IN BRIEF
The Photo Waiver is a required student policy included in every iClassPro account that controls whether staff members can take, upload, and view student photos within the System. Although the policy cannot be removed, it is inactive by default and must be configured and activated before it impacts student photos. 

• Overview
• Accessing the Feature
• Step-by-Step Instructions
  • Configuring and Activating the Photo Waiver
  • Optional Policy Settings
    • Legal Disclaimer
• Impact on Functionality
  • When the Policy Is Not Accepted
  • When the Policy Is Accepted
  • When the Policy Is Rejected
  • Policy Status Considerations
• Troubleshooting & FAQs
• Related Articles

Overview

Each iClassPro account includes a built-in Photo Waiver student policy that directly controls access to student photos across the System. This policy determines whether staff members are allowed to take, upload, or view student photos.

The Photo Waiver is designed for businesses that may require explicit consent—often for legal reasons—before using student images in any capacity, including internal use. While the policy exists in all accounts, it is not active by default and will not affect student images unless it is enabled.

Important notes:

• The Photo Waiver policy cannot be deleted from the System.
• No other student policies control photo functionality in iClassPro.
• If a business wants to manage promotional photo permissions separately, those permissions should be created as a separate student policy.

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Accessing the Feature

1. From the main navigation menu, go to SETTINGS>POLICIES.
2. Navigate to the Student tab.
3. Locate the Photo Waiver policy in the list.

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Step-by-Step Instructions

Configuring and Activating the Photo Waiver

For businesses that choose—or are required by law—to give guardians full control over student image usage, the Photo Waiver must be edited and activated.

1. Select the Photo Waiver policy from the student policies list.
2. Enter the appropriate agreement text, if needed.
   • By default, the policy does not include any official agreement language.
3. Select Active at the bottom of the policy window.
   • This allows staff members to begin tracking the policy on student records.

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Optional Policy Settings

After activating the policy, additional options control how it is enforced:

• Visible to Customers
  • Makes the policy part of the online registration process.
  • Customers are prompted to review the policy the next time they sign in online.
• Acceptance Required
  • Displays notifications to staff when enrolling students or taking attendance for students who have not accepted the policy.
  • If the policy is also visible to customers, guardians must accept the policy before the student can enroll in a new class or camp.

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Legal Disclaimer

• iClassPro does not provide legal advice.
• Businesses are encouraged to consult a lawyer when drafting Photo Waiver policy language if a policy is not already in place.

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Impact on Functionality

Once the Photo Waiver is active, it immediately affects how student photos are handled throughout the System.

A red warning dot will appear next to the student photo icon whenever Staff is not allowed to take a photo of the child (meaning that either the Photo Waiver policy has not been answered at all or that the policy was declined). The system will also prevent staff from taking or uploading photos for any students when this indicator is shown.

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When the Policy Is Not Accepted

• All existing student photos are hidden.
• Staff members cannot take or upload new student photos.
• A red warning indicator appears next to the student photo icon.
• The System blocks photo uploads while the indicator is displayed.

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When the Policy Is Accepted

• Existing student photos display normally.
• Staff members can take and upload new student photos from the staff portal.

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When the Policy Is Rejected

• A red warning indicator appears next to the student photo icon.
• Student photos cannot be taken, uploaded, or displayed.
• If photos were previously uploaded, they are permanently deleted from the System upon rejection.

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Policy Status Considerations

• Only Active policies are enforced.
• If the Photo Waiver is inactive, it will not be enforced—even if a guardian previously declined it.

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Troubleshooting & FAQs

• Why can staff not upload or take a student photo?
  • The Photo Waiver is either unanswered or has been declined. The red warning indicator next to the student photo icon confirms that photo actions are restricted.
• What happens if a guardian declines the Photo Waiver after photos were uploaded?
  • All stored photos for that student are deleted and can no longer be viewed or replaced.
• Does the Photo Waiver apply if it is inactive?
  • No. Only policies marked as Active are enforced, regardless of previous acceptance or rejection.
• Can another student policy control photo access instead?
  • No. Only the built-in Photo Waiver policy controls student photo functionality in iClassPro.

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Related Articles

• What Do I Need to Know About Family, Student, and Transactions Policies?
• How Do I Create/Edit a Family, Student, or Transactions Policy?
• How Are Policies Reflected in the Staff Portal?
• How Are Policies Handled in the Customer Portal?

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