2. Registration Process - We Do Not Register the Client

Registration Process

Steps to Follow – Individual Registration

Steps to Follow – Company Registration

Consent Forms

See Generating Recording and Documenting Registrations Policy for more detailed instructions on company and referral partner consent.

• If you are submitting an application on behalf of a client, including emailing a provider (institution) requesting a client be registered in a program or courses, use SignNow consent “OPTION 7 - Consent to Submit Application”. 

• If you are creating an account on behalf of a client, use SignNow consent “OPTION 5 - Consent to Create a Client Account”.

• If you are providing the client's information as part of a referral, use SignNow consent “OPTION 2 - Consent to Release Confidential Information”. An individual providing a completed application form (e.g. SDF form), is considered implied consent and Consent to Release Confidential Information is not required.  A consent to Submit Application is required to ensure all the required information (e.g. courses, programs, provider (institutions)) is captured and included in the consent tab of the client’s profile.  Once you have confirmed client is registered, delete any attachments with confidential/sensitive information (e.g. SDF application form) from the client’s timeline.

• If you are simply referring a client to a provider (institution) by emailing the provider and copying the client, you do not need Consent to Release Confidential Information”. 

• If you are creating the account but the client will register themselves, use SignNow consent “OPTION 5 - Consent to Create Client Account.”

• If there is no account and the client registers themselves, no consent form is required.

See Generating Recording and Documenting Registrations Policy for more detailed instructions on company and referral partner consent.

• If you are submitting an application on behalf of a company’s employees or volunteers or a referral partner’s clients, including emailing a provider (institution) requesting a client be registered in a program or courses, use SignNow consent “Consent to Submit Application - Company” or “Consent to Submit Application – Referral Partner.” 

• If you are creating an account on behalf of a company’s employees or volunteers or a referral partner’s clients, use the “Consent to Create Client Account - Company” or “Consent to Create Client Account – Referral Partner.”

• Companies and referral partners cannot provide consent to release confidential information on behalf of their employees, volunteers or clients.  If you need to share confidential information as part of the application process, you will need individual SignNow consent “OPTION2 - Consent to Release Confidential Information” from each person. 

• If the individuals have completed an application form (e.g. SDF form), this is considered implied consent and Consent to Release Confidential Information is not required.  A Company Consent to Submit Application is required to ensure all the required information (e.g. courses, programs, provider) is captured for each individual and include in the consent tab of the company profile.  Once you have confirmed the individuals are registered, delete any attachments with confidential/sensitive information (e.g. SDF application form) from the Company Contact’s timeline.

• If you are creating the account but the individuals will register themselves, use the “Consent to Create Client Account”

• If there is no account and the client registers themselves, no consent form is required.

Confirmation

For each option below, the required details must include:

• That the client is registered in, has started, or has completed the course(s).
• A list of the courses, along with the provider (institution) and program (if applicable).

  1.  Email Confirmation:

  2.  Direct Response to CN-Initiated Email:

For each option below, the required details must include:

• Names/number of individuals who registered in, started, or completed each course.
• The course provider (institution) and program (if applicable)
• The date or date range covered by the confirmation

Email Template

1.  !Confirmation from Student – WITH a Registration Process
2. !Confirmation to Client – Verbal/Visual Confirmation
3.  !Third-party Confirmation – WITH  Registration Process
4.  !Third-party from Shared File

1.  !Confirmation from Company – WITH a Registration Process
2. !Confirmation to Company – Verbal/Visual Confirmation
3.  !Third-party from Shared File

Most Applicable Method to Generate Registration

• If study options were presented to the client:
• Select "Study options presented AND confirmed client registered/started"

• If study options were not presented to the client: 
• Select "Client Pre-Identified Program/Course – Assisted with the registration process, application, or financial aid process AND confirmed client registered/started"

• If study options were presented to the referral partner or company:
• Select "Study options presented AND confirmed client registered/started"

• If study options were not presented to the referral partner or company: 
• Select "Client Pre-Identified Program/Course – Assisted with the registration process, application, or financial aid process AND confirmed client registered/started"

Registration Check

Ensure the following has been completed:

• If the confirmation is received via email: 
• Enter the date/time of the confirmation email received from a client, referral partner/company or provider (institution) contact.
• If confirmation is from a contact, a new field will appear for Contact.  Look up and select the contact’s name from the list.

• If confirmed verbally, during a virtual meeting, in person or via shared file:
• Enter the date/time of the confirmation email sent to the client, referral partner/company or provider (institution) contact.
• If confirmation is from a contact, a new field will appear for Contact.  Look up and select the contact’s name from the list.

Ensure the following has been completed:

• If the confirmation is received via email: 
• Enter the date/time of the confirmation email received from a client, referral partner/company or provider (institution) contact.
• If confirmation is from a contact, a new field will appear for Contact.  Look up and select the contact’s name from the list.

• If confirmed verbally, during a virtual meeting, in person or via shared file:
• Enter the date/time of the confirmation email sent to the client, referral partner/company or provider (institution) contact.
• If confirmation is from a contact, a new field will appear for Contact.  Look up and select the contact’s name from the list.

Registration Form/Examples

Scenario 2: Confirmed Client Registered/Started - Confirmation by Email

Scenario 3: Confirmed Client Registered/Started - Confirmation by Social Media

Scenario 4: Confirmed Client Registered/Started - Confirmation in Person, by Phone or Virtually

Confirmation by Email

Confirmation in Person, by Phone or Virtually

Confirmation by Social Media or Text Message

Confirmation by Shared File