Study contrat creation

STUDY CONTRACT CREATION – REC-PRO-005-B

Version: 3.0  |  Last update: 31/10/2025  |  Updated by: L. Vessiere  |  Department: Recruitment

🎯 Objective

Define the steps for creating and managing a study contract through Zoho Sign, ensuring secure validation, payment compliance, and proper integration into Zoho CRM.

👤 Who

Recruitment Officer / Quality Officer

🧭 What

This process details all actions from candidate confirmation to the final digital signature of the study contract and its registration in the CRM.

📋 Steps – How

1️⃣ Candidate Confirmation

  • Contact the candidate (phone or email) to confirm their intention to enrol.
  • Ensure all data is correctly filled in Zoho CRM – Candidates module (program, intake, contact details, etc.).

2️⃣ Contract Preparation

  • Generate the study contract template from the Zoho Sign document library.
  • Verify:
    • Student’s full name and email
    • Program and intake period
    • Tuition amount and payment schedule
    • Digital signature workflow (school → student → accounting → director)

3️⃣ Sending for Signature via Zoho Sign

  • From Zoho Sign, send the document for signature using the predefined template “Study Contract”.
  • Add the following recipients:
    • Student – signer 1
    • Recruitment Department – internal validation
    • Accounting Department – payment confirmation
    • Director – final approval
  • Track signature progress directly in Zoho Sign.

4️⃣ Payment Verification

  • Once the contract is signed, verify that:
    • Registration fees and e-learning fees are paid,
    • First instalment of tuition has been received.
  • Attach the payment proof to the student record in Zoho CRM.

5️⃣ Contract Finalization

  • Download the completed, signed contract from Zoho Sign.
  • Attach it to:
    • The candidate file in Zoho CRM
    • The shared drive (Promotion folder / Contracts)
  • Issue the Certificate of Registration once payment is confirmed.

6️⃣ Follow-up and Archiving

  • Send a confirmation email to the student including:
    • Signed contract (PDF)
    • Receipt and registration certificate
    • Start date confirmed by the Pedagogical Department
  • Keep one digital copy in Zoho CRM and one in the secure server folder.

🗂️ Tools and Documents

  • Zoho CRM – Candidates and Leads modules
  • Zoho Sign – Study Contract template
  • Accounting system – Payment verification
  • Shared drive – Promotion / Contracts folder

🕓 Frequency

Each time a new student confirms their enrolment in a program.

📋 Quality Indicators

  • 100% of contracts signed via Zoho Sign
  • 100% of payments verified before registration
  • Zero unsigned or missing documents in CRM

Prepared by: F. Mara – Quality Officer
Validated by: H. Maniveau – Quality Manager
Approved by: H. Diaz – Director
Updated by: L. Vessiere – 31/10/2025

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