Voiding & Historical Data of Issued Contracts

Moriah Petersen Griffin

Hello again! Does anyone have a process for voiding contracts in EMS? We have a half-day Toddler program and an All-Day Toddler program and we have an incoming family who already signed their contract for Half-Day but would like to switch to the All-Day Program. We are likely to accept this change because they are ADDING care, not trying to reduce the amount they signed up for. The way I have it set up is the half-day vs all-day is the grade that the student is entering so I'd have to delete all of the entering information in order to make the change and re-issue a contract. Has anyone had experience doing something like this? What are the pros and cons? Our contracts are legally binding so we'd like for the family to maintain responsibility but we are willing to try to accommodate the request.

I have also thought about the idea of issuing a non-integrated contract but am hesitant to do that approach since we already have LOTS of different versions of those for custom pick-up schedules. It might be easier just to void the current contract and re-issue a new one since they're both standard.

Also, how do you keep track of the contracts you have generated? While this is our first year using EMS, I think it would be helpful in future years to look back and see if/when we've generated a contract for a student in the past. Instead of deleting the contract can I just set it to expire at a certain date for that particular family and have record that we issued one but it wasn't ever completed?

Thanks!

Moriah

Ash Smelkinson

@Moriah Petersen Griffin
We have a similar system with not only half-day vs full-day but summer options as well. We handle it by having the tuition be set for the 9-month half-day version (since that's the lowest common denominator) and then parents can add “optional fees” so that it ends up being full-day. If they want to change things afterwards, there's a separate addendum they have to fill out.

Inside the contract settings for the individual student (not the contract Form that is the template for everyone, but in the contract section of their profile) there is the option to mark them as “not returning.” The terminology is annoying because it's the same for newly-enrolling candidates (who also have this option as a drop-down in the decision portion of the checklist section of their profile) and returning students. Marking them as “not returning” makes it so the parents can no longer see the contract, and you have a record of it. We almost never delete contracts, whether someone fills them out or not.