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.

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. Annually add a job to the process handler in Colleague to run this process every day at 8 pm (Admin IT)
4. Annually determine if it should block them from registering if the document has not been accepted (Registrar)
   1. if it does, update the rule ARSFAGR to add the appropriate agreement code using RGCT (Registration Controls) and detailing into RLDE (Rules Definition)
   2. there will be periods of time when both agreements will block registration
   3. On July 1st, the rule should be updated to remove the previous academic year's agreement

Operational Tasks for Staff

1. As needed, manually update the person record who should be assigned the document
   1. Go to AGRB (Batch Update Person Agreements) to 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
      3. Agreement
         1. Enter the name of the agreement, if not sure type ... and enter for a list to be displayed
      4. Saved List Name 
         1. if using a Saved List enter the name
         2. Review instructions on Creating a Saved List
      5. Person
         1. if using individual IDs, enter the ID or last name, first name and then select from the list
      6. Additional Selection Criteria should be No
2. View the documents a person has been assigned and whether they have accepted the document on AGRV (View Person Agreements)
3. Run the report in Reporting Services
   1. For Student Accounts: SPA Financial Agreement Transactions Report

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 if needed

Vendor Resources

• Colleague Self-Service: Person Agreements - Master Article
• Colleague - Define Agreement Codes with AGRD
• Colleague - Define Agreement Periods with AGPD
• Colleague - Update Person Agreements in Batch with AGRB
• Colleague - View an Individual's Agreement History with AGRV