REQUEST FOR PROPOSAL - University of Texas at Arlington · PDF fileU.T. Arlington RFP...

U.T. Arlington RFP #2017-003

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REQUEST FOR PROPOSAL

By

The University of Texas at Arlington

For

An Internship Management SYSTEM (IMS)

RFP No. 2017-003

Submittal Deadline: 3:00 p.m. CPV on Monday, June 19, 2017

Issued: Friday, May 19, 2017


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REQUEST FOR PROPOSAL

TABLE OF CONTENTS

SECTION 1: INTRODUCTION

SECTION 2: NOTICE TO PROPOSER

SECTION 3: SUBMISSION OF PROPOSAL

SECTION 4: GENERAL TERMS AND CONDITIONS

SECTION 5: SPECIFICATIONS AND ADDITIONAL QUESTIONS

ATTACHMENTS: APPENDIX ONE: PROPOSAL REQUIREMENTS

APPENDIX TWO: HUB SUBCONTRACTING PLAN

APPENDIX THREE: CAMPUS MAP

APPENDIX FOUR ACCESS BY INDIVIDUALS WITH DISABILITIES

APPENDIX FIVE ELECTRONIC AND INFORMATION RESOURCE ENVIRONMENT

SPECIFICATIONS APPENDIX SIX INFORMATION SECURITY RIDER APPENDIX SEVEN PERFORMANCE BOND

APPENDIX EIGHT PAYMENT BOND ATTACHMENT ONE SOFTWARE SPECIFICATIONS


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SECTION 1

INTRODUCTION

1.1 Description of the University

The University of Texas at Arlington ("University") is an institution of higher education as defined by Texas Education Code § 61.003 and a comprehensive public university located in the dynamic and growing Dallas-Fort Worth metroplex. University has a population of approximately 38,600 students, faculty, and staff. University is the second largest institution in the University of Texas System (UT System) and the sixth largest in Texas. University offers 80 baccalaureates, 74 master and 31 doctoral degrees to approximately 35,000 students who come from 120 countries. University has approximately 3,600 full-time and part-time employees. University offers a first rate education in more than 180 disciplines, has endowments of over $61 million and has approximately 169,000 alumni with 107,000 of those living in the Dallas-Fort Worth Metroplex. Research activity has more than tripled to $66 million over the past 10 years, with increasing expertise in bioengineering, medical diagnostics, micro-manufacturing, and defense and Homeland Security technologies, among other areas. The University's main campus in Arlington includes approximately 420 acres bisected by Trading Horse Creek and more than 100 buildings (the “Campus”). UT Arlington is home to the city’s first mixed-use, residential and retail development – College Park District. The 7,000-seat College Park Center is the district’s centerpiece and the new home court for the University’s basketball and volleyball, concerts, commencement exercises and other major events. The two (2) other campuses operated by University are located in Fort Worth, Texas, at Riverbend Park and the University of Texas at Arlington Fort Worth Center.

1.2 Background and Special Circumstances

The University is seeking a software provider with a demonstrated and proven track record with similar systems at similar organizations of higher education (the “Contractor”). University reserves the right to consider the following, among other things, when evaluating the Contractor: qualifications and relevant experience of the contractor firm, individuals assigned to the project, capacity to perform the project in a timely manner, service/support capabilities, and cost.

Contractor will be responsible for all aspects of development and implementation, including design, programming, testing, and configuration. Design requirements will be provided to the contractor following an agile development methodology. Contractor must employ industry best practices for technology project management. Contractors will work as needed with customers, designers, and SEARCH staff to complete task orders.


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1.3 Objective of this Request for Proposal

The University is soliciting proposals in response to this Request for Proposal, RFP 2017-003 (this “RFP”), for selection of a qualified contractor (the “Contractor”) to provide an Internship Management System (the “Services”) which are more specifically described in Section 5 (Scope of Work) of this RFP.

1.4 Term of the Agreement The initial term of the resulting Agreement will be for three (3) years, and thereafter the University shall have the right, at its option, to renew the Agreement for up to two (2) additional renewal terms of one (1) year each.

Prices for year one will be firm. At the end of the initial term and each renewal (if any), the rates may be increased, decreased or remain unchanged. If an adjustment is requested by the Contractor, the adjustment must be justifiable and substantiated by documentation from a recognized trade index for this service sector or commodity group. The index to be used must be mutually agreed upon by both the Contractor and the University at least ninety (90) days prior to the expiration of the then current term. If the price increase is not justifiable and the University and Contractor cannot reach a mutually agreeable price, the Agreement may be terminated. Likewise, if the i n d e x shows a change in favor of the University, a corresponding decrease in price shall be offered. In no instance shall an adjustment exceed 3% of the previous price.

1.5 Group Purchase Authority

Texas law authorizes institutions of higher education to use the group purchasing procurement method (Tex. Ed. Code §§ 51.9335, 73.115, and 74.008). Additional Texas institutions of higher education may therefore elect to enter into a contract with the successful Proposer under this RFP. In particular, Proposer should note that University is part of The University of Texas System ("UT System"), which is comprised of nine academic and six health universities described at http://www.utsystem.edu/institutions. UT System institutions routinely evaluate whether a contract resulting from a procurement conducted by one of the institutions might be suitable for use by another, and if so, this could give rise to additional purchase volumes. As a result, in submitting its proposal in response to this RFP, contractors submitting proposals (“Proposers”) should consider proposing pricing and other commercial terms that take into account such higher volumes and other expanded opportunities that could result from the eventual inclusion of other institutions in the purchase contemplated by this RFP.

1.6 Addenda and Additional RFP Documents

Any addenda or other subsequently released RFP documents will posted to the Electronic State Business Daily (ESBD) website. They will not be sent directly to potential proposers. It is the Proposer’s responsibility to periodically check the ESBD website for additional RFP documents. RFP documents can be acquired by accessing the Electronic State Business Daily) website (http://esbd.cpa.state.tx.us/) and selecting University of Texas at Arlington from the agency list and searching for the RFP number.

http://www.utsystem.edu/institutions

http://esbd.cpa.state.tx.us/

http://esbd.cpa.state.tx.us/


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1.7 Parking

Employees of companies who park their personal vehicle in University’s parking facilities, or on any property owned or controlled by the University, to perform their duties are required to purchase a faculty/staff or daily permit. For more information visit the University’s Parking and Transportation Services website at https://www.uta.edu/pats/parking/guest-parking.php.

1.8 Disclosure of Interested Parties

As part of the contract execution process, and as required by House Bill 1295, Proposers will be required to complete and submit Form 1295 “Certificate of Interested Parties” for certain types of contracts expected to exceed $1 million over the potential life of the contract. The form can be downloaded at https://www.ethics.state.tx.us/tec/1295-Info.htm. The form requires disclosure of parties with controlling interest and/or any intermediaries acting on behalf of the Proposers.

“Controlling Interest” means:

(1) an ownership interest or participating interest in a Business Entity by virtue of units, percentage, shares, stock or otherwise that exceeds 10 percent;

(2) membership on the board of directors or other governing body of a Business Entity of which the board or other governing body is composed of not more than 10 members; or

(3) service as an officer of a business entity that has four or fewer officers, or service as one of the four officers most highly compensated by a Business Entity that has more than four officers.

“Intermediary” means a person who actively participates in the facilitation of the contract or negotiating the contract, including a broker, adviser, attorney, or representative of or agent for the Business Entity who:

(1) Receives compensation from the Business Entity for the person’s participation; (2) Communicates directly with the UT Institution on behalf of the Business Entity

regarding the contract; and (3) Is not an employee of the Business Entity

https://www.uta.edu/pats/parking/guest-parking.php

https://www.ethics.state.tx.us/tec/1295-Info.htm


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SECTION 2

NOTICE TO PROPOSER

2.1 Submittal Deadline University will accept proposals submitted in response to this RFP until 3:00 p.m., Central Prevailing Time on Monday, June 19, 2017 (the “Submittal Deadline”).

2.2 University Contact Person

Proposers and other interested parties may direct all questions or concerns regarding this RFP to the following University contact (the “University Contact”):

Charlie Brooks Contract Specialist Email: [email protected]

University instructs all proposers and interested parties to restrict all contact and questions regarding this RFP to written communications forwarded to the University Contact. The University Contact must receive all questions or concerns no later than Wednesday, May 31, 2017. University will have a reasonable amount of time to respond to questions or concerns. It is University’s intent to respond to all appropriate questions and concerns as soon as is practicable following the deadline for questions. However, the University reserves the right to decline to respond to any question or concern.

2.1 Criteria for Selection

The successful Proposer, if any, selected by University in accordance with the requirements and specifications set forth in this RFP will be the Proposer that submits a proposal in response to this RFP on or before the Submittal Deadline that is the most advantageous to University. The successful Proposer is referred to as the “Contractor.”

Proposer is encouraged to propose terms and conditions offering the maximum benefit to University in terms of (1) services to University, (2) total overall cost to University, and (3) project management expertise. Proposers should describe all educational, state and local government discounts, as well as any other applicable discounts that may be available to University in a contract for the Services.

An evaluation team from University will evaluate proposals. The evaluation of proposals and the selection of Contractor will be based on the information provided by Proposer in its proposal. University may give consideration to additional information if University deems such information relevant.

The criteria to be considered by University in evaluating proposals and selecting Contractor, will be these factors: 2.3.1 Threshold Criteria Not Scored

2.3.1.1 Ability of University to comply with laws regarding Historically Underutilized Businesses; and

mailto:[email protected]


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2.3.1.2 Ability of University to comply with laws regarding purchases from persons with disabilities.

2.3.2 Scored Criteria – Submitted by Contracts

2.3.2.1 Cost of goods and services (30%) 2.3.2.2 Reputation of the Proposer and of the Proposer's goods or services (15%)

• Survey of references 2.3.2.3 Quality of the Proposer's goods or services (15%)

• Submittal of work examples similar to those used by the University 2.3.2.4 Extent to which the goods or services meet the University's needs (20%)

• Is the proposer experienced in this line of work? • Does the proposer have a local presence or plan for ease of

submitting print jobs (prefer electronic submission capabilities) and delivery of print jobs in a timely fashion?

• Does the proposer have the capacity/ability to handle emergency/unforeseen problems that will arise?

• Will the proposer assign a dedicated representative to handle University orders?

2.3.2.5 Proposer's past relationship with the University (5%) • Has the proposer performed satisfactory work for the University

previously? • Are there any known issues with this vendor and their previous

work for the University? 2.3.2.6 Total long-term cost to the University of acquiring the Proposer's goods or

services (5%) • Will the University incur additional costs such as delivery fees or

need for special software/apps for order placement and tracking. 2.3.2.7 Any other relevant factors that a private business entity would consider in

selecting a vendor (10%) • Does the proposer have a backup/recovery plan in the event of

unforeseen issues? • Does the vendor have adequate staff to handle the University’s

volume?

2.4 Key Events Schedule Issuance of RFP May 19, 2017 Pre-Proposal Conference 3:00 p.m. Central Prevailing (ref. Section 2.6 of this RFP) Time on June 5, 2017 Deadline for Questions/Concerns May 31, 2017 (ref. Section 2.2 of this RFP) Submittal Deadline 3:00p.m. Central Prevailing (ref. Section 2.1 of this RFP) Time on June 19, 2017


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2.5 Historically Underutilized Businesses

2.5.1 All agencies of the State of Texas are required to make a good faith effort to assist historically underutilized businesses (each a “HUB”) in receiving contract awards. The goal of the HUB program is to promote full and equal business opportunity for all businesses in contracting with state agencies. Pursuant to the HUB program, if under the terms of any agreement or contractual arrangement resulting from this RFP, Contractor subcontracts any of the Services, then Contractor must make a good faith effort to utilize HUBs certified by the Texas Procurement and Support Services Division of the Texas Comptroller of Public Accounts or any successor agency. Proposals that fail to comply with the requirements contained in this Section 2.5 will constitute a material failure to comply with advertised specifications and will be rejected by the University as non-responsive. Additionally, compliance with good faith effort guidelines is a condition precedent to awarding any agreement or contractual arrangement resulting from this RFP. Proposer acknowledges that, if selected by University, its obligation to make a good faith effort to utilize HUBs when subcontracting any of the Services will continue throughout the term of all agreements and contractual arrangements resulting from this RFP. Furthermore, any subcontracting of the Services by the Proposer is subject to review by the University to ensure compliance with the HUB program.

2.5.2 The University has reviewed this RFP in accordance with Title 34, Texas

Administrative Code, Section 20.13 (a), and has determined that subcontracting opportunities are probable under this RFP.

2.5.3 A HUB Subcontracting Plan (“HSP”) is required as part of Proposer’s proposal.

The HSP will be developed and administered in accordance with University’s Policy on Utilization of Historically Underutilized Businesses attached as APPENDIX TWO and incorporated for all purposes.

Each Proposer must complete and return the HSP in accordance with the terms and conditions of this RFP, including APPENDIX TWO. Proposers that fail to do so will be considered non-responsive to this RFP in accordance with Section 2161.252, Government Code.

Questions regarding the HSP may be directed to:

Laurie Thompson, HUB Program Coordinator (817) 272-2039 [email protected]

2.5.4 Proposer must submit one (1) original of the HSP to University at the same time it

submits its proposal to University (ref. Section 3.2 of this RFP.) The original of the HSP must be submitted under separate cover and in a separate envelope (the “HSP Envelope”). Proposer must ensure that the top outside surface of its HSP Envelope clearly shows and makes visible:

2.5.4.1 The RFP No. (ref. Section 1.3 of this RFP) and the Submittal Deadline (ref. Section 2.1 of this RFP), both located in the lower



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left hand corner of the top surface of the envelope,

2.5.4.2 The name and the return address of the Proposer, and

2.5.4.3 The phrase “HUB Subcontracting Plan”.

Any proposal submitted in response to this RFP that is not accompanied by a separate HSP Envelope meeting the above requirements will be rejected by the University and returned to the Proposer unopened as that proposal will be considered non-responsive due to material failure to comply with advertised specifications. Furthermore, the University will open a Proposer’s HSP Envelope prior to opening the proposal submitted by the Proposer, in order to ensure that the Proposer has submitted the number of completed and signed originals of the Proposer’s HSP that are required by this RFP. A Proposer’s failure to submit the number of completed and signed originals of the HSP that are required by this RFP will result in the University’s rejection of the proposal submitted by that Proposer as non-responsive due to material failure to comply with advertised specifications; such a proposal will be returned to the Proposer unopened. (Ref. Section 1.5 of Appendix One to this RFP.) Note: The requirement that Proposer provide three originals of the HSP under this Section 2.5.4 is separate from and does not affect Proposer’s obligation to provide the University with the number of copies of its proposal as specified in Section 3.1 of this RFP.

2.6 Pre-Proposal Conference

The University will hold a pre-proposal conference at 2:00 a.m., Central Prevailing Time on June 5, 2017, in Room FAAA 101 of the Watson Building (ref. APPENDIX THREE Campus Map). The pre-proposal conference will allow all Proposers an opportunity to ask the University’s representatives relevant questions and clarify provisions of this RFP. University of Texas at Arlington Conference Call Dial-In 219 W. Main St. 1-877-820-7831 Room: FAAA 102 Pass Code - 3070359 Arlington, TX 76019


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SECTION 3

SUBMISSION OF PROPOSAL

3.1 Number of Copies

Proposer must submit a total of two (2) complete and identical copies of its entire proposal. An original signature by an authorized officer of Proposer must appear on the Execution of Offer (ref. Section 2 of APPENDIX ONE) of at least one (1) copy of the submitted proposal. The copy of the Proposer’s proposal bearing an original signature should contain the mark “original” on the front cover of the proposal. One copy must be submitted in hard copy format. Copy two must be submitted on a flash drive. NOTE: It is not necessary to reproduce and submit our original RFP document in its entirety. Any exceptions to the RFP content or terms and conditions can simply be noted in your proposal submission. Note: University will not accept proposals submitted by telephone, proposals submitted by Facsimile (“FAX”) transmission, or proposals submitted by electronic transmission (i.e., e-mail) in response to this RFP (APPENDIX ONE, Section 1.9.6).

3.2 Submission

Proposals must be received by University on or before the Submittal Deadline (ref. Section 2.1 of this RFP) and should be delivered to:

Physical Address Charlie Brooks

Contract Specialist The University of Texas at Arlington

219 W. Main St. Arlington, TX 76010

3.3 Proposal Validity Period

Each proposal must state that it will remain valid for University’s acceptance for a minimum of one hundred eighty days (180) days after the Submittal Deadline, to allow time for evaluation, selection, and any unforeseen delays.

3.4 Terms and Conditions

3.4.1 Proposer must comply with the requirements and specifications contained in this RFP, the Terms and Conditions (ref. Section 4 of this RFP), the Notice to Proposer (ref. Section 2 of this RFP), Proposal Requirements (ref. APPENDIX ONE) and the Specifications and Additional Questions (ref. Section 5 of this RFP). If there is a conflict among the provisions in this RFP, the provision requiring Proposer to supply the better quality or greater quantity of services will prevail, or if such conflict does not involve


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quality or quantity, then interpretation will be in the following order of precedence:

3.4.1.1. Specifications and Additional Questions (ref. Section 5 of

this RFP); 3.4.1.2. Terms and Conditions (ref. Section 4 of this RFP); 3.4.1.3. Proposal Requirements (ref. APPENDIX ONE); 3.4.1.4. Notice to Proposers (ref. Section 2 of this RFP).

3.5 Submittal Checklist

Proposer is instructed to complete, sign, and return the following documents as a part of its proposal. If Proposer fails to return each of the following items with its proposal, then University may reject the proposal: 3.5.1 Signed and Completed Execution of Offer (ref. Section 2 of APPENDIX

ONE); 3.5.2 Signed and Completed Pricing and Delivery Schedule (separate

document); 3.5.3 Responses to Proposer's General Questionnaire (ref. Section 3 of

APPENDIX ONE); 3.5.4 Signed and Completed Addenda Checklist (ref. Section 4 of APPENDIX

ONE); 3.5.5 Responses to questions and requests for information in the Specifications

and Additional Questions Section (ref. Section 5 of this RFP); 3.5.6 Signed and completed originals of the HUB Subcontracting Plan (ref.

Section 2.5 of this RFP and APPENDIX TWO); 3.5.7 Samples of representative work product.


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SECTION 4

GENERAL TERMS AND CONDITIONS

NOTE: If Proposer takes exception to any terms or conditions set forth in Section 4 of this RFP, Proposer must submit a list of the exceptions and/or proposed alternate language in their proposal. Any exceptions or alternate language will be reviewed the University and acceptance is at the sole discretion of the University.

4.1 General

The terms and conditions contained in this Section 4 or, in the sole discretion of University, terms and conditions substantially similar to these terms and conditions, will be included in any contract or agreement that results from this RFP (ref. Section 1.4 of APPENDIX ONE).

As indicated in Section 2.3 of this RFP, the successful Proposer is referred to as the “Contractor”.

4.2 Payment

University agrees to pay fees due under this Agreement in accordance with the Texas Prompt Payment Act (“Act”), Chapter 2251, Government Code. Pursuant to the Act, payment shall be deemed late on the 31st day after the later of: 1) the date the performance of the Services under this Agreement are completed, or 2) the date University receives an invoice for the Services. University will be responsible for interest on overdue payments equal to the sum of: 1) one percent, plus 2) the prime rate as published in the Wall Street Journal on the first day of July of the preceding fiscal year (University’s fiscal year begins September 1) that does not fall on a Saturday or Sunday. University will have the right to verify the details set forth in Contractor's invoices and supporting documentation, either before or after payment, by (a) inspecting the books and records of Contractor at mutually convenient times; (b) examining any reports with respect to the Project; and (c) other reasonable action. The cumulative amount of all payments will not exceed the amount of this Agreement.

4.3 Tax Exemption

University, an agency of the State of Texas, is exempt from Texas Sales & Use Tax on the Services in accordance with Section 151.309, Tax Code, and Title 34 Texas Administrative Code (“TAC”) Section 3.322.

4.4 Prompt Payment Discount Notwithstanding any other provision of this Agreement, University is entitled to a “Prompt

Payment Discount” of ____% off of each payment that University submits within ____ days after University’s receipt of Contractor’s invoice for that payment.


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4.5 Contractor's Obligations.

4.5.1 Contractor will perform the Services in compliance with all applicable federal, state and local, laws, regulations, and ordinances. Contractor represents and warrants that neither Contractor nor any firm, corporation or institution represented by Contractor, or anyone acting for the firm, corporation or institution, (1) has violated the antitrust laws of the State of Texas, Chapter 15, Business and Commerce Code, or federal antitrust laws, or (2) has communicated directly or indirectly the content of Contractor’s response to University’s procurement solicitation to any competitor or any other person engaged in a similar line of business during the procurement process for this Agreement.

4.5.2 Contractor represents, warrants and agrees that (a) it will use commercially reasonable efforts to perform the Services in a good and workmanlike manner and in accordance with commercially reasonable standards of Contractor’s profession or business, and (b) all of the Services to be performed will be of the quality that prevails among similar businesses engaged in providing similar services in major United States urban areas under the same or similar circumstances

4.5.3 Contractor will call to University’s attention in writing all information in any materials supplied to Contractor (by University or any other party) that Contractor regards as unsuitable, improper or inaccurate in connection with the purposes for which the material is furnished.

4.5.4 Contractor warrants and agrees that the Services will be accurate and free from any material defects. Contractor's duties and obligations under this Agreement will at no time be in any way diminished by reason of any approval by University nor will Contractor be released from any liability by reason of any approval by University, it being agreed that University at all times is relying upon Contractor's skill and knowledge in performing the Services.

4.5.5 Contractor will, at its own cost, correct all material defects in the Services as soon as practical after Contractor becomes aware of the defects. If Contractor fails to correct material defects in the Services within a reasonable time, then University may correct the defective Services at Contractor’s expense. This remedy is in addition to, and not in substitution for, any other remedy for defective Services that University may have at law or in equity.

4.5.6 Contractor will maintain a staff of properly trained and experienced personnel to ensure satisfactory performance under this Agreement. Contractor will cause all persons connected with Contractor directly in charge of the Services to be duly registered and/or licensed under all applicable federal, state and local, laws, regulations, and ordinances. Contractor will assign to the Project a designated representative who will be responsible for the administration and coordination of the Services

4.5.7 Contractor represents that if (i) it is a corporation, then it is a corporation duly organized, validly existing and in good standing under the laws of the State of


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Texas, or a foreign corporation or limited liability company duly authorized and in good standing to conduct business in the State of Texas, that it has all necessary corporate power and has received all necessary corporate approvals to execute and deliver this Agreement, and the individual executing this Agreement on behalf of Contractor has been duly authorized to act for and bind Contractor; or (ii) if it is a partnership, limited partnership, limited liability partnership, or limited liability company then it has all necessary power and has secured all necessary approvals to execute and deliver this Agreement and perform all its obligations hereunder, and the individual executing this Agreement on behalf of Contractor has been duly authorized to act for and bind Contractor.

