A Student Information System is a foundational technology solution for school districts, acting as the command center of your school community. It is the system of record for student data, helping to connect and inform various stakeholders, from front office staff and school teachers to parents, guardians, and students. When it works well, the SIS is almost invisible – making school administration and instruction easier, communication more transparent, and decisions smarter. From managing open enrollment and student records to analyzing performance data and facilitating communication, your SIS powers the daily operations that keep your district moving forward.
Given the mission-critical nature of the SIS, it is important to periodically evaluate your SIS to ensure it is supporting your district’s operational needs. By doing so, your district can be confident your SIS meets the current (and future) needs of staff, students, and parents. Our blog will review important questions to ask to grade your current SIS. You can also download our SIS Grading Worksheet for a more interactive approach.
1. User Experience
Key Question: How easy is the SIS to navigate for administrators, teachers, students, and parents?
From seasoned administrators to new students, an effective SIS should be intuitive and accessible for all users. A system that is challenging to use can result in errors and inefficient workarounds. User experience impacts adoption and satisfaction rates, making it an important factor in your SIS evaluation.
Poor user experience can lead to increased training costs, decreased productivity, and resistance to using the system. Look for a clean design that follows familiar patterns, making it intuitive for users. The best systems can adapt to different roles while maintaining a consistent feel.
Give your SIS a point for every metric it meets below:
- Intuitive design and navigation
- Mobile-friendly parent and student interfaces
- Is extensible accommodating your district’s unique requirements and processes
Max points: 3
2. Data Management and Reporting
Key Question: Can the system collect and render complex data and actionable reports?
Accessible and accurate data is crucial to a district’s operations and improving student outcomes. Your SIS should securely store student information while giving key personnel ways to extract and visualize that data, making it available to measure student performance and conduct strategic planning.
Whether you’re tracking attendance, monitoring student progress, or generating compliance reports, ensure that the system can handle complex data sets and provide real-time data access. The ability to quickly create custom reports, analyze trends, and share insights with stakeholders can transform how your district makes decisions and supports student success.
Give your SIS a point for every metric it meets below:
- Customizable query builder and reports
- Pre-built and customizable data visualization (e.g. charts, graphs, drill-downs)
- Full support for state and federal reports
Max points: 3
3. Communication Tools
Key Question: How well does the SIS support communication between teachers, students, and parents?
Studies show that the more involved parents and guardians are with their students’ education, the better their outcomes. A robust SIS should facilitate clear, consistent communication between all stakeholders while making it easy to share updates, grades, and important announcements.
Districts need communication tools that work across multiple channels and devices, ensuring that critical information reaches families regardless of their preferred communication method. The right SIS will streamline these communications while reducing the administrative burden on teachers and staff.
Give your SIS a point for every metric it meets below:
- Letter creation, mail merge, and the ability to email documents to parents
- Parent and student portals
- Integration with email and SMS systems
Max points: 3
4. Data Privacy and Security
Key Question: Does the SIS prioritize data privacy and comply with state and federal regulations?
Student data privacy should be at the forefront of any SIS. Your system should have robust security features while remaining accessible to authorized users. With constantly evolving cyber threats and privacy regulations, your SIS must demonstrate a commitment to data protection through technological solutions and policy compliance.
The system should make it easy for administrators to manage access levels and maintain a detailed audit history while protecting sensitive information.
Give your SIS a point for every metric it meets below:
- FERPA, HIPAA, and other compliance standards
- Data security measures (encryption, multi-factor authentication)
- Backup, recovery, and data deletion processes
Max points: 3
5. Extensibility, Customization, and Scalability
Key Question: Can the SIS be extended to meet your district’s unique processes and requirements?
Your district’s needs today might look very different from its needs tomorrow. A future-proof SIS should be flexible enough to adapt to your unique requirements while maintaining an innovative roadmap of core product improvements. Districts need systems that can accommodate new programs, changing enrollment patterns, and evolving educational models over time.
The ability to customize workflows, add new modules, and scale operations efficiently can make the difference between a system that works for years to come and one that quickly becomes outdated.
