Student leave, approved in steps
Students 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.
PLANSEvery plan
The problem it solves
- Leave letters are handed to the class teacher, then walked to the HOD's cabin for a signature, and lost on the way.
- Faculty mark a student absent without knowing the leave was granted last week.
- Long leave before the semester exam should reach the principal, but stops at the department.
- Students never hear whether the leave was granted, or why not.
How it works
- The student opens Leave in the Campus app or the portal and taps Apply for leave.
- They choose the leave type and the dates, or one day with Half day (morning or afternoon), write the reason and send it.
- The class teacher of the section is told at once and decides in the app or on the web: Approve, or Reject with the reason.
- The leave then goes to the head of department of the student's department. Where your chain has a principal step, it goes there next.
- The student and the parents are told of the decision. The status and any reason show in Leave history.
- On the leave days, the faculty's register in the app shows the student as On leave.
Everything it does
Asking for leave
- Leave type, from date, to date, reason (all needed)
- Half Day, morning or afternoon, only for a leave of one single day
- Not for a past date
- Not twice for the same day; a morning and an afternoon half day on one day are allowed
- A rejected leave does not block its days; Apply Again brings it back to draft to change and send again
Who may apply
- The student always, when Students Use the Portal is on (on to start with)
- Parents only when Parent Access is View and act; a college starts with View only, so parents see the leave but do not apply
Statuses
- Draft, Submitted, Approved, Rejected
- Waiting For: whose turn it is
- The student sees Waiting, Approved or Rejected with the reason
Who decides
- The chain Student leave is made by itself with two levels: the class teacher (Incharge) of the student's section, then the HOD of the department
- A level with nobody set is skipped
- When the student has no class teacher and no HOD, the Student Leaves: Approver role decides
- Add the principal as a level, by name, by role or as the institution's principal
- Only For: a second chain for some leave types only, such as long leave going to the principal
- Any one approver of a level decides for it; a reason is needed to reject
- Approve and Reject show only to the person whose turn it is; the student and the parents never decide
Leave types and reports
- Your own list, such as Medical leave, On duty or Family function; archive a type you no longer use
- A ready-made dashboard: to approve, on leave today, approved, rejected, by type and by status
Who uses it
StudentApplies for leave in the app or the portal and sees the decision and the reason.
Class teacherApproves or rejects leave for the section first, on the phone or on the web.
Head of departmentDecides at the next level.
PrincipalDecides the leave types you route to them.
ParentSees the leave and is told of the decision; applies only if the college allows it.
College office (Administrator)Keeps the leave types and the approval chain.
Where you use it
- The Campus app for students: Leave. The app is built and in testing, not in the app stores yet
- Student portal: Leave
- The Campus app, staff view: Requests > Student leave
- Web: Student Leaves > Leaves, Approvals > Requests > To Approve, Student Leaves > Configuration > Leave Type
- Not by WhatsApp or SMS reply: leave is asked for in the app or the portal
What you control
Settings
- Leave types: your own list
- Approval chain Student leave: class teacher, then head of department, to start with; levels and Only For chains are yours to change
- Parent Access: View only to start with in a college; View and act lets parents apply too
- Student Leave shown in the portal and the app: on to start with, per institution
Approvals
- Student leave: class teacher, then head of department to start with; add the principal as a level, or a separate chain for some leave types
Notifications
- Leave Requested: to the class teacher at once, by app notification or email, and in-app
- Leave Approved / Rejected: to the student and the father, mother and guardian. It goes by the first of app notification, WhatsApp, SMS or email that works, and in-app
- Both are transactional: only a channel such as SMS can be switched off
- Approvers whose turn it is find the leave under Approvals > Requests > To Approve
Questions
Can the principal approve long leave only?
Yes. Make a second Student leave chain with Only For set to that leave type, and add the principal as a level. Other leave stays with the class teacher and the HOD.Can parents apply for leave for their son or daughter?
Only if you set Parent Access to View and act. A college starts with View only: parents see the leave and the decision, and the student applies.Does approved leave count as attendance?
No. The faculty sees the student as On leave, but the period counts as the faculty marks it. A shortage is handled by condonation at exam time.Can a student apply after being absent?
No. Leave cannot be asked for a past date. The faculty can add a remark on the register instead.Does the student see why leave was rejected?
Yes. A reason is needed to reject, and the student sees it in the app and the portal, with a message about the decision.Related features
ATTENDANCE AND LEAVESubject-wise attendance registersFaculty mark each period's register on the web or on their phone, starting from all present. Students and parents see the overall percentage, each subject's figure and every absence. Exams can hold back students short of attendance, per subject or overall.ACROSS SMARTMY COLLEGEApproval chainsLeave, 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.APPS AND PORTALCampus app and web portal for students and parentsStudents sign in to the Campus app or the web portal and act for themselves: attendance, timetable, assignments, results, electives, leave, certificates, placements and fees. Parents get their own login and see the same pages, view only unless you decide otherwise.APPS AND PORTALFaculty view in the appThe faculty view of the Campus app puts the day on the phone: today's lectures and registers, assignments, marks, student leave and exam duties. The same app runs the library counter and the activity instructor's sessions, and each person sees only the pages their role allows.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.TIMETABLE, ASSIGNMENTS, NOTICESClass substitution: cover or swap a periodWhen a faculty member is away, the Substitutions screen lists each lecture that needs cover and the faculty free to take it, best first. Faculty can also ask a colleague to cover or swap a period. The substitute takes that day's lecture and its register, and the weekly timetable stays as it is.
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.