• Parent/Guardian Consent Form aXcelerate template is automatically sent to any student who is enrolled and under 18 years of age within an hour of their enrolment date:

  • Template: https://strategix.app.axcelerate.com/management/management2/rto/printTemplate.cfm?planID=150106

  • Workflow: https://strategix.app.axcelerate.com/workflow/autotask/autotask_edit?autoTaskID=16317

• The aXcelerate template will send to all enrolments that meet the following conditions:

  • Course Domain Name not ESTB1 or ESTB2

  • Enrolment status is Tentative or In Progress

  • Enrolment Date today

  • Age less than 18

• The automation will only fire once every 180 days per student. This allows for the following:

  • It prevents the student from receiving additional emails in the event that there was a change to the enrolment e.g. transfer to a new date/course or completed a new enrolment form.

  • It also allows for a student to be resent the form if they were to undertake two or more courses while they were under 18 (assuming an approximate gap of at least 180 days between courses)

• The email sent from aXcelerate informs the student of the requirement to complete a parent consent form and then informs them on what to expect.

• After the email is sent from aXcelerate, another email is sent from our online signing platform (docuseal - sign.stgx.app). The email will come from sign@strategix.edu.au. This email contains a link to the parent consent form. We use an automation in Make.com to send this email. Via Make.com we are able to add the students name and student ID number directly to the form. Automatically adding the student name and Student ID greatly assists with the automation of signed parent consent forms being automatically uploaded back into aXcelerate.

• From the student’s perspective, the process is as follows:

1. The student receives an email from aXcelerate informing them of the need to complete the parent consent form (the benefit of this email is that it records a note against the contact profile in aXcelerate)

2. The student receives an email from sign@strategix.edu.au with a link to start the parent consent form

3. The student clicks the link in the email and confirms his/her name, student ID and nominates the best email address of their parent / guardian.

4. Once submitted, an email is automatically sent to the Parent/Guardian email address recorded in step 3 (this is also done via http://Make.com as it allows the email to be personalised)

5. Once the Parent receives the email and clicks the link they will complete the remaining fields and submit the form

• After the form is submitted by the parent (with a correct Strategix Student ID number) the following actions take place:

  • A note is recorded against the contact record

  • The parent consent form is uploaded to the portfolio without an expiry date

  • As part of the Course Coordinator's processes, they may check the document and add the expiry/issue date, as applicable.

• When the form contains an incorrect Strategix Student ID number, a copy is sent to support@strategix.edu.au and paula.jackson@strategix.edu.au (Current Schools Coordinator) to manually upload the portfolio to aXcelerate.

1. What to do if the student hasn’t responded to the email and the Parent / Guardian information is known? There are three options:

   1. If you have access to Docuseal you can navigate to the relevant envelope and resend the email to the student
      
      

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   2. If you have access to Docuseal and you know the Parent / Guardian, you can fill the Parent / Guardian email you can send the email directly to the Parent Guardian by following the steps outlined here: .

   3. If you do not have access to Docuseal, you can send a new email directly to the student from aXcelerate. This option will not append the students name or Student ID to the form which may result in a higher likelihood of the completed form not automatically saving to aXcelerate. The template in aXcelerate is titled Parent/Guardian Consent Form (Manual send)

2. How often are reminders sent?

   1. Reminder emails are current set as follows:
      
      

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• Email sent from aXcelerate - Parent/Guardian Consent Form V2

• aXcelerate Workflow that sends the email and a post URL to docuseal

• Make scenario that emails the link to the student and appends the student full name and Student ID as per aXcelerate - Parent / Guardian Consent Form Docuseal - INVITATION

• Make scenario that sends the email to the (this one personalises the email to the parent e.g. “Hi Jeff,” as opposed to “Hi,” Parent / Guardian - Parent / Guardian Consent Form DocuSeal - Student Submission

• Make scenario that uploads a copy of the form to aXcelerate and records a note against the contact profile - Parent / Guardian Consent Form DocuSeal > aXcelerate Note v2

• Docuseal Template that is routed through Make - Student Enrolment Declaration - Parent Guardian Consent Form

• Docuseal Template for sending manually through aXcelerate - Parent/Guardian Consent Form (Manual send)