[DEOC] FW: Student Success Software RFP Purpose, Scope, Principles, Timeline, & Membership

[Matthew Campbell]

Good afternoon, all. We wanted to ensure that you all have the document below which includes a fairly comprehensive overview or the RFP we are discussing this afternoon.
This email was sent to presidents and chancellors in January.

If you have questions about anything herein, please let us know.
Sara & Matt

Matthew Campbell, Ed.D. (he/him)
President
Pierce College Fort Steilacoom
p: 253.964.6776

From: PRES-C <pres-c-bounces at lists.ctc.edu> On Behalf Of Timothy Stokes via PRES-C
Sent: Thursday, January 18, 2024 12:03 PM
To: pres-c at lists.ctc.edu
Cc: lhibbs at sbctc.edu; jhammer at sbctc.edu; Monica Wilson <mwilson at sbctc.edu>
Subject: [Pres-c] Student Success Software RFP Purpose, Scope, Principles, Timeline, & Membership


Dear College Presidents and Chancellors,

On behalf of the WACTC executive committee, I write to provide an update regarding the Student Success Tool RFP Taskforce which will begin February 5, 2024, co-chaired by Sara Thompson-Tweedy and Matthew Campbell. As we start the multi-year journey ahead, and I enter my 12 year as a college president, I find value in sharing three common lessons we have learned along the way. First, I believe we can all agree that change management requires compromise; second, empowering clear feedback loops is critical; and third, we all benefit by leaning into the expertise of the community. While you will likely support a colleague who serves as a member of the taskforce, your ongoing involvement in this system-wide work and student success initiative is crucial as we begin this important work.

Leading with our shared vision of racial, social, and economic justice, the heart of the Student Success Tool RFP is centered on creating equity in student success by ensuring that all students, regardless of background, place, or status have equal access to resources, support, and opportunities. Through a comprehensive, transparent, and inclusive RFP process, the goal is to identify a tool that addresses diverse needs, fostering an inclusive experience for students. Moreover, the RFP process itself is designed to demonstrate equity by providing fair and transparent opportunities for various stakeholders, promoting a dynamic system that actively contributes to student success.

Below includes an overview of the taskforce purpose, scope, guiding principles, members and their responsibilities, and the anticipated taskforce timeline. Please review the details prior to our WACTC meeting on January 25, 2024, and we will round out remaining questions then.

Purpose of the Taskforce:
The Taskforce aims to complete the RFP process and contract with a vendor for a unified opt-in student success tool. The primary purpose of the student success tool is to enhance and support academic progress, academic planning, and student achievement. The selected tool will provide insights into disaggregated student performance, engagement, and behavior, allowing for interventions and support. Key objectives include improving retention, graduation rates, and providing a positive e-learning environment. The selected student success tool will be accessible, utilize data analytics, provide for communication tools, and enable educators and institutions to proactively address challenges, identify opportunities, and contribute to the well-being and success of students.

Scope:
The primary scope of the taskforce is focused on the RFP development, which includes identifying criteria, crafting the RFP, evaluating submissions, and making a recommendation for the final selection/awarding of the RFP to WACTC. WACTC may then confirm the decision (if unconfirmed, the decision goes back to the taskforce).

Taskforce Principles:
The following principles serve as the guiding framework for the Student Success Tool RFP process, aiming to facilitate strong communication to all stakeholders, a successful transition for the selected tool, and to promote ongoing enhancements in the field of student support and success.

  *   Understanding the Need for Change: Recognizing the necessity for change and acknowledging existing pain points and limitations is the first crucial step in initiating this transformative process.
  *   Thorough System Selection: The selection of the right system is a pivotal decision. It involves extensive research, consultation, and at times, trial and error. The chosen system should align with the defined objectives, be user-friendly, and possess the capacity to adapt to evolving needs.
  *   People-Centric Approach: System adoption is not merely about technology; it centers around people. Creating a supportive environment and fostering open communication are vital aspects of this process during selection and implementation.
  *   Anticipating Disruption and Flexibility: Expecting some level of disruption and being prepared to address it is paramount. The process of testing and adjusting should be normalized.
  *   Patience and Long-Term Focus: Patience is, perhaps, the most critical element during the selection and post-adoption phase. Reinforcing a long-term focus is essential for all stakeholders, fostering a culture of continuous improvement.

