Leaves

Definition and Purpose

The Leaves section within the Self-Service module is a comprehensive leave management system that provides faculty members with complete autonomy over their leave-related activities. This module serves as the central hub where you can monitor leave entitlements, submit requests, manage class reassignments, and handle approval workflows with full transparency and real-time updates.

Leave Balances Dashboard

The Leave Balances section displays your leave entitlements through an intuitive card-based interface:

• Total Leave Balance

  • Shows your overall leave allocation across all available leave types.
  • Displays total allocated leaves, used leaves, and remaining balance.
  • Provides a comprehensive snapshot of your complete leave entitlement for effective planning.

• Other Leave Balances

  • Leave types vary significantly across institutions based on their specific policies and requirements. Some institutions may implement standard leave categories, while others may have specialized leave types tailored to their organizational needs. The system accommodates any leave structure, displaying all relevant leave types as defined by your institution's leave policy.

• Upcoming Holidays List

  • The interface also includes an upcoming holidays panel that displays cultural festivals, national holidays, and seasonal celebrations with specific dates, enabling you to plan leaves strategically around these events for extended breaks.

Action Buttons

View Timetable

• Opens your weekly class schedule in a grid format showing time slots from Monday to Saturday.
• Displays class timings, subject names, and course codes for each scheduled session.
• Essential for planning leave requests around teaching commitments and identifying classes that need reassignment.

View Policies

• Opens a modal window displaying current leave policy information.
• Shows policy name, effective dates, and detailed guidelines.
• Provides access to comprehensive leave policy documentation and eligibility criteria.

Request Leave

• Primary action button to initiate new leave requests.
• Opens leave request form for date selection, leave type, and reason documentation.

Leave Request Management

My Request Tab

• Displays your personal leave request history.
• Shows Leave Type, From Date, To Date, Status, and Actions for each request.
• Status indicators include Approved, Rejected, and Cancelled.
• Actions column provides detailed information about each request.

Team Request Tab

• Available for supervisory roles to manage team leave requests.
• Shows Faculty Name, Leave Type, dates, Status, and Actions.
• Enables managers to approve or reject team member requests.
• Includes comprehensive team leave oversight capabilities.

Applying Leave

Information

• Apply for leave via Faculty Mobile App or Web Application.
• Leave requests automatically update in the ERP system.
• Reporting Manager approves or rejects requests via Web Application.
• Managers can apply for leave on behalf of faculty members when needed.

Steps to Apply for Leave

1. Navigate to Self Service >> Leaves. This will take you to the main leaves dashboard where you can view your leave balances and request history.
2. Click Request Leave. This will open the leave application form with all necessary fields for your request.
3. Complete the leave request form:
   • Leave Type: Select the appropriate leave category as per your institution's policy.
   • Leave Period: Choose your start and end dates using the date picker.
   • Reason: Provide a clear justification for your leave request.
4. Click Submit. This will process your leave application and send it for approval workflow.
5. In the Leave Request tab, click Save. This will confirm your leave request submission and update your request history.

Reassigning Classes

Information

• Confirm colleague availability before reassigning classes.
• Only instructors with free slots during your class times appear in dropdown.
• Classes can be reassigned across departments for same subject matter.
• Ensure reassignments do not conflict with colleague's existing schedule.

Steps to Reassign Classes

1. Navigate to Self Service >> Leaves. This will take you to the leaves module dashboard.
2. Go to Classes Reassignment tab. This will display all your scheduled classes that can be reassigned during your leave period.
3. Select the subjects you want to reassign from the available subject options (displayed as oval buttons):
   • Review the list of subjects that conflict with your leave dates.
   • Check the checkbox next to each subject you need to reassign.
4. Click Reassign Selected. This will open the "Reassign Classes" modal window showing a confirmation message indicating the number of classes being reassigned.
5. Complete the reassignment details in the modal:
   • Subject to Reassign To: Select the specific subject from the dropdown menu.
   • Select Faculty: Choose from the dropdown of available instructors who have free slots during your class times.
6. Review the class details displayed in cards showing Date & Time and current Faculty assignments.
7. Click Submit Reassignment. This will finalize the class reassignment and notify the selected faculty member.

Approving/Rejecting Leave (For Managers)

Information

• Reporting Managers approve or reject based on operational needs.
• Leave typically approved after successful class reassignment.
• Ensures scheduling continuity and workflow management.

Steps to Approve Leave

1. Login as Reporting Manager. This will give you access to managerial functions and team oversight capabilities.
2. Navigate to Self Service >> Leaves. This will take you to the leaves management dashboard.
3. Select Team Request tab. This will display all pending leave requests from your team members.
4. Select the team member who requested leave. This will open their specific leave request details for review.
5. Review and make your decision:
   • Examine the leave dates, type, and reason provided.
   • Consider operational requirements and team availability.
   • Change Status to 'Approved' or 'Rejected' based on your assessment.
6. Click Save. This will finalize your decision and notify the faculty member. Approved leave will automatically approve any associated class reassignments.

key pointer(s)

• Submit leave requests well in advance for workflow continuity.
• Reassign classes thoughtfully considering colleague availability and expertise.
• Class reassignment is only possible to faculty members who have available free periods that align with your scheduled class times and who are qualified to teach your specific subjects. Faculty members cannot cancel or reschedule their own existing classes to accommodate your reassignment requests.
• You have the flexibility to retain certain topics for personal instruction upon your return. In such cases, you can reassign alternative topics or lessons to covering faculty members while preserving key subject matter for your own teaching.
• Adhere to leave policies and select appropriate leave types for proper payroll processing.
• Applied leave can be cancelled by you or your manager, which restores leave to your balance.

Common Issues & Solutions

🔴 Issue	✅ Solution
Unable to apply for paid leave	Ensure sufficient leave balance available
Leave request not visible in manager's list	Verify request was submitted and saved properly
Leave balance appears incorrect	Refresh page to update current balance

thus

Implementing the Leaves module creates a comprehensive leave management ecosystem that handles leave applications, approvals, and critical class reassignment workflows. By providing integrated leave tracking, streamlined application processes, automated class reassignment capabilities, and robust approval workflows, this module ensures educational operations continue smoothly during faculty absences while maintaining transparency and accountability in leave management, ultimately creating an efficient academic environment where leave management supports both faculty needs and educational excellence.