Overview
Approval is the final stage of closing out a session and is performed after the session is Reviewed by a Lead Teacher. It may also be performed immediately after the Tutor Submit stage if you have decided to omit the Review stage.
- Article Sections
- Why Sessions Need Approving
- Approval
- Approval from the Session Grid (most efficient)
- Filter to your Approval Work List
- Remove Work List Filter
- Items to Check during Approval
Why Sessions Need Approving
There are certain functions in Oases that will not complete without an Approved session:
- Payroll Finalization
- SES & ELT Agency Invoicing
- Student Session Notes visible via parent/customer login.
- Homework Assignments via the parent/customer login.
- Invoice Outstanding for private pay invoices may also be affected if your setting is not to invoice until the session is approved.
- Various report fields in the report suite & custom reports.
Approval
1. Check that your sessions have been submitted by the tutor or instructor who took the session. This is their indication that they are finished with the session.
a. To check for submission status via the calendar look for Orange sessions when the calendar is set to show session color by status.
b. To approve from the calendar press on the session and press Edit. Then press approve from inside the session and save.
Approval from the Session Page (most efficient)
2. To check for submission status via the session list, look for the check mark in the S column.
Filter to your Approval Work List
3. You may use the filter at the top of the session list or calendar to filter to sessions that have been submitted and not approved. This creates a work list for the Approver.
4. From the Session List page, press Filter.
5. In the Show Types menu select one of the following two combinations:
- This would be Submitted and Reviewed and Not Approved if you have a separate Reviewer.
- Submitted and Not Reviewed and Not Approved if you are skipping Review.
6. The selection filter will remain until you remove it. As you approve sessions they will disappear from the grid as they no longer fulfill the criteria.
7. If needed to perform your approvals from the list press the small triangle at the top of the list to expand the view to show student time and instructional focus.
8. If you don't require Student Session Notes and all looks good from the Session List perspective you can Approve from the grid by pressing the A in the SRA column so that it becomes green.
9. If you want to check the student session note or homework assignments or you have noticed something that may be incorrect from the session page open the session by pressing on the session ID.
10. If okay Approve from inside the session and either press X to return to your work list or press Next to go immediately into the next session in your work list.
11. As each session is approved it will drop from your filtered list until your approvals are complete. If you approve from inside the session and press Next when you are finished your work list will be empty when you return to the list.
Remove Work List Filter
12. Then remove the filter selection by pressing x on your selected items.
Items to Check during Approval
- Program & Location is correct.
- Session Type if you have not assigned a session type to the student.
- Date
- Start Time
- Duration
- Correct students are on the session (green check mark to left of name)
- Correct student time under correct instructional focus code.
- Student session note present and in correct location on the student row, if you have not activated compulsory student session notes.
Link To
SX16. Session Note v Student Session Note
SC04. Compulsory Student Session Notes
SI16. Assign a Session Type to a Student (Session Type Filtering)