SMART integrated Enrollment contracts Locked when submitted - Have you had an issue?

Julie Baker

I have had 2 situations with contracts that I find to be a big problem that the information on a SMART integrated enrollment contract does not LOCK.


1) A contract was submitted for a child for 4th Grade and reflects K-4th Grade tuition.  Child was promoted to 5th grade so now the contract shows her in 5th grade paying K-4 tuition.  This is a problem if she gets pulled for an audit.  The grade should not have changed since the contract was submitted and then we would send out a non-integrated contract reflecting the change of grade and tuition.


2) I was about to send a contract to a lawyer that was submitted last year and year prior.  Back then both parents were responsible signers, both signed in all signature lines, but then custody changed so for the upcoming year I removed a parent from being responsible.  When I went to print the contracts Parent A was no longer on the submitted contract as a signer.  Luckily I caught is as I had to put him back on as a responsible signer in order to then print it for a lawyer.  


Once a contract is submitted NO information should change it should be a Locked document.

Julie Baker

Adding to this we had a student withdraw from school.  Now parent has dispute with tuition refund but when you go into the signed submitted integrated contract the Tuition Fee is no longer in the contract.

Donna Albaumd

I agree that once a contract has been completed you should not be able to change it.  If I would change something in the system such as grade level, fees, etc, the contract should not be affected.  A non-integrated contracted should go out if any changes needed to be made

Sarah Bienvenue

Hi Julie, good news! We recently made changes in the system so that any contracts submitted for this contract season and going forward ARE locked in. This change however is not retroactive, so the "old" contracts will still behave as they have always behaved.


thank you,

Sarah