How Can I View Policy Information in the Office Portal? – iClassPro Support

IN BRIEF:
Learn how to view and manage Family Policies and Student Policies in the Office Portal, including: recording responses on behalf of customers, generating printable copies, running policy acceptance reports, and quickly identifying missing agreements during enrollment, attendance, or photo uploads.

Overview
Accessing the Feature
Step-by-Step Instructions
Troubleshooting & FAQ
Related Articles

Overview

Family Policies and Student Policies store required agreements such as rules, waivers, and terms of service. Reviewing policy information in the Office Portal allows staff members to:

Confirm whether required policies have been accepted.
Record acceptances or rejections on behalf of families or students, when permitted.
Print policies for on-paper signatures.
Run reports showing acceptance status.
Identify missing policy acceptance during enrollment, attendance, or photo uploads.

Understanding where and how policy information appears helps staff follow up efficiently and maintain compliance.

Accessing the Feature

Policy information can be accessed from both family and student records.

Navigate to FAMILIES or STUDENTS.
Select the pencil/edit icon next to the desired record.
Select the Policies tab.

Step-by-Step Instructions

Viewing Policy Agreement Status

From the FAMILIES page, select the pencil/edit icon next to the desired family.
Select the Policies tab.
Review each Family Policy and each student’s Student Policy status:
1. If they have the appropriate permission, staff can use the "checkmark" to Accept or "X" to Reject policies for the family/student directly from this view.
  - NOTE: The "Accept" button is only visible if the staff member has been granted the "Allow Policy Approval/Rejection" permission.
2. Use the printer icon to generate a copy of the current policy version.
  - NOTE: Printing a policy with a status of No Response adds signature lines for on‑paper acceptance.

Manually Recording a Policy Status

Staff can accept or reject a policy on behalf of a customer from either a family or student record.

Select the "checkmark" or "X" next to the policy to accept or reject, respectively.
Confirm the action in the dialog.

IMPORTANT NOTES

Button availability depends on staff permissions, as well as the current policy status (e.g., the "checkmark" will appears gree when the policy is already accepted).
All active student policies will be displayed, even those that are not marked as "Visible to Customers."
An audit log entry is created whenever a staff member records or updates a response.

Available Policy Reports

To generate these reports, staff members need to be granted the Family Policy Agreement and/or Student Policy Agreement report permissions.

Policy Report (Printable Blank Copies)

Family Policy Report (FAM‑9): Generates a printable version of Family Policies.
Student Policy Report (STU‑11): Generates a printable version of Student Policies.

Policy Agreement Reports (Acceptance Status)

Family Policy Agreement (FAM‑11): Lists families, guardian contact info, and acceptance status for the current Family Policies version.
Student Policy Agreement (STU‑10): Lists students, guardian contact info, and acceptance details for each Student Policy.

Policies Filters in the Office Portal

Both the FAMILIES and STUDENTS pages include Policy Acceptance filters to locate records by acceptance status or version.

For more information about these filters, see also:

Automating Communications for missing policy acceptance

You can configure and enable iClassPro's "Check for policy acceptance upon enrollment" and "Missing policy acceptance" Autopilot workflows to automatically notify families of missing policy acceptances.

See our "Which Autopilot Workflows are Available?" document for full information. Interactive Demos for setting up these workflows are also available from the Education Corner (accessible from the Office Portal's "Welcome" page).

Enrolling Students Missing a Required Policy Acceptance

When enrolling a student who has not accepted a required Student Policy, a dialog alerts staff to the missing acceptance and asks whether to proceed.

Student Policies Alert Icon for Student Attendance

On printed roll sheets or when recording attendance from the CLASSES view, a policy alert icon appears next to any student missing a required policy. Instructors can then prompt families to accept the latest policy version.

Student Photos and the Special Photo Waiver

If the Photo Waiver is enabled under SETTINGS>POLICIES>STUDENT, its acceptance status controls photo visibility:

Students who have accepted the waiver can have photos displayed and uploaded in the Staff and Office Portals.
Students who have rejected the waiver will not have a photo area on their profile.

If the waiver is disabled, photo functionality remains unchanged.

For more information, see "What is the Photo Waiver?".

Troubleshooting & FAQ

Why can’t staff members see the "Accept" button?
- Ensure the staff member has "Allow Policy Approval/Rejection" permission.
Why is the policy alert still showing after acceptance?
- Confirm the student has accepted the current version of each required policy.
Can families sign a policy on paper?
- Yes. If they have the appropriate permissions, staff can print a policy, collect signatures, then manually mark it as “accepted.”