How to Create Official/Unofficial MPF Forms

There are a variety of forms that can be official and unofficial copies of forms. This includes Applications, Contracts, and Enrollment and People MPF's. This feature will ensure that once a contract is completed that you will have an 'Official' copy that can never be altered, the option to create an unofficial copy is also available.

Keep in mind some parents may not be able to download a contract if their contract existed prior to this feature. You will have to follow these steps to allow them to download a copy. 

1. We have added three utility tools to help create 'Official' copies of your MPF's. These include utilities for applications, contracts, and enrollment, and people MPF's. Each utility will be the same for accessing forms but will be on different tables.
   
   For Contracts: Go to Admissions/Leads > Online Contracts > Create Official Contract Copies Utility
   
   For Applications: Admissions/Leads > Online Applications > Create Official Application Copies Utility 
   
   For Enrollment/People Forms: Forms > Submitted Forms > Utility/Create Official Enrollment and People Form Copies Utility
   
   
2. Once you get to the Create Official Copies Utility section, you will have a table that lists instructions on how to create official copies. Select the form you are seeking under the Form drop-down. This will list all MPF forms available based on the table you are in.
   
3. Choose the dates ranges when the form was sent to guardians. Once you verify that you understand the risk of creating the official copies, the list of completed MPF's will populate.
   
4. You can select in bulk or only a form to create an official copy.
   
   
   
   • Official Copies - are what you be able to download only after a form is completed. Once a form is completed you will be able to download an 'Official' copy. This copy will never be altered by any changes that are made to the MPF after the form was completed. 
     NOTE: Once you create an 'Official' copy of a form, it cannot be overridden unless you send the form back to the user to have them resubmit it. 
     
     
   • Unofficial Copies - are what you may download before a form is completed. Until a form is completed you can only download unofficial copies of it. If changes are made to the MPF before the user finishes a form the unofficial copy will show these changes. 
     NOTE: 'Unofficial' copies may include discrepancies from the 'Official' copies if admins edited the form after it was released.

PRO TIP! In some cases where two guardians may be separated, contracts can only be viewed by parents who have signed. We want to avoid situations where one parent can see the contract AND the finances of the other parent for privacy purposes. If the other parent wants to download one of their own, they will need to sign the contract as well. You could bypass them actually signing by listing them as an 'offline' signature and the school can even check the 'verified' box to verify it for them. This is a roundabout way of releasing it to the other parent but at least this takes intentional steps to accomplish, which is what we want in order to be safe.