Universities may require students to sign consent forms. These consent forms can be required for all students signing up and/or for a selected group of students.
- Creating a consent form
- Managing a consent form
- Selecting recipients
- Student 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 students who need to sign the consent form
- View Recipients - View the status and the students who were selected to sign the consent form
- Delete - Delete the existing consent form
- Recipient(s) - Number/List of students who were selected to sign the consent form
- Status - Activate/Inactivate the consent form
Students signing up can be required to sign a consent form.
To select a consent form for student signup, click the Main Menu > Website Integration > Student 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 student is under 18 years old. To enter the text, click the Main Menu > Website Integration > Student Signup Settings > Enter text on the Consent Form message for under 18 students field.
Manually Selecting a Group of Students by Criteria
You can also have a selected group of students sign a consent form.
To apply a consent form for a selected group of students, 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. students of a specific course, students assigned to a specific opportunity), then click Add Recipients.
Notification for Recipients
Students who are selected to sign the consent form will receive an email notification. The email notification will contain a redirect link to where the student/guardian can sign the consent form. The email notification is configurable under System Configurations.
Signing Consent Forms
The student will be able to sign the consent form in different ways. Moreover, the procedure will be different for students above 18 years old with those under 18 students.
Note: If there is a need to identify which students are above or below 18 years old, the university must require the birth date during registration. Otherwise, the system will assume that all students are above 18 years old.
18 years old and above
If the consent form is incorporated on sign up and the student is above 18 years old, he/she can sign the consent form during registration.
For consent forms applied to selected students above 18 years old, they will be able to sign the consent form when logging into their student portal. The unsigned consent form will be displayed on a pop-up where they can sign.
Under 18 years old
For students 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 student's profile.
Finally, the email notification which contains a link will redirect the student to the sign page where the student above 18 and the guardian of the student under 18 can sign.
Reviewing and Updating the Status of the Consent Forms
The admin will be able to review the status of the students' 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 student or uploaded by the admin on behalf of the student
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 student
The admin can also view and update the status of the consent form from the student's View Volunteer Page.