Higher education institutions are under growing pressure to deliver more with fewer resources. Budgets are tighter, staff capacity is stretched, and student expectations continue to rise. At the same time, AI, automation, and modern engagement technologies are quickly becoming essential to how institutions recruit, support, and retain students.
But selecting the right technology is rarely straightforward.
Between crowded vendor landscapes, competing internal priorities, and complex implementation realities, many institutions struggle to determine which solutions will actually move the needle and which will simply add another system to manage.
Whether your institution is looking to:
✔ Streamline recruitment and admissions with automation and hyper personalization
✔ Enhance student engagement and support through AI-driven agents and self-service tools
✔ Strengthen retention and student success with smarter communication and insights
✔ Increase internal efficiency by consolidating systems and reducing manual work
This toolkit provides a practical, step-by-step guide to navigating the entire RFP process, from early planning through implementation and long-term optimization.
Understanding what is driving change across higher education, what is holding institutions back today, and how AI, hyperpersonalization, and connected engagement strategies are reshaping student expectations.
How to determine whether your institution is best served by a CRM replacement, an AI-powered engagement layer, or a phased approach, along with a structured framework for mapping technology needs to institutional goals.
Best practices for writing an RFP that attracts the right solutions, asks better questions, and encourages vendors to respond to your real challenges rather than just feature lists.
Step-by-step guidance on distributing your RFP, managing vendor communication, reviewing submissions, facilitating demos, and making a confident final selection.
What to consider during contract negotiation, how to plan implementation timelines, support staff training and change management, and measure success from day one.
How to evaluate adoption, optimize workflows, leverage data for continuous improvement, and ensure your engagement strategy continues to evolve over time.
Institutions are not just investing in technology. They are investing in outcomes.
A well-chosen platform can:
✔ Drive enrollment growth with smarter, personalized, and more timely outreach.
✔ Improve retention & student success by ensuring students get the right support at the right time.
✔ Enhance operational efficiency by automating repetitive tasks and eliminating manual work.
✔ Empower staff & faculty with tools that free up time for higher-value engagement.
✔ Maximize ROI by consolidating tools, reducing redundancies, and making data-driven decisions.
Innovation is not about adding more tools. It is about making intentional technology investments that deliver measurable results.
If your institution is preparing for an RFP related to AI-powered higher education technology, whether for a CRM, student engagement platform, marketing automation, recruitment and retention tools, or AI-driven student support, this toolkit will help you navigate the process, avoid common pitfalls, and make decisions with confidence.
Download the RFP Toolkit and start building a smarter, more future-ready engagement strategy.
Confidently navigate your next higher ed technology RFP, from defining requirements to selecting the right partner with this practical guide.
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