Unlike Family Policies, the student policies in iClassPro are optional. By default, no student policies are activated in iClassPro accounts and businesses are not required to set up student policies. If a business chooses not to use this feature, customers and staff will not be required to interact with it.
Accessing Student Policies
To access student policies after logging into iClassPro, open the User Panel at the top right of the software and click on Settings. From the settings page, click Student Policies on the left menu.
PRO TIP!Only staff members which have access to the Settings area of iClassPro will be able to view, edit and create Student Policies directly.
From this area, you will see an area for a list of student policies created in your account. The search tool will search the policy names to make it easier to find policies if there is a longer list.
Default Photo Waiver Policy
Each iClassPro account will start off with a specially designed student policy for a photo waiver. This policy is specially designed to be tied directly into the ability for staff members to take, upload and view student photos throughout iClassPro and cannot be removed from the software. For those businesses which may need consent to utilize student photos in any capacity (even internally) due to legal reasons, this new policy should be implemented to allow this functionality. Because this policy has been designed to incorporate this special functionality, it cannot be deleted.
If a custom student policy is deleted using the trash can icon, you can click “Show Deleted Items” to view deleted policies. If a policy is deleted by accident, clicking “Restore” next to that policy in this section will return it to the current list of policies. Clicking “Show Active Items” from the deleted items at the top of this view will return you to the current list of policies in the account.
Creating a New Student Policy
From the student policies page in settings, click “Add New Student Policies” to begin drafting a new student policy agreement.
Every policy must have a Name (title for the agreement) and Content (where the agreement text will be included).
Each policy will also have checkbox settings to control how it is enforced:
- Active – If this box is checked the other boxes will appear and the policy will be incorporated into the workflow for the office portal. If unchecked, the policy will be created, but will not be implemented for use on student records. Only active policies will be enforced throughout the iClassPro application.
- Visible to Customers - If this box is checked, the policy will be implemented during the parent portal registration process. If unchecked, the policy will remain only for staff use on student records.
PRO TIP! When creating student policies that will be visible to customers, keep the user experience in mind. Families must either accept or reject these policies individually for each student. This means that if you have created 3 student policies, a family that has 3 students will be required to either accept or reject a total of 9 student policies. Families will still be required to sign family policy agreements, which can include many of your businesses’ all-encompassing policies.
- Acceptance Required – If this box is checked, staff members will receive a warning that the student is missing required policy acceptances when enrolling the student or taking attendance. If the policy is also visible to customers, it will prevent the customer from submitting enrollments online for the student until the policy is accepted.
Any required student policies should also have the "Show On Web" option enabled. If you have required a policy and it is not set to "Show on Web," parents will not be able to complete the enrollment process as they will not be able to see the policy to accept it.
After entering the desired information, click Create to save the policy. It will now be displayed in the list on the Student Policies page in Settings with quick indications for if it is active and required.
An audit log entry is recorded to track the details of when the new policy was added.
Editing a Student Policy
It is important to note that (similar to family policies), making edits to a policy already in use will expire the old version of the policy and require all customers to re-submit their agreement status to the new version. If the policy is required, this will trigger an icon for missing required policy acceptances in the attendance module and roll sheets. If the policy is visible to customers, they will be prompted to accept or reject the policy the next time they access the parent portal. When a new version is released, copies of past versions and agreement statuses will be kept on file under each student’s record.
From the Student Policies page, click the pencil icon next to the name of the policy you would like to edit.
With the student policy open, make the necessary edits and then click “Save” to keep the window open or “Save & Close” to exit.
If they system detects no changes when the staff member saves, an error message will appear and the save does not occur. This is to protect from “accidental” policy updates which could inconvenience customers.
With a successful edit, an audit log entry is made to track changes to the student policies.
If a policy is successfully edited, you will be given the option to send an email to notify families that a new policy has been created and provide a link to the Parent Portal so they can log in and review/accept it.
Clicking YES at this prompt will launch an Email Blast window that automatically selects all active families to receive the email and loads the "Policy Update" email template. (This email template can be customized under SETTINGS>SETUP>GENERAL SETTINGS>EMAIL TEMPLATES>ICLASSPRO>”Policy Update”.)