Taskforce Members:
The Student Success Tool Taskforce consists of diverse representatives, carefully selected to ensure broad geographical coverage, representation of various commissions and councils, institutional types and sizes, diversity, and roles within the community and technical college community.

Taskforce Members
College Representative
College Representative
Co-Chairs: Presidents (WACTC)
Sara Thompson Tweedy (Big Bend)
Matt Campbell (Pierce)
1 member from Business Admin (BAC)
Brett Riley (Wenatchee Valley)
2 members from Information Tech (ITC)
Rip Hemingway (South Puget Sound)
Pat Daniels (Highline)
2 members from Student Services (WSSSC)
Ruby Hayden (Lake WA Tech)
Karl Smith (Tacoma)
1 member from Advising & Counseling (ACC)
Olla Ibrahim (Renton Tech)
1 member from Admissions & Registrars (ARC)
Jenny Wheeler (Green River)
1 member from Financial Aid (FAC)
Tracy Dahl (Centralia)
1 member from Disability Support Services (DSSC)
Kristen Duede (Walla Walla)
1 Guided Pathways Lead
Mark Fuzie (Yakima)
1 member from Instruction and Basic Ed (IC, BEdA)
Michael Lee (Columbia Basin)
Cathy Leaker (Everett)
1 member from Diversity & Equity (DEOC/MSSDC)
Xuan Wang-Wolf (Olympic)
1 member from Research & Planning (RPC)
Roy Calligan (Spokane)
1 representative from Faculty Association (FACTC)
Pending
Students
2 Student Focus Group
2 SBCTC Student Service/Success Departments
Lauren Hibbs
(Taskforce Staff)
Monica Wilson
2 SBCTC IT Division
Dani Bundi
Kenn Nied
SBCTC Contract Specialist
Abraham Rocha (non-voting)


Taskforce Member Responsibilities
Members' role are to represent their respective commission or council voice, facilitate constructive dialogue, collect feedback from stakeholders, and ensure transparency in the taskforce process.

Timeline and Phases of the RFP:
The RFP selection and contract process is expected to take 18 months; this timeline is separate from the implementation timeline. Members are expected to participate bi-weekly for 90-minute virtual sessions.  The taskforce will progress through four phases of the RFP: initiation, planning, execution, and closure. Each phase is crucial to achieving the identified goals and objectives outlined in the purpose. Attached includes a draft timeline of key steps and milestones to be reviewed and discussed during the first taskforce gathering. Flexibility in the timeline to accommodate unforeseen delays or additional research needs is anticipated.

If you have immediate questions or concerns prior to our next January 25 WACTC meeting, please reach out to me. On behalf of the executive team, we look forward to a fruitful discussion and addressing questions that will arise.

Tim Stokes


Questions on Taskforce Scope:
A few questions have arisen regarding the scope of the RFP and added capabilities. These questions and answers have been included below.

  *   Q: Will the RFP include course sharing capabilities?
     *   A: No, course sharing will not be a part of this student success tool RFP.
  *   Q: Does WACTC have the authority to impose contract obligations on individual colleges?
     *    A: No, adoption of the tool will be opt-in by institution. Of important consideration, the final price point will likely be impacted by the number of colleges committing to adopting the tool within the first 3-5 years.
  *   Q: Will two way integration be available with other tools?
     *   A: There are significant considerations regarding full two-way integration that must be carefully considered by institutional leaders. The selected RFP will be the only two-way data connection to CTCLink.
  *   Q: Are all colleges expected to use and share in the cost?
     *   A: A more thorough discussion is forthcoming. Likely learning from the adoption of other tools, such as WA CTC approach to Canvas, we are recommending a pro-rated cost based on student headcount.







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