Handling Education Requests in the Approval Section
Depending on the authorization role of the user, he/she may be able to approve, deny, cancel or delete an employee's education request, or set it to pending review.
- After Searching for an Education Request, all records that meet the search criteria are displayed:
- Check the boxes to the left of the folders to select the records to handle, then click a folder to open and view the details of the request.
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Range Begin Date, Range Begin Time, Range End Date, and Range End Time default to the values of the entered request.The latest time on the Range End Date to approve or search for a request record.
The latest date of the range to approve or search for a request record. If the date the course was taken falls within the Date Range Begin and Date Range End dates, that request is included in the results listing.
The earliest time on the Range Begin Date to approve or search for a request record.
The earliest date of the range to include when entering, approving, or searching for an education transaction request record. The event must fall on or between the Range Begin Date and Range End Date.
- If an employee entered text in the Reason field, it is visible in this screen.
Free-form text field to enter the reason the education transaction request was submitted.
- In the Reviewer Comments field, type any information regarding the request, for example, why the request is denied or pending review.
Free-form text field for the reviewer to enter any comments on this transaction, for example why this request was set to Denied or to Pending Review.
- Click on the appropriate Action button in the left pane. For more information on the action button options, see below.
- Employees are notified of the change in status of their request via email or message if they are set up for Event Subscriptions. Employees can also monitor the status of requests in the My Education Requests screen on the Home page.
The My Education Requests screen displays the status of Education Transaction records that were entered by the employee. The requests must be approved by a supervisor before they count toward an employee's education requirements.
- Once a request has been viewed, click the box to the left of the record to enter a check mark. and then click the Hide Selected button. The request is now hidden on the card and will no longer display. If the status of the request changes, the record will again be displayed on this card.
The following fields are displayed on this card:
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Selection Box
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To select records to hide (once they have been viewed), click on the selection box to enter a check mark  . Then click on the Hide Selected button.
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Status
The icons under the Status column indicate the status of the trade request:
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Approved
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The request is approved by the supervisor, and is added to the employee schedule.
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Canceled
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The request has been canceled by either the supervisor or the employee. The traded schedules revert back to the originally scheduled employee.
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Denied
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The request is not allowed by the supervisor.
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Requested
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The request has been submitted and is pending approval or denial from the supervisor.
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Pending Review
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The supervisor is indicating he or she has seen the request but hasn't updated the status.
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Start Date
The calendar date the class began.
End Date
The calendar date the class ended.
Reason
This field displays any text that was entered by the employee when submitting the request.
Reviewer Comments
Any comments entered by the supervisor, for example, a reason why the request was denied or canceled.
Action Buttons
The following action buttons may be available in the left pane:
The following status options are available:
Approve
The Approve button is used to allow the employee to take the request.
To approve one or more records, complete the following steps:
- Click on the selection box to the left of each record to be approved.
A check mark is displayed.
- Click the Approve button.
The status of the request is updated to Approved.
Note: Depending on the record type, check boxes may not be available when a single record is open.
Cancel
The Cancel or Cancel Selected status is used to withdraw one or more previously submitted requests.
To cancel request records, complete the following steps:
- Click on the selection box to the left of each record to be canceled.
A check mark is displayed.
- Click on the Cancel or Cancel Selected button in the left pane.
The status of the request is updated to Canceled and the following icon is displayed .
Note: Depending on the record type, check boxes may not be available when a single record is open.
Deny
The Deny button is used to inform employees that their request is not allowed.
To deny one or more records, complete the following steps:
- Click on the selection box to the left of each record to be denied.
A check mark is displayed
- Click the Deny button in the left pane.
The status is updated to Denied, and the following icon is displayed .
Note: Depending on the record type, check boxes may not be available when a single record is open.
The following edit options are available:
Add Calendar
The Add Calendar button is used to open a screen to add a new calendar entry to an existing calendar request. To add a calendar entry to an existing request, complete the following steps:
- Search for the transaction request record from the Actions section>Approval card> Transaction Requests screen.
- Click on the folder to open the record.
- Click on the Add Calendar button in the left pane. Fill in the information. For more information, see Steps for Adding a Calendar Entry via the Add Calendar screen.
- Save the record. The new calendar entry is added to the request.
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Delete Request
The Delete Request button is used to delete a previously submitted request.
To delete one or more requests from the listing, complete the following steps.
- Click on the box to the left of each entry to be deleted.
A check mark is displayed.
- Click on the Delete Request button.
Note: This option deletes the entire request and each individual record within the request. To delete a single date, use the Remove From Request option.
Cancel Request
The Cancel Request button is used to cancel the entire request and all the records included in the request. When a request is canceled, it is set to a status of Canceled but is still displayed in transaction screens.
To cancel the entire request records, complete the following steps:
- Click on the selection box to the left of each record to be canceled.
A check mark is displayed.
- Click on the Cancel Request button in the left pane.
The status of the request is updated to Canceled and the following icon is displayed .
Note: Depending on the record type, check boxes may not be available when a single record is open.
Remove From Request
The Remove From Request button allows users to remove the selected entries from the request. For example, if an employee has a request with multiple, non-consecutive days, one or more of the days can be removed from the request.
To remove lines from a request, complete the following steps.
- Click on the selection box to the left of each record to be canceled.
A check mark is displayed.
- Click on the Remove From Request button in the left pane.
The record line is removed from the request.
