Consents tab

Created by Daniel Kamran, Modified on Fri, 29 Jul, 2022 at 10:45 AM by Harrigan Phillips

During the Learner's time at your organisation, there will be a need to record Consents granted, or denied, for activities or scenarios. Examples of these could be permissions to go on educational field trips, permission for photographs to be taken & used in newsletters or access to things such as animals.

Under the Consents tab you will see a list of existing consents in a table with the following columns:

Column	Description
Category	The consent category, these can be updated in Standard Values (see below)
Consent Denied	Shows if the consent is granted or denied
Date	The date the consent was granted or denied
Topic	The description of the specific consent, these can be updated in Standard Values (see below)
Given By (Student/Contact)	Who gave the consent (for example learner, parent)
Given by (Staff)	The staff member who has given consent (if applicable)
Show on Summary	Tick to show the consent on the preview of the Learner on the Find Learner screen
Archived	Tick to archive the consent if no longer valid
Options	Upload a document (such as consent form) or delete the consent record

Information
If you edit the existing consents from the table or add any - ensure to click Save Learner once you have finished.

Adding a New Consent Record

To add a new consent record, click the Add New Consent button, this adds a new line to the table ready to configure accordingly. You can then choose the options from the dropdown(s) with regards to the consent type etc. Clicking Save Learner once you have finished.

You can generate a report of all consents granted or denied by clicking the Print Consents button. You can also print a list of Consents for multiple people in Learners -> Reports.

Setting Up the Consent Types

There are two areas that need configuring to be able to record consents, the consent category and consent description. So for example you may have a category of 'Privacy', and a consent of 'allowed to take learner's photograph'.

The set up is done in Administration -> Standard Values, under the Learner Values panel.

The first option to set up is Consent Categories, these will describe the type of consent, for example 'Privacy'. Click Add Value to add a new consent category.

You can then go on to set up the specific consent item(s). Go to Consents under Learner Values and click New Consent to add a new item. Choose a Category from the dropdown, and then enter the Consent Type (for example 'Photograph Consent'). You can also add some further Details if required.

Clearing Consents

Some organisations reset their recorded consents each year to ensure they re-apply for those consents instead of simply assuming they are still valid. Whilst you can do this on each Learners record, if you go to Learners -> Find Learner, you will see under the File menu there is an option to Bulk Remove Consents for Learners.