data correspond to the fall of an odd-number year, but optional in an even-number year. This part collects the summary data on student age category by gender for undergraduate and graduate students by attendance status enrolled in the fall.

• Part C is required when data correspond to the fall of an even-numbered year, but optional in an odd-number year. This part collects summary data on the residence of first-time degree/certificate-seeking undergraduate students and the number of those students who enroll in the fall that completed high school in the last 12 months by state or other United States jurisdiction of residence.

• Part D collects data on the total number of undergraduate students who enter the institution for the…