4.5.8 Contractor represents and warrants that neither the execution and delivery of this Agreement by Contractor nor the performance of its duties and obligations under this Agreement will (a) result in the violation of any provision [i] if a corporation, of Contractor’s articles of incorporation or by-laws, [ii] if a limited liability company, of its articles of organization or regulations, or [iii] if a partnership, of any partnership agreement by which Contractor is bound; (b) result in the violation of any provision of any agreement by which Contractor is bound; or (c) to the best of Contractor's knowledge and belief, conflict with any order or decree of any court or other body or authority having jurisdiction.

4.5.9 Contractor represents and warrants that all of Contractor’s Personnel contributing

to the Work Material (ref. Section 4.25) under this Agreement will be required to (i) acknowledge in writing the ownership of Contractor (for the benefit of University) of the Work Material and each element thereof produced by the Personnel while performing services pursuant to this Agreement and (ii) make all assignments necessary to effectuate such ownership. “Personnel” means any and all persons associated with Contractor who provide any work or work product pursuant to this Agreement, including officers, managers, supervisors, full-time employees, part-time employees, and independent contractors.

4.5.10 Contractor represents and warrants that: (i) the Services will be performed solely

by Contractor, its full-time or part-time employees during the course of their employment, or independent contractors who have assigned in writing all right, title and interest in their work to Contractor for the benefit of University; (ii) University will receive free, good and clear title to all Work Material developed under this Agreement; (iii) the Work Material and the intellectual property rights protecting the Work Material are free and clear of all encumbrances, including security interests, licenses, liens, charges or other restrictions; (iv) the Work Material will not infringe upon or violate any patent, copyright, trade secret, trademark, service mark or other property right of any former employer, independent contractor, client or other third party; and (v) the use, reproduction, distribution, or modification of the Work Material will not violate the rights of any third parties in the Work Material, including trade secret, publicity, privacy, copyright, trademark, service mark and patent rights.

4.5.11 If this Agreement requires Contractor’s presence on University's premises or in


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University’s facilities, Contractor agrees to cause its representatives, agents, employees and subcontractors to become aware of, fully informed about, and in full compliance with all applicable University rules and policies, including those relative to personal health, security, environmental quality, safety, fire prevention, noise, smoking, and access restrictions

4.6 Family Code Child Support Certification

Pursuant to Section 231.006, Family Code, Contractor certifies that it is not ineligible to receive the award of or payments under this Agreement and acknowledges that this Agreement may be terminated and payment may be withheld if this certification is inaccurate.

4.7 Tax Certification

If Contractor is a taxable entity as defined by Chapter 171, Tax Code (“Chapter 171”), then Contractor certifies that it is not currently delinquent in the payment of any taxes due under Chapter 171, or that Contractor is exempt from the payment of those taxes, or that Contractor is an out-of-state taxable entity that is not subject to those taxes, whichever is applicable.

4.8 Payment of Debt or Delinquency to the State

Pursuant to Sections 2107.008 and 2252.903, Government Code, Contractor agrees that any payments owing to Contractor under this Agreement may be applied directly toward any debt or delinquency that Contractor owes the State of Texas or any agency of the State of Texas regardless of when it arises, until such debt or delinquency is paid in full.

4.9 Loss of Funding

Performance by University under this Agreement may be dependent upon the appropriation and allotment of funds by the Texas State Legislature (the “Legislature”) and/or allocation of funds by the Board of Regents of The University of Texas System (the “Board”). If the Legislature fails to appropriate or allot the necessary funds, or the Board fails to allocate the necessary funds, then University shall issue written notice to Contractor and University may terminate this Agreement without further duty or obligation hereunder. Contractor acknowledges that appropriation, allotment, and allocation of funds are beyond the control of University.

4.10 Notices

Except as otherwise provided in this Section, all notices, consents, approvals, demands, requests or other communications provided for or permitted to be given under any of the provisions of this Agreement will be in writing and will be sent via registered or certified mail, overnight courier, confirmed facsimile transmission (to the extent a facsimile number is set forth below), or email (to the extent an email address is set forth below), and notice will be deemed given (i) if mailed, when deposited, postage prepaid, in the United States mail, (ii) if sent by overnight courier, one business day after delivery


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to the courier, (iii) if sent by facsimile (to the extent a facsimile number is set forth below), when transmitted, and (iv) if sent by email (to the extent an email address is set forth below), when received:

If to University: School of Social Work

University of Texas at Arlington Box # 19129 211 S Cooper Street, Arlington, TX 76019 Attention: Dr. Jane Hickerson

With copy to: Procurement Services University of Texas at Arlington 219 W. Main St.

Arlington, TX 76010 Attention: Charles Brooks

If to Contractor: Attention: ______________

or other person or address as may be given in writing by either party to the other in accordance with this Section. Notwithstanding any other requirements for notices given by a party under this Agreement, if Contractor intends to deliver written notice to University pursuant to Section 2251.054, Government Code, then Contractor will send that notice to University as follows:

University of Texas at Arlington Procurement Services 219 W. Main St. Arlington, TX 76010 Fax: 817.272.2685 Email: [email protected] Attention: Julia Cornwell

With copy to: University of Texas at Arlington

CFO & VP for Business Affairs 219 W. Main St. Arlington, TX 76010 Fax: 817.272.7135 Email: [email protected] Attention: Kelly Davis

or other person or address as may be given in writing by University to Contractor in accordance with this Section.




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4.11 State Auditor’s Office

Contractor understands that acceptance of funds under this Agreement constitutes acceptance of the authority of the Texas State Auditor's Office, or any successor agency (collectively, “Auditor”), to conduct an audit or investigation in connection with those funds pursuant to Sections 51.9335(c), 73.115(c) and 74.008(c), Education Code. Contractor agrees to cooperate with the Auditor in the conduct of the audit or investigation including providing all records requested. Contractor will include this provision in all contracts with permitted subcontractors.

4.12 Venue; Governing Law

Tarrant County, Texas, shall be the proper place of venue for suit on or in respect of this Agreement. This Agreement and all of the rights and obligations of the parties hereto and all of the terms and conditions hereof shall be construed, interpreted and applied in accordance with and governed by and enforced under the laws of the State of Texas.

4.13 Breach of Contract Claims

4.13.1 To the extent that Chapter 2260, Government Code, as it may be amended

from time to time ("Chapter 2260"), is applicable to this Agreement and is not preempted by other applicable law, the dispute resolution process provided for in Chapter 2260 will be used, as further described herein, by University and Contractor to attempt to resolve any claim for breach of contract made by Contractor:

4.13.1.1 Contractor’s claims for breach of this Agreement that the parties cannot resolve pursuant to other provisions of this Agreement or in the ordinary course of business will be submitted to the negotiation process provided in subchapter B of Chapter 2260. To initiate the process, Contractor will submit written notice, as required by subchapter B of Chapter 2260, to University in accordance with the notice provisions in this Agreement. Contractor's notice will specifically state that the provisions of subchapter B of Chapter 2260 are being invoked, the date and nature of the event giving rise to the claim, the specific contract provision that University allegedly breached, the amount of damages Contractor seeks, and the method used to calculate the damages. Compliance by Contractor with subchapter B of Chapter 2260 is a required prerequisite to Contractor's filing of a contested case proceeding under subchapter C of Chapter 2260. The Chief Business Officer of University, or the other officer of University as may be designated from time to time by University by written notice thereof to Contractor in accordance with the notice provisions in this Agreement, will examine Contractor's claim and any counterclaim and negotiate with Contractor in an effort to resolve the claims.


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4.13.1.2 If the parties are unable to resolve their disputes under Section 4.14.1.1, the contested case process provided in subchapter C of Chapter 2260 is Contractor’s sole and exclusive process for seeking a remedy for any and all of Contractor's claims for breach of this Agreement by University.

4.13.1.3 Compliance with the contested case process provided in subchapter C of Chapter 2260 is a required prerequisite to seeking consent to sue from the Legislature under Chapter 107, Civil Practices and Remedies Code. The parties hereto specifically agree that (i) neither the execution of this Agreement by University nor any other conduct, action or inaction of any representative of University relating to this Agreement constitutes or is intended to constitute a waiver of University's or the state's sovereign immunity to suit and (ii) University has not waived its right to seek redress in the courts.

4.13.1.4 The submission, processing and resolution of Contractor’s claim is governed by the published rules adopted by the Texas Attorney General pursuant to Chapter 2260, as currently effective, thereafter enacted or subsequently amended.

4.13.1.5 University and Contractor agree that any periods set forth in this Agreement for notice and cure of defaults are not waived.

4.14 Compliance with Law

Contractor will perform the Services in compliance with all applicable federal, state and local, laws, regulations, and ordinances. Contractor represents and warrants that neither Contractor nor any firm, corporation or institution represented by Contractor, or anyone acting for the firm, corporation or institution, (1) has violated the antitrust laws of the State of Texas, Chapter 15, Business and Commerce Code, or federal antitrust laws, or (2) has communicated directly or indirectly the content of Contractor’s response to University’s procurement solicitation to any competitor or any other person engaged in a similar line of business during the procurement process for this Agreement.

4.15 Records

Records of Contractor's costs, any reimbursable expenses pertaining to the Services and payments will be available to University or its authorized representative during business hours and will be retained for four (4) years after final payment or abandonment of the Services, unless University otherwise instructs Contractor in writing.

4.16 Insurance

4.16.1 If the resulting contract requires the presence of Contractor, its employees, agents, suppliers or subcontractors (if any) on the


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property of The University of Texas at Arlington, Contractor will maintain and cause its agents, suppliers and subcontractors (if any) to maintain the following insurance coverage’s with companies authorized to do insurance business in the State of Texas or eligible surplus lines insurers operating in accordance with the Texas Insurance Code, having an A.M Best Rating of A-:VII or better, and in amounts not less than the following minimum limits of coverage:

Worker’s Compensation Statutory Limits Employer’s Liability $1,000,000 per Accident, Employee and Policy Limit

Commercial General Liability $1,000,000 per Occurrence Personal & Advertising Injury $1,000,000 per Occurrence General Aggregate $2,000,000 per Policy Limit Product/Completed Ops $2,000,000 Aggregate Business Auto Liability $1,000,000 Combined single limit

Must cover all owned, non-owned, or hired automobiles

4.16.2 All policies (except Workers’ Compensation and employer’s liability) will

be endorsed and name the Board of Regents of the University of Texas System (“Board”) and The University of Texas at Arlington (“University”), as Additional Insured’s for liability caused in whole or in part by Contractor’s acts or omissions with respect to its on-going and completed operations up to the actual liability limits of the required insurance policies maintained by Contractor. Commercial General Liability Additional Insured endorsement including on-going and completed operations coverage will be submitted with the Certificates of Insurance. Commercial General Liability and Business Auto Liability will be endorsed to provide primary and non-contributory coverage.

4.16.3 All policies will be endorsed to provide a Waiver of Subrogation in favor of

the Board and the University. No policy will be cancelled until after thirty (30) days’ unconditional written notice to the University.

4.16.4 Evidence of insurance on a Texas Department of Insurance approved

certificate form verifying the existence and actual limits of all required insurance policies after the execution and delivery of this Agreement and prior to the performance of any Work by Contractor under this Agreement. Additional evidence of insurance will be provided verifying the continued existence of all required insurance no later than thirty (30) days after each annual insurance policy renewal.


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Certificate Holder: University of Texas at Arlington –

Procurement Services 219 West Main St.

Arlington, Texas 76010 4.16.5 Performance (APPENDIX SEVEN) and Payment Bonds (APPENDIX

EIGHT). In accordance with Section 2252.064, Texas Government Code, Contractor will provide University with performance and payment bonds in the full anticipated contract amount value for the initial term. Thereafter, the amount of the bonds may be adjusted at the beginning of each contract term to reflect the remaining contract value. The bonds will be issued by a surety company authorized to do business in the State of Texas and acceptable to University’s Representative in all respects. The bonds will be made payable to University and conditioned upon the prompt and faithful performance of the Services and all of Contractor’s other duties and obligations under this Agreement, including payment of all subcontractors.

4.17 Indemnification

4.17.1 TO THE FULLEST EXTENT PERMITTED BY LAW, CONTRACTOR WILL AND DOES HEREBY AGREE TO INDEMNIFY, PROTECT, DEFEND WITH COUNSEL APPROVED BY UNIVERSITY, AND HOLD HARMLESS UNIVERSITY AND THE UNIVERSITY OF TEXAS SYSTEM, AND THEIR RESPECTIVE AFFILIATED ENTERPRISES, REGENTS, OFFICERS, DIRECTORS, ATTORNEYS, EMPLOYEES, REPRESENTATIVES AND AGENTS (COLLECTIVELY “INDEMNITEES”) FROM AND AGAINST ALL DAMAGES, LOSSES, LIENS, CAUSES OF ACTION, SUITS, JUDGMENTS, EXPENSES, AND OTHER CLAIMS OF ANY NATURE, KIND, OR DESCRIPTION, INCLUDING REASONABLE ATTORNEYS’ FEES INCURRED IN INVESTIGATING, DEFENDING OR SETTLING ANY OF THE FOREGOING (COLLECTIVELY “CLAIMS”) BY ANY PERSON OR ENTITY, ARISING OUT OF, CAUSED BY, OR RESULTING FROM CONTRACTOR’S PERFORMANCE UNDER OR BREACH OF THIS AGREEMENT AND THAT ARE CAUSED IN WHOLE OR IN PART BY ANY NEGLIGENT ACT, NEGLIGENT OMISSION OR WILLFUL MISCONDUCT OF CONTRACTOR, ANYONE DIRECTLY EMPLOYED BY CONTRACTOR OR ANYONE FOR WHOSE ACTS CONTRACTOR MAY BE LIABLE. THE PROVISIONS OF THIS SECTION WILL NOT BE CONSTRUED TO ELIMINATE OR REDUCE ANY OTHER INDEMNIFICATION OR RIGHT WHICH ANY INDEMNITEE HAS BY LAW OR EQUITY. ALL PARTIES WILL BE ENTITLED TO BE REPRESENTED BY COUNSEL AT THEIR OWN EXPENSE.

4.17.2 IN ADDITION, CONTRACTOR WILL AND DOES HEREBY AGREE TO INDEMNIFY,

PROTECT, DEFEND WITH COUNSEL APPROVED BY UNIVERSITY, AND HOLD HARMLESS INDEMNITEES FROM AND AGAINST ALL CLAIMS ARISING FROM INFRINGEMENT OR ALLEGED INFRINGEMENT OF ANY PATENT, COPYRIGHT, TRADEMARK OR OTHER PROPRIETARY INTEREST ARISING BY OR OUT OF THE PERFORMANCE OF SERVICES OR THE PROVISION OF GOODS BY CONTRACTOR, OR THE USE BY INDEMNITEES, AT THE DIRECTION OF CONTRACTOR, OF ANY ARTICLE OR MATERIAL; PROVIDED, THAT, UPON BECOMING AWARE OF A SUIT OR THREAT OF SUIT FOR INFRINGEMENT, UNIVERSITY WILL PROMPTLY NOTIFY CONTRACTOR AND CONTRACTOR WILL BE GIVEN THE OPPORTUNITY TO


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NEGOTIATE A SETTLEMENT. IN THE EVENT OF LITIGATION, UNIVERSITY AGREES TO REASONABLY COOPERATE WITH CONTRACTOR. ALL PARTIES WILL BE ENTITLED TO BE REPRESENTED BY COUNSEL AT THEIR OWN EXPENSE.

4.18 Ethics Matters; No Financial Interest

Contractor and its employees, agents, representatives and subcontractors have read and understand University’s Conflicts of Interest Policy available at: HOP Subchapter 5-500 Human Resources, University’s Standards of Conduct Guide available at: http://www.uta.edu/compliance/pdf/conduct_guide.pdf, and applicable state ethics laws and rules available at: www.utsystem.edu/ogc/ethics.

Neither Contractor nor its employees, agents, representatives or subcontractors will assist or cause University employees to violate University’s Conflicts of Interest Policy, provisions described by University’s Standards of Conduct Guide, or applicable state ethics laws or rules. Contractor represents and warrants that no member of the Board has a direct or indirect financial interest in the transaction that is the subject of this Agreement.

4.19 Undocumented Workers.

The Immigration and Nationality Act (8 United States Code 1324a) (“Immigration Act”) makes it unlawful for an employer to hire or continue employment of undocumented workers. The United States Immigration and Customs Enforcement Service has established the Form I-9 Employment Eligibility Verification Form (“I-9 Form”) as the document to be used for employment eligibility verification (8 Code of Federal Regulations 274a). Among other things, Contractor is required to: (1) have all employees complete and sign the I-9 Form certifying that they are eligible for employment; (2) examine verification documents required by the I-9 Form to be presented by the employee and ensure the documents appear to be genuine and related to the individual; (3) record information about the documents on the I-9 Form, and complete the certification portion of the I-9 Form; and (4) retain the I-9 Form as required by law. It is illegal to discriminate against any individual (other than a citizen of another country who is not authorized to work in the United States) in hiring, discharging, or recruiting because of that individual's national origin or citizenship status. If Contractor employs unauthorized workers during performance of this Agreement in violation of the Immigration Act then, in addition to other remedies or penalties prescribed by law, University may terminate this Agreement in accordance with Section 4.26. Contractor represents and warrants that it is in compliance with and agrees that it will remain in compliance with the provisions of the Immigration Act.

4.20 Force Majeure.

Neither party hereto will be liable or responsible to the other for any loss or damage or for any delays or failure to perform due to causes beyond its reasonable control including acts of God, strikes, epidemics, war, riots, flood, tornado, fire, sabotage, or any other circumstances of like character (“force majeure occurrence”).

http://www.uta.edu/policy/hop/adm/5/508

http://www.uta.edu/compliance/pdf/conduct_guide.pdf

http://www.utsystem.edu/ogc/ethics


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4.21 Entire Agreement; Modifications.

This Agreement supersedes all prior agreements, written or oral, between Contractor and University and will constitute the entire agreement and understanding between the parties with respect to the subject matter of this Agreement. This Agreement and each of its provisions will be binding upon the parties and may not be waived, modified, amended or altered except in writing when signed by authorized agents of both University and Contractor.

4.22 Captions

The captions of sections and subsections in this Agreement are for convenience only and will not be considered or referred to in resolving questions of interpretation or construction.

4.23 Waivers

No delay or omission in exercising any right accruing upon a default in performance of this Agreement will impair any right or be construed to be a waiver of any right. A waiver of any default under this Agreement will not be construed to be a waiver of any subsequent default under this Agreement.

4.24 Ownership and Use of Work Material

4.24.1 All drawings, specifications, plans, computations, sketches, data, photographs, tapes, renderings, models, publications, statements, accounts, reports, studies, and other materials prepared by Contractor or any subcontractors in connection with the Services (collectively, "Work Material"), whether or not accepted or rejected by University, are the sole property of University and for its exclusive use and re-use at any time without further compensation and without any restrictions.

4.24.2 Contractor grants and assigns to University all rights and claims of whatever nature and whether now or hereafter arising in and to the Work Material and will cooperate fully with University in any steps University may take to obtain or enforce patent, copyright, trademark or like protections with respect to the Work Material.

4.24.3 Contractor will deliver all Work Material to University upon expiration or termination of this Agreement. University will have the right to use the Work Material for the completion of the Services or otherwise. University may, at all times, retain the originals of the Work Material. The Work Material will not to be used by any person other than University on other projects unless expressly authorized by University in writing.

4.24.4 The Work Material will not be used or published by Contractor or any other party unless expressly authorized by University in writing. Contractor will treat all Work Material as confidential.


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4.25 Confidentiality and Safeguarding of University Records; Press Releases; Public Information

Under this Agreement, Contractor may (1) create, (2) receive from or on behalf of University, or (3) have access to, records or record systems (collectively, “University Records”). Among other things, University Records may contain social security numbers, credit card numbers, or data protected or made confidential or sensitive by applicable federal, state and local, laws, regulations, and ordinances, including the Gramm-Leach-Bliley Act (Public Law No: 106-102) and the Family Educational Rights and Privacy Act, 20 U.S.C. §1232g (“FERPA”). If University Records are subject to FERPA, (1) University designates Contractor as a University official with a legitimate educational interest in University Records, and (2) Contractor acknowledges that its improper disclosure or re-disclosure of personally identifiable information from University Records will result in Contractor’s exclusion from eligibility to contract with University for at least five (5) years. Contractor represents, warrants, and agrees that it will: (1) hold University Records in strict confidence and will not use or disclose University Records except as (a) permitted or required by this Agreement, (b) required by law, or (c) otherwise authorized by University in writing; (2) safeguard University Records according to reasonable administrative, physical and technical standards (such as standards established by (i) the National Institute of Standards and Technology and (ii) the Center for Internet Security, as well as the Payment Card Industry Data Security Standards) that are no less rigorous than the standards by which Contractor protects its own confidential information; (3) continually monitor its operations and take any action necessary to assure that University Records are safeguarded and the confidentiality of University Records is maintained in accordance with all applicable federal, state and local, laws, regulations, and ordinances, including FERPA and the Gramm-Leach Bliley Act, and the terms of this Agreement; and (4) comply with the University’s rules, policies, and procedures regarding access to and use of University’s computer systems. At the request of University, Contractor agrees to provide University with a written summary of the procedures Contractor uses to safeguard and maintain the confidentiality of University Records.

4.25.1 Notice of Impermissible Use. If an impermissible use or disclosure of any

University Records occurs, Contractor will provide written notice to University within one (1) business day after Contractor’s discovery of that use or disclosure. Contractor will promptly provide University with all information requested by University regarding the impermissible use or disclosure.

4.25.2 Return of University Records. Contractor agrees that within thirty (30) days after the expiration or termination of this Agreement, for any reason, all University Records created or received from or on behalf of University will be (1) returned to University, with no copies retained by Contractor; or (2) if return is not feasible, destroyed. Twenty (20) days before destruction of any University Records, Contractor will provide University with written notice of Contractor’s intent to destroy University Records. Within five (5) days after destruction, Contractor will confirm to University in writing the destruction of University Records.


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4.25.3 Disclosure. If Contractor discloses any University Records to a subcontractor or agent, Contractor will require the subcontractor or agent to comply with the same restrictions and obligations as are imposed on Contractor by this Section.

4.25.4 Press Releases. Except when defined as part of the Services, Contractor will not make any press releases, public statements, or advertisement referring to the Project or the engagement of Contractor as an independent contractor of University in connection with the Project, or release any information relative to the Project for publication, advertisement or any other purpose without the prior written approval of University.

