TL;DR

 

Web Terms

Although the ability to set up terms and conditions has been available for some time on the web, this release provides the ability to issue terms to students on the web and improves the editing process including the ability to publish terms documents. For details of these changes and how to maintain and issue terms, please see https://www.mydrivetime.co.uk/blog/release-2-9-0/.

 

Team Terms

Up to now we have only provided access to personal terms i.e., terms created and maintained by an instructor, rather than terms created and maintained by the team, which are available to all members of the team. These team terms can only be maintained by those in the school with administrator rights, including the school owner. Team terms work alongside personal terms.

For details of these changes, read on…

 

Terms and Conditions Documents

By way of an introduction, Terms and Conditions are provided to clarify what you expect from your students and what they can expect from you. Furthermore, it protects both you and your learners in the unlikely case that there is future disagreement about whether the instructor or student has failed to deliver what was expected of them. As such, you should consider a Terms and Conditions document an absolute necessity for your business and not an optional extra and because it is an essential part of your business, we provide the ability to create, edit and issue documents via the web app.

 

Team Terms

These are available via the Teams Settings option as shown below.

 

 

Listing Terms

When you access the Student Terms & Conditions feature, you will be presented with a list of all the team terms plus the ability to clone a standard set, provided by MyDriveTime, and add a completely blank set if you wish via the ‘+’ button.

 

 

Publishing Terms

The ability to publish terms is critical to a team. Until such time the terms document is published it cannot be issued to students or even read by your team members. You therefore have carte blanche to change the team terms and when you are completely happy you can then make the terms available by publishing them.

When your team issue terms they will have the choice between team terms, published by you, and their own personal terms.

 

Editing Terms

Clicking on the context menu (3 dots to the right of each card), you have 2 options, to edit the details of the team terms and to edit the terms document itself. Note: You cannot specify a terms document to be the default – this is only available to the instructor.

 

 

    • The first of these options allows you to change the name of the terms, add some usage guidance and make it published.
    • The second option allows you to edit the terms document itself.

 

Edit details

Simply change the details you want to and click ‘Save’.

 

 

 

This is also the screen where you can delete documents, by clicking ‘Delete’ and then clicking ‘Confirm’.

Note: Any copies of this document which have been issued but are as yet unsigned will also be deleted; any signed or rejected documents will not.

 

Edit Document

This is where you can change the text in the document itself. The editing process has an Autosave feature, which is on by default, and which will save your document every time you pause when typing (which, if you’re like me is after every letter!). You can turn off Autosave if you wish using the toggle at the bottom of the screen. If you choose to turn it off, you are at risk of losing your document if your device crashes. You need to click ‘Save’ to save your changes to the document.

 

 

Editing Team Terms – Additional Considerations

If the document you are editing has previously been issued by members of your team and is, as yet, unsigned by the recipient, any changes you make are automatically and immediately updated to that previously issued copy when the document is saved.

To avoid unintentionally affecting your team’s students you need to exercise considerable care in changing ‘live’ documents. We suggest that you consider creating a new document instead.

If you choose to make changes to ‘live’ documents, we suggest that you turn off Autosave so that the changes will only get propagated through to your team’s students when you save the document at the end of the process. Unpublishing the document does not help in this respect.

To identify whether there are unsigned copies, when you opt to edit the document, a warning will appear telling you how many students will be affected if you make changes.

When the student next opens the document to read or sign, they will be warned that the document has changed and that it is recommended that they read it again before signing.

Note: Any changes you make will not be updated to anyone that has already signed or rejected the document.

 

 

Issuing Terms

A team member or an administrator can issue terms to a student by going to the student profile page and selecting to add terms as shown below.

 

This will show all the available terms available to that instructor, school terms first followed by any personal terms as follows:

 

If any particular terms document has been specified as the default terms by the instructor, these will be selected automatically but you can select a different document if you require. Click next to proceed.

Select the intended recipient and click ‘Issue Terms’. The student will receive notification in the student app, if they have it, that there are terms to be reviewed and signed as well as an SMS with a link to the terms document, which they can use to sign if required.

 

 

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If you find any issues with this release or anything else, please contact us at support@mydrivetime.co.uk.