Participant Form Management Solution

Participant Form Management Solution” that interfaces with RecTrac (Vermont Systems), PRCR’s recreation management system that serves as the system of record for program registration, activities, participants, households, and related transactions.
- Solution will provide a centralized, secure, accessible, and mobile-friendly platform for managing participant forms and waivers and other program-related documentation. The Solution should support the end-to-end management of participant forms, including form creation, assignment, distribution, completion, electronic signatures, review and confirmation or approval, status tracking, retention, and reporting.
- Objectives:
1. Establish a consistent, scalable, and efficient participant form management process across Raleigh Parks operations initially focused on summer camp, school-based programs, as well as specialized recreation and inclusion services, but with the capability to expand to cover additional programming and services managed within RecTrac.
2. Reduce manual staff effort in the collection and distribution of participant forms.
3. Provide real-time visibility into form completion status and timely identification of outstanding participant forms.
4. Improve the participant and parent/guardian experience for completing required forms.
5. Support compliance with applicable records retention, accessibility, privacy, and electronic-signature requirements