ePact
Parks, Recreation and Culture uses ePACT to securely collect and manage important health, emergency, and contact information for participants in our programs.
What is ePACT?
ePACT is a secure online system that gives families one place to provide and update important information. Instead of completing multiple paper forms, you can enter your information online and update it as needed.
What do we use ePACT for?
Depending on the program, ePACT may be used to collect:
-
Emergency contact information
-
Authorized pickup information
-
Medical conditions and important health information
-
Other information our staff may need to support your participant's safety
Having this information available helps our staff respond appropriately if an illness, injury, or other emergency occurs during a Parks, Recreation and Culture program. ePACT also gives us a way to communicate with families when important information needs to be shared.
Why are we using ePACT?
Less paperwork
Complete your information online instead of filling out multiple paper forms. Once your account is set up, you can update your information as needed.
One place for your family's information
Families can manage information through a single ePACT account. Information can be updated when something changes, helping PRC maintain current records.
Secure and private
ePACT uses encryption, access controls, and other security measures to protect the information you share.
Easier for families and staff
ePACT is web-based and does not require you to download additional software. It makes it easier for families to provide information and for authorized PRC staff to access the information they need.
How It Works
If your program requires ePACT, you will receive an email invitation from ePACT on behalf of Parks, Recreation and Culture for each participant who needs to complete a record.
-
Open your invitation. Select “Complete Request” in the email.
-
Create or log in to your ePACT account.
-
Enter and review your information. Follow the prompts to provide the requested health, emergency, and contact information.
-
Share your information with PRC. Once completed, the appropriate program staff can access the information they need.
If you have more than one participant in your family, some information may pre-fill, helping save you time.
Which Programs Will be Using it?
Keeping your information up to date
Please review your ePACT information regularly and update it whenever something changes, such as a phone number, emergency contact, medical condition, or authorized pickup person. ePACT can notify PRC when information is updated.
Questions?
For ePACT assistance, please review their informational packet(PDF, 470KB) (English); Para leer el paquete en Español, haga clic aquí(PDF, 474KB).
If you have questions about completing an ePACT request or what information your program requires, please contact Parks, Recreation and Culture: camps@lawrenceks.gov
Frequently Asked Questions
About ePACT
What is ePACT?
ePACT is a secure online system that City of Lawrence Parks, Recreation and Culture uses to collect health and emergency information. It replaces the paper forms we currently use.
Why are we using ePACT?
- It saves you time. You complete your child's information once, then just verify it for future programs or years. Information is shared across siblings, so it pre-fills.
- It's safe and accurate. You can update information anytime, and we're notified right away. There's no paper to misplace or accidentally leave where it shouldn't be.
- It's contactless. There are no shared pens or clipboards
- It helps in an emergency. Staff can quickly see the right information, and we have a way to contact you in an illness, injury, or larger emergency.
Does it cost anything?
No. Creating an ePACT account is free.
Is completing the record required?
Yes. A completed ePACT record is required for participation. Please complete it as soon as possible so staff have time to review records. Your child will not be able to participate in camp without a complete ePACT record.
Getting Started
How do I get started?
- Register for a camp
- Watch your email for a request from ePact on behalf of PRC. Look for the domain, member.support@epactnetwork.com. You'll get one email per participant.
- Click Complete Request
- Create an account or log in if you already have one
- Read the instructions and click Getting Started
- Answer the questions in each step. Required fields are market with an *
- Add any documents we've asked for, then add your initials and signature
- Click Share. You'll receive an email confirmation.
I didn't get my invitation. What should I do?
Check your spam or junk folder first. If it's not there, contact camps@lawrenceks.gov and confirm the email address you used to register.
I have more than one child. Do I have to do this separately for each one?
Yes. You'll get one invitation per child. To avoid duplication, one parent or guardian (one email address) should accept all the invitations and complete the record for every child. Family details pre-fill, so the second and third child go much faster.
What will I need to complete the record?
- Medical history
- Emergency and pick-up contact information
- Any documents requested, such as custody orders
How do I set up my account?
Enter your name and choose a password of at least 10 characters that includes a number or special character, then accept the Terms of Use.
How long does it take?
A first-time family should allow a little extra time to enter everything. Verifying and updating your information for future programs takes only a couple of minutes.
Can I save my progress and come back?
Yes. You are able to save an unfinished form and revisit later.
Privacy and Security
Is my family's information safe?
Yes - extremely. ePACT is built with security and privacy as top priorities. Data is protected with industry-standard encryption, and the system is hosted on Microsoft's Azure platform. Accounts are locked after more than five incorrect password attempts, and the system is continuously monitored for unauthorized access.
Who can see my information?
Only the people you share it with. You own and control your account, and no organization or individual can link to your account without your permission. Within the City, access is limited to staff who need the information to care for participants.
Can I change who has access?
Yes. You control which organizations you share with and can update your information at any time.
How does ePACT protect medical information?
ePACT is designed to meet privacy and security requirements, including HIPAA.
Is this as safe as paper forms?
Yes. Paper forms can be misplaced or seen by people who shouldn't have access. ePACT lets us limit and track who can view information.
After You've Submitted
What happens after I click Share?
PRC can see your information, and you'll receive an email confirmation.
How do I update information if something changes?
Log in to your ePACT account and make the change. We're notified immediately, so there's no need to call or submit a new form.
Can I access my information on my phone?
Yes. There's an ePACT mobile app, and your records can be accessed from anywhere, even without an internet connection.
Will I get text messages from ePACT?
You can verify your mobile number to receive text messages. This gives us one more way to reach you in an emergency.
Do I have to do this again next season?
You'll be asked to verify that your information is still correct, which takes just a couple of minutes.
Camps
How does this work for camp registration and check-in?
Complete your ePACT record before camp begins. Staff will have access to your child's information on site.
What about allergies, medications, and permission for care?
Include these in the record. Your child's allergies and medical needs are available to staff who need them.
Help and Exceptions
Can I share specific support needs, communication preferences, and medication details?
Yes, and please do. The more our staff know, the better prepared they are to support your participant from the first day. You can also upload additional documents, such as care plans or medication forms.
Can someone help me complete the record?
Absolutely. Email camps@lawrenceks.gov and we'll walk through it with you.
I'm a caregiver, not a parent or legal guardian. Can I complete the record?
Yes. The ePACT process is designed for the legal guardian.
That being said, the only email that can complete the form is the primary email address in the participant’s household in Rectrac. For information or questions, contact camps@lawrenceks.gov.
What if my participant's needs change during the season?
Update your record any time, and we will be automatically notified.
Who do I contact with questions?