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Online Training Requests - User Experience

User experience and approval workflow

The process is begun when a learner submits a request form.

Accessing the form

If they try and enrol in a course that requires approval they will be presented with a link to the form.

Alternatively, they can select the Request Training from the Training Request block on the front page.

Filling out the form

On the My Training Requests page they will see a history of your prior requests as well as add new requests.
In the Approval status column they will see Pending (received by the first level manager), In progress (Edited but not yet submitted by the first level manager), Under review (received by the second level manager) and Complete (final decision made).
They can change their request while it is still Pending by selecting Edit.

Clicking the Add new button starts the process

All courses that have the Training Request enrolment method active will be listed on this page.
The Status will also be shown - either Not RequestedApprovedRejected or Pending.
They cannot request an Approved course as they are already enrolled in it, and they cannot request a course that is Pending as they have already submitted a request for this course and a decision has not yet been made
They should tick the check box next to the courses they want to request, add supporting information to help their request, and select Submit.

 

Once a request is submitted an acknowledgement email is sent to the requester, and a notification is sent to their manager.

Approving or Rejecting requests (First level manager)

When they log in they will see the number of requests that need their attention next to the Approve training link in the Training requests block

Clicking the Approve training link will take them to a list requests - by default only those which require action. They can switch to a list that includes requests already handled by choosing All requests from the Status filter menu.
In the Approval status column they will see Pending (received by the first level manager), In progress (Edited but not yet submitted by the first level manager), Under review (received by the second level manager) and Complete (final decision made).
Clicking Edit takes them to a particular request with the option to approve or deny. The same page can be accessed in a read-only format by selectingView.

A list of all courses in this request will be listed with the radio buttons Pending (the default), Approved and Rejected along with the requesters supporting text.
A manager can make changes and Save their current decision to return to later, or they can Submit their decision - though they cannot submit with any courses left as Pending.

Once they have submitted their decision a notification is sent to the second level manager (the manager's manager), as well as the to the requester informing them of the current decision status.

Approving or Rejecting requests (Second level manager)

The second level manager experiences the work flow the same as the first level manager - the only difference is that when they view or edit a request they see the decision that has been made by the first level manager.
They can override any decision already made, and their decision is final.

Once they Submit the requester will be informed of the decision and will be automatically enrolled into any course that they have been approved for,

 

Have more questions? Submit a request

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