ARTICLE: Leave Terms and Conditions Documents

ARTICLE: Leave Terms & Conditions Documents

REACH allows you to attach a document and statement to requests for leave authorizations to parents and hosts so that your school's Terms and Conditions are accessible to and recognized by parents and hosts when they are approving leave.

Passive Approval

The default behavior of REACH leave authorization requests that are sent to parents and hosts includes a hyperlink on the notification that links to your Terms & Conditions document. The following approval statement with a hyperlink to your Terms & Conditions document is provided as part of the approval procedure;

Please note that by approving this Leave Request you are acknowledging that you understand and agree to  SCHOOL NAME Terms and Conditions for Leave.

This is a passive approval because there is no forced display or reading of the T&C document and, like many T&C documents that we are exposed to, it it possible, and even likely, that the terms are not in fact being read by the parent or host.

Compulsory T&C Acknowledgement

From January 2020 a compulsory acknowledgement workflow is available as an enhancement to this due diligence procedure. You can make it compulsory for the recipient of any request for approval to view and acknowledge that they have read and understood your Terms and Conditions document.

You can implement this feature at each individual level of the leave request procedure so it is possible, for example, to not require this of parents but to require it of Hosts (non-parent hosts) if you are including Hosts in your approval workflow.

When implemented, the approver will be taken to a landing page when they attempt to approve the leave request.  At this point the approver is required to tick the acknowledgement box to confirm that they accept the school's Terms & Conditions of Leave Policy in its entirety.

SMS Notifications where T&C acknowledgement is compulsory

We do not recommend SMS or PUSH for compulsory acknowledgement requirements because there is no way to ensure that the user can access the required material. 
Many phone users do not have, or do not know how to use, mobile data access to the internet from their phone. Others too may have restricted access due to phone data plan limitations. 
Compulsory terms acknowledgement "relies on" internet access for the document to be accessed.

Terms & Conditions Documents

Uploading your document
To load your T&C document add the file via the Data Management > File Manage r option (this option may not be available for all users to access). We recommend that you add a folder for Policies and load the document to that folder. This way you can have a dedicated folder for your policy documents for future use in REACH.

Implementing your T&C document
To implement your T&C document into your leave request forms g
o to System Configuration - Leave General - Terms and Conditions Document and map this setting to your file location in the REACH File Manager.

Implementing a different T&C document for a Leave Type
There is a T&C Document override feature in your Leave Type configuration that allows you to replace the standard T&C document with a specific document for any Leave Type. 
Go to System Config > Leave Types and in your Leave Type General Settings you will find the Override Terms & Conditions field. 
Simply upload you override T&C document to this field and it will replace your standard T&C document for this Leave Type only.

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