Student Information Systems (SIS) have been the backbone of higher education data management. From applications and enrollment to grades and alumni records, they hold critical information across the entire student lifecycle.
But as institutions collect more data from more places and students expect faster, more seamless digital experiences, many SIS platforms are starting to show their age. What once worked is now slowing teams down.
There is a strong need to modernize student information systems. In this blog, we break down how to do it.
Why Legacy SIS Are Holding Institutions Back
Higher ed teams are under pressure to manage growing volumes of student data while keeping it accurate, secure, and usable. When institutions rely too heavily on legacy or poorly implemented SIS platforms, common issues start to surface:
- Scalability: Systems struggle or fail during peak periods like admissions, registration, or grade releases.
- Poor usability: Outdated interfaces frustrate students and staff who expect modern, intuitive digital experiences.
- Security gaps: Older systems often lack the safeguards needed to protect sensitive student and financial data from modern threats.
In short, legacy SIS platforms weren’t built for today’s demands, and it shows.
Rethinking the Role of the SIS
The solution for higher ed institutions who find themselves in this position isn’t necessarily to replace your SIS entirely. Instead, many institutions are finding success by redefining its role.
Rather than asking an SIS to do everything, forward-looking institutions are pairing it with a cloud-based CRM and a modern data collection platform. This approach allows each system to do what it does best.
Here’s what that looks like in practice.
Step 1: Clarify SIS vs. CRM Responsibilities
Start by defining which functions should stay in the SIS and which should move elsewhere.
- What could say in SIS: enrollment, grades, billing, official academic records
- What a CRM + data collection platform should handle: student engagement, workflows, cross-department visibility, communications
This separation reduces duplication, eases system strain, and makes data easier to manage.
Step 2: Standardize and Modernize Data Collection
Many SIS challenges stem from inconsistent or manual intake processes.
Modern data collection platforms allow institutions to:
- Standardize forms across departments
- Validate data at the point of entry
- Ensure clean, structured data before it reaches downstream systems
Cleaner data upfront means less time spent on fixes later.
Step 3: Build an Integrated, Scalable Ecosystem
Once roles and standards are clear, institutions can layer in a CRM and a tightly integrated data collection platform that supports automation, real-time data sync, and reliability during high-demand periods. This is where platforms like Salesforce Education Cloud come into play.
Why Higher Ed Teams Turn to Salesforce Education Cloud
Salesforce Education Cloud is designed specifically for higher education, helping institutions improve data visibility, collaboration, and student engagement. Beyond strong ROI and cost savings, it delivers capabilities that legacy SIS platforms often lack, such as:
- A unified student view. Data from admissions, advising, financial aid, academics, and alumni relations all live in one place.
- Cloud-native scalability. The platform performs reliably during peak usage without downtime.
- Personalized communication. Automated, targeted outreach via email, SMS, and portals improves engagement and retention.
But even the best CRM is only as good as the data flowing into it.
Why Data Collection Is the Missing Piece
For Salesforce data to be useful, it needs to be clean, structured, and compliant from the start. That makes data collection a critical part of the equation.
Higher ed teams need flexible tools that can support:
- Complex, department-specific requirements
- Forms that don’t map neatly to CRM fields
- Frequent changes without added technical overhead
That’s where FormAssembly fits in.
Learn more about how FormAssembly is well positioned to help higher education institutions modernize in our new whitepaper.
Moving Beyond Legacy Systems
Legacy SIS platforms struggle with scalability, usability, and security, but institutions don’t have to stay stuck – modernizing student information systems is achievable. By pairing a flexible, compliant data collection platform with a cloud-based CRM, higher ed teams can:
- Reduce friction across departments
- Improve data quality and confidence
- Create student experiences that match today’s digital expectations
The result is a more resilient, efficient approach to managing student data that’s built for the future of higher education.
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Interested in exploring how FormAssembly could help your institution modernize? Book a personalized demo or start a free trial today.
