How to Update Privacy Notice and Student Declaration
Overview
Enrolment forms are a crucial part of the training process especially for organisation that are required to submit the data included in the forms to the government for reporting. These enrolment forms include privacy notices as documented evidence that the organisation has informed the student of their privacy rights and has obtained their consent to data processing. The student declaration in the enrolment form serves as formal statement that the student is attesting to the accuracy and honesty of the information they have provided during enrolment and helps maintain academic integrity by holding that students accountable for the accuracy of their enrolment information.
In your Student Management System, your enrolment form already contain a standard template for Privacy Notice and Student declaration. In this tutorial, we will show you how to update these pre-created forms to match your own organisation's Privacy notice and Student Declaration, ensuring that your forms are consistent and customised to your own needs.
Step Tutorial
Updating Privacy Notice
1. Navigate to Administration, then Templates, and select Enrolment Form. In the Enrolment Form tab, you will find an HTML editor containing the default Privacy Notice, which can be edited as needed.
Review the content and make any necessary changes. You can use the text editor tools to customise your Privacy Notice.
2. Click on the Save icon after editing to save your changes.
Creating your Student Declaration Template
1. The Student Declaration section displays a table containing a list of student declarations template available for use. By default, a standard Student Declaration will be shown here.
2. Users can create new templates for Student Declarations by clicking the + icon.
This will open a modal for creating the declaration. Complete the fields to create the declaration.
- Description - Enter a descriptive name for your Student Declaration
- Default Toggle - Toggle this button to set the new declaration as Default. When set, all enrolments in your program instances will use this as the default declaration. Only one declaration can be set as default. When a declaration is set to default and a new one is set as default, the system will automatically toggle off the default button for the previous declaration.
- Declaration - an HTML box that allows users to create their Student Declaration template, with available text editor tools for customisation.
Click the Save icon to save the changes, or the X icon to cancel.
3. To edit or delete an existing declaration, click the kebab icon and select the desired option.
Setting Up the Student Declaration and Privacy Notice on Enrolment Forms
Your SMS allows you to set a default student declaration that can be used as a template for all your enrolment forms. In situations where you want to use a different declaration for specific purposes, users have the option to override the default declaration on the Form Creator page. To set a different declaration on your Smart Enrol forms, follow the steps below.
1. Ensure that Student Declarations are created following the steps above.
2. From the Dashboard, go to Administration, then click Form Creator.
The Form Creator page will display blank designer page. Select a template where you would like to setup the student declaration by clicking the Templates dropdown menu.
NOTE: Ensure that the template has the Declaration control field.3. To add a declaration field, drag the Declaration field from the side panel onto the designer page. Once added, click the field to view the Control Settings.
To update the student declaration linked to the form, click the Student Declaration dropdown menu and select the desired declaration.
Once done, click the Save button at the top of the designer page to save the changes.
NOTE: If no declaration is set as Default in Templates > Enrolment Form, the Student Declaration section will appear blank in the form. Make sure to set at least one declaration as the default.
The Declaration field also serves as the Privacy Notice field. To set the field as either a Declaration or a Privacy Statement, go to Control Settings, click the Type option, and select the desired option.
The Privacy Notice and Student Declaration is an important part of your enrolment form. Editing the standard template allows you to customise it to your organisation's needs. Setting a student declaration on an enrolment form provides you with the flexibility to use a different declaration for a specific program, while ensuring that a default declaration is used across your other forms.
And that’s how to update privacy notice and student declaration in the SMS!
Congratulations on completing this tutorial. We hope this has been helpful to you and your organisation. For any questions or concerns regarding this function, please reach out to the contact support via email.
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