What a student information system costs a career college
Typical monthly prices, the setup and migration costs vendors don't put on the pricing page, and how to estimate the real yearly cost for a Canadian career college.
Last checked October 29, 2026
Short answer
Student information systems for small career colleges usually cost from about $100 to $1,200 a month, depending on the vendor and the number of students, plus any setup, data migration and training fees. Compare the total first-year cost, not the monthly price, and check whether you pay for every record or only for students currently enrolled.
Typical prices
Directory listings in October 2026 show starting prices from about US$100 a month (Classe365, up to 100 students) through US$350 (STARS) to around US$1,200 a month (Campus Cafe), with several vendors quoting only on request. Cohort starts at CAD $99 a month for up to 100 active students, CAD $349 for up to 500, CAD $549 for up to 1,000 and CAD $799 for up to 2,000, or about 15% less billed yearly.
The costs that aren't on the pricing page
- Setup or implementation fees, sometimes charged as a one-time project.
- Data migration: moving current students, payments and grades out of spreadsheets or an old system.
- Training for office staff and instructors.
- Paid add-ons: online payments, e-signature, a student portal, an LMS connection or API access.
- Support tiers — some vendors charge extra for phone support.
- Card processing fees if students pay online, which come from the payment processor rather than the SIS.
What you are charged for
Pricing models differ more than prices. Some vendors charge per user, some per student record, some per feature and some a flat tier. Ask whether prospects, applicants, graduates and staff accounts count towards the price; a per-record model can double in cost as old students accumulate. Cohort counts only active enrolled students — prospects, applicants and staff are free.
A quick way to estimate the real cost
Take your average number of active students over the year, find the matching tier, multiply by twelve, and add every one-time fee from the written quote. Then add the staff time a system saves or costs you: T2202 season, monthly attendance totals and payment follow-ups are where most career colleges spend hours each month, so a cheaper system that leaves those in spreadsheets can cost more overall.
How to do it in Cohort
Sources
- Capterra — Classe365 pricing
- Capterra — STARS Campus for Career Colleges
- Capterra — Campus Cafe
- Cohort pricing
General information, not tax or legal advice. Rules change — check the sources above and your accountant or advisor before relying on this for your college.