Enrolment Contract - Signature on PDF

Introduction

Supplementary and Enrolment forms in OpenApply can be used with our 'Enrolment Contract' function. This allows the system to automatically generate a PDF copy of the form, which parents can then electronically sign. The system then stores a PDF copy of the signed form, which is visible to parents and admin users. We have information on how this appears for parents here.

For schools to generate Enrolment Contracts, we utilise our existing forms and also added some new features in 2023 and 2024 to make it a contract form:

1. Mail merge values in forms for static text (Mail merge values): Schools can place student details, such as the student's name in the form and the data cannot be edited by the parents.

2. Auto-generate a PDF contract for signing (PDF Contract): the PDF version of the form will be generated once the form is submitted and then requires parents to sign the PDF.

If you would like the PDF Contract feature to be enabled for your school, please contact us at support@openapply.com, and we are happy to enable this feature for you, free of charge.

Mail merge values

For all forms, Legend of Values (i.e. mail merge values) can be inserted when editing the Section Header and Static Text. Navigate to Settings > Forms, and click on the form that you want to edit.

Click on General Navigation on the left panel, then drag and drop a Section Header or Static Text section into the desired location on the form.

Click on the Section Header or Static Text section after adding it into the form, to edit the text for that section, then click on the legend of values on the left panel, to insert that value into the text, such as the applicant's first name, applicant's last name or grade.

Configuring a PDF Contract / Enrolment Contract

Step 1. Configure a Contract Form

The PDF contract form currently only supports 'Supplementary Forms' and 'Enrolment Forms' for now. As noted above, if you would like the PDF Contract feature to be enabled for your school, please contact us at support@openapply.com.

Once the feature has been enabled for your school, you can enable the option for 'Make form a PDF Contract' on any any supplementary or enrolment forms you wish.

Step 2. Add a Signature on PDF field

Click to Add Field and create a new Signature on PDF type field. Please note that this type of field can only be added to the ‘Applicant’ section, i.e. it cannot be added to other grouped fields.

The Signature on PDF type field has additional settings that are unique to this field type. Choose the Signing Options and who are the Signers for this field.

Signing Options - this controls how the parents can sign the form. Select whether parents can Draw their signature, upload an Image and/or Type their name, to act as as their signature.

Signers - select who can sign this field; whether it can be signed by any Parent, Guardian or Agent, a specific Parent/Guardian and/or an Agent. If you require both parents to sign a form, you can add two separate Signature on PDF type fields into the form, one for Parent/Guardian 1 to sign, and one for Parent/Guardian 2 to sign.

Hide this field if the signers selected don't exist - we recommend always enabling this option. This means that, for example, if there are two Signature on PDF type fields into the form, one for Parent/Guardian 1 to sign, and one for Parent/Guardian 2 to sign, but the child only has one parent, then the field for Parent/Guardian 2 to sign would be hidden automatically, and only Parent/Guardian 1 would need to sign.

Step 3: Add the Signature on PDF fields to the form

Parents will not see the Signature on PDF type fields when filling out or reviewing the form. They will only see this field when signing the PDF, once they have completed the form.

Step 4: Add the Enrolment Contract form to the Checklist (for supplementary form)

If you have not already done so for this supplementary form, navigate to Settings > Admissions > Checklist, and add the form to the desired checklists for the relevant statuses.

We have further advice on adding checklist items here.

Parents would then be able to log into their account, navigate to their checklist, complete the form, and sign the generated PDF. Click here for further information on how parents can sign PDF forms.

Viewing the Signed Form

Admin users can check the signature status when viewing the contract form on the Student Profile. This will shows as either:

• Signed
• Not Signed

Schools will see the final signed PDF in the Files tab on the Student Profile, once all required fields are signed.

FAQs and Best Practices

1. If your school needs both or all parents/guardians to sign the contract, but some of the parents might not exist in OA yet, there are two possible solutions:

   1. Add Parent/Guardian Grouped fields within the contract form and ask the parents to add all parents who need to sign, before they submit the enrolment contract.

   2. Have another supplementary form for the parent to confirm and update the Parent/Guardian details before the contract form. On this form, add the Parent/Guardian Grouped fields and ask the parents to add all parents to OA who need to sign the enrolment contract.
      
      

2. To prevent Parents 3 and 4 from having nowhere to sign, we suggest schools create signature fields for all 4 parents and select the 'Hide this field if the signers selected don't exist' option for the fields.
   
   
3. If a parent makes a mistake, and you require all parents to sign the contract again, you can uncheck the checklist item, via the Checklist tab on the Student Profile, to re-open that checklist item. This will delete all of the signatures, and re-open the checklist item, so then the parents can sign and submit again.
   
   
4. Some countries require the website to get the user’s agreement to complete an electronic signature. We are not able to provide legal advice to the schools, but you may wish to check with your legal advisers whether you need to add a Terms type field or some text in the form for collecting e-signatures based on your country’s policy. You would also need to consult your lawyer/solicitor/attorney for legal advice regarding the legality of e-signatures in your country.