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Instructor Contracts

Overview

These instructions will show you how to assign an instructor to an activity, how to draft a contract, how to send a contract, how to obtain acknowledgement of a contract from an instructor, how to remove or void a contract, how to edit an existing contract, and how to create a new contract template.

Instructions

Task 1a: Assign an Instructor to an Activity - Single

  1. Navigate to Activities > Activity List
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  2. Select an activity
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  3. Edit a session
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  4. Select the Access tab
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  5. Select Add Item underneath Instructor label
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  6. Fill in fields
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    • First field is a search for the instructor
      • Note: Instructor must already have a CivicRec account
    • Rate: Assign rate type
    • Hourly: Assign dollar pay per hour
    • Per-Participant: Assign dollar pay per participant
    • Don't Notify/Notify: Select to choose whether or not to notify the instructor of new registrations
  7. Select Save Session
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Task 1b: Assign an Instructor to an Activity - Multiple

  1. Navigate to Activities > Instructor Contracts
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  2. Select Instructor Assignment
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  3. Fill in fields:
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    • Instructor: Search for instructor
    • $/Participant: Dollars per participant
    • %/Reg Fees: Percentage of the activity registration fees
    • $/Hour: Dollars per hour (Note: Total number of hours are calculated based on class schedule)
    • Registration Notifications: Select to notify the instructor of new registrations
    • Overwrite Conflicting Assignment: Select to prioritize this activity
    • Select activity assignments with the drop-down menu boxes
  4. Select Add Selected Assignments to save 
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Task 2: Draft a Contract

  1. Navigate to Activities > Instructor Contracts
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  2. Find applicable instructor(s)
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  3. Use the left-hand checkboxes to select instructor(s)
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  4. Click Draft Contracts
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  5. Fill in fields
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    • Contract Template: Select the contract template
    • Include Fields: Select which fields to include on contract
    • Notes: Enter any additional notes
  6. Select Generate Now
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    • Note: A unique contract number will generate and automatically assign to the instructor.

Task 3: Send a Contract

  1. Navigate to Activities > Instructor Contracts
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  2. Select the Contracts tab
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  3. Select instructor(s)
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    • To Download Contract: Select PDF icon beside any contract
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    • To Print Contract: Select Print Contracts
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  4. Select Send Contract
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  5. Enter any additional notes
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  6. Select Send Now
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Task 4a: Contract Acknowledgement - Hard Copy

  1. Print contract
  2. Obtain instructor signature in-house

Task 4b: Contract Acknowledgement - Email

  1. Email contract to instructor
  2. Instructor is prompted to enter full name and select Acknowledge Contract
    • Note: The instructor's full name must be entered and match the name exactly as it appears on their account.
  3. Check status on Contract tab after instructor acknowledgment from an instructor

Task 5: Remove/delete/void a contract

  1. Under Contracts tab, select the red X to remove a contract
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Note: If you should need to revisit this voided/deleted contract, you may do so by selecting Voided from the Status search filter on the Contracts tab.

Note: You cannot edit an existing contract. You must delete/void a previous contract and create a new contract with the appropriate edits added.

Task 6: Create a Contract Template

  1. Navigate to Contract Templates tab
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  2. Select Create Contract Template838.png
  3. Fill in fields
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    • Name: Title of Contract Template
    • Header: Input header features and text
    • Footer: Input footer features and text
  4. Select Save New Contract Template
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