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Choosing the right case management software for your student services department can be daunting, but it’s a critical investment to support students effectively. Whether you’re working in Disability Services, Counseling, Advising, Advocacy, or Veterans Centers, having the right tools can enhance efficiency, improve the student experience, and streamline your team’s efforts. Here are the most important factors to keep in mind:

1. Identify the Specific Needs of the Department

Before even beginning the software search, it’s essential for departments to clearly define their goals and requirements. For example, Disability Services may require robust accommodations tracking and accessibility features, while Veterans Centers might prioritize tools for managing VA certifications and benefits.

Key Questions to Consider:

  • What specific problems are we trying to solve with this software?

  • Who will be the primary users, and what functionality do they need?

  • Is this software a one-size-fits-all solution, or will it need to be customized?

2. User-Friendliness and Training Requirements

The ease of use is a critical factor. Student services staff have varying levels of tech-savviness. The more intuitive and user-friendly the software, the easier it will be for everyone to adopt and integrate into their daily routines. Even the best software is ineffective if it requires excessive training or results in frustration due to complex interfaces.

Key Questions to Consider:

  • How intuitive is the software interface for end users?

  • Will staff need extensive training to get up to speed?

  • What kind of support or resources does the vendor offer to help with onboarding?

3. Integration with Existing Systems

Student services departments often rely on a variety of tools for tasks like case management, communication, and reporting. It’s crucial that any new software integrates smoothly with existing systems to avoid creating silos of information or redundant processes.

Key Questions to Consider:

  • Does the software integrate with other tools or platforms we currently use, such as Student Information Systems (SIS) or CRM tools ?

  • How easy is it to import or migrate data from existing systems?

·        Will it work well with future updates or new tools?

 

4. Scalability and Future-proofing

As the Department grows and technology evolves, the software should be able to scale to meet new demands. It’s essential to think not just about the immediate needs but also how the software will perform as your institution’s requirements change over time.

Key Questions to Consider:

  • Will this software grow with the department’s needs?

  • Is it flexible enough to accommodate changes in student services, user numbers, or workflows?

  • How frequently is the software updated, and how are updates managed?

5. Data Security and Privacy Concerns

Student services departments handle sensitive data, such as medical documentation, case notes, disability data, and personal information. Ensuring that the software complies with relevant data protection regulations (HECVAT) is non-negotiable. You must ensure that the software offers robust security features, including encryption, secure user authentication, and regular vulnerability assessments.

Key Questions to Consider:

  • Does the software vendor comply with all relevant privacy laws and regulations?

  • How does the software handle sensitive student or staff data?

  • What security measures are in place to prevent data breaches?

  • Can they provide you with a copy of the Higher Education Community Vendor Assessment Toolkitâ„¢ HECVAT


6. Cost and Budget Considerations

While budget constraints are a reality for many schools, it’s important to approach software purchases with a clear understanding of the total cost of ownership. This includes not just the upfront costs but also recurring fees for licensing, training, maintenance, and support.

Key Questions to Consider:

  • What is the total cost of ownership, including installation, maintenance, and any ongoing subscription fees?

  • Are there any hidden costs, such as additional licensing for users or modules?

  • Is the software a one-time purchase, or will we need to commit to long-term contracts?

7. Vendor Reputation and Support

The reputation of the software vendor is another important consideration. Schools rely on vendors not only for the software itself but also for ongoing support, updates, and troubleshooting. A reputable vendor should offer responsive customer support, a clear service level agreement (SLA), and a track record of reliability.

Key Questions to Consider:

  • What is the vendor’s reputation in the education sector?

  • What types of customer support (phone, email, chat) does the vendor offer?

  • Are there sufficient resources (help documentation, online forums, webinars) for troubleshooting?

8. Accessibility and Compliance

In an inclusive education environment, accessibility features are critical. The software should meet accessibility standards to ensure that all students—regardless of their physical or cognitive abilities—can benefit from the platform. This includes compliance with guidelines such as the Web Content Accessibility Guidelines (WCAG) or Section 508 of the Rehabilitation Act.

Key Questions to Consider:

  • Is the software accessible for students with disabilities?

  • Does it support features like screen readers, text-to-speech, and keyboard navigation?

  • Are accessibility standards built into the software development process?

