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How to use the IOMAD Policy tool

From IOMAD Docs

Overview

The IOMAD Policy tool is an enhancement of the standard Moodle Policy tool, which allows site administrators to set policies that users need to accept before they are allowed to access the site. If policies change, users need to re-accept, allowing you to ensure that you have the appropriate and tracked agreement of users for the site policies. Here, we will cover the difference between these tools and how they apply to an IOMAD site.

When to use the IOMAD Policy tool

Short answer? If tenants on your IOMAD site want to deploy different policies than the standard policy on your site. This could be because they have local legal requirements to do so (e.g. GDPR data retention) or because their own internal policies are stricter than those currently provided.

The IOMAD policy tool allows for a site administrator to set up default policies that will be used for all tenants. They can then set up policies for individual companies that replace these default policies and are presented to users within those companies only. When policies are updated, only the users the policy would apply to would be asked to agree to them.

You can use the company drop-down selector in the policy form to choose which company each policy applies to.

Enabling the IOMAD Policy tool

  1. In Site administration, go to Users and scroll down to Privacy and policies.
  2. Click on the Policy settings link and choose IOMAD Policies (tool_iomadpolicy) from the drop-down for Site policy handler.
  3. To set up the policies again, in Site administration, go back to Users and scroll down to Privacy and policies.
  4. This time, click on Manage policies which will list all of the policies that are active on the site and the company associated with them.
  5. To add a policy, click on the New policy button.
  6. All of the specific policy settings are the same as for the Moodle policy tool, except there is a drop-down where you can choose a specific company or Default:
  7. Save the new policy to add it to the system and then make it active if required.

Users that this policy apply to will then be asked to agree to this policy when they log in or sign up (as long as you are using a separate URL for the company, or you are using the login link with the company parameters).

You can copy/add policies already created to new companies by editing the policy you want to use and selecting a different company.

You can also update any other policy setting for this new policy at the same time, and this will be saved as a completely new policy for the selected company.

Need more info? See How to set up different URLs per tenant.

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