TitleStudent Conduct Software Request Date2012-11-30
DepartmentDean Of Students
RequestorMatthew Caires Phone994-2826
Campuses Bozeman Billings Havre Great Falls FSTS Extension MAES
Cross Depts MSU Bozeman Police Department
Proposed Dates Start: Spring 2013 End:  
Montana State University requires an “off-the shelf" student conduct management system for higher education that does not require building from scratch. This system will be utilized by the MSU Bozeman Ploice Department and the Dean of Students offices on all 4 MSU campuses, providing consistent and accurate on-line tracking of student judicial affairs. The system will enable incident reporting, automated letters and forms, student email and text alerts, real time reports and statistics. The system must be secure and reliable and will eliminate the need for voluminous paper files.

This proposal supports the following MSU Objectives
L.2 Increase graduation rates at MSU
E.1 Strategically increase service, outreach and engagement at MSU
A.1 Educate more students while maintaining the quality of our programs
A.2 Diversify the student body

This proposal is necessary in order to identify and serve students who need assistance. Please see the the proposal scope and broader impact sections below for details on how this proposal supports these 4 objectives.
Funding Type: One-Time Only Funding Base (3-yr Recurring) Funding
  FY13 FY14 FY15 Base ($) OTO Startup ($)   FTE;
Materials & Supplies              
Contracted Services       25000  2500     
Other Operations              
TOTAL 25000  2500     
Please comment, if necessary, regarding cost and requirements.
Describe the Proposal

MSU has identified a Student Conduct Manager System that assures the use of best practices to help target and respond to troubled students, offering tools to help identify these students and provide consistent follow-up over time to increase student success. The system is 100% web based and accessible to staff anytime from anywhere. It has the potential to interface with Banner and be hosted by the vendor’s secure hosting facility. The system provides unlimited use of the software for an unlimited number of users, enabling all 4 MSU campuses to utilize the system’s features. Each hearing officer has the ability to manage their own daily case load though unique home screens which include dashboard listings of incident reports and open cases. Communications with students are handled through emails containing links to confidential information using ID’s and passwords.

Overall, having this type of technical ability in our student conduct program that will save and share data, improve communication and increase consistency with student conduct hearings is a necessary step for the four MSU campuses towards best practices in student services.  Most peer institutions have been managing their Judicial Affairs and Student Conduct processes with this type of tracking and reporting software for over a decade. 



Describe the broader impacts and benefits of this proposal


The system identified provides a comprehensive and secure electronic data base and software system which allows many departments to utilize the same electronic product and process, thereby offering the chance to collect institution-wide data and the ability to create reports which can be provided to a variety of appropriate parties. 

University Police on the Bozeman campus will also have a direct benefit in their work with the implementation of this software.  Currently, UPD is responsible for about 90% of the student conduct cases that are adjudicated in the Student Conduct program.  Using the same student conduct software program for Police referrals will streamline and improve efficiency for the Officers and their nightly paperwork.  Finally, these software programs are designed to improve University accountability and compliance with various federal laws, such as the Campus Crime and Security (Clery) Act and Title IX. 


Implementation Plan


As soon as funding is identified, MSU will execute a contract with the vendor and implement the system. The vendor will supply Start Up Packets to MSU technical staff and end users which will enable a very short installation time frame. The MSU Bozeman Chief of Plolice and Dean of Students would like to install the system as soon as possible in spring 2013.


Assessment Plan

The MSU Bozeman Chief of Police and Dean of Students will meet frequently with the contractor to ensure optimum use of the system and resolve technical or contractual issues. Representatives of all 4 MSU campuses will meet frequently to assure consistent use of the system and assess its value. The system generated reports will provide valuable data in terms of tracking students identified and assisted while providing the means for assessing the benefits of the system.


If assessed objectives are not met in the timeframe outlined what is the plan to sunset this proposal?

MSU will conduct performance assessments of the Contractor’s performance. The service contract can be terminated for one or more poor performance assessments.

Dean/Director: Matthew Caires ( )
Executive/VP: James Rimpau (