Approval chains
Leave, assignments, circulars, elective registrations, credit transfers, certificates, revaluations, fees, placement profiles and job notification forms go to the right people in the right order. You set the chains up without code. Every decision is kept with who made it, when and why.
PLANSEvery plan
The problem it solves
- A circular goes to 3,000 students with a wrong exam date because nobody checked it.
- A fee concession is given at the counter, and at the year end nobody knows who agreed to it.
- Elective choices wait on the HOD's desk although the mentor could approve them.
- A transfer certificate is issued before the accounts and the principal have seen it.
- A placement profile with a wrong project reaches a company because nobody verified it.
How it works
- Each kind of request has a chain for each college, made by itself with the usual approvers. Nothing has to be set up on the first day.
- Add levels in order, for example the mentor, then the HOD, then the principal. At each level any one of its approvers decides.
- Add a second chain for some requests only, such as concessions above an amount or one elective window, with Only For. Chains are tried in order and the first that fits is used.
- When a student submits electives or the office saves a concession, the first level is told. They find it on the product's screen and under Approvals > To Approve.
- Each level approves or rejects with a reason. After the last level the request takes effect: the circular is published, the concession applies, the electives go to allotment, the profile is verified.
Everything it does
Teaching and communication
- Homework (assignments and material): the academic coordinators. To start with it goes out without approval (Approved at Once); a coordinator's own work never needs it
- Circular: the circular approvers; the circular is published after the last level, and Send Back returns it to its writer
- Student leave: the class teacher, then the HOD. A level whose person is not set is skipped, and when neither is set the leave approvers decide. Add the principal for some leave types with an Only For chain
- Class substitution a faculty member asks for, once the colleague accepts: the principal, HODs and education administrators. Cover the office arranges is never approved
Credits (colleges with choice-based credits switched on)
- Elective registration: one level, the student's mentor, to start with. Each registration window can ask for the HOD, the mentor then the HOD, the academic office, or no approval
- A step whose mentor or HOD has no login falls to the academic office, which can also decide any step
- Credit transfer from online courses: the academic office; when the office enters a transfer itself, submitting and approving is one click
Certificates and exams
- Certificate request, after the office confirms it: the principals and education administrators. To start with only transfer certificates need approval
- Revaluation request: the exam cell; choosing the revaluator and Start Review is the approval
- Question paper scrutiny: the question reviewers; the setter never decides their own paper
- Invigilation duty change: the exam cell; the faculty member who asks never decides
- Not a chain: the exam cell condones an attendance shortage on the student's result; a contact-class shortage is condoned by the person its rule names
Fees
- Fee structure, fee concession and fee refund: the fee managers
- With no added levels a fee manager's click approves at once; with more levels it sends the document for approval
- Records brought in by the data import, and concessions whose type needs no approval, have no request
Placement
- Placement profile: the placement cell and the faculty coordinator of the student's department. Verify is the first level's decision, and the profile is verified after the last level
- Job notification form: the placement cell members. Approve and Make the Drive sends it up the chain, and the drive is made after the last level
- Not a chain: the season's policy, exceptions and offers, decided by the cell and the officer with their buttons
Activities, gate and assets
- Activity enrolment: the activity coordinators. To start with enrolments need no approval; add an Only For chain for an offering that does
- Student exit pass and pickup person: the student exit office (the principal and education administrators have it)
- Asset change (revaluation, a new remaining life, sale or scrapping): the asset managers
Who approves a level
- Named users, a group (role), the usual approvers of the request, or a person on the request such as the mentor, class teacher or HOD
- Any one approver of a level decides; for two signatures, add two levels
- If a level has nobody: name people in Otherwise. Then choose The request cannot be submitted (to start with), Skip the level, or Its usual approvers decide
Rules and record
- The person a request is about never decides it. That is the student and parents for leave, electives, certificates, fees and a placement profile, and the faculty members of a substitution
- Requester May Approve: on in every chain to start with. A staff member who raised a request may then decide it at their level; switch it off per chain
- Approved at Once: a chain with no approval, for example one leave type
- A reason is needed to reject; the student or faculty member sees it
- An Approvals tab on each request: level, approvers, status, who decided, when and the reason
- A new college copies the chains of the main one, then changes its own
Who uses it
Mentor, class teacher and HODApprove elective registrations and student leave at their level, on the web or, for leave, in the Campus app.
PrincipalApproves certificates and the levels you add them to, such as large concessions or new companies.
Academic officeDecides credit transfers and any step of an elective registration.
Exam cell and fee managersDecide revaluations, duty changes, fee structures, concessions and refunds.