4.25.5 Public Information. University strictly adheres to all statutes, court decisions and the opinions of the Texas Attorney General with respect to disclosure of public information under the Texas Public Information Act, Chapter 552, Government Code.

4.25.6 Termination. In addition to any other termination rights set forth in this Agreement and any other rights at law or equity, if University reasonably determines that Contractor has breached any of the restrictions or obligations set forth in this Section, University may immediately terminate this Agreement without opportunity to cure.

4.25.7 Duration. The restrictions and obligations under this Section will survive expiration or termination of this Agreement for any reason.

4.26 Default and Termination.

4.26.1 In the event of a material failure by a party to this Agreement to perform in accordance with the terms of this Agreement (“default”), the other party may terminate this Agreement upon fifteen (15) calendar days’ written notice of termination setting forth the nature of the material failure; provided, that, the material failure is through no fault of the terminating party. The termination will not be effective if the material failure is fully cured prior to the end of the fifteen-day period.

4.26.2 University may, without cause, terminate this Agreement at any time upon giving seven (7) calendar days' advance written notice to Contractor. Upon termination pursuant to this Section, Contractor will be entitled to payment of an amount that will compensate Contractor for the Services satisfactorily performed from the time of the last payment date to the termination date in accordance with this Agreement. Notwithstanding any provision in this Agreement to the contrary, University will not be required to pay or reimburse Contractor for any services performed or for expenses incurred by Contractor after the date of the termination notice that could have been avoided or mitigated by Contractor.

4.26.3 Termination under Sections 4.26.1 or 4.26.2 will not relieve Contractor from liability for any default or breach under this Agreement or any other act or omission of Contractor.


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4.26.4 If Contractor fails to cure any default within fifteen (15) calendar days after receiving written notice of the default, University will be entitled (but will not be obligated) to cure the default and will have the right to offset against all amounts due to Contractor under this Agreement, any and all reasonable expenses incurred in connection with University’s curative actions.

4.26.5 In the event that this Agreement is terminated, then within thirty (30) calendar days

after termination, Contractor will reimburse University for all fees paid by University to Contractor that were (a) not earned by Contractor prior to termination, or (b) for goods or services that University did not receive from Contractor prior to termination.

4.27 Binding Effect

This Agreement will be binding upon and inure to the benefit of the parties hereto and their respective permitted assigns and successors.

4.28 Severability

In case any provision of this Agreement will, for any reason, be held invalid or unenforceable in any respect, the invalidity or unenforceability will not affect any other provision of this Agreement, and this Agreement will be construed as if the invalid or unenforceable provision had not been included.

4.29 Limitation of Liability EXCEPT FOR UNIVERSITY’S OBLIGATION (IF ANY) TO PAY CONTRACTOR CERTAIN FEES AND EXPENSES UNIVERSITY WILL HAVE NO LIABILITY TO CONTRACTOR OR TO ANYONE CLAIMING THROUGH OR UNDER CONTRACTOR BY REASON OF THE EXECUTION OR PERFORMANCE OF THIS AGREEMENT. NOTWITHSTANDING ANY DUTY OR OBLIGATION OF UNIVERSITY TO CONTRACTOR OR TO ANYONE CLAIMING THROUGH OR UNDER CONTRACTOR, NO PRESENT OR FUTURE AFFILIATED ENTERPRISE, SUBCONTRACTOR, AGENT, OFFICER, DIRECTOR, EMPLOYEE, REPRESENTATIVE, ATTORNEY OR REGENT OF UNIVERSITY, OR THE UNIVERSITY OF TEXAS SYSTEM, OR ANYONE CLAIMING UNDER UNIVERSITY HAS OR WILL HAVE ANY PERSONAL LIABILITY TO CONTRACTOR OR TO ANYONE CLAIMING THROUGH OR UNDER CONTRACTOR BY REASON OF THE EXECUTION OR PERFORMANCE OF THIS AGREEMENT.

4.30 Assignment and Subcontracting

Historically Underutilized Business Subcontracting Plan, attached and incorporated for all purposes, Contractor's interest in this Agreement (including Contractor’s duties and obligations under this Agreement, and the fees due to Contractor under this Agreement) may not be subcontracted, assigned, delegated, or otherwise transferred to a third party, in whole or in part, and any attempt to do so will (a) not be binding on University; and (b) be a breach of this Agreement for which Contractor will be subject to all remedial actions provided by Texas law, including Chapter 2161, Government Code, and 34 Texas Administrative Code (“TAC”) Sections 20.101 through 20.108. The benefits and burdens


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of this Agreement are assignable by University. 4.31 Historically Underutilized Business Subcontracting Plan

Historically Underutilized Business Subcontracting Plan. Contractor agrees to use good faith efforts to subcontract the Services in accordance with the Historically Underutilized Business Subcontracting Plan (“HSP”) (ref. APPENDIX TWO). Contractor agrees to maintain business records documenting its compliance with the HSP and to submit a monthly compliance report to University in the format required by Texas Procurement and Support Services Division of the Texas Comptroller of Public Accounts or any successor agency (collectively, “TPSS”). Submission of compliance reports will be required as a condition for payment under this Agreement. If University determines that Contractor has failed to subcontract as set out in the HSP, University will notify Contractor of any deficiencies and give Contractor an opportunity to submit documentation and explain why the failure to comply with the HSP should not be attributed to a lack of good faith effort by Contractor. If University determines that Contractor failed to implement the HSP in good faith, University, in addition to any other remedies, may report nonperformance to the TPSS in accordance with 34 TAC Sections 20.101 through 20.108. University may also revoke this Agreement for breach and make a claim against Contractor.

4.31.1 Changes to the HSP. If at any time during the term of this Agreement,

Contractor desires to change the HSP, before the proposed changes become effective (a) Contractor must comply with 34 TAC Section 20.14; (b) the changes must be reviewed and approved by University; and (c) if University approves changes to the HSP, this Agreement must be amended in accordance with Section 2.5.3 to replace the HSP with the revised subcontracting plan.

4.31.2 Expansion of the Services. If University expands the scope of the Services

through a change order or any other amendment, University will determine if the additional Services contains probable subcontracting opportunities not identified in the initial solicitation for the Services. If University determines additional probable subcontracting opportunities exist, Contractor will submit an amended subcontracting plan covering those opportunities. The amended subcontracting plan must comply with the provisions of 34 TAC Section 20.14 before (a) this Agreement may be amended to include the additional Services; or (b) Contractor may perform the additional Services. If Contractor subcontracts any of the additional subcontracting opportunities identified by University without prior authorization and without complying with 34 TAC Section 20.14, Contractor will be to any remedial actions provided by Texas law including Chapter 2161, Government Code and 34 TAC Section 20.14. University may report deemed to be in breach of this Agreement under Section 4.26 and will be subject nonperformance under this Agreement to the TPSS in accordance with 34 TAC Sections 20.101 through 20.108.

4.32 Responsibility for Individuals Performing Services; Criminal Background Checks.

Each individual who is assigned to perform the Services under this Agreement will be


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an employee of Contractor or an employee of a subcontractor engaged by Contractor. Contractor is responsible for the performance of all individuals performing the Services under this Agreement. Prior to commencing the Services, Contractor will (1) provide University with a list ("List") of all individuals who may be assigned to perform the Services on University’s premises and (2) have an appropriate criminal background screening performed on all the individuals on the List. Contractor will determine on a case-by-case basis whether each individual assigned to perform the Services is qualified to provide the services. Contractor will not knowingly assign any individual to provide services on University’s premises who has any history of criminal conduct unacceptable for a university campus or healthcare center, including any violent or sexual offenses. Contractor will update the List each time there is a change in the individuals assigned to perform the Services on University’s premises.

Prior to commencing performance of the Services under this Agreement, Contractor will provide University a letter signed by an authorized representative of Contractor certifying compliance with this Section. Contractor will provide University an updated certification letter each time there is a change in the individuals on the List.

4.33 Limitations

THE PARTIES ARE AWARE THAT THERE ARE CONSTITUTIONAL AND STATUTORY LIMITATIONS ON THE AUTHORITY OF UNIVERSITY (A STATE AGENCY) TO ENTER INTO CERTAIN TERMS AND CONDITIONS THAT MAY BE A PART OF THIS AGREEMENT, INCLUDING THOSE TERMS AND CONDITIONS RELATING TO LIENS ON UNIVERSITY’S PROPERTY; DISCLAIMERS AND LIMITATIONS OF WARRANTIES; DISCLAIMERS AND LIMITATIONS OF LIABILITY FOR DAMAGES; WAIVERS, DISCLAIMERS AND LIMITATIONS OF LEGAL RIGHTS, REMEDIES, REQUIREMENTS AND PROCESSES; LIMITATIONS OF PERIODS TO BRING LEGAL ACTION; GRANTING CONTROL OF LITIGATION OR SETTLEMENT TO ANOTHER PARTY; LIABILITY FOR ACTS OR OMISSIONS OF THIRD PARTIES; PAYMENT OF ATTORNEYS’ FEES; DISPUTE RESOLUTION; INDEMNITIES; AND CONFIDENTIALITY (COLLECTIVELY, THE “LIMITATIONS”), AND TERMS AND CONDITIONS RELATED TO THE LIMITATIONS WILL NOT BE BINDING ON UNIVERSITY EXCEPT TO THE EXTENT AUTHORIZED BY THE LAWS AND CONSTITUTION OF THE STATE OF TEXAS.

4.34 Survival of Provisions

No expiration or termination of this Agreement will relieve either party of any obligations under this Agreement that by their nature survive such expiration or termination.

4.35 Relationship of the Parties

For all purposes of this Agreement and notwithstanding any provision of this Agreement to the contrary, Contractor is an independent contractor and is not a state employee, partner, joint ventures, or agent of University. Contractor will not bind nor attempt to bind University to any agreement or contract. As an independent contractor, Contractor is solely responsible for all taxes, withholdings, and other statutory or contractual


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obligations of any sort, including workers’ compensation insurance.

4.36 Access to Documents

To the extent applicable to this Agreement, in accordance with Section 1861(v)(I)(i) of the Social Security Act (42 U.S.C. 1395x) as amended, and the provisions of 42 CFR Section 420.300, et seq., Contractor will allow, during and for a period of not less than four (4) years after the expiration or termination of this Agreement, access to this Agreement and its books, documents, and records; and contracts between Contractor and its subcontractors or related organizations, including books, documents and records relating to same, by the Comptroller General of the United States, the U.S. Department of Health and Human Services and their duly authorized representatives.

4.37 Affirmative Action.

A written copy of Contractor’s Civil Rights "Affirmative Action Compliance Program" is attached as Exhibit to this Agreement and incorporated for all purposes, or if Contractor is not required to have such a written program, the reason Contractor is not subject to such requirement is attached as Exhibit _____ to this Agreement and incorporated for all purposes.

4.38 OSHA Compliance.

To the extent applicable to the services to be performed under this Agreement, Contractor represents and warrants, that all articles and services furnished under this Agreement meet or exceed the safety standards established and promulgated under the Federal Occupational Safety and Health Law (Public Law 91-598) and its regulations in effect or proposed as of the date of this Agreement SECTION 5


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SPECIFICATIONS AND SCOPE OF WORK 5.1 General

The minimum requirements and the specifications for the Services, as well as certain requests for information to be provided by Proposer as part of its proposal, are set forth below. As indicated in Section 2.3 of this RFP, the successful Proposer is referred to as the “Contractor.”

5.2 Minimum Requirements

Each Proposal must include information that clearly indicates that Proposer meets each of the following minimum qualification requirements:

5.2.1 The vendor should be in existence at least 7 years in a software development and maintenance domain 5.2.2 The vendor should have Developed/Maintained at least three Applicant Tracking based web enabled projects in the last 5 years) 5.2.3 Vendor must demonstrate through documentation an information security orientation that includes vulnerability testing to prevent widely recognized weakness (e.g. as those listed in the OWASP Top 10) 5.2.4 Vendor must demonstrate though documentation that its developers have received appropriate secure coding training that includes OWASP Top 10 or equivalent training (e.g. training offered by SANs institute) 5.2.5 Vendor must demonstrate through documentation that its implementation team has the necessary skills to install, secure and maintain various supporting infrastructure that that are commonly supported by UT Arlington personnel. This includes, but is not limited to:

• Server operating systems (e.g. MS Windows Server, RedHat Linux), • Database servers (e.g. MS SQL Server, MySQL, Oracle) • Web servers (e.g. MS IIS, Apache)

5.2.6 Vendor must consider UT Arlington’s preferred programming languages before recommending alternatives. These languages include:

• PHP/Zend • Java/Grails/Spring

5.2.7 Vendor must demonstrate that its software development and project management practices are in keeping with industry best practices. 5.2.8 Vendor must provide three (3) verifiable client references that can showcase the quality of previous work. 5.2.9 Vendor must build, at minimum, a test, development and production instances


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that are mutually exclusive. 5.2.10 Vendor must have experience with SAML based authentication including Shibboleth or ADFS. All applications developed must support NetID authentication for UTA employees and students to access the web application. 5.2.11 Vendor must have experience with creating salted and hashed passwords, enforcing password complexity, length, reuse and expiry for those non-UTA individuals or entities accessing the application. All applications developed that require non-UTA individuals to log on must use a validated email address as login, and a strong password conforming UT Arlington standards. 5.2.12 Vendor must have experience with developing access control mechanisms to separate administrator roles from standard user roles. 5.2.13 Vendor must, at vendor’s expense, subject all applications developed to a dynamic vulnerability scan using a reputable scanner (such as Burp, Cenzic, Rapid 7, etc.) before moving to production. 5.2.14 Vendor must comply with University’s security requirements and pass University’s vulnerability scans.

5.3 Additional Questions Specific to this RFP

Proposer must submit the following information as part of Proposer’s proposal:

5.3.1 In its proposal, Proposer must indicate whether it will consent to include in the

Agreement the “Access by Individuals with Disabilities” language that is set forth in APPENDIX FOUR Access by Individuals with Disabilities. If Proposer objects to the inclusion of the “Access by Individuals with Disabilities” language in the Agreement, Proposer must, as part of its proposal, specifically identify and describe in detail all of the reasons for Proposer’s objection. NOTE THAT A GENERAL OBJECTION IS NOT AN ACCEPTABLE RESPONSE TO THIS QUESTION.

5.3.2 In its proposal, Proposer must respond to each item listed in APPENDIX FIVE, Electronic and Information Resources (“EIR”) Environment Specifications. APPENDIX FIVE will establish specifications, representations, warranties and agreements related to the EIR that Proposer is offering to provide to University. Responses to APPENDIX FIVE will be incorporated into the Agreement and will be binding on Contractor.

5.4 Scope of Work

The Scope of Work must include implementation services, including, but not limited to:

• Software installation and setup • Data conversion • Template and application form development • Web integration services


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• Application Integration services • Testing, including acceptance testing • Training for support staff, end users, and administrators • Associated vendor project management • Software maintenance and warranty services.

Contractor will provide the following services to University:

A customized software solution that will support all necessary functions related to the overall Intern Applicant Tracking System. The software will contain the following functions to the greatest extent possible:

• Application Entry and Tracking: Provide on-line and reporting capabilities of all applicant entries and a review of activities

• Reporting: Generation of ad-hoc reports using any combination of all data elements maintained by applicant staff, users and administrators

• Development Review and Tracking: Necessary software tools and integrated databases for central coordination and tracking of the general development review processes

• Electronic Plan Review Management: Fully integrated electronic plan review management tool to concurrently review plans, redline, comment, upload, convert plans to PDF and publish/share with the applicant. Users can easily identify changes made from one submittal to the next.

• Public Online Application Submittal and Inquiry Capabilities: The software will have the capability to integrate with existing web site and allow applicant and staff online submittal of applications, access of information, online applicant entry and applicant submittals

• Complete software documentation for support of staff, users and administrators

• Have the ability to quickly access, view, track and comment on all applicant submissions and to retrieve data by searching any perimeter

5.4.1 Vendor shall perform maintenance, development and modify all the Applications software and deliver Source Codes, associated software documentations, user training and operational helpdesk support to the users of University in accordance with delivery schedules as per specifications and requirements as set forth in such Quarterly/Monthly plans and mutually agreed between Parties.

5.4.2 Vendor shall provide Help Desk support at primary site and telephonic support in general at other centers. The type and quantum of Help Desk Support shall be mutually decided. 5.4.3 The vendor shall deploy mutually agreed number of its Representatives at Primary site at University to deliver the above service as mentioned in section 5 of this RFP.

5.4.4 On a monthly basis vendor shall provide to University a written report summarizing all work being performed by vendor under this Agreement such as


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progress and target completion dates for identified work and any other information mutually agreed by the parties. The deployed resources shall be responsible to follow industry standards for software development / maintenance methodology.

5.4.5 The vendor is expected to appraise and advise University of current trends and best practices available/used in the market in relation to the application software and components used by University on an ongoing basis.

5.4.6 Tuning and code changes for optimal performance.

5.4.7 Hand holding training to the end-users and system personnel.

5.4.8 The vendor will review the existing code and modify so as to increase the efficiency of the application. A detailed report of proposed changes and risk involved along with the implications will be handed over to the University and approval will be sought before making necessary changes.

5.4.9 The vendor shall submit the resumes/bio-data of all deployed resources. University reserves the right to verify the same.

5.4.10 Maintenance of parallel setup for development/test run/UAT for the new development/changes made.

5.5 Procedure/Stages for Software Development/Maintenance in Brief

NOTE: The project must be completed within three months after the project has been awarded; UTA signs off on the final deliverables. Contractor must be available within 24 hours to provide Administrators with support on technical issues

5.5.1 Undertake Requirement Gathering, Preparation of Project Documents

Carry out study of the existing business processes to thoroughly understand the functional and operational mechanism and collect requirement. Broad activates would include:

• Understand input data and report requirements • Collect existing forms and report formats • Prepare cases scenario • Interact with concerned officials and review of the existing systems,

applications • Detailed study of requirements of Application components and solutions • Assess existing applications from the perspective of integration with other

application. • Prepare User Requirement Specifications document

5.5.2 Preparation of System Requirement Specification (SRS) and

System Design Document (SDD)

Prepare SRS and SDD based on the captured business, functional and


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technological requirements. Broad activates would include:

• Independent assessment of the requirements of the concerned department and prepare SRS document

• Prepare and maintain various design documents to develop secure and scalable application software.

Document all the changes incorporated in the application software and also improves the documentation of existing user / system reference manuals of different modules wherever it is necessary and possible.

5.5.3 Development of the Application Software Design and development of various application modules offering functionalities with the User Requirements, SRS, SDD etc. Broad activates would include:

• Design application screens, forms, modules and develop the application as per final specifications / SRS / SDD etc.

• Ensure developed application modules meets guidelines and standards in terms of security features, application architecture etc. As per the direction of University.

5.5.4 Testing of the Application Testing of application majorly covering unit, performance, security, load and integration testing. Broad activates would include:

• Prepare & submit Test Plan and Test Cases to University • Conduct testing of various components / modules of the developed

application Execute and perform various application/ modules testing like performance, Data integrity, data validation, data control, load, security, quality testing etc.

5.5.5 User Acceptance Testing (UAT) Prepare Test cases, conduct UAT. Broad activities would include:

• Prepare detailed UAT plans, schedules, procedures and formats • Prepare UAT use case scenarios and expected results • Conduct UAT, identify and rectify developed application issues / errors / bugs

reported during the testing / UAT up-to the satisfaction of University.

5.5.6 Deployment and Configuration of Application Deploy and configure the application on the production server in co-ordination with University.

5.5.7 Application Go-Live 5.5.7.1 Post deployment of the application, the application development team shall monitor the performance of the application and make necessary modifications to enhance application performance. Team shall also undertake


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necessary corrective actions to resolve all the reported bugs to achieve Application Go Live. 5.5.7.2

5.5.8 Maintenance of the Application (Existing or New) Maintenance of the existing/developed application and ensure that the developed application is bug-free, running efficiently and simultaneously incorporate necessary changes in the application functionality as approved by University. Broad activities would include:

• Undertake activities like bug fixing, application enhancement etc. • Debugging, modification and updating in the Application • Development of new Software/module as and when required by University • Maintain change management log • Proper version control of the source code • For future enhancement, the contractor must be available to provide

services • The availability of the developers to be on site at least for the first two weeks

and once a week thereafter 5.6 Initial Deployment of Team

Vendor shall be responsible for initial deployment of below set of resources within 7 days of signing of Agreement with University as per the desired skill-set and experience of various categories of resources as specified below:

SI. No.

Resource Category No. of Resources to be Deployed

1 2 3 4 5

6 Total

Note: 5.6.1 The number/category of resources to be deployed may vary based on

the specific skill-set of application developers under various categories of resources anytime during the contract period as per requirement of University.

5.6.2 Vendor should arrange additional resource of required skill sets on providing notice of 4 calendar weeks.

5.6.3 On a notice of 4 calendar weeks from University the vendor shall undertake to reduce the team size as per University’s request.

5.6.4 The contractor must assign an engagement manager during the project implementation. This person shall communicate project progress to UTA and make sure that the contractor meets the scheduled due dates


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Qualification and Experience of the Resource:

Sr. No. Resource Category Qualifications & Experience 1 2 3 4 5 6

5.7 Deliverables and Time Lines

After finalization of requirements, the resources shall be responsible to sincerely work on the identified areas and ensure timely completion of the deliverables. At the end of each quarter, progress of each resource shall be closely reviewed and it is expected that the resources shall be sincere to their work and will be require to work on extended office hours / holidays to ensure completion of their tasks. The indicative list of deliverables are mentioned in the following table:

Ref. to Scope of Work Deliverables (Indicative) Timelines

Undertake end-to-end responsibility for any

new requirement, modification,

enhancement or bug

1. User Requirement Document 2. Software Requirement Specification (SRS) 3. System Design Document 4. Release of development application modules for testing 5. Test Plan; Test Execution Reports 5. User Acceptance Testing (UAT) 6. Bug Fixing and Performance Tuning 7. Application Go Live 8. Maintenance of developed modules and applications

As per the direction

received from the University

5.8 Roles and Responsibilities of University

5.8.1 Evaluate and approve effort estimates provided by the deployed team for development and deployment of application.

5.8.2 Arrange suitable working environment and provide necessary hardware infrastructure and software environment to the team for on-site application development.

5.8.3 Provide Sign-off / acceptance of various project deliverables submitted by the deployed resources

5.8.4 Conduct project review meetings with the deployed team and monitor the implementation and overall progress of the application development activity


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5.8.5 Facilitate UAT 5.9 Service Level Agreement

The aim of this agreement is to provide a basis for close co-operation between University and the vendor, for services to be provided to University, thereby ensuring that timely and efficient support services are available to University and its end-users.

