How does your school work today?

1 1. What do you use today to manage students, grades and transcripts — and which part of it costs you the most time?

Spreadsheets, paper and one-off tools count. We want to know what actually runs, not what the org chart says.

2 2. How does an application actually work today, from first contact to enrolment?

Step by step is ideal: who gets in touch where, who reviews, who decides, who finally records it.

3 3. Who is allowed to see what today — and where do you rely on trust rather than on technology?

Describe the current state, including places where access still depends on agreement rather than permissions.

4 4. How do you receive donations, who says thank you, who issues receipts — and who is allowed to see the donor list?

Worth answering even if giving is small today: the workflow shows how strict the separation between student record and donor list has to be.

5 5. What does your accreditor require of you regarding student records, grades and archiving?

If you have the requirements as a document, you can simply send it later — the essentials are enough here.

Name of the accreditor optional

6 6. Which courses would you put online first, and what material already exists (recordings, lecture notes)?

A single course is enough to start. Existing material mostly decides how quickly this becomes real.

7 7. What would an AI tutor have to do for you to recommend it to students in good conscience — and what must it never do?

Our own line is fixed: the tutor never grades and never decides progression. We want to know where your line runs.

8 8. What do you spend on software per year today, across all systems?

A ballpark is enough. It helps us align the scope and written offer with your actual situation.

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9 9. Who decides on a purchase like this, when is the next budget-year window — and when are your semester windows for a system change?

Switching systems mid-semester hurts. We plan around your windows, not the other way round.

10 10. What does your board or sponsoring body require of a software vendor — data export, continuity guarantees, references, data-processing agreements — and what would be a deal-breaker?

Do mention what a committee usually asks only late in the process. We would rather have it on the table at the start.

11 11. What support do you need from data migration through the first live semester?

For example data validation, configuration, training, a rehearsal or support during cutover. We agree this in writing before the work starts.

Would you like us to plan configuration and data migration with you?