OCR for Higher Education Support | University ERP & SIS

The student opens My Tasks, selects My Leaves, and chooses New Leave Request.

The student selects a leave type, chooses the date or date range, selects a half-day when the policy allows it, writes a reason, and attaches evidence when the policy requires it.

The approving authority is configured against the selected leave type. It may be HOD, Campus Admin, Finance, or another institution-approved role. The request is sent to the selected role rather than always going to Campus Admin.

The request is recorded as Submitted, the configured authority is notified, and the student receives a submission confirmation. The authority then reviews the request and approves or rejects it with remarks.

Submitted means the student has sent the request and it is waiting for the assigned approving authority. It does not mean the leave has been approved.

Approved means the authority accepted the request. Matching classes can be treated as Excused in attendance according to the approved dates and half-day window.

Rejected means the authority did not accept the request. The authority should add a reason, and that reason is shown to the student.

Withdrawn means the student cancelled the request before a final decision. It is not counted as used leave and cannot later be approved.

No. An approved leave is final for that request and cannot be withdrawn through the student page. Only an open request that has not been finally approved or rejected can be withdrawn.

The authority can use the Student Leave Approvals page. HOD users can also use My Approvals and select the Leave Approvals tab.

Both show leave work assigned to the user. My Approvals places leave beside exam, promotion, and graduation work; Student Leave Approvals is the focused leave review page.

Institution Admin can see institution-level leave activity and requests sent to different authorities, but Institution Admin is not automatically allowed to approve or reject a student leave request. The configured approving authority makes the decision.

In System Settings > Student Leave, the institution adds the authority beside each leave type. New requests use the authority saved in the policy that applies to the student campus.

The system uses the configured fallback route when a suitable department HOD cannot be found, so a request does not remain without an owner. The institution should keep department and role assignments up to date.

Yes. Institution Admin can select a campus in Policy scope, review that campus policy, and save changes for that campus only. The institution baseline remains the default for campuses without an override.

The institution baseline is the default student leave policy. A campus uses it unless a campus-specific policy has been saved.

It is the maximum number of leave days a student may use during the active academic term under the applicable policy.

It is the minimum number of days between submitting the request and the first leave date. A request submitted too late is not accepted.

The policy can require evidence after a configured number of days. For example, if the rule is 3 days, a request longer than the allowed no-document duration must include a supporting document.

No. The requested dates must fall within the active academic term. The student receives an error when the dates are outside the term range.

User-facing dates follow the institution date format selected in System Settings. When the institution uses the standard convention, dates appear as DD-MM-YYYY.

Yes, but only for a leave type whose policy has Half-day support set to Yes. The student then chooses First half or Second half.

The timings are set in the Student Leave policy and belong to the selected campus. This allows each campus to use its own class-day boundaries.

Used this term shows approved leave only. Submitted requests are still reserved when the system checks whether a new request would exceed the limit. Rejected and withdrawn requests are excluded completely. A full day counts as 1.00 and a half-day counts as 0.50.

Past usage remains attached to the student and academic term. The destination campus policy applies to new requests; usage is not silently reset when the student moves.

No. Rejected and withdrawn requests are excluded from the used and remaining calculations.

Yes. The student can see the decision date and the remarks added by the approving authority on the leave request card. Long text can be opened with Read more.

Yes. The student can open the supporting document link when a document was attached to the request.

Yes. An authorised approving authority can open the private supporting document from the approval card.

No. It affects matching attendance as Excused. It does not create attendance records that do not exist, and an explicit Present mark remains Present.

Yes. The queued email workflow can notify the student when a request is submitted, withdrawn, approved, or rejected. Approval and rejection remarks are included where appropriate.

Yes. The configured authority can receive a notification when a new request is assigned and when the student withdraws it.

The unread badge highlights new or changed leave work. It can appear in the relevant navigation, hamburger menu, My Approvals, Leave Approvals, or the student My Leaves area.

Policy changes are restricted to the institution email address stored for that institution.

