Overview
This is the process to follow for renewing Read & Write for Student Services, on a yearly basis.
Target Audience
Solutions Specialists
Instructions
Read & Write Contact information
Confirm pricing
- Reach out to R&W sales for a new quote - in 2025 Rebecca McCarron <rebeccamc@texthelp.com> was our rep.
Scheduled Ticket
Each year, a schedule ticket will be opened and assigned to Solutions Specialists to complete. The selected date is April 1st, based on and around the time R&W reaches out to softwareadmin@saultcollege.ca
Terms of Use – We will only have to agree to the TOU the first time we purchase it, on the landing page that they provide, and any other year it may have been changed.
In 2024 we were asked to agree to R&W TOU, as they moved to an new paperless method for procurement.
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Email snip from R&W regarding TOU
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Terms and Conditions
Only IT Managers have the permission to agree to the TOU and provide that approval to Purchasing when they submitting the order, or by using the Renewal Link themselves.
Areas that seem most relevant to Sault College are:
- We can only distribute the number of license paid for.
- R&W can request an Audit and bill us if we have gone over. However, we have a site license so there should be no issue here
Customer Obligations
Even if R&W has our customer information they can't disclose to the 3rd parties.
Definitions of Customers...
Submitting the Purchase Requisition
When submitting the PR you will need to provide Purchasing link in the ticket so they have the ability to make the purchase
These are the comments I included in the 2025 renewal and should be modified each year ...
This is a one year renewal - July 17, 2025 - July 17, 2026
This is purchased directly from the Publisher/reseller who isn't located in Ontario
No Contract, only a TOS
R&W has changed how we purchase their software now. We need to navigate to their Renewal landing page, which will be provided by the vendor.
Also, the first time we are using this new system we have to agree to the Terms of Service. I have reviewed it for IT related items, but NOTE: there are responsibilities for purchasing in the TOS as well.
If payment not completed within 30 days 10.3 of the TOS says:
"If Texthelp has not received payment within 30 days after the due date, and without prejudice to any other rights and remedies of Texthelp:
Texthelp may, without liability to the Customer, disable the Customer's password, account and access to all or part of the Product(s) and Texthelp shall be under no obligation to re-activate access to any or all of the Product(s) while the relevant invoice(s) remain unpaid; and
Customer agrees to pay a late charge of either (a) one and one-half percent (1.5%) or (b) the maximum interest rate permitted by law, whichever is greater, for any and all unpaid amounts."
So, from an ITS perspective you are ok to agree to the TOS, but the IT Director is required to give the OK.
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Email sent from R&W vendor on purchasing instructions - Below
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Below is the link with instructions. You do need the PO number to complete it.
The Renewal Landing Page - https://accept.texthelp.com/?region=NA&contract=6800140b-248e-9fd2-b329-6671b6f15e97&page_type=full_page
This link will take you to your accounts’ renewal landing page. On this page you will be able to do the following:
1. Review Point of Contact details
2. Confirm Tax Exempt status and provide certification document
3. Review product selection(s) and price
4. Input PO, Check#, Wire Confirmation #, etc
5. Read, Review and accept the Terms and Conditions
a. Done via Docusign
Please note, the major change to your process for this year's renewal will be inputting your payment confirmation # into your Renewal Landing Page directly and signing the Terms and Conditions. You will no longer need to send us the physical PO.
We assure you that this won't affect or change the renewal support you receive and will reduce the chance of your students and teachers losing access! You'll continue to receive the same superior customer service and support from your dedicated Account Manager and Customer Success teams throughout the year!
Ready to renew now? Head to your Renewal Landing page, input the PO # Check # or choose credit card, confirm Tax Exempt Status and Docusign the Terms and Conditions. Once this is complete, you have secured the renewal of your account and will receive an invoice for payment within roughly 48 hrs of your renewal date! Not to worry, you still have a 30 day window to remit payment.
Karlene Feeney
Higher Ed Renewals Manager