19. Requests and approvals
Letters, leave, KRS changes, grade complaints and other requests from students and lecturers, and who decides them.
Making a request
Students (Student Request) can ask for:
| Request | For example |
|---|---|
| Letter Request | An active-student letter for a scholarship |
| KRS Change | Adding or dropping a course, with the reason |
| Leave of Absence | Taking a semester off — the student picks the term (Odd or Even) and the academic year |
| Transcript Request | Copies of the transcript for a job application |
| Grade Complaint | Asking for a grade to be reviewed |
Lecturers (Lecturer Request) can ask for a letter, leave, a schedule change, a room booking or a grade correction.
Make-up exam requests start from the exam itself (Make-up exams), and a lecturer’s absence from the session (Make-up classes).
Who decides
flowchart TD S[Submitted] --> P[In process] --> D([Decision]):::check D -->|rejected| R[Rejected, with a note]:::stop D -->|approved| A[Approved] A -->|leave of absence| C[Term on leave]:::done A -->|letters, KRS changes…| T[To do] T -->|mark as done| DN[Done]:::done
| Request | Decided by | Where |
|---|---|---|
| Letters, lecturer leave, transcripts, grade complaints, schedule changes, room bookings, grade corrections | Admin | Student Services › Approvals |
| KRS changes, online sessions over the course’s limit, make-up exams | Head of Program | Approvals |
| A student’s leave of absence | Head of Program first, then admin | Approvals, then Student Services › Approvals |
| Make-up classes | Head of Program approves, admin books | Makeup Classes |
A request moves Submitted → In process → Approved or Rejected, with a note the requester sees. The admin’s Approvals page groups requests by type with a list and a decision pane.
Approving most requests records the decision only — the change itself is made separately (the letter issued, the KRS adjusted by the advisor or admin, a grade corrected and the class unlocked). Those approved requests wait on the To do tab, with a reminder of what still has to be done, until someone presses Mark as done. The exception is a student’s leave of absence — see below.
Leave of absence
flowchart TD S[Student asks for leave] --> H([Head of Program]):::check H -->|rejected| X[Rejected]:::stop H -->|approved| A([Admin]):::check A -->|rejected| X A -->|approved| L[On leave for the term, leave fee billed] L --> R[Back to Active when the term closes]:::done
- The student asks for leave in Requests, picking the term (Odd or Even) and academic year and giving a reason.
- Their Head of Program approves it first; it then shows Processing and waits for the admin. (A program without a Head of Program goes straight to the admin.)
- The admin’s approval records that term as on leave: PDDikti reports it as leave, Generate Semester Status doesn’t mark the student inactive, and the leave fee (if the campus set one) is billed under Finance.
- The student’s status shows On leave while that term runs, and goes back to Active when it closes — they enroll again as usual.
A campus can cap leave: once a student has taken the maximum semesters of leave (2 unless changed, under Tuition & Fees › Defaults), further requests are refused when submitted. A request without a valid term can’t be approved — the student submits it again.
When something goes wrong
| Problem | Why | What to do |
|---|---|---|
| The admin can’t approve a leave | The student’s Head of Program hasn’t approved it yet | The Head of Program decides first in Approvals |
| A leave request is refused on submission | No valid term chosen, or the student already used the campus maximum of leave semesters | Pick the semester and academic year; the maximum is in Tuition & Fees › Defaults |
| An approved request didn’t change anything | Approving letters, KRS changes, transcripts and the like records the decision only | Do the change, then press Mark as done on the To do tab |