Check the leave type authority, the student campus and department, the HOD or role assignment, the active academic term, and whether the correct authority account is signed in.

Confirm that the leave is Approved, the class date is within the approved dates, and the class time overlaps the approved full-day or half-day window.

No. A request keeps the policy context used when it was created. A later policy change is used for new requests and does not rewrite the decision history of an older request.

The reason gives the approving authority enough context to make a fair decision and gives the institution an understandable record for later review.

The request itself is date and time based rather than subject based. Attendance then checks the approved leave window against each class scheduled for the student.

The case creates tasks for Academic Record, Finance Account, Library, Transport, and Accommodation. Each responsible office records Cleared, Not applicable, or Outstanding; an outstanding item needs an explanation. The configured authority cannot make the final decision until every task is cleared or marked not applicable.

Institution Admin selects Institution Admin or Campus Admin under System Settings > Student Separation & Readmission. The selected authority reviews the case after clearances are complete. A Campus Admin can act only within assigned campus access, and the officer who opened a case cannot approve it.

A future effective date remains scheduled. When the approved date arrives, the enrollment episode is closed and its active term enrollments are retained as withdrawn history. The student can still sign in, but access is limited to Student Lifecycle and My Finances until a readmission placement is completed.

The student selects the target campus, an active academic term, and a programme offered at that campus, then explains the reason for returning. Readmission is available only after a departure has been recorded and while the institution has enabled requests.

System Settings lets the institution route the initial review to the target Campus Admin or Institution Admin and separately select the final readmission authority. The intake reviewer starts the review; only the configured authority can approve or decline it. The person who submitted the request cannot make its final decision.

The institution can set a one-time Readmission Processing Fee (0 means no processing fee), payment due days, refund eligibility, and refund conditions. Configure its tax application under System Settings > Tax Settings. Applicable admission charges configured for the requested programme and term can also be included. The invoice appears in My Finances; Finance must verify all required payment evidence before the case enters review. A refundable setting does not issue a refund automatically; Finance handles an approved refund through the finance workflow.

No. Approval moves the request to placement pending. An authorized Campus Admin or Institution Admin confirms the requested campus, term, and programme placement. The portal creates a new enrollment episode linked to the previous departure and restores normal student access only after placement is completed.

Lifecycle emails are queued for the student and relevant assigned campus or institution staff when requests, invoices, payment verification, clearance actions, decisions, and placement change the case. Each case keeps its status history and the name of the person who acted; authorized staff can open the actor information card from the timeline. Queued email still depends on normal email delivery.

Open Academic > Event Management, select New Event, choose the campus and academic audience, and complete the event form.

Choose Campus, then Department, then Programme, then Class. Select the Academic Term for the event as well. Each academic selector depends on the prior selection, so choose them in order.

Ask an authorized settings administrator to check System Settings > Event Types. The type must be Academic and Class-wide for an HOD event, and it must be available at the selected campus. General types are campus-wide and are used by Campus Admin.

Yes. An event type may have a default fee per student. If it has no default, the HOD or Campus Admin can enter the amount while creating the event. Enter zero for a free event. A paid event creates an invoice for each eligible student.

Taxes are configured separately in System Settings > Taxes > Tax Applications. Apply the required tax to the Event Fee fee type for the relevant campus and effective period. The event form does not include a tax picker; the active campus tax application determines the tax on the charge.

The system queues event invitations for eligible students and their linked parents. For a paid event, it also queues each student’s invoice email. Parent copies depend on an active parent link and an available email address.

It contains the event’s calendar details for a recipient to add or import into a calendar. Gmail and Outlook can display different calendar actions and RSVP controls. Calendar-client behavior is separate from the Acknowledge button in My Events.

Acknowledge marks the event as read in the student portal and clears its unread badge. It does not record attendance, pay the invoice, or confirm a calendar RSVP.

The student or an authorized parent uploads payment evidence in My Finances. Finance must review and verify it. Evidence that has only been submitted remains pending; a verified payment is confirmed and a receipt becomes available.