5.9.1 Service Level Definition:

Depending on the criticality and severity of calls, service levels are defined as follows:

Severity Level

Severity Type Definition

S1 Critical Problem A problem which affects more than one departments work or line of business

S2 Major Problem A problem that affects a particular department or section

S3

Moderate Problem

A problem that affects a typical user group e.g. Non-availability or failure of any module

S4 Minor Problem A problem that affects a typical user group 5.9.2 Service Level Target

Following table defines Service Level Targets for Response and Resolution time for bug fixing.

Severity Level

Max. Resolution Time

S1 One Day S2 Two Days S3 Three Days S4 Four Days

Example: In case problem reported on 1st January and the severity level is of S1 the schedule delivery date will be 2nd January.

For new development or enhancement the vendor should follow the norms of Software Development Life Cycle process and the time limit will be fixed based on the task and complexities involved as may be agreed after mutual discussion.

Example: For new development or enhancement if time limit is of 5 days and work commences on 1st January the schedule delivery date will be 5th January.


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APPENDIX ONE

PROPOSAL REQUIREMENTS

TABLE OF CONTENTS SECTION 1: GENERAL INFORMATION

SECTION 2: EXECUTION OF OFFER

SECTION 3: PROPOSER'S GENERAL QUESTIONNAIRE

SECTION 4: ADDENDA CHECKLIST


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SECTION 1

GENERAL INFORMATION

1.1 Purpose

University is soliciting competitive sealed proposals from Proposers having suitable qualifications and experience providing services in accordance with the terms, conditions and requirements set forth in this RFP. This RFP provides sufficient information for interested parties to prepare and submit proposals for consideration by University. By submitting a proposal, Proposer certifies that it understands this RFP and has full knowledge of the scope, nature, quality, and quantity of the services to be performed, the detailed requirements of the services to be provided, and the conditions under which such services are to be performed. Proposer also certifies that it understands that all costs relating to preparing a response to this RFP will be the sole responsibility of the Proposer. PROPOSER IS CAUTIONED TO READ THE INFORMATION CONTAINED IN THIS RFP CAREFULLY AND TO SUBMIT A COMPLETE RESPONSE TO ALL REQUIREMENTS AND QUESTIONS AS DIRECTED.

1.2 Inquiries and Interpretations

University may in its sole discretion respond in writing to written inquiries concerning this RFP and mail its response as an Addendum to all parties recorded by University as having received a copy of this RFP. Only University’s responses that are made by formal written Addenda will be binding on University. Any verbal responses, written interpretations or clarifications other than Addenda to this RFP will be without legal effect. All Addenda issued by University prior to the Submittal Deadline will be and are hereby incorporated as a part of this RFP for all purposes. Proposers are required to acknowledge receipt of each Addendum as specified in this Section. The Proposer must acknowledge all Addenda by completing, signing and returning the Addenda Checklist (ref. Section 4 of APPENDIX ONE). The Addenda Checklist must be received by University prior to the Submittal Deadline and should accompany the Proposer’s proposal. Any interested party that receives this RFP by means other than directly from University is responsible for notifying University that it has received an RFP package, and should provide its name, address, telephone number, FAX number and email address to University, so that if University issues Addenda to this RFP or provides written answers to questions, that information can be provided to such party.

1.3 Public Information

Proposer is hereby notified that University strictly adheres to all statutes, court decisions and the opinions of the Texas Attorney General with respect to disclosure of public information. University may seek to protect from disclosure all information submitted in response to this RFP until such time as a final agreement is executed. Upon execution of a final agreement, University will consider all information,


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documentation, and other materials requested to be submitted in response to this RFP, to be of a non-confidential and non-proprietary nature and, therefore, subject to public disclosure under the Texas Public Information Act (ref. Chapter 552, Government Code). Proposer will be advised of a request for public information that implicates their materials and will have the opportunity to raise any objections to disclosure to the Texas Attorney General. Certain information may be protected from release under Sections 552.101, 552.104, 552.110, 552.113, and 552.131, Government Code.

1.4 Type of Agreement

Contractor, if any, will be required to enter into a contract with University in a form that (i) includes terms and conditions substantially similar to the terms and conditions set forth in Section 4 of this RFP, and (ii) is otherwise acceptable to University in all respects (the “Agreement”).

1.5 Proposal Evaluation Process

University will select Contractor by using the competitive sealed proposal process described in this Section. Any proposals that are not submitted by the Submittal Deadline or that are not accompanied by required number of completed and signed originals of the HSP will be rejected by University as non-responsive due to material failure to comply with this RFP (ref. Section 2.5.4 of this RFP). Upon completion of the initial review and evaluation of proposals, University may invite one or more selected Proposers to participate in oral presentations. University will use commercially reasonable efforts to avoid public disclosure of the contents of a proposal prior to selection of Contractor. University may make the selection of Contractor on the basis of the proposals initially submitted, without discussion, clarification or modification. In the alternative, University may make the selection of Contractor on the basis of negotiation with any of the Proposers. In conducting negotiations, University will use commercially reasonable efforts to avoid disclosing the contents of competing proposals. University may discuss and negotiate all elements of proposals submitted by Proposers within a specified competitive range. For purposes of negotiation, University may establish, after an initial review of the proposals, a competitive range of acceptable or potentially acceptable proposals composed of the highest rated proposal(s). In that event, University may defer further action on proposals not included within the competitive range pending the selection of Contractor; provided, however, University reserves the right to include additional proposals in the competitive range if deemed to be in the best interest of University. After the Submittal Deadline but before final selection of Contractor, University may permit Proposer to revise its proposal in order to obtain the Proposer's best and final offer. In that event, representations made by Proposer in its revised proposal, including price and fee quotes, will be binding on Proposer. University will provide each Proposer within the competitive range with an equal opportunity for discussion and revision of its proposal. University is not obligated to select the Proposer offering the most attractive economic terms if that Proposer is not the most advantageous to University overall, as determined by University.

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University reserves the right to (a) enter into an agreement for all or any portion of the requirements and specifications set forth in this RFP with one or more Proposers, (b) reject any and all proposals and re-solicit proposals, or (c) reject any and all proposals and temporarily or permanently abandon this selection process, if deemed to be in the best interests of University. Proposer is hereby notified that University will maintain in its files concerning this RFP a written record of the basis upon which a selection, if any, is made by University.

1.6 Proposer's Acceptance of Evaluation Methodology

Proposer (1) accepts [a] Proposal Evaluation Process (ref. Section 1.5 of APPENDIX ONE), [b] Criteria for Selection (ref. 2.3 of this RFP), [c] Specifications and Additional Questions (ref. Section 5 of this RFP), [d] terms and conditions of the Agreement (ref. APPENDIX TWO), and [e] all other requirements and specifications set forth in this RFP; and (2) acknowledges that some subjective judgments must be made by University during this RFP process.

1.7 Solicitation for Proposal and Proposal Preparation Costs

Proposer understands and agrees that (1) this RFP is a solicitation for proposals and University has made no representation written or oral that one or more agreements with University will be awarded under this RFP; (2) University issues this RFP predicated on University’s anticipated requirements for the Services, and University has made no representation, written or oral, that any particular scope of services will actually be required by University; and (3) Proposer will bear, as its sole risk and responsibility, any cost that arises from Proposer’s preparation of a proposal in response to this RFP.

1.8 Proposal Requirements and General Instructions

1.8.1 Proposer should carefully read the information contained herein and submit a complete proposal in response to all requirements and questions as directed.

1.8.2 Proposals and any other information submitted by Proposer in response to this

RFP will become the property of University. 1.8.3 University will not provide compensation to Proposer for any expenses incurred

by the Proposer for proposal preparation or for demonstrations or oral presentations that may be made by Proposer. Proposer submits its proposal at its own risk and expense.

1.8.4 Proposals that (i) are qualified with conditional clauses; (ii) alter, modify, or revise

this RFP in any way; or (iii) contain irregularities of any kind, are subject to disqualification by University, at University’s sole discretion.

1.8.5 Proposals should be prepared simply and economically, providing a

straightforward, concise description of Proposer's ability to meet the requirements and specifications of this RFP. Emphasis should be on completeness, clarity of content, and responsiveness to the requirements and specifications of this RFP.

1.8.6 University makes no warranty or guarantee that an award will be made as a


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result of this RFP. University reserves the right to accept or reject any or all proposals, waive any formalities, procedural requirements, or minor technical inconsistencies, and delete any requirement or specification from this RFP when deemed to be in University's best interest. University reserves the right to seek clarification from any Proposer concerning any item contained in its proposal prior to final selection. Such clarification may be provided by telephone conference or personal meeting with or writing to University, at University’s sole discretion. Representations made by Proposer within its proposal will be binding on Proposer.

1.8.7 Any proposal that fails to comply with the requirements contained in this RFP

may be rejected by University, in University’s sole discretion.

1.9 Preparation and Submittal Instructions

1.9.1 Specifications and Additional Questions Proposals must include responses to the questions in Specifications and Additional Questions (ref. Section 5 of this RFP). Proposer should reference the item number and repeat the question in its response. In cases where a question does not apply or if unable to respond, Proposer should refer to the item number, repeat the question, and indicate N/A (Not Applicable) or N/R (No Response), as appropriate. Proposer should explain the reason when responding N/A or N/R.

1.9.2 Execution of Offer Proposer must complete, sign and return the attached Execution of Offer (ref. Section 2 of APPENDIX ONE) as part of its proposal. The Execution of Offer must be signed by a representative of Proposer duly authorized to bind the Proposer to its proposal. Any proposal received without a completed and signed Execution of Offer may be rejected by University, in its sole discretion.

1.9.3 Pricing and Delivery Schedule Proposer must complete and return the Pricing and Delivery Schedule, as part of its proposal. In the Pricing and Delivery Schedule, the Proposer should describe in detail (a) the total fees for the entire scope of the Services; and (b) the method by which the fees are calculated. The fees must inclusive of all associated costs for delivery, labor, insurance, taxes, overhead, and profit. University will not recognize or accept any charges or fees to perform the Services that are not specifically stated in the Pricing and Delivery Schedule. In the Pricing and Delivery Schedule, Proposer should describe each significant phase in the process of providing the Services to University, and the time period within which Proposer proposes to be able to complete each such phase.

1.9.4 Proposer’s General Questionnaire Proposals must include responses to the questions in Proposer’s General Questionnaire (ref. Section 3 of APPENDIX ONE). Proposer should reference the item number and repeat the question in its response. In cases where a question does not apply or if unable to respond, Proposer should refer to the item number, repeat the question, and indicate N/A (Not Applicable) or N/R (No


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Response), as appropriate. Proposer should explain the reason when responding N/A or N/R.

1.9.5 Addenda Checklist Proposer should acknowledge all Addenda to this RFP (if any) by completing, signing and returning the Addenda Checklist (ref. Section 4 of APPENDIX ONE) as part of its proposal. Any proposal received without a completed and signed Addenda Checklist may be rejected by University, in its sole discretion.

1.9.6 Submission Proposer should submit all proposal materials as instructed in Section 3 of this RFP. RFP No. (ref. Title Page of this RFP) and Submittal Deadline (ref. Section 2.1 of this RFP) should be clearly shown (1) in the Subject line of any email transmitting the proposal, and (2) in the lower left-hand corner on the top surface of any envelope or package containing the proposal. In addition, the name and the return address of the Proposer should be clearly visible in any email or on any envelope or package. Proposer must also submit the HUB Subcontracting Plan (also called the HSP) as required by Section 2.6 of this RFP. University will not under any circumstances consider a proposal that is received after the Submittal Deadline or which is not accompanied by the HSP as required by Section 2.6 of this RFP. University will not accept proposals submitted by telephone or FAX transmission. Except as otherwise provided in this RFP, no proposal may be changed, amended, or modified after it has been submitted to University. However, a proposal may be withdrawn and resubmitted at any time prior to the Submittal Deadline. No proposal may be withdrawn after the Submittal Deadline without University’s consent, which will be based on Proposer's written request explaining and documenting the reason for withdrawal, which is acceptable to University.


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SECTION 2

EXECUTION OF OFFER

THIS EXECUTION OF OFFER MUST BE COMPLETED, SIGNED AND RETURNED WITH PROPOSER'S PROPOSAL. FAILURE TO COMPLETE, SIGN AND RETURN THIS EXECUTION OF OFFER WITH THE PROPOSER’S PROPOSAL MAY RESULT IN THE REJECTION OF THE PROPOSAL.

2.1 Representations and Warranties. Proposer represents, warrants, certifies, acknowledges, and agrees as follows:

2.1.1 Proposer will furnish the Services to University and comply with all terms, conditions, requirements and specifications set forth in this RFP and any resulting Agreement.

2.1.2 This RFP is a solicitation for a proposal and is not a contract or an offer to contract

Submission of a proposal by Proposer in response to this RFP will not create a contract between University and Proposer. University has made no representation or warranty, written or oral, that one or more contracts with University will be awarded under this RFP. Proposer will bear, as its sole risk and responsibility, any cost arising from Proposer’s preparation of a response to this RFP.

2.1.3 Proposer is a reputable company that is lawfully and regularly engaged in providing the

Services. 2.1.4 Proposer has the necessary experience, knowledge, abilities, skills, and resources to

perform the Services. 2.1.5 Proposer is aware of, is fully informed about, and is in full compliance with all applicable

federal, state and local laws, rules, regulations and ordinances relating to performance of the Services.

2.1.6 Proposer understands (i) the requirements and specifications set forth in this RFP and (ii)

the terms and conditions set forth in the Agreement under which Proposer will be required to operate.

2.1.7 Proposer will not delegate any of its duties or responsibilities under this RFP or the

Agreement to any sub-contractor, except as expressly provided in the Agreement. 2.1.8 Proposer will maintain any insurance coverage required by the Agreement during the entire

term. 2.1.9 All statements, information and representations prepared and submitted in response to this

RFP are current, complete, true and accurate. University will rely on such statements, information and representations in selecting Contractor. If selected by University, Proposer will notify University immediately of any material change in any matters with regard to which Proposer has made a statement or representation or provided information.

2.1.10 PROPOSER WILL DEFEND WITH COUNSEL APPROVED BY UNIVERSITY, INDEMNIFY, AND HOLD

HARMLESS UNIVERSITY, UT SYSTEM, THE STATE OF TEXAS, AND ALL OF THEIR REGENTS, OFFICERS, AGENTS AND EMPLOYEES, FROM AND AGAINST ALL ACTIONS, SUITS, DEMANDS, COSTS,


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DAMAGES, LIABILITIES AND OTHER CLAIMS OF ANY NATURE, KIND OR DESCRIPTION, INCLUDING REASONABLE ATTORNEYS’ FEES INCURRED IN INVESTIGATING, DEFENDING OR SETTLING ANY OF THE FOREGOING, ARISING OUT OF, CONNECTED WITH, OR RESULTING FROM ANY NEGLIGENT ACTS OR OMISSIONS OR WILLFUL MISCONDUCT OF PROPOSER OR ANY AGENT, EMPLOYEE, SUBCONTRACTOR, OR SUPPLIER OF PROPOSER IN THE EXECUTION OR PERFORMANCE OF ANY CONTRACT OR AGREEMENT RESULTING FROM THIS RFP.

2.1.11 Pursuant to Sections 2107.008 and 2252.903, Government Code, any payments owing to

Proposer under the Agreement may be applied directly to any debt or delinquency that Proposer owes the State of Texas or any agency of the State of Texas, regardless of when it arises, until such debt or delinquency is paid in full.

2.1.12 Any terms, conditions, or documents attached to or referenced in Proposer’s proposal are

applicable to this procurement only to the extent that they (a) do not conflict with the laws of the State of Texas or this RFP, and (b) do not place any requirements on University that are not set forth in this RFP. Submission of a proposal is Proposer's good faith intent to enter into the Agreement with University as specified in this RFP and that Proposer’s intent is not contingent upon University's acceptance or execution of any terms, conditions, or other documents attached to or referenced in Proposer’s proposal.

2.2 No Benefit to Public Servants. Proposer has not given or offered to give, nor does Proposer

intend to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor or service to a public servant in connection with its proposal. Failure to sign this Execution of Offer, or signing with a false statement, may void the submitted proposal or any resulting Agreement, and Proposer may be removed from all proposer lists at University.

2.3 Tax Certification. Proposer is not currently delinquent in the payment of any taxes due under Chapter 171, Tax Code, or Proposer is exempt from the payment of those taxes, or Proposer is an out-of-state taxable entity that is not subject to those taxes, whichever is applicable. A false certification will be deemed a material breach of any resulting contract or agreement and, at University's option, may result in termination of any resulting Agreement.

2.4 Antitrust Certification. Neither Proposer nor any firm, corporation, partnership or institution

represented by Proposer, nor anyone acting for such firm, corporation or institution, has violated the antitrust laws of the State of Texas, codified in Section 15.01, et seq., Business and Commerce Code, or the Federal antitrust laws, nor communicated directly or indirectly the proposal made to any competitor or any other person engaged in such line of business.

2.5 Authority Certification. The individual signing this document and the documents made a part of

this RFP, is authorized to sign the documents on behalf of Proposer and to bind Proposer under any resulting Agreement.

2.6 Child Support Certification. Under Section 231.006, Family Code, relating to child support, the

individual or business entity named in Proposer’s proposal is not ineligible to receive award of the Agreement, and any Agreements resulting from this RFP may be terminated if this certification is inaccurate.

2.7 Relationship Certifications.

No relationship, whether by blood, marriage, business association, capital funding agreement or



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by any other such kinship or connection exists between the owner of any Proposer that is a sole proprietorship, the officers or directors of any Proposer that is a corporation, the partners of any Proposer that is a partnership, the joint venturers of any Proposer that is a joint venture, or the members or managers of any Proposer that is a limited liability company, on one hand, and an employee of any member institution of UT System, on the other hand, other than the relationships which have been previously disclosed to University in writing.

Proposer has not been an employee of any member institution of UT System within the immediate

twelve (12) months prior to the Submittal Deadline.

No person who, in the past four (4) years served as an executive of a state agency was involved with or has any interest in Proposer’s proposal or any contract resulting from this RFP (ref. Section 669.003, Government Code).

All disclosures by Proposer in connection with this certification will be subject to administrative

review and approval before University enters into any Agreement resulting from this RFP with Proposer.

2.8 Compliance with Equal Employment Opportunity Laws. Proposer is in compliance with all

federal laws and regulations pertaining to Equal Employment Opportunities and Affirmative Action. 2.9 Compliance with Safety Standards. All products and services offered by Proposer to University

in response to this RFP meet or exceed the safety standards established and promulgated under the Federal Occupational Safety and Health Law (Public Law 91-596) and the Texas Hazard Communication Act, Chapter 502, Health and Safety Code, and all related regulations in effect or proposed as of the date of this RFP.

2.10 Exceptions to Certifications. Proposer will and has disclosed, as part of its proposal, any

exceptions to the information stated in this Execution of Offer. All information will be subject to administrative review and approval prior to the time University makes an award or enters into any Agreement with Proposer.

2.11 Manufacturer Responsibility and Consumer Convenience Computer Equipment Collection

and Recovery Act Certification. If Proposer will sell or lease computer equipment to University under any Agreement resulting from this RFP then, pursuant to Section 361.965(c), Health & Safety Code, Proposer is in compliance with the Manufacturer Responsibility and Consumer Convenience Computer Equipment Collection and Recovery Act set forth in Chapter 361, Subchapter Y, Health & Safety Code, and the rules adopted by the Texas Commission on Environmental Quality under that Act as set forth in 30 TAC Chapter 328. Section 361.952(2), Health & Safety Code, states that, for purposes of the Manufacturer Responsibility and Consumer Convenience Computer Equipment Collection and Recovery Act, the term “computer equipment” means a desktop or notebook computer and includes a computer monitor or other display device that does not contain a tuner.

2.12 Conflict of Interest Certification.

• Proposer is not a debarred vendor or the principal of a debarred vendor (i.e. owner, proprietor,

sole or majority shareholder, director, president, managing partner, etc.) either at the state or federal level.

• Proposer’s provision of services or other performance under any Agreement resulting from this RFP will not constitute an actual or potential conflict of interest.



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• Proposer has disclosed any personnel who are related to any current or former employees of University.

• Proposer has not given, nor does Proposer intend to give, at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor or service to an officer or employee of University in connection with this RFP.

2.13 Proposer should complete the following information:

If Proposer is a Corporation, then State of Incorporation: If Proposer is a Corporation then Proposer’s Corporate Charter Number: ______ RFP No.: _______

NOTICE: WITH FEW EXCEPTIONS, INDIVIDUALS ARE ENTITLED ON REQUEST TO BE INFORMED ABOUT THE INFORMATION THAT GOVERNMENTAL BODIES OF THE STATE OF TEXAS COLLECT ABOUT SUCH INDIVIDUALS. UNDER SECTIONS 552.021 AND 552.023, GOVERNMENT CODE, INDIVIDUALS ARE ENTITLED TO RECEIVE AND REVIEW SUCH INFORMATION. UNDER SECTION 559.004, GOVERNMENT CODE, INDIVIDUALS ARE ENTITLED TO HAVE GOVERNMENTAL BODIES OF THE STATE OF TEXAS CORRECT INFORMATION ABOUT SUCH INDIVIDUALS THAT IS INCORRECT. Submitted and Certified By: (Proposer Institution’s Name) (Signature of Duly Authorized Representative) (Printed Name/Title) (Date Signed) (Proposer’s Street Address) (City, State, Zip Code) (Telephone Number) (FAX Number)





47

SECTION 3

PROPOSER’S GENERAL QUESTIONN AI RE

NOTICE: WITH FEW EXCEPTIONS, INDIVIDUALS ARE ENTITLED ON REQUEST TO BE INFORMED ABOUT THE INFORMATION THAT GOVERNMENTAL BODIES OF THE STATE OF TEXAS COLLECT ABOUT SUCH INDIVIDUALS. UNDER SECTIONS 552.021 AND 552.023, GOVERNMENT CODE, INDIVIDUALS ARE ENTITLED TO RECEIVE AND REVIEW SUCH INFORMATION. UNDER SECTION 559.004, GOVERNMENT CODE, INDIVIDUALS ARE ENTITLED TO HAVE GOVERNMENTAL BODIES OF THE STATE OF TEXAS CORRECT INFORMATION ABOUT SUCH INDIVIDUALS THAT IS INCORRECT.

Proposals must include responses to the questions contained in this Proposer’s General Questionnaire. Proposer should reference the item number and repeat the question in its response. In cases where a question does not apply or if unable to respond, Proposer should refer to the item number, repeat the question, and indicate N/A (Not Applicable) or N/R (No Response), as appropriate. Proposer will explain the reason when responding N/A or N/R.

3.1 Proposer Profile

3.1.1 Legal name of Proposer Company:

Address of principal place of business: Address of office that would be providing service under the Agreement: Number of years in Business: State of incorporation: Number of Employees: Annual Revenues Volume:

Name of Parent Corporation, if any ______________________________

NOTE: If Proposer is a subsidiary, University prefers to enter into a contract or agreement with the Parent Corporation or to receive assurances of performance from the Parent Corporation.