9.  Involve Your Team and StakeholdersSelecting the right software isn’t just about what works for your department—it’s a collaborative effort. Engage key stakeholders such as advisors, counselors, IT staff, and even students. IT teams can provide insights on technical feasibility, compatibility with existing systems, and long-term maintenance needs. Staff who will use the software daily can share practical perspectives on functionality and usability.

Key Questions to Consider:

  • Have we consulted IT to ensure the software aligns with our technical infrastructure?

  • Can we pilot the software with end users, such as advisors or counselors, before committing?

  • What feedback has stakeholders provided about their needs and potential challenges?

  • Are there processes in place to gather and act on ongoing feedback after implementation?

10. Implementation Timeline

The timeline for rolling out new software is another critical factor. Student Service departments often have tight schedules, especially during peak academic times, and the last thing you want is a disruptive installation process. It’s important to set clear expectations for implementation timeframes, including any necessary data migrations, training sessions, or configuration.

Key Questions to Consider:

  • What is the expected implementation timeline, and does it align with our academic calendar?

  • How much time will be required for staff training and onboarding?

  • Are there contingency plans in place if the software deployment faces delays or challenges?

Conclusion

Purchasing software for a student services department is a significant decision that requires careful thought and planning. By considering the specific needs of your department, ensuring user-friendliness, verifying integration with existing systems, assessing data security, and evaluating costs and vendor reliability, you can make an informed decision that aligns with both immediate and long-term goals. The right software can help streamline administrative tasks, enhance learning experiences, and create a more efficient and secure environment for everyone involved.

Taking the time to conduct thorough research and engage relevant stakeholders will ensure that your investment pays off in the form of improved outcomes, better student engagement, and a more effective educational institution overall.

 Contributed by

Charlene Bartlett â€“ Charlene is a seasoned professional with 18 years of experience in various administrative roles, building a deep understanding of organizational operations and client relations. Currently serving as National Account Manager at VA-Works, She leverages a wealth of experience to manage and expand key client accounts, providing strategic solutions and fostering long-term business relationships. 

Mary Baddam â€“ Mary has more than a decade of experience implementing, consulting and integrating ClockWork and VA-Works in student services. She led many successful implementations and takes pride in being part of student services successes.

 

 

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Thank You, NAVPA Conference 2024! 📚


We are grateful for participating in this year’s NAVPA (National Association of Veterans' Program Administrators) Conference at Kanas City! It was an honor to connect with so many passionate professionals dedicated to supporting our nation's veterans as they pursue higher education.



At VA-works, we are proud to contribute to this mission by providing an innovative digital platform that simplifies the enrollment certification process for student veterans. Our platform empowers veterans to submit their certification requests online, streamlining what can often be a complex process and ensuring faster, more efficient approvals.



The insights shared during this conference have deepened our commitment to improving our technology and aligning it with student veterans and program administrators' evolving needs. We're excited to continue collaborating with this incredible community to make a real difference in the lives of those who have served.



A big thank you to NAVPA for organizing such an impactful event, and to everyone we had the pleasure of meeting. Together, we are creating a brighter future for our veterans!






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VA Works is excited to announce its partnership with the Foundation for California Community Colleges. VA Works provides a digital platform for students to apply for their VA benefits and equips the staff at Veterans Resource Centers with smart tools to manage and certify enrollments. This new partnership provides the opportunity for Veterans Resource Centers at community colleges in California to obtain the software at a special price. Reach out to the CollegeBuys team at cbcontracts@foundationccc.org for a copy of this contract.



About the Foundation of California Community Colleges

The Foundation for California Community Colleges is the official non-profit auxiliary to the California Community Colleges Board of Governors and Chancellor's Office. The Foundation's mission is to benefit, support, and enhance the missions of the California Community Colleges System, the largest higher education system in the nation. Incorporated in 1998, the Foundation works to benefit all California Community College students, colleges, college foundations, and the system as a whole by accelerating paths to economic and social mobility, strengthening communities, and reducing barriers to opportunities for all Californians. The Foundation is a 501(c)(3) tax-exempt non-profit organization. For more information, visit www.foundationccc.org.


About CollegeBuys

CollegeBuys, a program of the Foundation for California Community Colleges, is the only systemwide procurement program focused exclusively on the needs of community colleges. They drive down prices on educational resources throughout the system by offering discounts of up to 85 percent on a wide range of educational products—from industry-leading software and technology to high-quality office and classroom furniture. For more information, visit purchasing.collegebuys.org.

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