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How to switch compliance tracking vendors mid-year
Most programs switch between terms, but some can't wait: slow reviews, a contract change or a vendor that stopped answering. Here is how to move without losing records or delaying a single rotation.
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Updated October 24, 2026 · Pact Compliance LLC, Cordova, TN · For college and post-secondary programs, not K-12
1. Read your current contract
- When does it renew, and how much notice does it need?
- Who owns the student records, and how do you and your students download them?
- Have students already paid for this year? That affects who pays for the new system for the current cohort.
2. Pick a cutover point
The cleanest switch is by cohort: new students start in the new system, and current students move over at a natural break, such as the end of a rotation block. Avoid switching in the two weeks before a rotation starts.
3. Build your requirements first
Set up each program's list, cohorts, due dates and site rules before any student is invited. Use this as a chance to clean up items nobody checks anymore.
4. Move the records
Students already have most of their documents: in their current portal, from their provider or on their phone. In Pact Schools they upload them again, and Pact Compliance Review checks every upload, usually within minutes, 24/7, so a cohort can move over in days instead of weeks. Pact doesn't import files from another tracker. Ask your current vendor how students download their records before your access ends.
5. Tell students clearly
Send one short message: why you're switching, the deadline, the sign-up link with your program code, and who pays. Students get reminders before the deadline, and they get 24/7 help by chat.
6. Tell your clinical sites
Let each site know where proof will come from now. Send the share link or a verification letter for the students placed there, so nothing changes on their end except the format.
7. Close out the old account
Once every student is cleared in the new system, download anything you must keep under your records policy, then close the old account before it renews.
Cost of switching to Pact
$30 per student
Compliance tracking, one time per student. Covers uploads, Pact Compliance Review, reminders, the roster, site share links and verification letters.
Drug tests from $40
10-panel $40. Drug test with alcohol (one urine test) $50. 12-panel $55. Ordered in the portal; the student goes to a nearby collection site.
Background checks $35 or $70
Standard $35. Premium $70 adds a 7-year county criminal search and a FACIS Level 3 healthcare sanctions search.
Students pay online, or the school pays on one invoice. Online orders are final sale.
Common questions
Can we switch in the middle of a term?
Yes. Switch by cohort or at the end of a rotation block, and avoid the two weeks before a rotation starts.
Will students have to pay twice?
That depends on your current contract. If students already paid for this year, the school can pay for the current cohort on one invoice instead.
Can Pact import our records from the old system?
No. Students upload their current documents, and most are checked within minutes, 24/7.
How do our clinical sites get proof after the switch?
You send each site a secure share link or a verification letter for the students placed there.