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3.1.2 State whether Proposer will provide a copy of its financial statements for the past two (2) years, if requested by University.

3.1.3 Proposer will provide a financial rating of the Proposer entity and any related documentation (such as a Dunn and Bradstreet analysis) that indicates the financial stability of Proposer.

3.1.4 Is Proposer currently for sale or involved in any transaction to expand or to become acquired by another business entity? If yes, Proposer will explain the expected impact, both in organizational and directional terms.

3.1.5 Proposer will provide any details of all past or pending litigation or claims filed against Proposer that would affect its performance under the Agreement with University (if any).

3.1.6 Is Proposer currently in default on any loan agreement or financing agreement with any bank, financial institution, or other entity? If yes, Proposer will specify the pertinent date(s), details, circumstances, and describe the current prospects for resolution.

3.1.7 Proposer will provide a customer reference list of no less than three (3) organizations with which Proposer currently has contracts and/or to which Proposer has previously provided services (within the past five (5) years) of a type and scope similar to those required by University’s RFP. Proposer will include in its customer reference list the customer’s company name, contact person, telephone number, project description, length of business relationship, and background of services provided by Proposer.

3.1.8 Does any relationship exist (whether by family kinship, business association, capital funding agreement, or any other such relationship) between Proposer and any employee of University? If yes, Proposer will explain.

3.1.9 Proposer will provide the name for each person having at least 25% ownership interest in Proposer. This disclosure is mandatory pursuant to Section 231.006, Family Code, and will be used for the purpose of determining whether an owner of Proposer with an ownership interest of at least 25% is more than 30 days delinquent in paying child support.

Under Section 231.006, Family Code, the vendor or applicant certifies that the individual or business entity named in this contract, bid, or application is not ineligible to receive the specified grant, loan, or payment and acknowledges that this contract may be terminated and payment may be withheld if this certification is inaccurate.

3.2 Approach to Project Services

3.2.2 Proposer will provide a statement of the Proposer’s service approach and will describe any unique benefits to University from doing business with Proposer. Proposer will briefly describe its approach for each of the required services identified in Section 5.4 Scope of Work of this RFP.

3.2.3 Proposer will provide an estimate of the earliest starting date for services following execution of the Agreement.

3.2.4 Proposer will submit a work plan with key dates and milestones. The work plan \

3.2.3.1 Identification of tasks to be performed;


49

3.2.3.2 Time frames to perform the identified tasks;

3.2.3.3 Project management methodology;

3.2.3.4 Implementation strategy; and

3.2.3.5 The expected time frame in which the services would be implemented.

3.2.5 Proposer will describe the types of reports or other written documents Proposer will provide (if any) and the frequency of reporting, if more frequent than required in the RFP. Proposer will include samples of reports and documents if appropriate.

3.3 General Requirements

3.3.2 Proposer will provide summary resumes for its proposed key personnel who will be providing services under the Agreement with University, including their specific experiences with similar service projects, and number of years of employment with Proposer.

3.3.3 Proposer will describe any difficulties it anticipates in performing its duties under the Agreement with University and how Proposer plans to manage these difficulties. Proposer will describe the assistance it will require from University.

3.4 Service Support

Proposer will describe its service support philosophy, how is it implemented, and how Proposer measures its success in maintaining this philosophy.

3.5 Quality Assurance

Proposer will describe its quality assurance program, its quality requirements, and how they are measured.

3.6 Miscellaneous

3.6.2 Proposer will provide a list of any additional services or benefits not otherwise identified in this RFP that Proposer would propose to provide to University. Additional services or benefits must be directly related to the goods and services solicited under this RFP.

3.6.3 Proposer will provide details describing any unique or special services or benefits offered or advantages to be gained by University from doing business with Proposer. Additional services or benefits must be directly related to the goods and services solicited under this RFP.

3.6.4 Does Proposer have a contingency plan or disaster recovery plan in the event of a disaster? If so, then Proposer will provide a copy of the plan

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SECTION 4

ADDENDA CHECKLIST

Proposal of:

(Proposer Company Name)

To: The University of Texas at Arlington

Ref.: Services related to the

RFP No.: 2017-003 Ladies and Gentlemen:

The undersigned Proposer hereby acknowledges receipt of the following Addenda to the captioned RFP (initial if applicable).

No. 1 _____ No. 2 _____ No. 3 _____ No. 4 _____ No. 5 _____

Respectfully submitted,

Proposer: By:

(Authorized Signature for Proposer)

Name:

Title:

59

APPENDIX TWO

60

61


62


63

64


53

65

66

67

68

APPENDEX THREE

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APPENDIX FOUR

ACCESS BY INDIVIDUALS WITH DISABILITIES

Access by Individuals with Disabilities. Contractor represents and warrants (“EIR Accessibility Warranty”) that the electronic and information resources and all associated information, documentation, and support that it provides to the University under this Agreement (collectively, the “EIRs”) comply with the applicable requirements set forth in Title 1, Chapter 213, Texas Administrative Code and Title 1, Chapter 206, Rule §206.70, Texas Administrative Code (as authorized by Chapter 2054, Subchapter M, Government Code.) To the extent Contractor becomes aware that the EIRs, or any portion thereof, do not comply with the EIR Accessibility Warranty, then Contractor represents and warrants that it will, at no cost to University, either (1) perform all necessary remediation to make the EIRs satisfy the EIR Accessibility Warranty or (2) replace the EIRs with new EIRs that satisfy the EIR Accessibility Warranty. In the event that Contractor is unable to do so, then the University may terminate this Agreement and Contractor will refund to the University all amounts the University has paid under this Agreement within thirty (30) days after the termination date.

Accessibility Information Please complete the Voluntary Product Accessibility Template (“VPAT”) found at http://www.itic.org/index.php?submenu=resources&src=gendocs&ref=vpat&category=resources and submit the VPAT with Proposer’s proposal.

http://www.itic.org/index.php?submenu=resources&src=gendocs&ref=vpat&category=resources

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APPENDIX FIVE

ELECTRONIC AND INFORMATION RESOURCE ENVIRONMENT SPECIFICATIONS

The specifications, representations, warranties and agreements set forth in Proposer’s responses to this APPENDIX FIVE will be incorporated into the Agreement.

University is primarily a Microsoft products] environment.

Basic Specifications

1. If the EIR will be hosted by University, please describe the overall environment requirements for the EIR (size the requirements to support the number of concurrent users, the number of licenses and the input/output generated by the application as requested in the application requirements).

A. Hardware: If Proposer will provide hardware, does the hardware have multiple hard drives

utilizing a redundant RAID configuration for fault tolerance? Are redundant servers included as well? UTA requires at least a RAID1 redundancy on our servers, if not RAID5 or RAID6

B. Operating System and Version: Typical OS configuration is Red Hat Enterprise Linux Server version 5.11.

C. Web Server: Is a web server required? If so, what web application is required (Apache or IIS)? What version? Are add-ins required? Apache service will be used as a web server (httpd-2.2.3-92.el5_11), and it runs the PHP extension (php-5.1.6-45.el5_11)

D. Application Server: Related information refers to point C.

E. Database: Oracle Database 10g Enterprise Edition Release 10.2.0.4.0, however we are considering other options for smaller projects

F. Other Requirements: Are any other hardware or software components required?

G. Assumptions: List any assumptions made as part of the identification of these environment

requirements. The online system will be hosted in house in one of our typical environments.

H. Storage: What are the space/storage requirements of this implementation? Most PHP applications are relatively small around 20MB. So, UTA requires at least 20 MB.

I. Users: What is the maximum number of users this configuration will support? As we have multiple servers that are load balanced, it should handle more than enough concurrent sessions, well over 1,000+ sessions

J. Clustering: How does the EIR handle clustering over multiple servers?

71

UTA has load balancers that manages applications across multiple servers.

K. Virtual Server Environment: Can the EIR be run in a virtual server environment? Anything really can be run in a virtualized environment now. VPS environments appears just like an independent physical server to the network.

2. If the EIR will be hosted by Proposer, describe in detail what the hosted solution includes, and address, specifically, the following issues: 1. Describe the audit standards of the physical security of the facility; and 2. Indicate whether Proposer is willing to allow an audit by University or its representative.

3. If the user and administrative interfaces for the EIR are web-based, do the interfaces support Firefox on Mac as well as Windows and Safari on the Macintosh?

4. If the EIR requires special client software, what are the environment requirements for that client

software? 5. Manpower Requirements: Who will operate and maintain the EIR? Will additional University full time

employees (FTEs) be required? Will special training on the EIR be required by Proposer’s technical staff? What is the estimated cost of required training?

6. Upgrades and Patches: Describe Proposer’s strategy regarding EIR upgrades and patches for both

the server and, if applicable, the client software. Include Proposer’s typical release schedule, recommended processes, estimated outage and plans for next version/major upgrade.

Security

1. Has the EIR been tested for application security vulnerabilities? For example has the EIR been

evaluated against the Open Web Application Security Project (OWASP) Top 10 list that includes flaws like cross site scripting and SQL injection? If so, please provide the scan results and specify the tool used. University will not take final delivery of the EIR if University determines there are serious vulnerabilities within the EIR.

2. Which party, Proposer or University, will be responsible for maintaining critical EIR application

security updates?

3. If the EIR is hosted, indicate whether Proposer’s will permit University to conduct a penetration test on University’s instance of the EIR.

4. If confidential data, including HIPPA or FERPA data, is stored on the EIR, will the data be encrypted at rest and in transmittal?

Integration

1. Is the EIR Authentication Security Assentation Markup Language (SAML) compliant? Has Proposer

ever implemented the EIR with Shibboleth authentication? If not, does the EIR integrate with Active Directory? Does the EIR support SSL connections to this directory service?

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2. Does the EIR rely on Active Directory for group management and authorization or does the EIR maintain a local authorization/group database?

3. What logging capabilities does the EIR have? If this is a hosted EIR solution, will the University have access to implement logging with the University’s standard logging and monitoring tools, RSA’s Envision?

4. Does the EIR have an application programming interface (API) that enables us to incorporate it with other applications run by the University? If so, is the API Net Based, Web Service Based or other?

5. Will University have access to the EIR sources code? If so, will the EIR license permit University to make modifications to the source code? Will University’s modifications be protected in future upgrades?

6. Will Proposer place the EIR source code in escrow with an escrow agent so that if Proposer is no longer in business or Proposer has discontinued support, the EIR source code will be available to University?

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APPENDIX SIX

INFORMATION SECURITY RIDER

An Excel version of our Information Security Rider can be found at the link provided below: https://www.uta.edu/security/cloud_procurement/UTA_Information%20Security_Sponsoring_Department_Questionnaire_v1.3.xlsx

https://www.uta.edu/security/cloud_procurement/UTA_Information%20Security_Sponsoring_Department_Questionnaire_v1.3.xlsx

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APPENDIX SEVEN

PERFORMANCE BOND Surety Bond No. STATE OF TEXAS § KNOW ALL MEN BY THESE PRESENTS: COUNTY OF § That we, ___________________________________________________, as Principal, and ____________________________________, as Surety, are hereby held and firmly bound unto the State of Texas as Obligee in the penal sum of ___________________________________________________ ($_____________) for payment whereof the said Principal and Surety bind themselves, their heirs, executors, administrators, and successors, jointly and severally, firmly by these presents. The conditions of this obligation are such that whereas the Principal entered into a certain contract, hereto attached, and made a part hereof, with the State of Texas, acting by and through ___________________________________________________, dated ________________, 20___, for _____________________________________________. NOW THEREFORE, the condition of this obligation is such that, if the Principal shall faithfully perform the said contract in accordance with the plans and specifications and contract documents, and shall fully indemnify and save harmless the State of Texas from all cost and damage which the State of Texas may suffer by reason of Principal's default or failure so to do and shall fully reimburse and repay the State of Texas all outlay and expense which the State of Texas may incur in making good any such default, then this obligation shall be null and void, otherwise it shall remain in full force and effect. In the event that the Principal is declared in default under the said contract, the Surety will within Fifteen (15) days of the State of Texas' declaration of such default take over and assume completion of said contract and become entitled to the payment of the balance of the contract price. Conditioned upon the Surety's faithful performance of its obligations, the liability of the Surety for the Principal's default shall not exceed the penalty of this bond. The Surety agrees to pay to the State of Texas upon demand all loss and expense, including attorney's fees, incurred by the State of Texas by reason of or on account of any breach of this obligation by the Surety. Provided further, that if any legal action be filed upon this bond, venue shall lie in the county where the said contract is to be performed.

Provided further, that the Surety, for value received, hereby stipulates and agrees that no change, extension of time, alteration or addition to the terms of the said contract, or to the work to be performed thereunder, or the specifications accompanying the same, shall in anywise affect its obligation on this bond, and it does hereby waive notice of any such change, extension of time, alteration or addition, to the terms of the said contract or to the work or to the specifications. By signature hereon, if the amount of this bond exceeds $100,000, then the Surety attests that at the time the bond was executed (and Surety shall provide the Obligee with evidence of the following):

(1) it was a holder of a certificate of authority from the United States Secretary of the Treasury to qualify as a surety on obligations permitted or required under federal law; or

(2) had reinsured any liability in excess of $100,000 by a reinsurer holding a certificate of authority from the United States Secretary of the Treasury.

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IN WITNESS WHEREOF, the above bound parties have executed this instrument under their several seals this day of in the year , the name and corporate seal of each corporate party being hereto affixed, and these presents duly signed by its undersigned representative pursuant to authority of its governing body.

(SEAL)

ATTEST:

Principal

By: By:

(SEAL)

(Typed Name and Title) (Typed Name and Title)

Surety ATTEST:

By: By:


Surety's Texas Local Recording Surety's Home Office Agent or Servicing

Agent or Resident Agent: Agent:

(Signature)

(Typed Name)

License No.

Name: Title:

File No.

Address: Address:

Telephone No.: Telephone No.:

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Surety Bond No.

APPENDIX EIGHT PAYMENT BOND

STATE OF TEXAS §

COUNTY OF §

KNOW ALL MEN BY THESE PRESENTS:

That we, , as Principal, and , as Surety, are hereby held and firmly bound unto the State of Texas as Obligee in the penal sum of ($ ) for the payment whereof, the said Principal and Surety bind themselves, their heirs, executors, administrators, and successors, jointly and severally, firmly by these presents.

The conditions of this obligation are such that whereas the Principal entered into a certain

contract, hereto attached, and made a part hereof, with the State of Texas, acting by and through The University of Texas Health Center at Tyler, on behalf of the Northeast Texas Telecommunications Network (also known as the Northeast Texas Initiative), dated , , for

(Project No. ).

NOW, THEREFORE, the condition of this obligation is such that, if the Principal shall promptly make

payments to all claimants of all persons supplying labor and materials in the prosecution of the work provided for in said contract, then this obligation shall be null and void, but otherwise it shall remain in full force and effect.

In the event that the Principal fails to promptly pay when due persons who have supplied labor, materials, or supplies used in the performance of the said contract, the Surety will, upon receipt of notice from the State of Texas or a claim in the form required by law, satisfy all undisputed balances due, and make arrangements satisfactory to the interested parties to resolve all amounts disputed in good faith, but in no event shall the liability of the Surety for the Principal's failure to promptly pay for labor, materials, or supplies exceed the penalty of this bond.

This Surety agrees to pay the State of Texas upon demand all loss and expense, including attorney's fees, incurred by the State of Texas by reason or on account of any breach of this obligation by Surety.

Provided further, that this bond is made and entered into for the protection of all claimants supplying labor and material in the prosecution of the work provided for in said Contract, and all such claimants shall have a direct right of action under the bond. If any legal action is filed upon this bond, venue shall be in the county where the said contract is to be performed.

By signature hereon, if the amount of this bond exceeds $100,000, then the Surety attests that at the time the bond was executed (and Surety shall provide the Obligee with evidence of the following):

(1) it was a holder of a certificate of authority from the United States Secretary of the Treasury to qualify as a surety on obligations permitted or required under federal law; or

(2) had reinsured any liability in excess of $100,000 by a reinsurer holding a certificate of authority from the United States Secretary of the Treasury.

77

IN WITNESS WHEREOF, the above bounden parties have executed this instrument under their several seals this day of in the year , the name and corporate seal of each corporate party being hereto affixed, and these presents duly signed by its undersigned representative pursuant to authority of its governing body.

(SEAL)

ATTEST:

_

Principal

By: By:


(SEAL)

ATTEST:

Surety

By: By:


Surety's Texas Local Recording Surety's Home Office Agent or Servicing

Agent or Resident Agent: Agent:

Name: (Signature) Title: (Typed Name) License No. File No. Address: Address: Telephone No.: Telephone No.:

© 2016 UTA SCHOOL OF SOCIAL WORK ALL RIGHTS RESERVED

University of Texas Arlington School of Social Work Office of Field Education

Internship Management System (IMS)

Project Manager Dr. Jane Hickerson, Assistant Dean of Office of Field

Education

July 06, 2016

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Blank Page

2


Contents Page

Project Results and Timeline Project Summary 04 Detailed Project Description 06 PART 1: APPLICATIONS 06

1.1. Administrators 06 1.2. Student Applications 07 1.3. Agency Applications 29 1.4. Field Instructor Applications 40 1.5. Agency Intern Request 44 1.6. Field Liaison Applications 45

PART 2: STUDENT ASSIGNMENTS 48 2.1. Student-Agency Assignments 48 2.2. Student-Field Instructor Assignments 57 2.3. Student-Field Liaison Assignments 59

PART 3: VIEWING AND REPORTING 67 PART 4: COMMUNICATIONS 69

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PROJECT SUMMARY

The Internship Management System is a web-based system and will be used by multiple types of users. Those users are students, agency users (main contact and field instructors), administrators, and field liaisons. Each type of user has different system functions.

The system must have, but not limited to, the functions/requirements below.

- Be responsive so that it can be appropriately viewed by multiple smart devices; - User account creation and password reset; - Information boards for different types of users; - Notifications sent to users regarding actions; - Reporting functions; - Status arrows; - Emailing function, which allows the admin to select different types of users and specific user names; - Admin’s capacity to edit, delete, and add data fields in the system; in other words, data field are scalable/editable by

the Admin. - Admin’s capacity to view another user’s screen. - The system must have branding feature, which allows the administrator to upload the University branding logo/design.

• Students: they should have the functions below. a. Apply for Field: This function will bring students to the application page. There should be an option for student to

use previous application and edit it to create a new application. b. View agencies: This is where students can view agencies with detailed information. This place also allows students

filter variables to view the desired agencies with agency affiliation status (Pending, Submitted, Approved, and Affiliated).

c. Check Application and Internship Status: This function will bring students to their Application Status and Internship Status. This is a page where they can view the status arrows.

d. Information Board

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• Agencies: They have two kinds of users. One kind of user is the main contact of agency. This person creates the agency application and has the ability to edit the agency information. The other kind of user is the field instructors. They have limited functions.

a. Main Contact of Agency: This person should have the functions below. i. Apply for Affiliation: This function will bring the main contact to the agency application page. ii. Check Application Status

iii. Information Board iv. Updating Agency Profile and Field Instructor Information v. Request Interns

vi. View or Decline Assigned Students vii. Assign Students to Field Instructors

viii. View or Export Reports b. Field Instructors

i. Updating My Profile ii. Information Board

iii. View Assigned Students iv. Become the Main Contact of Agency (A Field Instructor can set him/herself to be the main contact if not

refused by the current main contact) v. View or Export Reports

• Field Liaisons a. Create a Field Liaison Profile: this will lead to the application page. b. Information board c. View Students, Agencies, and Field Instructors d. View or Export Reports

• Administrators a. View and Assign Students (Admins can view student applications, assign students to agencies.) b. Assign Students to Field Instructors c. Assign Students to Field Liaisons d. View Agencies and Assigned Students e. User Account Settings (Admin can edit user information, reset password, deactivate/activate a user, delete a user,

5


f. Application Settings (Admins can set up dates for internship periods for both split and block placements. They can also create semesters, set up application period for each semester, etc).

g. Information board settings (Admin can input text as information for students, agencies, field instructors, and field liaisons)

h. View or Export Reports

In addition to these basic features, we expect that the system can be added with advanced features. Those are:

- A portal that allows for the creation of the student learning contracts (which can be accessed and edited by the student, field instructor, and field liaison), timesheets, and supervision logs.

- Student and Agency automatic matching - Importing data from the University database (Student ID and course numbers) - Survey and Evaluation tools - Mobile applications run on Android and iOS.

We have included some data fields and designs in the project description. The design is a suggestion only. The project description provided may not be complete. Therefore, we would be willing to discuss the project with programmers. Please see Detail Project Description for more information.

6


DETAILED PROJECT DESCRIPTION

PART 1: APPLICATIONS

1.1. Administrators

When a user has more than one role, then after the user logs in, there should be a list box for the user to choose one of his/her roles from the list. This must apply to students, administrators, main contacts of agencies, field liaisons, and field instructors. In addition, there should be a function for making that role the default role for that user.

Essential Administrators These Administrators have the authority to do the following: • Review, edit, and approve student applications • Retrieve student applications from Withdrawn and edit some responses on student applications when requested by

students (Please see 1.2. Student Applications and Table P1-01 regarding what type of information Essential Admins can edit.)

• See the screen shown on Table P4-01 to review • View all student applications of all statuses, but cannot assign students to agencies • Run reports on Pending, Submitted, and Approved applications only • Assign students to field liaisons • Assist users (students, main contacts of agencies, field instructors, field liaisons in creating a user account • Input course and section numbers of field liaisons

Head Administrator Head Administrator is the Assistant Dean of Field Education, who has the authority to do the following • Use functions that Essential Admins use • Add other Administrators to the system • Has full authority in the system

Advisor Administrators

They are Field Advisors, who have the authority to do the following

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• Use functions that Essential Admins use • Has the authority as the Head Admin, except that they cannot add a new Administrator in the system.

1.2. Student Applications

Students need to apply through the system in order for the Administrators to approve their applications and assign them to field placement agencies. To create an account, the student needs to use my mav email address. The system only allows my mav email address to create a new account. The system will send an email to the student for the student to confirm and activate the account.

Below are data fields, input data, and descriptions that go along with input data. Please note that all field names, input data, and information for users should be editable by Administrators. These should be divided by pages according to sections: Student Profile, Education Background, Work Experience, Social Work Practicum Experience, Voluntary experience, Internship Program, Professional Liability Insurance, and Selecting Preferred Agencies. Show on top and bottom of page the progress of application based on the sections above.

Note: Please make the font on the arrow bigger.

Have buttons Save /Next/ review/ Submit/ Withdraw on every page/section of application.

