If your business chooses not to implement any policies, then the policies will not be referenced during the parent portal experience.
If your business does choose to implement policies, they will be visible to customers and must be addressed prior to submitting payments or enrolling online.
Any required 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 see the policy to accept it.
Portal Procedure for Existing Families:
For those customers which already have existing accounts into iClassPro at the time that policies are added or updated, they will encounter any policies set to be visible to customers the next time they log in online.
The customer will automatically be directed to the first new or updated family policy.
At the bottom of the policy, the customer will need to Accept it to move forward with the enrollments process.
After accepting all family policies, they will be directed to the first new or updated student policy for the first student in the family:
The student that this policy applies to is listed above the policy name and content. At the bottom of the policy, the customer will have the option to Accept or Reject it.
If a policy is required for enrollment to take place in the parent portal, the customer will see a note at the bottom of the policy, above the accept and reject buttons.
If there are multiple student policies that need to be accepted or rejected, the next one will be immediately displayed. If there are multiple students, all policies will be reviewed for one student before the next student’s policies are presented.
Customers can go to the appropriate area of the "Policies/Procedures" section in the Parent Portal at any time to view the list of family and student policies and their current acceptance status. For Student policies, they can also click View next to a specific policy to see the policy itself and update their acceptance/rejection status.
NOTE: Policies that are set to be required must be agreed to before enrollments can be created. However, families legally have the right to reject policies at any time, so you will want to monitor your Online Activity for Policy rejections for families with active enrollments.
Any rejections to policy agreements made through the parent portal will be reported through Online Activity. A new "Policies" activity type has been added to the online activity window to help staff identify and review these rejections.
An audit log entry is also created to help provide a timeline of changes on the family or student account.
A full history of agreement status for the family and students can be also found under their respective records by clicking on the Policies tab. Reporting and filter capabilities have also been included.
Student Policies when Creating New Students
When creating new students from the students page in the parent portal, the workflow will be slightly different for businesses which have implemented student policies.
In the parent portal, click on Students to create a new student. After clicking “Add Another Student”, the customer will be required to either accept or reject all policies for the new student prior to entering the student’s information.
If it is a required policy, customers will see the following additional notice at the top of the page:
Once the policies are agreed to, the customer can add the student details.
Enrolling Students Who Have Not Accepted Required Policies
If a family has created their students, but they have rejected any policies that require acceptance – they will not be able to enroll the students via the Parent Portal until that rejection is updated to an acceptance. Customers will be given an indication next to the student’s name in the enrollment information and a link to take them to the problem policy to change their status.
Once the required student policy has been agreed to, enrollment can proceed for that student by navigating back to the Classes or Camps list and selecting “Enroll Now” next to the class or camp again.