This is an iiQ Premium App.
Create, distribute, and manage student and employee policies with the Policy Manager. Deliver policy agreements and forms through multiple portals—Incident IQ, a direct URL, student ID lookup, or via email. Segment audiences by location, role, or individual student/staff lists.
Installing the App
Navigate to Apps > Browse in the left navigation.
Locate and select the app in the Utilities section or use the search bar.
Select ‘Install’ to open the installer page and complete the installation steps.
Once successfully installed, you can select ‘Manage App Settings’ to open the app directly.
Creating a New Policy
Navigate to the Policies tab and select +Add Policy in the top right corner.
Policy Details Section
Enter the following information:
Name*: Title of the policy agreement.
Type*: Select the policy type (Acceptable User Policy or Device Policy).
Note: The Device Policy type notifies the agent that this policy must be signed before an asset is checked out. This warning appears only if the user has neither accepted nor declined the policy.
Active Period: Define the duration for which the policy is active.
Logo: Attach a logo to display on the policy acceptance page.
Body*: Enter or upload the agreement content.
Recommendation: Upload a Google Document for the body of the agreement.
Acceptance Confirmation Message: Set the message that appears when a user accepts the policy.
Decline Confirmation Message: Set the message that appears when a user declines the policy.
Options Section
Configure appearance and requirements:
Acceptance Requirement*: Require the user to provide specific inputs to accept the policy:
Initials
Legal Name
Phone Number
Email Address
Signature (Student or Parent/Guardian)
Acceptance Methods*: Define how users access the policy:
Inside IncidentIQ: Users access the Policy Approval page via their existing Incident IQ login.
Direct URL: Users access the policy via a unique URL without logging in to Incident IQ. Each target user has a unique direct URL. You can send an email via iiQ to inform them about this policy, including their specific URL.
Lookup by Student ID: Users enter their ID to access the Policy Approval page via a provided URL.
Alert Methods*: Define how the policy is presented to users upon login:
Dashboard Widget: Alerts users via a widget at the top of their dashboard.
Popup message on login: Displays a pop-up window upon login.
Policy Options:
The policy can be declined: Allow or disallow user declination.
Email Options Section
Control the content of emails sent from rules or mass policy emails. Subject lines and bodies are blank by default for custom input. You may also configure settings to include users who have previously declined the policy.
Target Audiences Section
Limit the distribution of the policy by clicking +Add and selecting from the following criteria:
By Locations
By Roles
By Users
Logic Note: These settings are interdependent. Selecting "Role: Student" and "Location: A" targets all students at Location A. Click +Add to layer additional target audiences.
Policy Role Permissions Section
Define user capabilities based on their assigned roles:
Can approve on behalf of self
Can view the approval status on behalf of others
Can approve/decline on behalf of others
Emailing the Policy
On the Policies tab, click More > Email Target Users to the right of the desired policy.
Edit the subject line and body.
The policy link will be inserted automatically based on the selected Acceptance Method:
Direct URL: Link directs the user to their unique policy URL.
Lookup ID: Link directs the user to the Lookup page; the user then enters their ID.
Combined Methods: If both are enabled, the email uses the unique Direct URL.
Lookup Page Acceptance
On the Policies tab, click More > Open Lookup Page.
Copy the provided URL and send it to your users.
Users will navigate to this page, enter their ID, and be redirected to the policy acceptance page.
Editing and Deleting Policies
Edit: Click Edit to the right of the policy.
Delete: Click More > Delete.
Asset Checkout Policy Email Automation
Utilize the rules engine to send an email with the policy when an asset is checked out.
This is only available if your district has purchased iiQ Assets.
Go to Administration > Rules on the left sidebar.
Select Assets.
Under the trigger section, select When Checked Out.
Click Create New Rule.
Select action: Send policy acceptance email alert.
Choose the specific policy to send.
Export Target Users & Reporting
Click More > Export Target Users on the right side of the policy.
The report contains basic user information and the policy acceptance/decline date.
When using the Direct URL method, the export includes the unique URL for each target user.
Asset Checkout Warnings
When a Device Policy is active, agents receive a warning during asset checkout if the user has not accepted or declined the policy.
Dashboard and Widget
User Dashboard: Users view and act on policies directly from their dashboard.
User Profile Widget: If Policy Manager is installed, a Policy Acceptances widget appears on user profiles.
Users see this widget only when an active, unaccepted/undeclined policy is assigned to them.
With appropriate permissions, admins can click the wrench icon to Set to Accepted or View Policy.
Bulk Actions
Multiple policies can be approved at once for users with the correct permissions. Ensure the role has the Can approve/decline on behalf of others permission.
From a user's view, select one or more users.
On the bulk action toolbar, select Other > Set Policy Approval State.
Select the policy.
Choose the desired operation.
Reporting Filters
To create custom views:
From any user's view, click Filter.
Select Application filters on the right.
Use the available filters:
Comment
Date
Status