Table P1-01: Student Application Row Field Name Input Data Description

Student Profile 0 Internship Program • 0 Mav ID Number A 10 digit number

(This number cannot be edited) This field stores unique 10-digit student ID numbers.

1 Eligibility Eligible to apply and eligible to start Semester Year internship

Calculating eligibility to apply and to do internship Eligible to apply and eligible to start Semester Year internship

8

Student

Education Backgroun

Work

Previous Social Work

voluntary Experienc

Internship

Liability

Selecting Preferre

Criminal and Substance


Not eligible to apply Show courses: • Prerequisite courses completed: xxxxxxxx • Prerequisite courses that will be completed prior to internship:

xxxxxx The information will be provided later.

2 Student Name First Name Middle Name Last Name

This should contain three names. There should be three fields for this.

This should be available in My Mav. 3 Student Address Normal physical address This field provides information for calculating distance from student’s

address to the placement agency. Please note that student address is NOT the only location for distance calculation. Student should have the input to include work address and another address.

This should be available in My Mav.

Verifying tool: Google or anything that can verify the address to ensure accuracy.

Please enter location from which you would drive to your field placement

o Same as above o Different location

No

If “Same as above”, populate the Student Address in the address fields

If “Different location”, pop up address fields for the student to enter. This address will be used to calculate distance to student field placement.

4 Student Phone Number 1234-567-890 This field contains 10-digit phone numbers with the format shown.

This should be available in My Mav. The system should ask to update his/her phone number.

5 Student Email [email protected] This field only takes *@mavs.uta.edu because only UTA students with valid MAV’s emails can use this application.

This should be available in My Mav, but the system should ask students to input two things: Mav ID Number and email address.

6 Education Medium Online Education Traditional Education

This field contains these three types of education medium.

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Fort Worth cohort Information for students:

Online Education is for students that are taking all classes online as defined by Advising Office that students are online students. Traditional Education is for students that are taking classes on campus.

7 Classification BSW Foundation MSW Advanced MSW

This field tells whether a student is BSW, Foundation-Year MSW, or Advanced Graduate. Only when student has chosen “Advanced Graduate” do “Aging” “Children and Families” “Health” “Mental Health and Substance Abuse” “Community and Administrative Practice” in the Specialties field pop up.

If this information can be drawn from MyMav, it would be great because it should appear pre-selected for the student.

8 Concentration Direct Practice Macro

Macro has Community and Administrative Practice Direct Practice has four specialties: Aging, Children and Families, Health Services, Mental health and Substance Abuse,

9 Specialties Aging Children and Families Health Services Mental Health and Substance

Abuse Community and Administrative

Practice

Refer to Description of Row 8.

If this information can be drawn from MyMav, it would be great because it should appear pre-selected for the student. If so, this should allow student to edit. Sometimes, students take a specialty course as an elective.

There are courses that the system can be made to calculate to find specialty of the student.

Educational Background 11 College Some students have attended more than one college. Thus, this should allow

student to enter multiple education institutions

Information for Users: Please type in your college name

12 Degrees Information for Users: Please type in your degree name

13 Month Have all months in a drop down box for selection. 14 Year Have some years in a drop down box for selection.

Employment History Only for paid past and/or current employment related to Social Work

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15 Please describe your work experience?

Show some instructions.

16 Employer Have a text box for students to type 17 Position Have a text box for students to type 18 Month Have a title “From” Above Month and Year.

Have all months in a drop down box for selection. 19 Year Have a title “From” Above Month and Year.

Have some years in a drop down box for selection. 20 Month Have a title “To” Above Month and Year.

Have all months in a drop down box for selection. Year Have a title “To” Above Month and Year.

Have some years in a drop down box for selection. Add another one Yes

No If yes, show more set of fields related to employment. If no, skip to the next section

Previous Social Work Practicum This section should pull data from the system and E-intern if applied to

student. Have you done Social

Work internship as a part of UTA Social Work programs?

Yes No

If “Yes”, then pull data from the system(s). Then, the system will have the follow fields pop up. If “No”, then skip to the next question/section.

Agency/Organization Show drop down list for users to choose from. This list is retrieved from the database.

Program Text box for inputting text Title Text box for inputting text Month A month Have a title “From” Above Month and Year.

Have all months in a drop down box for selection. Year A year Have a title “From” Above Month and Year.

Have some years in a drop down box for selection. Month A month Have a title “To” Above Month and Year.

Have all months in a drop down box for selection. Year A year Have a title “To” Above Month and Year.

Have some years in a drop down box for selection. Add another one

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Volunteer Experience Have you had a

volunteer experience in an organization?

Yes No

If “Yes”, then show the fields below. If “No”, then skip to the next section.

Agency/Organization Text box for inputting text Program Text box for inputting text Title Text box for inputting text Month A month Have a title “From” Above Month and Year.

Have all months in a drop down box for selection. Year A year Have a title “From” Above Month and Year.

Have some years in a drop down box for selection. Month A month Have a title “To” Above Month and Year.

Have all months in a drop down box for selection. Year A year Have a title “To” Above Month and Year.

Have some years in a drop down box for selection. Add another one Internship Program

10 Internship Options Block Internship Split Internship

Description on Internship options • Block Internship: have the system show a label saying “This

internship is one semester long and requires 480 hours for Advanced MSW students.” It starts from INPUT DATE and ends on INPUT DATE. INPUT DATES are set by administrator when he/she allows internship applications to be on. If Foundation MSW students, have the system show a label saying “This internship is one semester long and requires 480 hours for Foundation MSW students.” It starts from INPUT DATE and ends on INPUT DATE.

• If a BSW applies for Block internship, have the level saying “This is applicable only when you are applying for CPS Title IV-E Grant. It is one semester long. The total number of required hours is 480 hours.” INPUT DATES are the same.

• Split Internship: have the system show a label saying “This internship is two-semester long and requires 250 hours for each semester for Advanced MSW students.” It starts from INPUT DATE and ends on

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INPUT DATE. INPUT DATES are set by administrator when he/she allows internship applications to be on. If the application is for BSW student, it says “ “This internship is two-semester long and requires 240 hours for each semester for BSW students.” It starts from INPUT DATE and ends on INPUT DATE.

Internship Program Portion

1st Split This only applies to Split Internship, not block. If students choose “Split Internship”, then automatically show “1st Split”. Then, also include this label saying “You will start your “1st Split internship in X semester”, where X is the semester the student is applying for internship. “You do not need to apply for 2nd Split internship. Your 2nd Split internship will start in Y semester”, where Y is the next semester of the semester student is applying for internship. “You will be interning at the same agency over the course of the two semesters.”

This does not been to be shown for a block internship.

Semester Spring Year Summer Year Fall Year

One of these options will appear automatically due to administration permission for the applicable semester. EX. Spring 2016, Summer 2016, or Fall 2016. Thus, this option is default for students.

Areas of Interest Addiction and mental health disorders

Adoption/foster care Child abuse and neglect Corrections/Criminal Justice

System Disabilities Domestic violence Education/skills trainings Gerontology/health Health issues HIV/AIDS Homelessness Housing

The responses here will be made available by using by the agencies’ responses, from the field “Areas of Work”. When they complete their agency applications, they will have to enter areas of work on their applications.

Information for Users: These areas of work refer to the issues to which the program or agency is addressing. This area may not represent the work of the whole program or agency.

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Mental health disorders Neighborhood revitalization Nonprofit management Other Physical rehabilitation Poverty/Hunger Refugees/Immigrants Research/evaluation School Social work Skills trainings Social services Teen parenting

Individual Practicum Needs

Practicum Expectations Instructions for users: Please briefly describe your expectations of your internship experience. If you do not have information for this, please leave it blank.

Available hours for internship

Weekdays: from Time AM/PM to Instructions: “Agencies do not offer evenings and weekend hours Time AM/PM exclusively.” More info will be added later. Saturday: from Time AM/PM to Time AM/PM Sunday: from Time AM/PM to Time Allow students to choose weekdays, Saturday, and Sunday hours from which AM/PM time to which time.

Special conditions Yes =>Text Box If “Yes”, then show a text box the stud

ent can enter information.

Wheelchair accessibility needed:

Yes No

Professional Liability Insurance

Instructions If you haven’t purchased professional liability insurance, please follow the link to purchase http://www.uta.edu/ssw/field/liability-insurance.php You need this professional liability insurance to cover your

Effective Date: mm/dd/yyyy

Allow student to upload certificate of insurance.

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http://www.uta.edu/ssw/field/liability-insurance.php

http://www.uta.edu/ssw/field/liability-insurance.php


Expiration Date: mm/dd/yyyy Coverage: 1-3 Million 1-4 Million 1-5 Million Other: individual claim

limit: X Million; aggregate claim limit: y Million

Attach certificate of insurance

Dates: are in mm/dd/yyyy format. Coverage: have drop down list showing those three options. If the student put other, ask the student to type in the

Description on Coverage: Other: individual claim limit: X Million (where x is an input number

and Million is label.); aggregate claim limit: y Million (where y is an input number and Million is a label.) Then, after the user inputs the values, the system will calculate if the coverage meets the requirement.

If the individual claim limit is equal or greater than 1 and if the aggregate claim limit is equal or greater than 3, then the system allows that. Otherwise, the system displays a message saying that “the insurance coverage has to be at least 1-3 million.

Description on dates: If the effective is before or on the internship start date and the

expiration date is on or after the internship end date, then the system allows that.

Description on the two conditions: If the two conditions above meet the requirements, the system show a tick mark showing that insurance is good. Otherwise, show message saying that student needs to get the right insurance. A wording of this will be provided later.

Selecting Agencies Names of agencies The system will show a list of agencies that have requested interns according

to their classifications and other variables. Those include • Enter key word to search. • Agencies requesting BSW, Foundation MSW, Advanced MSW. So,

show only agencies that match student classification. • Agencies that go along with their specialty (Aging, Mental Health,

Health, Children and Families, or Community and Administrative Practice)

• Locations (allow student to sort by city)

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• Hours (allow student to sort by hours: M-F, Sat hours, Sun hours

• Agency setting (allow student to sort by agency setting) • Areas of work (show many areas for sorting) • Population (allow student to sort by population) • Age range (allow student to sort by age group or all)

This should appear like an excel spread sheet for sorting by using a drop down function.

Please see Table P1-02 for more a sample table.

Criminal and Substance Abuse History

“Some agencies require a clear criminal history while some do not. Please provide honest answers for the purpose of field placement assignment. The agencies will not be able to see this. Only staff of the school of social work can see it.” And so, make it visible to only Admins.

Criminal History Yes => text box No

If “Yes”, have a text box for entering what type of criminal history. If “No”, skip to the next question.

Substance Abuse Yes => text box No

If “Yes”, have a text box for entering what type of substance abuse. If “No”, skip to the next question/section.

Acknowledgement “International students who are holding an F1 or M1 visa are required by law to submit Curricular Practical Training (CPT), Optional Practical Training (OPT) (pre-completion or post- completion) or Science, Technology, Engineering, and Mathematics (STEM) Optional Practical Training Extension (OPT). Please contact UTA’s Office of International Education.”

Note: wording can be changed in the future.

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I acknowledge that I have read

and understood the above statement and

Save /Next/ review/ Submit/Withdraw

Have these buttons show up on every page throughout the pages from top to bottom. Save: save what has been input. This allows users to log off and come back later to work on application. Next: save and go to the next section to enter information Review: allow user to review current section and previous sections Submit: verify completion of application and submit to admin.

17


Table P1-02: Requesting Agencies (continued from Selecting Agencies)

Agency Settings (Show/Hide buttons) Show agencies with available spots Show the number of students that have chosen your selected agencies Show all agencies, including those who have not requested interns

Please select agency settings to display matching agencies

Best Match with your profile This will show agencies that best match your application based on the information you have entered above.

Show label “Having the selected agencies on your application does not mean that you will be placed at one of those agencies.”

Manual selections Please select the options below to view agencies Show label “Having the selected agencies on your application does not mean that you will be placed at one of those agencies.”

Service Locations Arlington Dallas And so on

State TX OK And so on

Internship Hours 1 Weekdays from Time to Time Sat from Time to Time Sun from Time to Time

Agency Requirements None

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Criminal background

Sex Offender registry Drug screen 10 Panel drug screen Substance abuse screen TB test Immunizations Measles, Mumps, Rubella (MMR) Varicella (Chickenpox) Tdap (Tetanus, diphtheria, acellular pertussis) Hepatitis A Hepatitis B Influenza Other: Please specify CPR Certificate Good standing with school Health insurance Professional liability insurance

Specialty Generalist Practice (for only BSW and Foundation-Year MSW students only) Aging (for Advanced MSW students only) Children and Families (for Advanced MSW students only) Health (for Advanced MSW students only) Mental Health and Substance Abuse (for Advanced MSW students only) Community and Administrative Practice (for Advanced MSW students only) (Note: Do not allow students to add a preferred agency that is not his/her specialty)

Distance Within 10 mi radius Within 20 mi radius Within 30 mi radius Within 40 mi radius All distances

Travel Time Including toll roads Exclude toll roads Within 20 mn Within 30 mn Within 45 mn

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Within 60 mn

More than 60 mn Work Place Setting College/university

Community organizer/coalition Court/jail CPS Grade education setting Grant making agency Health clinic Home-based services Hospice Hospital Mental health inpatient/outpatient Nursing Home Other Police Department Psychiatric Hospital Rehabilitation facility Research Institute Residential Center Veterinary Clinic

Client Population Draw from database Areas of work Addiction and mental health disorders

Adoption/foster care Child abuse and neglect Corrections/Criminal Justice System Disabilities Domestic violence Education/skills trainings Gerontology/health Health issues HIV/AIDS Homelessness Housing

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Mental health disorders Neighborhood revitalization Nonprofit management Other Physical rehabilitation Poverty/Hunger Refugees/Immigrants Research/evaluation School Social work Skills trainings Social services Teen parenting

Age Group Children only Children and adults Adults only

Religious Affiliation None: Secular Christian Muslim Jewish Catholic Buddhist Other This is retrieved from agencies’ data, which will be available in the database.

Stipends Yes No

Run (button) After the student clicks Run button, the filtered table hides itself and the results (Displaying Results) below displays

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Displaying Results

“X agencies found based on your selections. Please see the list below.”

0 agencies found based on your selections. => What should I do to find an agency for my internship? If the question is clicked, then display some more information, which will be provided later.

Agency Servi ce Locat ions

St re et Ad dr es s

Intern ship Hours

Show/Hi de

Agency Require ments Show/Hide

Speci alty Show/H ide

Dista nce Show/H ide

Trav el Time Show/ Hide

Work Place Setting Show/Hide

Program/ Dpt/Unit Show/Hide

Client Popula tion Show/Hid e

Area s of work Show/ Hide

Age Grou p Show/ Hide

Religious Affiliation Show/Hide

Stipends Show/Hide

Agency 1 (Select this agency)

Data Da ta

Data Data Data Data Data Data Data Data Data Data Data

Agency 2 (Select this agency)

Backgrou nd check

Other View Stipend Requirem tns

… Agency n (Select this agency)

e

22

When student clicks “Select this agency,” then show selection.


Add Selected Agencies

Add selected agencies to your list (button): this will allow student to add the selected agencies to their application. You currently have the following agencies on your application. Please note that having the selected agencies on your application does not mean that you will be placed at one of those agencies. Agency 1 (enable selection) Agency 2 (enable selection) Agency n (enable selection)

Remove Selected Agency


After the application has been submitted, the system sends an email to student confirming the submission. System sends another email to show instructions for the next step. This information will be given later. Another email will be sent to Admin informing that this particular student with a link to the student application has been submitted. Please note that email will be sent to the student regarding each step and to agency, field instructor, and field liaison where applicable.

The submitted applications will be stored in the system.

For students, after they have submitted their applications, the arrow showing status of application shows for each student when they access their application. At the bottom of the arrow, there is an option Show Details. This will show the list of each status and dates (like shipping tracking). Students could withdraw at the application stage or during internship. So, “Student withdrew” should show on the status bar when that happens.

23

If three agencies have been added, the forth agency is not allowed to be added. Then, display message box: “You have added 3 agencies to your application. You cannot add another one unless you remove at least one.


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This is a standard application status bar.

Please note that a student may have either “Accepted” or “Denied” at this stage. If “Accepted”, then show the next stage. If “Denied”, then Admin will have to reassign the student to another agency. In this case, show “Reassigned to an Agency”. It may repeat until many a few times here until agency has accepted the student.

Please note that a student may submit the application a few times because Admin returned the application. In this case, show status “Application returned”. After student resubmitted application, show “Application resubmitted”. Hope that with the new sys. Student submit app. once only.

“Student withdrew” can happen anywhere on the status bar.

Application

Applicatin

Application

Is Being Application

Assigned to

Agency Accepted

Student Accepted

Field Instructo

r

Field Liaison

Will start Internshi


There is a table that shows internship program date for different kinds of internship. For BSW students, here is the table. Please note that the tables showing hour requirements may change in the future.

BSW Practicum (480 hours required)

First Split Internship Semester Year (i.e. Spring 2016)

Second Split Internship Semester Year (i.e. Summer 2016)

Timeframe First Split Internship Start Date to First Split Internship End Date

Second Split Internship Start Date to Second Split Internship End Date

Hour Requirement 240 240

25

Sh wi

ow/Hide button (for showing the details th dates). This is for the diagram


Foundation MSW: Block

Foundation MSW (480 hours required)

Block Internship Semester Year (i.e. Spring 2016)

Timeframe Block Internship Start Date to First Block Internship End Date

Hour Requirement 480 Foundation MSW: Split

Foundation MSW Practicum (480 hours required)



Timeframe First Split Internship Start Date to First Split Internship End Date

Second Split Internship Start Date to Second Split Internship End Date

Hour Requirement 240 240 Advanced MSW students: Split

Advanced MSW Split Practicum (480 hours required)



Specialty One of the five One of the five Timeframe First Split Internship Start Date to

First Split Internship End Date Second Split Internship Start Date to Second Split Internship End Date

Hour Requirement 240 240

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Advanced MSW students: Block

Advanced MSW Block Practicum (480 hours required)

Block Internship Semester Year (i.e. Spring 2016)

Specialty One of the five Timeframe Block Internship Start Date to Block

Internship End Date Hour Requirement 480

Another status shows their internship program dates and internship status. There are two kinds of arrow status: split and block internship arrow statuses.

Internship Status There should be five types of internship status. Please see table below.

Internship Status Description In Progress When students start their internship and before they are

marked completed. Completed When students are marked “Completed” by their field liaisons. Not Completed When Students are marked “Not Completed” by their field

liaisons or Admin. Extension Permitted When students are marked “Extension Permitted” in which

case due date (extension date) is entered. Withdrawn When students have withdrawn while doing internship or

marked “Withdrawn” by field liaisons or Admin.

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Split Internship status arrow

If “1st Split Internship” is completed, then show the “2nd Split Internship” arrow status. Please see more details on Extension Permitted.

If either “1st Split Internship” or “2nd Split Internship” is given an extension, then show this kind of arrow.

The 2nd Split Internship with permitted extension date uses the concept as above. Just replace 1st with 2nd.

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Starting 1st Split Internship on

1st Split Internship


Starting 2nd Split

2nd Split Internship

2nd Split Internship

Starting 1st Internship on

Start Date

1st Split Internship not completed

b E d

1st Split Internship extension

permitted until Extension End


Completed by E t i E d


Block Internship Status arrow If Block Internship completed as scheduled, then use this arrow or similar but with the same concept.

If Block Internship is not completed on the designated date, then use this arrow.

Notes: If student withdraws from internship, then add “Student withdrew” to the status bar applicable to student.

Notes: If student withdraws from internship, then add “Student withdrew” to the status bar applicable to student.

Students sometimes do not withdraw their applications. In this case, Admins or field liaisons sometimes withdraw student applications as well.

Extension Permitted

For some reasons, students cannot complete their internship by the designated end date. In this case, a Field Liaison will ask for permission from the Head Admin. The Field Liaison will need to click button Request Extension for a Student by selecting the name of the student and the system will pull up the student information such as year, semester, classification, internship option, specialty, internship portion (1st split or 2nd Split), and extension deadline. Then, the field liaison will enter text explaining the reason for extension and submit the request to Head of Admin. Head of Admin will be able to review the information submitted by the field liaison and click Approve or Disapprove. If Disapprove is selected, then Head Admin will enter text explaining the reasons. Then, the status will appear on the arrow bar that applies to the student.

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Starting Block Internship on

Block Internship

Block Internship completed on

Starting Block Internship on

Start Date

Block Internship not

completed by E d D t

Internship extension

permitted until E t i E d

Block Internship Completed by Extension End


1.3. Agency Application Agency application starts with an account activation, of which process is similar to a Gmail account creation. A general process looks like below.

Agencies may apply to become affiliated with UTA School of Social Work. There are many variables that an agency needs to add. After that, an Admin, who is given a special permission to approve agencies, will review and approve or disapprove. In case the agency is approved, an email will be sent to the agency with information (which will be given later). If the agency is disapproved, an email will be sent to agency to add more information. After agency adds more info, an email will be sent to Admin to review. Then, Admin will review and repeat the process.

Please note that this application party will allow agency to edit (add and delete) program(s) in the future. However, this agency needs to be reviewed and approved/disapproved by the Admin again.

Here is the process chart.

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Main contact ofagency enters

name and email

Main contact click

create a new account

Email sent to theemail with a link

to activiate

If correct,

application page appears for

entering

Main contact enter email address and

password

Main contact clicklink to go to the

log in page


Please note that emails will be sent to Admin regarding agency application and to the agency where applicable.

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Agency files an application Admin reviews Admin

Approves

Email notifies agency

Admin disapproves

Agency adds more info

Notify agency by email to

add more info

End

Notify Admin to review


Agency applications will be divided into pages with buttons Save /Next/ Review/ Submit/Withdraw appearing on each page.

Ref Field Name Input Data Description Main Contact of Agency These fields are required for creating an account.

Please include the definition of Main Contact of Agencies: “A main contact of agency is the person who receives all notifications regarding student internship sent by the system and by the school. That person will ensure that the agreements are signed by the agency representative. That person will have access to requesting interns, adding field instructors, and approve a field instructor to be added to the agency application. This person will be contacted by students regarding internship information, including student interview schedules. This person can also be a field instructor.”

First Name Middle Name • Last Name • Email Address Phone Number Agency Information Agency Name Input text box Instruction: Please use legal name. Please do not use a program name as

an agency name. Agency Location Street address

City State Zip Code

• Please use separate fields so that it can be sorted by city or zip code.

• Students will enter a city or zip code to search for agencies in/around that area.

Agency Phone Phone format, auto format phone number

Agency Fax Fax format, auto format fax number

Agency Email Any email Work Place Setting College/university

Community organizer/coalition Court/jail CPS

A list will be provided.

Instructions: Please select one response from the list provided. You cannot find it from the list, please select “Other”.

