An Agreement provides the terms and conditions that the person registering through Community Education would need to acknowledge and agree to before proceeding with their enrollment. An Agreement can be created for different reasons depending on the module:
- A Child Care Site (i.e. to outline registration fees, requirements to withdraw from the program, invoicing parameters, etc).
- An enrichment Course or ECFE Course (i.e. a Photo or Media release, a Sports Waiver, an Instrument Use/Rental terms, to outline class cancellation policies, late pick-up, absences, school closures, sliding scale, etc).
The same Agreement can be attached in multiple locations so you do not have to create the agreement new for each time. You can also attach multiple Agreements to the same Child Care Site, enrichment Course or ECFE Course.
When creating an Agreement, you will use a simple WYSIWYG editor to enter the text that will be displayed on the Public side. You can include images, videos and hyperlinks within the Agreement as needed. Keep in mind that consumers will often be viewing this information on a mobile device with a smaller screen that contains less viewing space. As mentioned above, you can break a longer Agreement into multiple parts then attach all of those parts to the location. When viewed during the registration, the system will indicate 1 of X if there are multiple agreements.
While there is not a physical copy in the system showing that the person agreed to the terms, a person can not proceed with an enrollment without agreeing to the terms and conditions. If you need to be able to download a hard copy showing the person's name or initials that they agreed to something, it is better to use a custom question or the Question Template feature instead. A consumer does have the option to print the agreement before checking the box that they agree and proceeding with their online enrollment.
To create a new Agreement:
- Point to System
- Select Agreements.
- Select Add Agreement
- Complete the New Agreement form using the tools in the WYSIWYG editor. Note: The Name is what will be displayed in the drop-down when you are attaching this Agreement to your Child Care Site, Enrichment or ECFE Course.
- Once all information has been added to the Text field for the Agreement, select Create.
Note: there is not an automatic save for agreements. Staff are encouraged to save often while creating their agreements.
To assign an Agreement within the system:
Child Care Site
To attach an Agreement to a Child Care Site, point to Child Care then select Sites, select Add Site or select the desired Site in the list view then select Modify. The Agreements are selected from the drop-down in the grey Extra Info section.
To attach an Agreement to a Course, point to Courses then select Courses. Select Add Course or select the desired Course in the list view then select Modify. The Agreements are selected from the drop-down in the blue section.
To attach an Agreement to an ECFE Course, point to ECFE then select Courses. Select Add Course or select the desired ECFE Course in the list view then select Modify. The Agreements are selected from the drop-down in the blue section.