Managing CWAs (Complying Written Agreements)

Modified on Wed, 6 Mar at 1:09 AM

This article is designed to help you manage the CWAs (Complying Written Agreements) for your centre.

TABLE OF CONTENTS

Navigating to CWA Screen
When will a CWA be created?
CWA Status Overview
Ready to Send
- Bulk Send Feature
- Bulk Cancel Feature
Pending
Rejected
Approved
Cancelled
CWA History

Navigating to CWA Screen

Navigate to the CWA screen by selecting the CCS Subsidies option from the Subsidies menu.

Select the CWA tab.

When will a CWA be created?

A new or updated CWA will need to be sent to the guardians on an account for their approval. These CWAs will be created if any of the following occurs:

A fee that is used on a child's current contract is updated to a different amount
A child has a new contract with added/decreased permanent attendance days
A child has a new contract with a new fee

CWA Status Overview

Once a CWA is created, it will show as Ready to Send. Once the CWA has been sent and is waiting for guardian approval, it will show as Pending. If the CWA has been Rejected by the guardian, it will show as Rejected. The Ready to Send, Pending and Rejected status' show as tiles. To also see CWAs with an Approved or Cancelled status, you can filter the list of CWAs by status.

Ready to Send

A CWA will show as Ready to Send once the CWA has been created due to any of the above occurring with a child's contract. You can filter to see only Ready to Send CWAs via the Ready to Send tile and the drop down status options.

To send the CWA to the guardian's on the account, select the three dots on the right hand side. You will then be presented with three options - Cancel Agreement, Send Email and Preview Email. Select Send Email to send the CWA to the guardian via email, where the guardian will be able to either Agree or Reject the CWA sent to them. Select Cancel Agreement to cancel the CWA for the child. Select Preview Email to preview the email before you send to the guardian.

Bulk Send Feature

There is a Bulk Send option if you have multiple CWAs in the Ready to Send status that you want to send out at once. To do this, select the Ready to Send tile to display all CWAs that are ready to be sent. Select the checkbox on the left of the screen - this will then select all CWAs in the Ready to Send list. You will then see an envelope button appear, select this to bulk send all of the CWAs selected.

You will then need to confirm the Bulk Sending of the CWA emails by selecting Send Emails on the pop up confirmation box. Alternatively, select Cancel to cancel the bulk send of the selected CWAs.

Bulk Cancel Feature

There is a Bulk Cancel option if you have multiple CWAs in the Ready to Send status that you want to cancel. To do this, select the Ready to Send tile to display all CWAs that are ready to be sent. Select the checkbox on the left of the screen - this will then select all CWAs in the Ready to Send list. You will then see a cancel button appear, select this to cancel all of the CWAs selected.

You will then need to confirm the Bulk Cancellation of the CWA emails by selecting Cancel Agreement on the pop up confirmation box. Alternatively, select Cancel to cancel the bulk cancel.

Pending

A CWA will show as Pending as soon as it has been sent to the guardian, and will continue to show as Pending until the guardian either Approves or Rejects the CWA. If you select the drop down arrow, you will be able to see the date that the Pending status was updated at, indicating the date the CWA was sent to the guardian. You can filter to see only Pending CWAs via the Pending tile and the drop down status options. When the CWA is showing the Pending status, you can either resend or preview the pending email by selecting the three dots on the right hand side and then selecting either Resend Email or Preview Email.

Rejected

A CWA will show as Rejected if the guardian selects the 'Reject' button on the CWA sent to them via email. If you select the drop down arrow, you will be able to see the date that the Rejected status was updated at, indicating the date the CWA was rejected. You can filter to see only Rejected CWAs via the Rejected tile and the drop down status options. When the CWA is showing the Rejected status, you can preview the rejected email by selecting the three dots on the right hand side and selecting Preview Email.

Approved

A CWA will show as Approved if the guardian selects the 'Agree' button on the CWA sent to them via email. If you select the drop down arrow, you will be able to see the date that the Approved status was updated at, indicating the date the CWA was approved. You can filter to see only Approved CWAs via the drop down status options. When the CWA is showing the Approved status, you can preview the approved email by selecting the three dots on the right hand side and selecting Preview Email.

Cancelled

If a CWA has been generated that you do not want to send to the parents, you can select Cancel Agreement while the CWA is in the Ready to Send Status. This CWA will then show as Cancelled. If you select the drop down arrow, you will be able to see the date that the Cancelled status was updated at, indicating the date that the CWA was cancelled. You can filter to see only Cancelled CWAs via the drop down status options. When the CWA is showing the Cancelled status, you can preview the cancelled email by selecting the three dots on the right hand side and selecting Preview Email.

CWA History

If a CWA is updated for a child due to any of the reasons mentioned above, you will be able to view the previous history of the CWA by selecting the drop down arrow.