The implementation of Student Policies within an iClassPro account will impact several areas of the Admin/Office Portal interface. The changes are covered below.
Viewing Student Policy Agreement Status
To view the current status of Student Policy Agreements for all students within a family, go to the Families page. Then click the pencil icon next to the family you wish to review. Finally, click on the “Policies” tab at the top of the window and look for the Student Policies section. In addition to the family policies, this view has a section for each student and their current status on each of the current Student Policies.
Default Collapsed View:
The checkmark or X will allow accepting or rejecting from the view, and the print icon will allow printing a current version of the policy.
The "Approve" button will not appear unless the staff member has been granted permission to "Allow Policy Approval/Rejection."
Note: A "No Response" policy will print out with signature lines
This information is also available on a student record by finding a student (from the family record or from the Students page) and editing the student record. Then click on the “Policies” tab for a more detailed policy view. Here, you can easily search for a specific policy to see the full history of it. The checkmark or X will allow accepting or rejecting from the view, and the print icon will allow printing a current version of the policy.
Recording a Manual Student Policy Status
From either the family view or student view, a staff member can click on the checkmark or the x to accept or reject, on behalf of a customer as a form of manual entry. The options that are available will depend on what the current status is for that student’s policy. For example if the policy is accepted, the checkmark will be green and the other 2 buttons will be colorless.
PRO TIP! This functionality also allows staff to have active policies that they can keep offline and manually mark as accepted or rejected. However, if the policy being edited is visible to customers and the customer does access the parent portal at a later date, they will still be asked to electronically accept or reject the policy again at that time.
Whenever a staff member marks a policy as accepted or rejected on behalf of the customer, the entry is updated to reflect the staff member changes and an audit log entry is made.
Available Student Policy Reports
As with all other reports available from the Reports page, staff members must be given permissions to access available student policy reports. This can be done through the staff member’s User Group or Advanced Staff Permissions.
Student Policy Report:
For those businesses which will be utilizing manual policy agreements, where a physical print copy of the policy is kept on file with a signature - blank copies of student policies with signature and date fields can be accessed using Reports>Students as the Student Policy Report (STU-11).
Student Policy Agreement Report:
A report for finding the status of student policy acceptance has also been implemented under Reports>Students as the Student Policy Agreement Report (STU-10). It can be filtered by policy status (current or past), agreement status (accepted/rejected/no record), only required policies, keywords and student enrollment status.
The results provide you with a list of students that meet those filter requirements along with their primary guardian, phone number, the policy name, most recent agreement status (indicating past or current policy version), date and timestamp, whether the agreement was accepted online and who it was accepted by (example below).
Student Policies Filter on the Student Page
For businesses which choose to utilize the student policies features in iClassPro, we have also implemented a filter on the Students page to make it easy to identify which students have or do not have student policy agreements on file. This feature enables businesses to view students that have or have not agreed to all policies, a certain policy or the most recent version of that policy.
This way, staff can easily send out communications to prompt customers to login online and sign the agreements for one or more students.
PRO TIP! When emailing from the Students page, variables can be used to insert the student’s name so that the customer receiving the email knows which student’s policies needs to be updated.
Enrolling Students Missing a Required Policy Acceptance
Staff members will still have the ability to enroll a student which does not have all of the required student policy acceptances on file. When creating the enrollment, a pop-up will appear informing the staff member of the missing acceptance and asking if that staff member would like to proceed anyway.
Student Policies Alert Icon for Student Attendance
When viewing student attendance from the classes view, a new policies icon will appear next to students which are missing student policies that are set to require acceptance. It will also appear on class roll sheets. This enables coaches and staff to prompt customers to go online and agree to the latest version of that student policy.
Student Photos and the Special Photo Waiver
For businesses that do not elect to enable the default photo waiver under Settings>Student Policies, there will be no change to the student photo functionality in the parent portal or staff portal.
If your business has enabled the special Photo Waiver included in your settings, then the agreement status for that student policy will impact whether photos can be displayed or uploaded for any given students in both the staff portal and office portal of iClassPro.
For students which the special photo waiver policy has been rejected for, the student photo area will not appear on the student’s profile.