Give your SIS a point for every metric it meets below:
- Extensibility for customized workflows and data collection
- Innovative roadmap including new modules, core product improvements
- Direct interfaces to data and business logic
Max points: 3
6. Cost and Value
Key Question: Are you getting good value from your SIS investment?
While initial pricing is important, the actual cost of an SIS extends beyond the price tag. Consider both direct and indirect costs and the potential return on investment through improved efficiency and consolidated solutions offered in a robust SIS suite of solutions. Be aware of 3rd party or Incremental costs including implementation fees, training expenses, necessary hardware upgrades, and ongoing maintenance.
A truly valuable SIS should demonstrate clear cost benefits through the automation of manual processes, reduction in duplicate data entry, and elimination of separate third-party solutions. The most cost-effective solution isn’t always the cheapest—it’s the one that provides the most comprehensive set of features while reducing overall operational expenses.
Give your SIS a point for every metric it meets below:
- Transparent pricing with no hidden fees
- Clear costs for training and support services
- A suite of solutions that allows cost savings by eliminating third-party solutions
Max points: 3
7. Customer Support and Training
Key Question: Does the vendor offer responsive support and ongoing training?
Even the most intuitive system requires reliable support and comprehensive training to ensure your staff can maximize its potential. Your SIS provider should be a true partner in your success. The best support goes beyond basic troubleshooting, including proactive training, regular check-ins, and a deep understanding of educational operations at your district.
Look for vendors who offer locally based resources, multiple support channels, maintain an active user community, and consistently update their training resources to reflect new features and best practices. The support quality can significantly impact the initial implementation success and long-term satisfaction with your SIS.
Give your SIS a point for every metric it meets below:
- Locally based, expert support team, multiple support channels
- Professional development options
- Active user community and resources
Max points: 3
8. CALPADS Reporting Capabilities
Key Question: How well does your SIS handle CALPADS reporting and submissions?
Compliance with CALPADS is non-negotiable for California school districts. An effective system should streamline the complex state reporting process while minimizing errors and administrative burdens. The best solutions provide built-in validation tools, automated data collection, and clear error reporting to ensure accurate and timely submissions.
An SIS that simplifies compliance minimizes stress for your team and ensures your district stays in good standing with state reporting deadlines and receives accurate state funding.
Give your SIS a point for every metric it meets below:
- Built-in CALPADS reporting and error-checking
- Automated data submission to state systems
- Regular updates to meet evolving CALPADS requirements
Max points: 3
Grading Your SIS
It’s time to add your points and see what they mean for your district. This assessment will help you identify areas of strength and opportunities for improvement in your current SIS, or help you determine when to find a new system.
- 21-24 points: Excellent – Your SIS serves your district well. Focus on staying current with updates and optimizing your usage of advanced features. Regular check-ins with your vendor about upcoming enhancements can help maintain this high level of performance.
- 16-20 points: Good – Room for improvement in some areas. Consider working with your current vendor to address specific gaps or underutilized features. Professional development and additional training might help maximize your existing system’s potential.
- 11-15 points: Fair – Consider evaluating alternative solutions. While your current system may be functional, you likely need to improve on significant efficiency gains and modern features that could better serve your district’s needs. Begin researching current market offerings and planning for a potential transition.
- Below 11 points: Poor – Time to explore new options. Your current SIS is likely creating more problems than it solves. Priority should be given to evaluating modern alternatives that can better support your district’s operations and student success goals. Start gathering requirements and building a timeline for implementing a new system.
How Does Your SIS Score?
Your Student Information System should drive efficiency and support student success – not be a hindrance to daily operations. By regularly evaluating your SIS against these key criteria, you can ensure it continues to meet your district’s evolving needs.
If your current SIS scored lower than expected, it might be time to explore alternatives. Upgrading your SIS can improve how your district operates, communicates, and supports student achievement.
If you’re ready to look into other options for your Student Information System, contact us today. Our SIS, Q, is the enterprise SIS of choice for California school districts. We’d love to discuss how we can help your district.