Adding or Updating a Site Policy

System Administrators can set up one or more site policies. When active, the users must accept the policy(ies) before accessing the rest of the system.

Step-by-step Guide

To add a new site policy:

1. Go to Site Administration > Users > Privacy and Policies > Manage policies

2. Click on the "New policy" button

3. Fill out the form, ensuring to paste the actual policy in the "Full policy" field.

4. Save it

You can save the form above in draft mode. Once you set the "Policy status" to "Active", people will be forced to accept the policy prior to accessing any part of the system upon their next login. Users who are already logged in the system will not be required to accept the policy until their log out or their current session expires.

To update an existing policy:

1. Go to Site Administration > Users > Privacy and Policies > Manage policies

2. Click on Actions > Edit next to the policy in question

3. Modify the policy as you see fit.

4. IF YOUR POLICY WAS ACTIVE, specify if this is a "Minor change". As explained on the page, a minor change does not alter the meaning of the policy. As such, users are not required to agree to the policy again if the edit is marked as a minor change.

5. Save it

Open

Important Notes

• For the "User consent" field, if you select "All users" or "Guests", a policy will show up at the bottom of your site each and every time a user visits your login page. If you prefer to only have users accept the policy once (and particularly, if you don't open your system to guests / anonymous users), you can select "Authenticated Users" instead. By selecting "Authenticated Users", newly registered users will have to accept the policy when they register but will not see it afterwards.

• For the "Show policy before showing other policies" field, if you select "Yes", users will see an "Accept" button immediately below the policy (e.g. on the same as the policy). If you set "No", users will read the policy(ies) and then have to go to another page, where they'll be required to click on a checkbox and then accept the policy(ies).

• For the "Policy status", when you edit an existing policy, you will see a checkbox labelled "Minor change". A minor change does not alter the meaning of the policy. Users are not required to agree to the policy again if the edit is marked as a minor change.