Introduction:
Wirt County School has determined a need for support to students to ensure success for the whole child. They have identified a need for a system that tracks student success indicators and warns schools of at-risk behavior. System to be implemented for school year 2026-2027 to be date certain July 30, 2026.
Scope of the Project:
Core Functional Requirements & Features
• Holistic Student Profiles:
o Centralized profiles combining academic performance, attendance records, behavioral notes, and wellbeing indicators.
o Ability to track student progress over time across multiple grade levels, terms, and schools. Data is to be seamlessly transferred from one year to the next.
o Ability to import student photos at any time.
• Automated Attendance Notifications
o Nightly WVEIS Student Information System Sync: A platform that features a dedicated, automated integration layer that syncs nightly with WVEIS (West Virginia Education Information System). This continuous data pipeline is to ensure that all daily and student attendance records, demographics, and roster changes are up-to-date every morning without requiring manual data uploads
o Customizable Flags & Thresholds for Intervention: Administrators can define specific "indicators of concern" based on local policies or state compliance guidelines (3 day, 5 day, 7 day, and 10 day thresholds for unexcused absences). The platform is to allow automated thresholds to be set for specific numbers or percentages of unexcused absences, consecutive missed days, or cumulative tardies.
o When a threshold is met, a parent/guardian email is automatically triggered with a predetermined message set by administrators.
• Early Warning & Predictive Analytics System:
o Automated alerts (flagging mechanisms) to identify "at-risk" students based on
customizable thresholds (e.g., consecutive absences, behavior interventions,
etc.)
o Ability to create dynamic lists of students based on these conditions that updates
daily and sends custom emails.
• Confidential Communication & Collaboration Tools:
o Embedded email communication to facilitate outreach to parents/guardians.
o Message logging within each student's profile with the ability to any staff with
access to that student's profile to make and categorize notes.
o While data is centralized, access is to be strictly governed by user roles. Only staff
members with an established, authorized relationship with the student is to have
permission to view that student’s profile. General staff permissions are to ensure
that educators only see the information necessary to support the student's daily
academic and behavioral needs.
o To ensure holistic care, all intervention logs, behavioral observations, academic
notes, and communication records are to be continuously maintained within a
single, centralized student profile.
• Student Wellbeing & Self-Reporting Check-ins:
o Pulse-surveys or "check-in" tools for students to self-report emotional or social
wellbeing that include prebuilt and customizable forms.
o A student-facing portal or interface where students can view their assigned forms.
Implementation, Integration, and Data Requirements
• SIS Integration: Full, daily integration with our current Student Information System, WVEIS.
• Data Security & Compliance: The platform must strictly comply with FERPA, COPPA, and
standard data privacy regulations.
• Single Sign-On (SSO): Integration with our existing authentication provider.
Professional Services, Training, and Support
• Project Management & Implementation Support: Dedicated implementation
management to oversee the setup, data mapping, and launch phases.
• User Training: Unlimited, on demand, and/or one-on-one training available by request to
all platform administrators.
• Customer Support: Responsive customer support
• Platform Customization: early warning thresholds, risk flags, student self-check-in
questions, intervention templates, and role-based viewing permissions - to align with
specific district initiatives, state reporting requirements, and existing support frameworks.
Proposal shall include:
Cost for three schools for one school year. Contract year to be July 1 to June 30.
If options are available, provide a quote for three years cost in the form of a one-year contract
with two subsequent years of renewal.
The location of the services is to be online.
No travel expenses shall be reimbursable.
Submittal Information and Deadline:
Proposals shall be submitted by June 2, 2026 at 4:00 pm EST to Carla Brown at
Awards will be made in the best interest of the LEA. The LEA may accept or reject in part, or in
whole, any proposal. Vendors must be registered with West Virginia Secretary of State Office,
West Virginia Department of Taxation, and accept Purchase Orders. Vendor must agree to all
purchasing policies and procedures for local educational agencies of West Virginia.
POSTED: May 22, 2026