Universities may require participants to sign consent forms. These consent forms can be required for all participants signing up and/or for a selected group of participants.
- Creating a consent form
- Managing a consent form
- Selecting recipients
- Participant signup
- Selecting manually by criteria
- Signing consent forms
- 18 years old and above
- Under 18 years old
- Reviewing and updating the status of the consent form
Creating a Consent Form
To create a consent form, click the Main Menu > System Configurations > Consent Forms > Add New Consent Form.
Enter the title and content of the consent form. You'll also be able to add a "Sign By" placeholder where the name of the signee populates if the consent form is signed online.
Managing a Consent Form
- Edit - Edit the existing consent form
- Add New Recipients - Add/Select participants who need to sign the consent form
- View Recipients - View the status and the participants who were selected to sign the consent form
- Delete - Delete the existing consent form
- Recipient(s) - Number/List of participants who were selected to sign the consent form
- Status - Activate/Inactivate the consent form
Participants signing up can be required to sign a consent form.
To select a consent form for participant signup, click the Main Menu > Website Integration > Participant Signup Settings > Select the consent form under the Consent Form dropdown.
The university will be able to enter a text/message which will be displayed on the download screen if the participant is under 18 years old. To enter the text, click the Main Menu > Website Integration > Participant Signup Settings > Enter text on the Consent Form message for under 18 participants field.
Manually Selecting a Group of Participants by Criteria
You can also have a selected group of participants sign a consent form.
To apply a consent form for a selected group of participants, click the Main Menu > System Configurations > Consent Form > dropdown next to the consent from > Add New Recipients.
On the Add Recipients window, enter the criteria for the group (e.g. participants of a specific course, participants assigned to a specific opportunity), then click Add Recipients.
Notification for Recipients
Participants who are selected to sign the consent form will receive an email notification. The email notification will contain a redirect link to where the participant/guardian can sign the consent form. The email notification is configurable under System Configurations.
Signing Consent Forms
The participant will be able to sign the consent form in different ways. Moreover, the procedure will be different for participants above 18 years old with those under 18 participants.
Note: If there is a need to identify which participants are above or below 18 years old, the university must require the birth date during registration. Otherwise, the system will assume that all participants are above 18 years old.
18 years old and above
If the consent form is incorporated on sign up and the participant is above 18 years old, he/she can sign the consent form during registration.
For consent forms applied to selected participants above 18 years old, they will be able to sign the consent form when logging into their participant portal. The unsigned consent form will be displayed on a pop-up where they can sign.
Under 18 years old
For participants under 18 years old (based on the entered birth date) signing up, they will need to download the form and have a guardian sign it.
The signed consent forms are then forwarded the university and the university can upload the consent form on the participant's profile.
Finally, the email notification which contains a link will redirect the participant to the sign page where the participant above 18 and the guardian of the participant under 18 can sign.
Reviewing and Updating the Status of the Consent Forms
The admin will be able to review the status of the participant's consent from by clicking the Main Menu > System Configurations > Consent Form > Select View Recipients next to the consent form.
This page will display the list of recipients as well as the status of each consent form. Status are as follows:
- Email Sent - Successfully sent an email of the consent form to the recipient
- Email Resent - Resent the email to the recipient
- Signed on - Consent form was signed by the participant or uploaded by the admin on behalf of the participant
The admin will also be able to perform the following actions:
- Resend - Resend another email notification of the consent form to the recipient(s)
- Marked as Signed - Upload the signed consent form on behalf of the participant
The admin can also view and update the status of the consent form from the participant's View Volunteer Page.
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