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Grade education setting

Grant making agency Health clinic Home-based services Hospice Hospital Mental health inpatient/outpatient Nursing Home Other Police Department Psychiatric Hospital Rehabilitation facility Research Institute Residential Center Veterinary Clinic

Type of corporation as registered with your state

Drop down list • Drop down list: Nonprofit corporation, For-profit corporation, Other

• If choose, Other (please describe): (type in text box) Religious Affiliation Drop down list Drop down list

None: Secular Christian Muslim Jewish Catholic Buddhist Other (if chosen, please specify in text box in another field)

Agency Program Agency Program Name Input text box Have this instructions underneath “Agency Program”

Program refers to a project, program, department, or unit that offers services to a client population.

Please list only a program in which you expect to have interns. Please enter a program one by one.

33


Service Location Same as agency address Street Address City State Zip Code

If “Same as agency address”, populate the information to the address fields.

If not, the user needs to enter the address fields.

Services Offered to Clients

Input text box Long character type

Areas of work Addiction and mental health disorders

Adoption/foster care Child abuse and neglect Corrections/Criminal Justice

System Disabilities Domestic violence Education/skills trainings Gerontology/health Health issues HIV/AIDS Homelessness Housing Mental health disorders Neighborhood revitalization Nonprofit management Other Physical rehabilitation Poverty/Hunger Refugees/Immigrants Research/evaluation School Social work Skills trainings Social services Teen parenting

Drop down list

Client Population Drawn from database This will be given later. This may have multiple responses.

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Age Groups Children only

Children and adults Adults only

Multiple responses.

Tasks Available for Intern(s)

• Micro tasks • Mezzo tasks • Macro tasks

Please describe the tasks thoroughly. Ex. Clinical counseling, non-clinical counseling for children, family counseling, case management, home visits, …

Definitions of each type and tasks will be given later. For this portion, a tick box will be used for the main contact of agency to tick. Ex. Clinical counseling Grant writing Family counseling/therapy

Internship Hours • Mon-Fri: time to time; Add notes

• Saturday: time to time; Add notes

• Sunday: time to time; Add notes

These fields allow agency to add their hours and notes next to each field.

Instructions for agency: Please add internship hours that students are allowed to do their internship and/or that maximize student practicum experience.

IPE_01 Internship Program Eligibility

BSW Foundation-Year MSW Advanced MSW

Aging Specialty Mental Health and Substance Abuse Health Services Children and Families Community and Administrative Practice

Note: This is only for Head Admin to review. These options are essential to set what internship programs and what levels of students the agency can request. If one of the options is not selected, agency cannot request the interns that fit that option.

These options will be selected by the Admin that has the authority to approve the agency. This part allows for multiple responses.

If “Advanced MSW” is selected, then five other options will appear. Those options can be selected more than one.

Add A New Agency Program

Same fields as above This is for an agency that wants interns for more than one program and the programs are different. If agency has multiple programs that are the same, then show instructions that agency can combine those programs into one.

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Please note that this application party will allow agency to edit (add and delete) program(s) in the future. However, this agency needs to be reviewed and approved/disapproved by the Admin again.

ST Stipend 1 Does your agency have

stipends for Social Work interns?

• Yes • No

If “Yes”, show the next question, ST 2. If “No”, skip to the next section.

2 Please select the program that has stipends for Social Work interns

Populate the programs that the agency entered above with a tick box next to it. Program 01 ; Stipend Amount per internship program: Program 02; Stipend Amount internship program: Program 03; Stipend Amount internship program:

If a box is ticked, then as show a text box for agency to enter the amount in US Dollar.

Information: The stipend amount is entered per the entire internship program. Please note that some internship programs are done over the course of one semester or two semesters.

Stipend availability for Available for BSW students Available for Foundation-Year MSW students Available for Advanced MSW students

Aging Specialty Mental Health and Substance Abuse Health Services Children and Families Community and

Administrative Practice

Stipend requirements Requires to work with agency Text box underneath: (enter duration in months) upon completion of internship

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Not required to work for agency

upon completion of internship

Field Instructors Instructions for users:

You agency must have an employee who holds an MSW degree and has two years of social work experience to supervise BSW and MSW students. If you have an employee who holds a BSW degree and has at least two years of postgraduate social work experience, s/he is only qualified to supervise BSW students.

The supervision is a one-hour, direct supervision that happens every week.

Will you be one of the field instructors?

• Yes • No

If yes, display the field instructor fields below and information will auto populate because the main contact of the agency is the field instructor. Then, shows Add another field instructor button, which will lead to a new set

If no, please see Ref FI_No 1-7.

Field Instructor 1 First Name Middle Name Last Name Phone Phone format Email Email format Confirm Email Email format

No activation is needed for this main contact of agency as field instructor.

Add another field instructor

Button This will show another set of field instructor fields.

FI_Info Field Instructor’s Educational Background

37


1 College Some people have attended more than one college. Thus, this should

allow student to enter multiple education institutions


2 Degrees Information for Users: Please type in your degree name

3 Month Have all months in a drop down box for selection. 4 Year Have some years in a drop down box for selection. 5 Add another one 6 Field Instructor’s

Employment History

7 Please describe your work experience?


8 Employer Have a text box for students to type 9 Position Have a text box for students to type 10 Month Have a title “From” Above Month and Year.

Have all months in a drop down box for selection. 11 Year Have a title “From” Above Month and Year.

Have some years in a drop down box for selection. 12 Month Have a title “To” Above Month and Year.

Have all months in a drop down box for selection. 13 Year Have a title “To” Above Month and Year.

Have some years in a drop down box for selection. 14 Add another one Yes


Calculating experiences 2 years If Field Instructor has more than 2 years of experience with BSW/BSSW or MSW/MSSW and then, show results for approving

If not, show “Your current field instructor is not qualified to be a field instructor. Only … will be qualified as a field instructor.”

FI_No Field Instructor 1 1 First Name 2 Middle Name

38


3 Last Name 4 Phone Phone format 5 Email Email format 6 Confirm Email Email format

7 Add another field instructor

Button This this button is clicked, another set of field instructor fields as shown in Ref FI_No 1-7 will appear for data inputting.

Request Field Instructor to fill out

Button After the main contact of agency is done with inputting data and click this button, it will send an email to field instructor(s) to fill out the rest of information, which includes Field Instructor’s Educational Background and Field Instructor’s Employment History (Ref FI_Info 1-14).

Agency Requirements of Interns

Please tick the box where it applies to your agency.

Please allow Admin to disable some of the requirements. Criminal background Sex Offender registry Drug screen

10 Panel drug screen Substance abuse screen

TB test Immunizations

Measles, Mumps, Rubella (MMR) Varicella (Chickenpox) Tdap (Tetanus, diphtheria, acellular pertussis) Hepatitis A Hepatitis B Influenza

List them

CPR Certificate Good standing with school Health insurance Professional liability insurance All students who are doing internship are required to purchase their

professional liability insurance.

39


AL Attestation Letter This only applies to a hospital, clinic, or health care setting. 1 Do you need UTA School

of Social work to write an attestation letter saying that the potential intern has met your agency requirements?

• Yes • No

If “Yes”, show the next question.

If “No”, skip to the end, submission page, where agency can review application and submit.

2 Do you require the UTA School of Social Work to use your template?

• Yes • No

If “Yes”, show upload template at AL 3. Note: The agency who says “Yes” to AL 2 will not be allowed to submit application until that agency uploads the required template.

If “No”, skip to AL 4 so that agency can view the general attestation template and select to use it.

3 Attestation Letter Template

File uploading Please select your attestation letter template to upload. You may replace it anytime in the future.

4 General Attestation Letter

Button to view file This is a general Attestation Letter template. The agency can view this file and select this file to be used.

Affiliation Agreements A template file in PDF format

Effective Date:

Status of Agreements

The system will auto-generates the agreements for the agency to review. It includes agency’s name, physical address, effective date, corporation type (non-profit or for-profit), and a cover letter. The effective date is the date of agency approval by Head Admin.

Note effective date will appear on the agency application as well when the agreements have been signed by both parties. This data later can be used to sort agencies and/or included in a report.

This portal will allow the agency to download it to review. After the agency has been approved by Head Admin, there is a button Generate Agreements so that Essential Admins and other Admins can click to generate agreements with a cover letter.

The agreements that can be sent to the agency using the system. When the agency signs and sends back the scanned agreements, then the agency has the option to upload the agreements online. Essential Admins

40


will have forward the agreements to the Business Affairs, who will return

the final, complete agreements. Essential Admins will upload the final agreements online to the agency profile. This uploading will follow by a notification email to the agency.

There shall be an indication showing the status of the agreements. It may include date and activity. Ex. 2/2/2016 : Prepared agreements 2/2/2016 : Sent agreements to agency 2/4/2016: Received agreements from agency 2/7/2016: Sent agreements to Business Affairs for signature 2/10/2016: Received agreements signed by Business Affairs 2/11/2016: Sent complete agreements to agency 2/11/2016: Uploaded agreements to system


Have these buttons show up on every page throughout the pages from top to bottom. Save: save what has been entered. This allows users to log off and come back later to work on application. Next: save and go to the next section to enter information Review: allow user to review current section and previous sections Submit: verify completion of application and submit to admin.

Please note for Submit button: When application has field instructor information, the Submit button is visible/enable for application submission. The system should show application completion checklist and say that which part is needed.

When a user has more than one role, then after the user logs in, there should be a list box for the user to choose one of his/her roles from the list. This must apply to students, administrators, main contacts of agencies, field liaisons, and field instructors. In addition, there should be a function for making that role the default role for that user.

41


1.3. Field Instructor Application As shown in the agency application piece, field instructors may be included in the agency application when the main contact of the agency creates the application for the first time. Later on, field instructor may be added. One of the problems with e-intern, the current system, is that field instructor can only get into e-intern when their email addresses are added by the main contact of agencies. This poses some challenges for the main contact of the agency, and it takes both agency and Admin’s time to resolve the issue. To speed up the process, the field instructors shall be allowed to create their accounts and add themselves to the appropriate agencies. They can also remove themselves from the agencies in case they choose the wrong agencies or move to a different agencies. Doing this will allow them to carry their accounts from one agency to another agency. They just need to change their email addresses. Keep in mind that field instructor might be allowed to add a backup email, which is a personal email.

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Flow Chart for Field Instructors Who Add themselves to an Agency

If they register by themselves, the variables/fields below are required.

Field Instructor First Name Middle Name Last Name Phone Phone format Email Email format

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Field Instructor (FI) creates

account in the system

Go through the activation

process

Fill out application and

find agency

(Found) Select agency

Notify to main contact (MC) of agency by email

Approved by main contact

(Not found) Notify main

contact agency for help

Notify Admin of new field

instructor app.

Approved by Admin

Not approved by main contact End

Not approved by Admin

Email FI that MC not approved

Email FI that Admin approved

Email FI that Admin NOT approved


Confirm Email Email format

No activation is needed for this main contact of agency as field instructor.

Add another field instructor

Button This will show another set of field instructor fields.

Field Instructor’s Educational Background

College Some people have attended more than one college. Thus, this should allow student to enter multiple education institutions


Degrees BSW/BSSW MSW/MSSW

Information for Users: Please type in your degree name

Month Have all months in a drop down box for selection. Year Have some years in a drop down box for selection. Add another one Field Instructor’s

Employment History

Please describe your work experience?


Employer Have a text box for students to type Position Have a text box for students to type Month Have a title “From” Above Month and Year.

Have all months in a drop down box for selection. Year Have a title “From” Above Month and Year.

Have some years in a drop down box for selection. Month Have a title “To” Above Month and Year.


Have some years in a drop down box for selection. Add another one Yes If yes, show more set of fields related to employment.

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No If no, skip to the next section Calculating experiences 2 years If Field Instructor has more than 2 years of experience with BSW/BSSW

or MSW/MSSW and then, show results for approving

If not, show “Your current field instructor is not qualified to be a field instructor. Only … will be qualified as a field instructor.” More info will be given later.

Select affiliated agency Drop down list of agencies (Retrieved from database)

Please find agency in the drop down list and select the agency of which you are an employee.

Select Program/Department/Unit

Drop down list of programs/department/units (Retrieved from agency info)

Please find the program/department/unit to which you belong from the drop down list.


Have these buttons show up on every page throughout the pages from top to bottom. Save: save what has been entered. This allows users to log off and come back later to work on application. Next: save and go to the next section to enter information Review: allow user to review current section and previous sections Submit: verify completion of application and submit to admin.


1.5. Agency Intern Request Application

For this part, flow chart and tables are not provided. Programmers may ask the staff of Office of Field Education. This is where an agency can request interns for a new semester. They should be able to put in a new semester, request interns of levels applicable to their application (based upon the approval). Please note that agencies are approved as suitable for some levels of students, not all. They shall be able to specify the number of interns for each intern level.

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If an agency has been approved for BSW and Foundation-Year students, that agency can only request BSW and Foundation-Year students. If approved for all levels, that agency can request for all levels. If approved for Children and Families, the agency can only request students doing Children and Families. And so on.

Only agencies who have submitted their intern requests will be shown in the Agency list, which can be seen by students so that they can choose three of them as their preferred agencies and by Admin so that they can match students with the agencies that fit the students.

Agencies shall be allowed to edit agency application, review students assigned to them, request students, and assign field instructors to students. The old system lacks instructions for each function. Thus, the new system should add brief instructions on what each function will do.

Agency shall be able to edit their information, including adding and deleting field instructors, adding or deleting programs, changing service locations, and so on. In short, they can edit everything on their application.

1.6.Field Liaison Application

Field Liaisons are people who teach a Field Seminar class and/or those who contact the agencies to facilitate student internship, including resolving issues that may arise during student internship. They also assign a grade to students.

Field Liaisons need to register in the system by which they are required to create an account and activate an account. They will be assigned to interns in the system. They should be able to view and export the list of their students, field instructors, and agencies. The old system poses some challenges because Admin has to add field liaisons in the system, and when the field liaison already has an account, the system does not allow Admin to add the field liaison in the system because of email redundancy.

Ref Field Name Input Data Description

Field Liaison First Name Middle Name Last Name Phone Number Email address Field Liaison’s

Educational Background

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College Some people have attended more than one college. Thus, this should allow student to enter multiple education institutions Information for Users: Please type in your college name

Degrees Information for Users: Please type in your degree name

Month Have all months in a drop down box for selection. Year Have some years in a drop down box for selection. Add another one Field Liaison’s

Employment History

Please describe your work experience?


Employer Have a text box for students to type Position Have a text box for students to type Month Have a title “From” Above Month and Year.

Have all months in a drop down box for selection. Year Have a title “From” Above Month and Year.

Have some years in a drop down box for selection. Month Have a title “To” Above Month and Year.


Have some years in a drop down box for selection. Add another one Yes


Assignment Preference Agencies Agency 1

Agency 2 … Agency n

Please select agencies of preference. Students that are interning at those agencies may be assigned to you.

Locations Year 2016

2015 Drop down list

47

The highlighted fields are useful for field liaison assignments. Advisors Admins can also assign course and section numbers as well.


Semester Spring

Summer Fall

Drop down list

Course Number Drop down list Course section Drop down list Save /Next/ review/

Submit/Withdraw Have these buttons show up on every page throughout the pages from top

to bottom. Save: save what has been entered. This allows users to log off and come back later to work on application. Next: save and go to the next section to enter information Review: allow user to review current section and previous sections Submit: verify completion of application and submit to admin.


Field liaisons may be asked to teach the next semester. In this case, field liaison needs to log in and assign him/herself year, semester, course number, and course section for a new semester on a timely manner.

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PART 2: STUDENT ASSIGNMENTS Students are assigned to different people, including agencies, field instructors, and field liaisons.

2.1. Student-Agency Assignments

2.1.1. Reviewing Student Applications

Table P4-01 shows the data Admin can filter to choose what type of students associated with other information to be reviewed.

Year Semester Classification Education Medium Specialty Internship Option

Current Split

2016 All All Online All All First Split 2015 Spring BSW Fort Worth Cohort Aging Block Second 2014 Summer

Fall Foundation- Year MSW Advanced MSW

Children and Families Community and Administrative Practice Health Services Mental Health and

Split Split

Substance Abuse

Student Application Status Pending Submitted Approve

Temporarily Assigned Successfully Assigned

Internship Status In Progress Completed Not complete Extension Permitted Withdrawn

Report Functions (Show/Hide buttons) View Export ( Excel Word PDF)

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For convenient sake, this report component should display results on a new window.


Master Search (Show/Hide button) Please type Student Name of ID Results No result found Results found (then display results) Student 1 (View in Application Status / View in Internship Status) Student 2 (View in Application Status / View in Internship Status) …. Student n (View in Application Status)

An Admin can perform a search by entering a student name or ID or a portion of name. If no result found, then display “No result found”. If found matches, display the results below. The results should have applicable links that lead the Admin to the student. When one of the applicable link is clicked, then the screen will show student information in one of the status (Student Application Status or Internship Status).

Based on the selected filter options, the information below will appear. Essential Admins will have access to viewing and editing pending, submitted, approved, and withdrawn applications. They can view but cannot edit the other types of applications. Please allow a text box to be added to each student so that Admins can write internship management notes wherever Admins view students. Table P4-02: Student Applications APPLICATION STATUS 1-Student Applications Status: Pending (Show/Hide buttons) 2-Student Application Status: Submitted (Show/Hide buttons) Student Profile Settings (Show/Hide buttons) Show Last Name First Name Show First Name Last Name Search by Name Search by Student ID

Students

When selecting View, show Student Application on this page. Student 1 View

Student 2 View Student 3 View … Student n View

Total: N of Students (Status: pending, Submitted, Approved,…)

3-Student Application Status: Approved (Show/Hide buttons)

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When the Essential Admin clicks on Show/Hide buttons for “Student Application Status: Submitted”, the component of Student Profile Settings appears.

When the Essential Admin clicks View, then this screen will show student’s detail application. The application will show by default the information the Admin needs to review. This will be given later. Note: the screen view should be a full page for inconvenience. This is just a sample.

When Admin clicks on Show/Hide button, then student names appears on the left column as shown in Student Application Status: Submitted.


4-Student Application Status: Temporarily Assigned (Show/Hide buttons) 5-Student Application Status: Successfully Assigned (Show/Hide buttons) INTERNSHIP STATUS In Progress (Show/Hide buttons) Completed (Show/Hide buttons) Not Completed (Show/Hide buttons) Extension Permitted (Show/Hide buttons) Withdraw (Show/Hide buttons)

Reviewing student applications is the stage at which Admin needs to contact students the most, at least for the current system. I think the new system will reduce student’s errors, but for convenience sake, email communication should be improved at this point and at any point where an Admin review and assign students.

Tables of Student Application with status will be exported for planning a number of course sections. A sample table will be provided later. Please note that View/Export reports will be required.

2.1.2. Student-Agency Assignment This is for Advisor Admins and Head Admin only. One problem with the old system is that Admin has to go view students on separate page. If Admin wants to assign students to agencies, Admin has to go to a different page. This causes some inconvenience. A desired feature is that Admin can view student’s profile and assign students to agencies on the same page. Admin can also view agency on this page as well. One proposed idea is to bring students and agencies on the same page and match them together.

This table below will filter what types of students the Admin want to view students and match them with agencies. This table will filter student names to be shown on the left panel. Table P5-01 (below) will also show only agencies that are available for those students.

Table P5-01: Student and Agency Profile Selections (Show/Hide buttons) Year Semester Classification Education Medium Specialty Internship

Option Current Split

2016 2015 2014

All Spring Summer

All BSW

Online Fort Worth Cohort

All Aging Children and Families

All Block Split

First Split Second Split

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2016 2015 2014

All Spring Summer Fall

All BSW Foundation-Year MSW Advanced MSW


All Aging Children and Families Community and Administrative Practice Health Services Mental Health and Substance Abuse

All Block Split

First Split Second Split

Student Application Status Pending Submitted Approve

Temporarily Assigned Successfully Assigned




An Admin can perform a search by entering a student name or ID or a portion of name. If no result found, then display “No result found”. If found matches, display the results below. The results should have applicable links that lead the Admin to the student. When one of the applicable link is clicked, then the screen will show student information in one of the status (Student Application Status or Internship Status).

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Table P5-02: Student Applications APPLICATION STATUS 1-Student Applications Status: Pending (Show/Hide buttons) 2-Student Application Status: Submitted (Show/Hide buttons) Student Profile Settings (Show/Hide buttons) Show Last Name First Name Show First Name Last Name Search by Name Search by Student ID

Students

When selecting View, show Student Application on this page. The system shall allow Admin to write notes on a student application. So, there shall be a field for “Notes”. This field should keep the dates and notes.

Student 1 View Student 2 View Student 3 View … Student n View

Total: N of Students (Status: pending, Submitted, Approved,… depending on the filter selected)

3-Student Application Status: Approved (Show/Hide buttons) 4-Student Application Status: Temporarily Assigned (Show/Hide buttons) 5-Student Application Status: Successfully Assigned (Show/Hide buttons) INTERNSHIP STATUS In Progress (Show/Hide buttons) Completed (Show/Hide buttons) Not Completed (Show/Hide buttons) Extension Permitted (Show/Hide buttons) Withdraw (Show/Hide buttons)

For student agency assignment features, please see detail descriptions/illustration in Table P5-03: Student-Agency Assignment

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When the Essential Admin clicks on Show/Hide buttons for “Student Application Status: Submitted”, the component of Student Profile Settings appears.

When the Essential Admin clicks View, then this screen will show student’s detail application. The application will show by default the information the Admin needs to review. This will be given later. Note: the screen view should be a full page for inconvenience. This is just a sample.

When the Essential Admin clicks View on 3-Student Application Status: Approved, then this screen on Table P5-03 will show up for Advisors Admin to match students.


Table P5-03: Student-Agency Assignment (Show/Hide buttons) Student Profile Settings (Show/Hide buttons) Show Last Name First Name Show First Name Last Name Show Last Name First Name with Student ID Show First Name Last Name with Student ID Show by Latest Approved Date Show by Newest Approved Date It shall have more option to show on the table when Admin selects/drags and drops a student.

Student-Agency Assignment Settings Manually assign Auto-assign function By student’s preferred agencies By specialty (This is disabled for BSW and Foundation-Year MSW) By shortest distance By shortest travel time By agencies with no background check required By agencies with no substance abuse required Give priority to applications with earliest approved date

Run Auto-Assign Function (button)

Agency Profile Settings (Show/Hide buttons) Show only requesting agencies (agencies that have requested interns for selected semester) Show only requesting agencies with available spots It shall have more option to show on the table when Admin selects/drags and drops an agency.

Search by Name Search by Student ID

Search by Name

Search by City

Search by State

Unassigned Students Agencies Proggram

Cities States

Student 1 View Agency 1 (3 left) View Student 2 View Agency 2 (1 left) View Student 3 View Agency 3 (4 left) View … … Student n View Agency n Total: N of Students Total: N of Agencies

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See Notes on Unassigned Students.