Placement cell and coordinatorsVerify placement profiles and approve job notification forms.
Education administratorSets the levels, the approvers and the conditions of each chain, without a developer.
Where you use it
- Web: Master Configuration > Configuration > Approval Chains (education and credits) and Smart Circular > Approval Chains. Also Fees > Configuration > General > Approval Chains and Placement > Configuration > Approval Chains
- Web: Approvals > Configuration > Approval Chains lists every chain; Approvals > Requests > To Approve and My Requests
- Web: each product's own screen, such as Registrations (filter Waiting Approval), Certificates, Concessions, Revaluations and Profiles (To Verify)
- The Campus app, staff view: student leave under Requests, assignments under Classes > Homework, activity enrolments under the activity, and Profiles to verify. Built and in testing, not in the app stores yet
- The Campus app and the portal: students follow their leave and elective registration with the step it waits at
- Not in the Campus app: a common Approvals entry; other kinds are decided on the web
What you control
Settings
- Levels and their approvers, per kind of request and college
- If Nobody: cannot submit (to start with), skip, or usual approvers
- Requester May Approve (on), Only For conditions, Approved at Once
- Homework and activity enrolments: Approved at Once to start with; certificates: only transfer certificates; elective registration: the mentor
Notifications
- Request to Approve (level): to the approvers of the level of an education or fee request, by app notification, email and in the app. It goes out at once and cannot be switched off
- Leave Requested, Electives to Approve and Certificate to Approve: the same kinds' own messages to their approvers
- Placement Profile to Verify: to the department's coordinators; later levels of placement chains get Request Waits for Your Approval
- Leave Approved / Rejected, Electives Returned, Certificate Issued or Rejected, Placement Profile Verified or Sent Back: to the student. Also to parents where the event names them
- Assignments, elective registrations, exit passes, pickup persons and asset changes also put a to-do on the approver
- No reminder or passing on to someone else is sent while a request waits
Questions
Can the HOD approve electives after the mentor?
Yes. On the registration window, choose the mentor then the HOD. Or add levels to the Elective registration chain, for example the academic office after the HOD.Can large concessions need the principal's approval?
Yes. Add a concession chain with Only For an amount above a value and a level with the principal. Smaller concessions keep the general chain.Is condonation of an attendance shortage an approval chain?
No. The exam cell condones a shortage on the student's result with a reason, and the hall ticket follows. Paying an attendance-shortage fine can also condone it, if your exam is set so.Do approvers get reminders after a few days?
No. Approvers are told when a request reaches them, and it stays in their To Approve list. Reminders and passing on to someone else are not built for college requests.Do we need a developer to change a chain?
No. An education administrator, fee manager or placement officer changes levels, approvers and conditions from the Approval Chains menu of their part.Can a new company need the principal's approval before its drive?
Yes. Add a level with the principal to the Job notification form chain under Placement > Configuration > Approval Chains. The drive is made after the principal approves.Related features
CHOICE-BASED CREDITSElectives, registration and seat allotmentStudents rank their electives on the portal or the Campus app, and a mentor or head of department approves. Seats go by first come, merit, lottery or by hand. Clashing timetables are refused, and elective fees go to the fee account.ATTENDANCE AND LEAVEStudent leave, approved in stepsStudents apply for leave themselves in the Campus app or the portal, for whole days or half a day. The class teacher and then the head of department approve or reject it with a reason. The principal can be added for the leave types you choose.CERTIFICATES AND LIBRARYBonafide, conduct and transfer certificates onlineStudents ask for a bonafide, conduct, transfer or course completion certificate on the portal or the Campus app, pay its fee and download it signed. Every certificate carries a QR code that a bank, an employer or another university can scan to check it.FEESConcessions and scholarshipsGive merit, need-based, management, staff-child and scholarship concessions per student, with approval. A scholarship paid by a sponsor cuts the student's due and gives the sponsor its own dues, which the cashier collects in one go.PLACEMENTStudent placement profiles, verified and approvedEach student keeps a placement profile with skills, projects and resumes on the portal or in the Campus app. Marks, CGPA and backlogs come from the published results and cannot be typed. The placement cell or the department's coordinator verifies the profile, and more approvers can follow. Nothing is shared with a company until the student gives consent.ACROSS SMARTMY COLLEGENotificationsSmartMy College tells students, parents, faculty and recruiters when something needs them: an elective window, a fee due, a result, a drive or an offer. Every message also lands in one inbox in the Campus app and on the portal. Each person chooses their channels and their informational messages.
See your own semester run in it.
Tell us how many students you have, which programmes you run, how you hold examinations and how electives are chosen today. We will show you SmartMy College set up that way.