Person Agreements in Colleague

Person Agreements are documents configured in Colleague, that users of SPA can sign online. An example is the Student Financial Agreement that students must sign before they are allowed to register for classes.

Accessing Agreements

Agreements can be accessed from SPA:

  • From the left navigation, go to User Options, and from the drop-down, select Required Agreements OR click on the username on the top right and select Required Agreements
  • A list of agreements assigned to the person will appear, click View under the Action column for the agreement 
  • The content of the agreement will be displayed, click Agree to accept the terms of the document
  • An opportunity to print a PDF of the document will be presented

Setup Steps for Staff

  1. Annually add/update the time period the document will be associated with on AGPD (Agreement Period), (Admin IT will perform this step)
  2. Annually add/update a document on AGRD (Agreement Definition)
  3. Manually as needed, go to AGRB (Batch Update Person Agreements) to update the person records who will be assigned the document
    1. Update Mode
      1. No - to view a report of records that would be updated (does not add the agreement)
      2. Yes - to actually assign the agreement
    2. Agreement
      1. Enter the name of the agreement, if not sure type ... and enter for a list to be displayed
    3. Saved List Name 
      1. if using a Saved List enter the name
      2. Review instructions on Creating a Saved List
    4. Person
      1. if using individual IDs, enter the ID or last name, first name and then select from the list
    5. Additional Selection Criteria should be No
  4. A job has been added to the process handler in Colleague to run this process every day at 8 pm

Operational Tasks for Staff

  1. Go to AGRV (View Person Agreements) to view the documents a person has been assigned and whether they have accepted the document
  2. Run a report in Reporting Services (coming soon)

Additional Considerations

  • Add a rule related to the agreement on RGCT (Registration Controls), ex: block them from registering if the person has not accepted the document
  • Add a PERC to the person's account related to the agreement

Vendor Resources

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