RFP : Online Student Application Platform

Rupertsland Institute; Edmonton; On-site; CAD 50,000 - 150,000; Full time

Job summary

A leading educational organization is seeking proposals to develop a secure online application platform for Métis students to apply for funding. The solution must ensure user-friendly navigation and meet all privacy regulations, while integrating with existing software. This project poses an excellent opportunity for vendors with a strong background in secure online applications and technical support.

Qualifications

• Proven experience in online application development for government or education.
• Knowledge of data security and privacy regulations.
• Ability to provide ongoing technical support.

Responsibilities

• Develop and implement a secure online platform for funding applications.
• Integrate with existing software and ensure compliance with regulations.
• Provide a user-friendly interface for students and staff.

Skills

Experience in developing secure online applications

Familiarity with Indigenous data sovereignty principles

Capacity to meet project timelines

Technical support skills

Tools

Microsoft SQL Server 2022

Mobile-friendly design

Data encryption techniques

Job description

RFP : Online Student Application Platform

Posted : October 22, 2025

Development of an Online Student Application Platform for Funding Support

Rupertsland Institute is seeking proposals from qualified vendors to design, develop, and implement a secure online platform for student funding applications. The platform will enable Métis students to apply for financial support, manage their information, and integrate with Rupertsland’s existing software. The solution should be comparable in functionality and user experience to Alberta Advanced Education’s Student Aid Alberta online application system: https://studentaid.alberta.ca/apply/

About Rupertsland Institute (RLI):

Rupertsland Institute (RLI) is an affiliate of the Otipemisiwak Métis Government (OMG) and a provincial leader in advancing education, training, and research for Alberta Métis citizens. Since 2011, RLI has managed federal and provincial agreements in education, employment, and training, while fostering Métis culture, identity, and lifelong learning.

Guided by the Alberta Métis Education, Training and Research Strategy (AMETS), RLI delivers programming across four key pillars:

• Lifelong Learning – broadening access to early learning, K–12, post-secondary, and skills development.
• Enhanced Client Services – providing culturally grounded and responsive supports for diverse learners and job seekers.
• Research, Policy, and Informed Practice – strengthening data, evaluation, and evidence-based decision making.
• Partnerships and Shared Responsibility – building collaborative relationships with governments, employers, and institutions.

RLI operates service centres, mobile employment units, and specialized education programs across Alberta. Each year, thousands of Métis citizens access supports for early learning, tutoring, post-secondary funding, training, and employment services.

2. PROJECT OBJECTIVES

1. Provide an intuitive, user-friendly online platform for Métis students applying for education and training funding.
2. Provide an intuitive and user-friendly application for staff to manage student applications.
3. Provide dashboards, and reports for staff to track student applications, financial commitments as well as demographics.
4. Provide efficiency, security, and accuracy of application intake and processing.
5. Enable seamless integration with Rupertsland’s existing software and services for data management and reporting.
6. Ensure compliance with privacy and data security regulations (FOIP, PIPEDA, etc.).

3. SCOPE OF WORK

3.1 Core Functionality

The platform must include :

Student Registration & Profile Creation

• Capture personal information (name, contact details, date of birth, social insurance number).
• Upload government-issued ID and other verification documents.

Academic Information

• Input year of studies, program, institution, and academic status.
• Upload confirmation of enrollment and tuition documentation.

Application Submission

• Students can complete and submit funding applications online.
• Ability to track application status and receive notifications.

Document Management

• Secure upload and storage of supporting documents (e.g., transcripts, proof of enrollment).

Database Integration

• Full interface and data synchronization with existing case file management software (KETO).
• Export and reporting features for staff and administrators.

Administrative Portal

• Staff access for reviewing applications, verifying documents, and approving / declining requests.
• Dashboards and reports for monitoring application volumes, statuses, and funding disbursement.

Security & Privacy

• Multi-factor authentication (MFA) for student and staff logins using the Rupertsland Identity authentication server.
• Role-based access controls.
• Compliance with Canadian privacy and data protection laws.

4. TECHNICAL REQUIREMENTS

• Hosted on the Rupertsland internal IIS server.
• Microsoft SQL Server 2022 database server
• Source code access for Rupertsland’s in-house developers.
• Mobile-friendly and responsive design.
• OIDC for user access and identity
• OAUTH2 for API access
• Data encryption in transit and at rest.
• Accessibility compliance (WCAG 2.1 AA).
• Scalable to accommodate growing student volumes.

5. VENDOR QUALIFICATIONS

Proponents must demonstrate :

• Proven experience in developing secure online applications for government, education, or Indigenous organizations.
• Familiarity with Indigenous data sovereignty principles.
• Capacity to meet project timelines and provide ongoing technical support.

6. PROPOSAL SUBMISSION REQUIREMENTS

Vendors should provide :

• Company Overview– history, size, and relevant experience.
• Proposed Solution– description of approach, features, and technologies.
• Project Team– bios and roles of key personnel.
• Project Plan & Timeline– phases, milestones, and estimated completion.
• Cost Proposal– detailed budget including development, implementation, training, and ongoing maintenance.
• References– at least 3 comparable projects delivered in the past 5 years.

7. PROPRIETARY RIGHTS

The online application system and all related intellectual property developed under this project will be the sole property of Rupertsland Institute. Vendors must acknowledge that all rights, title, and interest will be assigned to Rupertsland Institute upon completion, and that no ownership or usage rights will be retained by the vendor without prior written authorization.

8. EVALUATION CRITERIA

Proposals will be evaluated on :

• Functionality and alignment with requirements (30%)
• Technical capacity and security measures (20%)
• Vendor experience and qualifications (20%)
• Cost effectiveness (20%)
• Indigenous partnership and cultural alignment (10%)

9. TIMELINES

RFP Release Date : October 23rd, 2025

Deadline for Questions : October 29th, 2025

Proposal Submission Deadline : November 12th, 2025

Vendor Selection :

November 24th, 2025

Project Start Date :

December 1, 2025

Anticipated Completion : August 1, 2026

Application Deadline

October 23, 2025

Application Procedure

All proposals must be directed to :

Roxanne Hall – Associate Director – Online Services

[e-mail]

Inquires or questions must be directed by email to :

Ethan Trac – System Analyst

[e-mail]