What Features Should A Modern Student Information System Have?

Choosing a student information system (SIS) is one of the most important technology decisions a college or university will make. The right platform doesn’t just replace paper processes—it becomes the backbone of how your institution manages enrollment, academics, compliance, and student success. But with dozens of vendors promising “all-in-one” solutions, how do you separate marketing claims from real value?

This guide highlights the core features and qualities to look for in a modern, seamless, and clutter-free SIS—so your institution can make an informed decision that will last for years.

TL;DR
Choose an SIS that’s secure, interoperable, configurable (not code-heavy), fast to implement, and loved by end users. Validate with real demos, reference calls, and a clear total cost of ownership (TCO).

1) Experience & Usability

• Clutter-free UX: 3-click rule to common tasks (enroll, post grades, degree audit).

• Mobile-first: Full parity on phones/tablets for students, faculty, advisors.

• Role-based views: Staff see workflows; students see to-dos; faculty see rosters/gradebook.

2) Data Model & Academic Depth

• Flexible terms & calendars: Semesters, quarters, mini-mesters, non-term.

• Programs/majors/minors: Multi-program enrollment, catalog versioning.

• Degree audit: Rule engine (substitutions, waivers, what-if).

3) Automation & Workflows

• Configurable workflows: Admissions → enrollment → advising → graduation.

• Conditional logic: Triggers on GPA, holds, prerequisites, repeats.

• Notifications: Email/SMS/in-app with opt-in controls and audit trails.

4) Reporting & Analytics

• Dashboards: Retention, progression, time-to-degree, equity gaps.

• Compliance outputs: IPEDS, SEVIS, state reporting, accreditation data.

• API access to data: For BI tools (e.g., Power BI, Tableau, Looker).

5) Interoperability (No Silos)

• Open APIs (REST/GraphQL): Well-documented, versioned, rate-limited.

• Key integrations: LMS, CRM, financial aid, payment rails, HR/ERP, library.

• Data portability: Bulk import/export, flat files + webhooks, no lock-in fees.

6) Security & Privacy

• Certifications: SOC 2 Type II (annual), ISO 27001 (nice to have).

• Privacy: FERPA alignment, GLBA safeguards, GDPR features (DPIA, DSRs).

• Controls: RBAC, least-privilege, MFA/SAML SSO, IP restrictions.

• Auditing: Immutable logs, field-level history, admin actions tracked.

• Resilience: Encryption at rest/in transit, RPO ≤ 15 min, RTO ≤ 4 hrs.

7) Implementation & Migration

• Timeline clarity: Typical phases (discovery, config, migrate, UAT, go-live).

• Data migration help: Templates, mapping guides, test loads, reconciliation.

• Change management: Training for registrars/advisors/faculty; sandbox access.

• Success metrics: Defined KPIs (enrollment cycle time, support ticket volume).

8) Configuration vs. Customization

• Click-not-code: Forms, fields, validation rules, page layouts.

• Stay upgrade-safe: Quarterly releases without breaking your setup.

9) Student Engagement

• Guided journeys: To-dos, holds resolution, nudges, degree progress.

• Messaging hub: Unified inbox (email/SMS/in-app) + consent and throttling.

• Self-service: Registrations, payments, documents, verifications.

10) Support & Vendor Health

• SLA transparency: Uptime (≥ 99.9%), response times, escalation paths.

• Support channels: Email, chat, phone; admin knowledge base; office hours.

• Roadmap openness: Public changelog, beta programs, deprecation notices.

• References: Talk to schools like yours (size, modality, accreditation).

11) Pricing & TCO (No Surprises)

• Clear model: Base + per-student + add-ons spelled out (storage, SMS, API).

• Migration & training: Included or fixed-fee—avoid open-ended PS hours.

• Exit costs: Data export guaranteed; no punitive termination fees.

• 3-year view: Forecast growth, integrations, and staffing impact.

Selecting a new student information system is about more than ticking feature boxes—it’s about choosing a partner that can grow with your institution. Take the time to test usability, verify integrations, and confirm support commitments. A modern SIS should simplify operations today while giving you confidence for the future. When evaluating options, keep your focus on long-term value, not just short-term convenience. Are we missing anything from the list? Let us know.