Handling Class Enrollment Requests
Depending on the authorization role of the user, he/she may be able to approve, deny, cancel and/or delete an employee's education request.
To handle pending class enrollment requests, complete the following steps:
- 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 class records to handle, then click a folder icon to open and view the details of the request.
- In the Class Details section, the information regarding the class is displayed. If the course is part of a Class Group, the information for each class in the group is displayed.
- The lower section lists all employees who have submitted an enrollment request for the class.
- 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.
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.
- Check the box to the left of the record to select the record for assigning an action. If there are multiple records, select all the records that can be assigned to the same action (Approve, Cancel, Deny, Delete Requested).
- 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.
- To move to another Class Enrollment record, click on the navigation arrows in the Class Enrollment Navigator (in the left pane) to scroll to the previous or next record.
Action Buttons
The following action buttons may be available in the left pane:
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.
Employee Code
The identification code of the employee to which the request applies.
Employee First Name
The first name of the employee to which the request applies.
Employee Last Name
The last name of the employee to which the request applies.
End Date
The calendar date the class is scheduled to end.
Reviewer Comments
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.
Start Date
The calendar date the class is scheduled to begin.
More About Date Value Fields
When a date field is highlighted, the Date Selector is displayed in the right pane to search for the date. Use the arrows in the heading bar to scroll to the Previous or Next month's calendar. Double-click on a date to enter it into the field. Alternatively, dates can be typed into the field.
Status
The approval status of the request.
Request Status Code Options
The following Request Status Code options are available:
Approved
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The request has been reviewed and is allowed (approved) by the supervisor.
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Denied
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The request has been reviewed and is rejected (denied) by the supervisor.
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Canceled
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The request has been withdrawn (canceled) by the supervisor or employee.
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Requested
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The request has not yet been reviewed by the supervisor.
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Pending Review
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The request has been viewed, but has not been approved or denied by the supervisor. This setting is an acknowledgment that the request has been seen.
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Needs Review
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This option is only available on Search screens. If this value is selected, the search results include records with a status of either Requested or Pending Review.
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