Temporarily Assigned Students (Show/Hide buttons) Settings Show distance from student’s location to agency Show travel time from student’s location to agency Show city of agency Student Name Assignment

Function Last Assignment Date

Distance Travel Time Agency Program City State

Student 1 (enable selection)

Manual 2/12/2016 18 mil 30 mn; 25 mn with toll

Agency 3 Program yy Dallas TX


Auto 3/28/2016 25 mil 30 mn Agency 2 Program xx Tulsa OK

X students have been selected. Click on Finalize Assignments below if you are done. These selected students can be viewed in Successfully Assigned Students. An email will be send to the students and agencies to notify these assignments.

Finalize Assignments

Cancel Assignments

Successfully Assigned Students (Show/Hide buttons) Student Name Stude

nt Phone

Student Email

Agency Name Program City State Assignment Function

Last Assignment Date

Distance Travel Time


Agency 3 Program yy Dallas TX Manual 2/12/2016 18 mil 30 mn; 25 mn with toll


Agency 2 Program xx Tulsa OK Auto 3/28/2016 25 mil 30 mn

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X students have been selected. Click Cancel Assignments if you want to reassign the student(s).

Cancel Assignments

Notes on Unassigned Students

When Admin clicks View, then student information shows up on the left column. The information includes the following.

Table: Individual Student Student Name Jennifer Andrews Classification Advanced MSW Specialty Aging Internship Option/Portion

Split

Internship Portion 1st Split Preferred client population

At risk students

Preferred agency work setting

Residential center

Internship hours available

Weekdays: 8 Am – 5 PM

Phone 827-333-4444 Email [email protected] Student location Full address Internship Management Notes: Practicum Expectations: Available hours for internship: Special conditions: View full profile (Open in a new window)

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After Admin clicks the button Cancel Assignments, the students will be moved to Unassigned Student list. However, history is still kept. This may happen to at the end of the 1st Split internship and a student may be assigned to a new agency for the 2nd Split.



When Admin clicks View on an agency, then the agency information shows up on the right column. The information includes the following.

Table: Individual Agency Agency Agency 1 Program Homeless Shelter Program Specialty Children and Families Internship option Split (1 left) Block (2 left) Client population At risk students Agency work setting Residential center Internship hours available Weekdays: 8 Am – 5 PM Phone Email Service location Full address Notes: View full profile (Open in a new window)

Drag and drop function: When the student name is drag to the left column, then the information (Table: Individual Student) above also shows up in the left column. When an agency name is dragged and dropped, then the information (Table: Individual Agency) above appears in the right column. Then, the system will show distance and travel time. This drag and drop function shall allow the Admin to drag and drop the student back to the Unassigned Student panel.

•

Individual Student Individual Agency Student Name Jennifer Andrews Agency Agency 1 Classification Advanced MSW Program Homeless Shelter

Program Specialty Children and Families Specialty Children and Families Internship Option/Portion

Split Internship option Split (1 left) Block (2 left)

Internship Portion 1st Split

57 © 2016 UTA SCHOOL OF SOCIAL WORK ALL RIGHTS RESERVED

Preferred client population

At risk students Client population At risk students

Preferred agency work setting

Residential center Agency work setting Residential center

Internship hours available

Weekdays: 8 Am – 5 PM Internship hours available Weekdays: 8 Am – 5 PM

Phone 817-333-4444 Phone 123-456-7890 Email [email protected] Email [email protected] Student location Full address Service location Full Address Internship Management Notes: Practicum Expectations: Available hours for internship: Special conditions:

Internship hours: Notes on hours:

View full profile (Open in a new window) View full profile (Open in a new window) Distance 25 mil Travel Time 30 mn; 25 mn with toll If you are done, please click Done. This student will be moved to Temporarily Assigned Students.

Done

2.2. Student-Field Instructor Assignments

Student-Field Instructor Assignments: This is where agency assigns a field instructor to students that have been accepted. Please see the sample in 2.3. Student-Field Liaison Assignments. The filtering table is a little bit different.

Table P2.2: Student and Agency Profile Selections (Show/Hide buttons) Year Semester Classification Education Medium Specialty Internship

Option Internship Portion

2016 2015 2014


All BSW Foundation- Year MSW


All Aging Children and Families Community and Administrative Practice

All Block Split

1st Split 2nd Split

58




Advanced

MSW Health Services

Mental Health and Substance Abuse

Student Application Status Successfully Assigned Accepted Declined Student-Field Instructor Assignment Temporarily Assigned Successfully Assigned




A user can perform a search by entering a student name or ID or a portion of name. If no result found, then display “No result found”. If found matches, display the results below. The results should have applicable links that lead the Admin to the student. When one of the applicable links is clicked, then the screen will show student information in one of the status (Student Application Status or Internship Status).

The assignment screen is similar to the student-agency assignment table. Agency will be replaced by Field Instructor and program and service location will appear with the field instructor instead. Please consult with the Office of Field Education for more information.

59


These are new statuses agencies can see. After the main contact of agency click “Accept”, the student shows in the Accepted Status table. For Admin, this Accepted Status will change the Internship Status to “In Progress” (See Internship Status below).


Table 2.2 is a report on students that have been assigned to an agency. That agency can view and export for their information. Exporting function should be included so that agency can download as excel, word, or pdf.

Table 2.2: Report on Student Assigned to Your Agency Name (use name of agency) (Allow sorting by these fields) Student First Name

Student Middle Name

Student Last Name

Student ID Semester Year Education Medium

Student classification

Specialty Internship Option/Portion

Jane Lynnette Andrews 1000123456 Spring 2016 Online Advanced MSW

Aging Block

xx dd ss 1000123457 Spring 2016 Traditional BSW N/A Split

• Please have the option to show full names of students in one column as well.

2.3. Student-Field Liaison Assignments

Table P6-01 is for selecting what information needed to be shown when selecting information options.

Table P6-01: Student and Field Liaison Profile Selections (Show/Hide buttons) Year Semester Classification Education Medium Specialty Internship Option Internship Portion 2016 2015 2014


All BSW Foundation- Year MSW Advanced MSW

Traditional Online Fort Worth Cohort

All Aging Children and Families Community and Administrative Practice Health Services Mental Health and Substance Abuse

All Block Split

1st Split 2nd Split

Students with Field Liaison Assignment Status Course Number Section Number Temporarily Assigned Successfully Assigned

4251 4252 5310 6451

1 2 3 4

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Table P6-02: Student-Field Liaison Assignment (Show/Hide buttons) Student Profile Settings (Show/Hide buttons) Show Last Name First Name Show First Name Last Name Show Last Name First Name with Student ID Show First Name Last Name with Student ID It shall have more option to show what will be seen by Admins when he/she clicks View.

Student-Field Liaison Assignment Settings Manually assign Auto-assign function By Course Number By Course and Section Numbers Show preferred agencies Show preferred locations

Run Auto-Assign Function (button)

Field Liaison Profile Settings (Show/Hide buttons) Show Course Number Show Course and Section Numbers Show preferred agencies Show preferred locations It shall have more option to show what will be seen by Admins when he/she clicks View.

Search by Name Search by Student ID

Search by Name

Search Course #

Search Section #

61

6452

(The Section numbers are retrieved from data entered by field liaisons and Admin.)

5 6

(The Section numbers are retrieved from data entered by field liaisons and Admin. )

Report Functions (Show/Hide buttons)2

Assigning Concurrent Courses: Use 4251 to create 4451 Use 4252 to create 4452 Use 5310 to create 5551

Create Concurrent

Cancel Concurrent

View Export ( Excel Word PDF) For convenient sake, this report component should display results on a


1-Unassigned Students

Select All

Field Liaison Course Section

Student 1 Agency 1 View Field Liaison 1 (25 left) View

Student 2 Agency 1 View Field Liaison (25 left) View

Student 3 Agency 2 View Field Liaison (25 left) View

… … View … Student n Agency 4 View Agency n Total: N of Students Total N of Students: 26 Total: N of Field Liaisons 2-Temporarily Assigned Students and Field Liaisons (Show/Hide buttons) Settings Student Name

Select All

Assignment Function


Course # Section # Agency Program City State Field Liaison Student emails


Manual 2/12/2016 6451 1 Agency 3 Program yy Dallas TX Amy Wicklund [email protected]


Auto 3/28/2016 6451 1 Agency 2 Program xx Tulsa OK Amy Wicklund [email protected]

X students have been selected. Click on Finalize Assignments below if you are done. These selected students can be viewed in Successfully Assigned Students and Field Liaisons. An email will be send to the students and field liaisons to notify these assignments.

Finalize Assignments

Cancel Assignments

3-Successfully Assigned Students and Field Liaisons (Show/Hide buttons)







62 © 2016 UTA SCHOOL OF SOCIAL WORK ALL RIGHTS RESERVED

Student Name

Select All

Assignment Function


Course # Section # Agency Program City State Field Liaisons Student emails


Manual 2/12/2016 6451 1 Agency 3 Program yy Dallas TX Amy Wicklund [email protected]


Auto 3/28/2016 6451 1 Agency 2 Program xx Tulsa OK Amy Wicklund [email protected]

X students have been selected. Click Cancel Assignments if you want to reassign the student(s) and field liaisons.

Cancel Assignments

Individual Field Liaison Field Liaison Name Amy Wicklund Course Number 6451 Section Number 1 Preferred agencies Agency 1

Agency 2 Agency 3 Agency 4 …. Agency 16

Preferred locations Dallas Fort Worth … San Antonio

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After Admin clicks the button Cancel Assignments, the students will be moved to Unassigned Student list.






Drag and drop function When Admin drags and drops one student on the left column, then shows only student, the agency, and the agency’s service locations to which student has been successfully assigned. Note: This drag and drop function shall allow the Admin to drag and drop the student back to the Unassigned Student panel. See table below.

Student Names Agency Service Locations Jennifer Andrews Agency 1 Dallas Total N. of Students: 1

If multiple students have been dragged and dropped in the left column, then show names of students classified by agency, agencies’ service locations. Please see examples 1 and 2.

Example 1

Student Names Agency Service Locations Jennifer Andrews Sam Malone Monica Galler

Agency 1 Dallas

Total N. of Students: 3 Total All: 3

Example 2 Student Names Agency Service Locations Jennifer Andrews Sam Malone Monica Galler

Agency 1 Dallas

Total N. of Students: 3 Student Names Agency Service Locations Ben Affleck Iron Man

Agency 2 Dallas

Total N. of Students: 2 Total All: 5

This tool with the “Total All” number will help Admin assign the right number to a field liaison.

64

Multiple students have been dragged from the Unassigned Student list and dropped in the left column. The results are

that students are classified by agencies. One agency may have multiple service locations.


After Admin has the desired number, Admin may select, drag and drop a field liaison to the right column to match with those students. The displaying result should be like this below.

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Individual Field Liaison Field Liaison Name Amy Wicklund Course Number 6451 Section Number 1 Preferred agencies Agency 1

Agency 2 Agency 3 Agency 4 …. Agency 16

Preferred locations Dallas Fort Worth … San Antonio

Student Names Agency Service Locations

Jennifer Andrews Sam Malone Monica Galler

Agency 1 Dallas

Total N. of Students: 3 Student Names Agency Service

Locations Ben Affleck Iron Man

Agency 2 Dallas

Total N. of Students: 2 John Malcom Andrew Perez Monica Green

Agency 1 Dallas

Total N. of Students: 3 Student Names Agency Service

Locations Etc. Etc. Etc. Total N. of Students: 17 Total All: 25

Done If you click Done, the students and field liaison will be moved to Temporarily Assigned Students and Field Liaisons


Uploading Student and Field Liaison Assignments: The system shall allow Admin to upload student and field liaison assignments from an excel file.

Exporting function should be included so that agency can download as excel, word, or pdf. © 2016 UTA SCHOOL OF SOCIAL WORK ALL RIGHTS RESERVED

PART 3: VIEWING AND REPORTING This part is one of the crucial parts. It shall include easy to use features by clicking and/or filtering to customize reports. The reports needed will be, but limited to, the items listed below.

• Lists of agencies requesting interns Example: Report on Intern Request

There shall be a function to review and export a list of requesting interns. The list should be able to be filtered to select only desired variables. The list should look like the table provided as an example below.

Semester Year Student

classifications Education Medium

Specialty Internship Option

Duration Number of Interns Requested

Spring 2016 Advanced MSW Online Aging Block From Date to End Date

1

Spring 2016 BSW Fort Worth Cohort

N/A Split From Date to End Date

2

TOTAL INTERNS REQUESTED 3

• Lists of students who have applied for internship in each semester and year with student application status • Lists of students who have applied for internship in each semester and year with internship status • Lists of agencies who have applied for affiliation with their affiliation status • Lists of field instructors and names of agencies and other data attributes • Lists of field liaisons for each semester and year, course and section numbers • Lists of students and field liaisons, course and section numbers • Reports of mid-term and final evaluations and surveys

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Example: Student and Field Liaison Assignment Reports © 2016 UTA SCHOOL OF SOCIAL WORK ALL RIGHTS RESERVED

After field liaisons are assigned to students, field liaisons can view and export a list of students in their class. A list should have the following variables in the roster. They are sorted by Course Number and Section Number.

Admin will be able to view and export the lists as well.

Student ID

First Name

Middle Name

Last Name

Edu. Medium Show/hid

Student Phone Number Show/hid

Student Email Address Show/hid

Course Number

Section Number

Agency Assigned Show/hid

Field Instructor Name Show/hid

Field Instructor Phone Number Show/hid

Field Instructor Email Show/hid

Main Contact of Agency Show/hid

Data Data Data Data Data Data Data Data Data Data Data Data Data Data

• Lists of students and field instructors and agencies (including other relevant fields) • Other customized lists

For example, by filtering data fields in Table P5-01: Student and Agency Profile Selections (Show/Hide buttons), a report can be viewed and/or exported. Layout can be customized later.

Student First Name

Student Middle Name

Student Last Name

Student ID

Semester Year Edu. Medium

Student Classification

Specialty Internship Option

Internship Portion

Duration

• Exporting function should be included so that agency can download as excel, word, or pdf.

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PART 4: COMMUNICATIONS There are two types of emails: automatic email notification and mass email by schedule. The automatic email notifications are, but not limited to, the followings. It is an HTML email type. These emails should be non-reply emails. Admins shall be allowed to edit the templates.

N Automatic Email Notifications Recipients Description 1 Administrator Creates New Account A user This email will be sent when a user account is

created by admin for a new user. 2 Administrator Deactivates Agency Application Main Contact

of Agency This email will be sent when an agency application is deactivated by admin

3 Administrator Does Not Approve Agency Application Main Contact of Agency

This email will be sent to main contact of an agency when admin does not approve an agency application.

4 Administrator Does Not Approve Field Instructor Application Field Instructor

This email will be sent to the field instructor when admin does not approve his/her application.

5 Agency Application Submitted for Review Admins This email will be sent to admin when main contact of an agency submits an agency application.

6 Field Instructor Account Deactivated Field Instructor

This email will be sent to the field instructor when his/her account is deactivated.

7 Field Instructor Add to Agency Field Instructor

This email will be sent to the potential field instructor when an agency main contact adds him/her.

8 Field Instructor Application Activated Field Instructor

This email will be sent to the field instructor when he/she activates the account.

9 Field Instructor Application Approved Field Instructor

This email will be sent to the field instructor when a his/her application is approved.

10 Field Instructor Application Submitted for Approval Admins This email will be sent to the admin when a field instructor submits an application.

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11 Field Instructor assigned to student A Student This email will be sent to the student when

main contact assigns a field instructor 12 Liaison Field Instructor Assignment Field Liaison This email will be sent to the liaison when

admin assigns a student to field instructor.

13 Main Contact Agency Application Activated Main Contact of Agency

This email will be sent to agency main contact when agency application is activated

14 This email will be sent to agency main contact when agency application is activated

Main Contact of Agency

Main Contact Agency Application Approved

15 Main Contact Agency Application Approved Main Contact of Agency

This email will be sent to main contact of an agency when admin approves the application.

16 Main Contact Agency Application Deactivated Main Contact of Agency

This email will be sent to main contact of an agency when admin deactivates an agency application.

17 Main Contact Field Instructor Application has been Activated Main Contact of Agency

This email will be sent to the agency main contact when a field instructor activates the account.

18 Main Contact Interview Date Main Contact of Agency

This email will be sent to agency main contact when a student updates the interview date with the agency.

19 Main Contact Notified Field Instructor Application Approved Main Contact of Agency

This email will be sent to the agency main contact when a field instructor application is approved by admin.

20 Main Contact Notified when Field Instructor Account has been Deactivated


This email will be sent to the agency main contact when a field instructor's account is deactivated.

21 Main Contact Student Assignment Main Contact of Agency

This email will be sent to the agency main contact when a student is assigned to interview

22 New password A user Reset Password

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23 notification to admin that a student has submitted an

application Admins This email will be sent to the admin when a

student submits a new application. 24 notification to admin that a student has withdrawn an

application Admins This email will be sent to admin if a student

withdraws his/her application. 25 notification to admin that agency has not accepted a student Admins This email will be sent to admin if agency

declines the placement for a student.

26 notification to admin that an agency has accepted a student Admins This email will be sent to admin when an agency accepts a student.

27 notification to admin that student does not accept a placement Admins This email will be sent to admin if a student does not accept a placement

28 notification to admin that student has accepted a placement Admins This email will be sent to admin when student accepts a placement.

29 notification to agency that main contact has not accepted a student for placement


This email will be sent to agency when the agency does not accept the student for placement.

30 notification to agency that student does not accept the placement


This email will be sent to agency if a student does not accept the placement.

31 notification to field instructor that a liaison has been assigned by admin

Field Instructor

This email will be sent to field instructor when admin assigns a liaison

32 notification to field instructor that a student has withdrawn an application

Field Instructor

This email will be sent to field instructor if a student withdraws his/her application.

33 notification to field instructor when a student has been assigned to him/her by main contact

Field Instructor

This email will be sent to the field instructor when main contact assigns a student to a field instructor

34 notification to liaison that a student has been assigned to him/her

Field Liaison This email will be sent to liaison when admin assigns him/her to a student

35 notification to liaison that a student has withdrawn an application

Field Liaison This email will be sent to liaison if a student withdraws his/her application.

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36 notification to main contact that a field instructor application

was not approved Main Contact

of Agency This email will be sent to the agency main contact when admin does not approve a field instructor application requested by main contact.

37 notification to main contact that a field instructor has submitted an application


This email will be sent to the agency main contact when a field instructor submits an application.

38 notification to main contact that a student has accepted the placement


This email will be sent to the main contact when the student accepts the placement

39 notification to main contact that a student has withdrawn an application


This email will be sent to main contact if a student withdraws his/her application.

40 notification to main contact that student has accepted the placement


This email will be sent to agency main contact when a student accepts the placement after an interview.

41 notification to main contact that they have accepted a student Main Contact of Agency

This email will be sent to main contact if they accept a student.

42 notification to student and agency (main contact) that a student has accepted a placement


This email will be sent to student and agency (main contact) when student accepts the placement.

43 notification to student that a liaison has been assigned Admins This email will be sent to student when admin assigns a liaison

44 notification to student that an application has been withdrawn A Student This email will be sent to student if he/she withdraws an application.

45 notification to student that application has been approved A Student This email will be sent to the student when admin approves his/her application.

46 notification to student that application has been returned A Student This email will be sent to the student when admin returns his/her application.

47 notification to student that he/she does not accept a placement

A Student This email will be sent to student if he/she does not accept a placement.

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48 notification to student that he/she has accepted a placement A Student This email will be sent to student when he/she

accepts a placement-edited. 49 notification to student that he/she has been accepted by

agency for placement A Student This email will be sent to student if an agency

accepts the student. 01 50 notification to student that his/her application has been

successfully submitted A Student This email will be sent to student after he/she

submits a new application.

51 notification to student that mid-term evaluation is ready to view

A Student This email will be sent to student when midterm evaluation is ready to view.

52 notification to student that Student has been Accepted by Agency

A Student This email will be sent to student if an agency accepts the placement after an interview. (02) (not used)

53 notification to student that the agency has not accepted him/her for placement

A Student This email will be sent to student if the agency does not accept him/her for placement.

54 notification to student that the final evaluation is ready to view A Student This email will be sent to student when final evaluation is ready for student to view.

55 password reset request A User This email will be sent when a user requests to reset his/her password.

56 Student Agency Assignment A Student This is the assignment email sent to students. 57 Student Interview Date with Agency Admins This email will be sent to admin when a student

updates the interview date with the agency.

58 User Account is Activated A user This email will be sent when a user activates his/her application

59 User Application Deactivated A User This email will be sent when a user application is deactivated

60 User Creates a New Account A user This email will be sent to the user when he/she creates a new account.

61 Field Instructor added to agency Field Instructor

This email will be sent to field instructor about adding him/herself to agency.

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62 Agency having a new addition of field instructor Main Contact

of Agency This email will be sent to agency that a field instructor has added him/herself to agency and asked for agency approval.

63 Field liaison account activation Field Liaison This email will be sent to field liaison regarding the account activation.

64 Extension Request Review Head Admin This email will be sent to Head Admin to approve or disapprove extension request submitted by a Field Liaison.

65 Extension Request Submission Field Liaison This email will be sent to a field liaison who has submitted an extension request for a student.

Mass emails by scheduling are, but not limited to, items listed below. It is an HTML email type and allows Admins to attach a file. These emails should be non-reply emails.

N

Admins Emailing Users

Recipients (include the ability to retrieve specific kind

of recipients)

Description

1 Reminder of intern requests Main Contact of Agency Send on a schedule (date and time) Send now

2 Reminder of agency application completion

Main Contact of Agency, who have not submitted applications

Send on a schedule (date and time) Send now

3 Reminder of Student Acceptance Main Contact of Agency, who have not accepted students


4 Reminder of Agency Acceptance Students who have not accepted agency Send on a schedule (date and time) Send now

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5 Reminder of Field Liaison Application

completion Field Liaisons, who have not submitted

applications Send on a schedule (date and time) Send now

6 Reminder of Field Instructor Application completion

Field Instructors, who have not submitted applications


7 Reminder of Evaluation Completion Field Instructors, who have been assigned to students


8 Reminder of Evaluation Review Field Liaisons, who have been assigned students


9 Reminder of Student Grading Field Liaisons, who have been assigned students


10 Student Application Submission Reminder

Students, who have not submitted their applications


Another means of communication is Information Boards. Students shall see information board posted by Administrators, main contacts of their agencies, field instructors, and field liaisons. Administrators shall write information boards for main contacts of agencies, field instructors, and field liaisons, and students.

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Date post:	09-Mar-2018
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