Submit and Manage Student Leave Requests

Submit and Manage Student Leave Requests

Create, approve, and track student leave requests with a multi-step approval workflow and portal access.

Time: 3–5 minutes per request Module: OpenEduCat Student Leave Enterprise Permissions: Leave User or Leave Manager

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Prerequisites

• Student and faculty records configured
• Leave types defined
• Access to Students → Student Leave Request menu
• Portal access configured for student submissions

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Overview

The Student Leave system enables:

• Submitting leave requests with supporting documents
• Multi-step approval workflow (6 states)
• Faculty-based approval routing
• Portal submission for students
• Calendar and Kanban views for planning
• Automatic request numbering

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Leave Request Workflow

Draft (To Submit)
    ↓ Confirm
To Validate
    ↓ Validate
Validated
    ├→ Approve → Approved
    └→ Refuse → Refused
         ↓
      Draft (resubmit)

Approved
    ↓ Cancel
Cancelled → Draft (resubmit)

State	Display Name	Description
draft	To Submit	Initial request, editable
confirm	To Validate	Submitted, awaiting validation
validate	Validated	Ready for approval decision
approve	Approved	Leave request approved
refuse	Refused	Leave request rejected
cancel	Cancelled	Request cancelled

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Steps

1. Configure Leave Types

1. Navigate to Students → Student Configuration → Leave Type
2. Click New
3. Enter:

Field	Action
Code	Short code (e.g., “SL”, “ML”, “CL”)
Type	Leave type name (e.g., “Sick Leave”, “Medical Leave”)

4. Click Save

Common Leave Types:

• Sick Leave (SL)
• Medical Leave (ML)
• Casual Leave (CL)
• Emergency Leave (EL)
• Personal Leave (PL)

2. Submit a Leave Request (Backend)

1. Navigate to Students → Student Leave Request
2. Click New
3. Complete the form:

Field	Action
Student	Select the student
Leave Type	Select type of leave
Leave Date	Select date range (start to end)
Duration	Auto-calculated in days
Faculty	Select approving faculty member
Description	Enter reason for leave

4. In Attachments tab:

   • Upload supporting documents (medical certificates, etc.)

5. Click Save (Draft state)

6. Click Confirm to submit

3. Submit via Student Portal

Students can submit requests through the portal:

1. Log into student portal

2. Navigate to Time Off section

3. Click Create Leave Request

4. Complete the form:

   • Select Faculty (dropdown)
   • Select Leave Type (dropdown)
   • Upload Attachment (optional)
   • Enter Start Date
   • Enter End Date
   • Enter Description (required)

5. Click Submit

6. Request created in Confirmed state

4. Validate Leave Request

Faculty members validate submissions:

1. Navigate to Student Leave Request

2. Filter by To Validate status

3. Open the request

4. Review:

   • Student information
   • Leave dates and duration
   • Reason and attachments

5. Click Validate to approve for final decision

6. State changes to Validated

5. Approve or Refuse Request

1. Open a Validated request

2. Review all details

3. Decision:

   • Click Approve to grant leave
   • Click Refuse to reject request

4. System records:

   • Approver (current user)
   • Approval/Refusal date

6. Cancel an Approved Request

1. Open an Approved request
2. Click Cancel
3. System records cancellation details
4. Can resubmit by clicking Mark as Draft

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Field Reference

Leave Request Model (student.leave.request)

Field	Technical Name	Type	Required	Description
Request Number	request_number	Char	Auto	SLR000001 format
Student	student_id	Many2one	No	Requesting student
Leave Type	leave_type	Many2one	Yes	Type of leave
Start Date	start_date	Datetime	Yes	Leave start
End Date	end_date	Datetime	Yes	Leave end
Duration	duration	Char	Computed	Days of leave
Faculty	faculty_id	Many2one	Yes	Approving faculty
Description	description	Text	Yes	Leave reason
Attachments	attachment_ids	One2many	No	Supporting docs
State	state	Selection	No	Workflow state
Approved By	approved_by_id	Many2one	Readonly	Approver user
Approve Date	approve_date	Date	No	Decision date
Image	image_1920	Image	Computed	Student photo

Leave Type Model (student.leave.type)

Field	Technical Name	Type	Required	Description
Type	name	Char	Yes	Leave type name
Code	code	Char	Yes	Short code
Company	company_id	Many2one	No	Multi-company

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Duration Calculation

The system automatically calculates leave duration:

1. Duration = End Date - Start Date
2. Displayed as “X Days” format
3. Validation: End date must be after start date

Error: “Start End Date should after Start Date” if invalid.

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Views Available

View	Features
Calendar	Visual leave planning by month
Kanban	Cards with status badges and quick actions
List	Table with state badges (color-coded)
Form	Full editing with attachments tab
Search	Filter by student, type, dates

Calendar View

• Title: “Time Off Request”
• Color-coded by student
• Shows date ranges
• Month view by default
• Displays duration on events

Kanban View

• Status ribbons: To Validate (yellow), Approved (green), Refused (red), Cancelled (red)
• Shows: Student photo, name, leave type, dates, duration
• Quick action buttons based on state

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Portal Features

Student Portal

Students can:

• View pending leave requests
• Submit new requests
• Track request status
• See approval/refusal dates

Portal Table Columns:

• Request Number
• Student Name
• Time Off Type
• Description
• Start/End Dates
• Duration
• Status (with badges)
• Approved/Refused dates

Searchbar Options

• Search by request details
• Sort by multiple fields

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State Badge Colors

State	Color	Badge Type
Draft	Blue	Info
Confirm	Yellow	Warning
Validate	Yellow	Warning
Approve	Green	Success
Refuse	Yellow	Warning
Cancel	Red	Danger

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Troubleshooting

Issue	Cause	Solution
Cannot confirm	Missing required fields	Complete all required fields
Date validation error	End date before start date	Correct date range
Cannot see requests	Faculty filter active	Check record rules
Request not in portal	Not linked to student	Verify student assignment
Attachment not saving	File size issue	Reduce file size

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Best Practices

1. Clear descriptions: Provide detailed leave reasons
2. Attach documents: Include medical certificates for sick leave
3. Advance notice: Submit requests early when possible
4. Track status: Monitor request through workflow
5. Faculty communication: Contact faculty for urgent requests
6. Calendar planning: Use calendar view to avoid conflicts

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Security Notes

Role	Capabilities
Leave User	Read, write requests (no create/delete)
Leave Manager	Full CRUD access
Faculty Member	Automatically receives User permissions
Head Admin	Automatically receives Manager permissions

Record Rules

• Faculty Rule: Faculty users see only requests where they are the assigned faculty
• Admin Rule: ERP managers see all leave requests
• Multi-Company Rule: Requests filtered by company

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Request Numbering

Requests are automatically numbered:

• Prefix: SLR
• Padding: 6 digits
• Format: SLR000001, SLR000002, etc.
• Increment: 1

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Related Tasks

• Configure Leave Types
• Manage Student Records
• Configure Faculty Records