Check that the student is active in the selected campus, department, programme, and class, and that the event’s Academic Term matches the student’s term enrollment. Also confirm the event was saved and the event type is available for the campus.

After the event date, open the event’s three-dot menu and select Coordinator Feedback. The HOD can add rich-text remarks and one picture for each student. Saving feedback queues a notice to the student and linked parent.

No. In the current event workflow those values, including maximum marks, are event metadata. They do not create an event attendance roster or a marks-entry screen.

Read Create and manage academic events for the setup, audience, fee, invitation, My Events, and feedback steps.

Open Transport Management for the campus, add vehicles, define route days and times, arrange stops with pickup/drop-off permissions and arrival details, and set effective cumulative fares for each stop and payment frequency. Institution-wide transport settings control which billing frequencies and request rules are available.

The fare is the difference between the cumulative fare at the selected pickup stop and the selected drop-off stop for the chosen billing frequency and service date. The estimate includes any applicable Transport tax.

The request appears in the student’s My Transport list and goes to the assigned Campus Admin for review. The student can follow its status and any rejection reason there.

Approval creates a Transport Fee charge in My Finances using the quoted fare and applicable tax. The student submits payment evidence from My Finances; Finance verifies it before the transport request becomes confirmed.

No. Approval creates the payment notice, but the service is confirmed only after Finance verifies submitted payment evidence. If evidence is rejected, the student can submit updated evidence against the payment notice.

After Finance verifies payment and the request is active, open My Tasks > My Transport and select Download Pass to download the PDF.

Scanning the signed QR opens a public verification page with the current student, route, pickup, campus, vehicle, and pass status. Valid through and Paid on dates use the institution date format; an expired pass is shown as expired.

No. Each approved request creates one Transport Fee charge. The system does not automatically create the next charge; submit a new request for a later service period.

Read Manage campus transportation for route setup, stop fares, student requests, approvals, tax, payment, and troubleshooting.

No. The QR opens a live verification page that shows the current student identity and record status.

Authorized Finance users can generate fees for the active campuses assigned to their Finance role.

Yes. A generation run can include all eligible programmes or be limited to selected programmes within the selected academic term.

Mandatory fees are included automatically. Active optional charges can be selected for the generation run, while on-demand charges are excluded.

Yes. Finance can preview the fee items, eligible students, totals, and configured late-fee policy before confirming generation. Existing fee items are skipped.

A late fee is optional. It becomes chargeable after the configured due date and grace period only when an outstanding balance remains; enabling the policy does not add a charge during the initial generation.

Students can review total charges, payments received, adjustments or waivers, outstanding balance, fee notices, payment evidence, receipts, refunds, and approved credits.

Yes. The Breakdown action shows the individual fee items, codes, due dates, and amounts included in the fee notice.

No. A submitted payment remains pending until Finance verifies it. The balance changes after the payment has been verified and posted.

Students should provide the payment amount, payment date, method, and any required bank or transaction reference, together with a receipt, deposit slip, cheque image, or other supporting document.

Yes. Verified payment receipts, approved refund evidence, and related Finance documents can be downloaded from My Finances when available.

An exam can be configured with an exam type, programme, academic class, subject, title, description, total marks, due date, submission settings, and other academic details.

Yes. Exam types can require HOD approval, and the exam status indicates whether it is a draft, pending HOD approval, approved, published, or declined.

Yes. The required-submission setting identifies exams where students must submit a response, and the due date is used for student notifications.

Staff can search by exam title, class, or type and use advanced filters for exam type, class, subject, title, creation date, due date, total marks, approval, submission requirement, and status.

The examination workflow includes marking and student attendance tools, subject and faculty context, attendance review, and support for examination results and access decisions.

Exam actions are controlled by the user's education role and scope. Faculty, HOD, and central examination users receive the controls appropriate to their assigned subjects, departments, campuses, or examination responsibilities.

OCR for Higher Education checks the transfer route, active academic mappings, student consent, applicable transfer-fee status, and required destination details before the request proceeds through approvals.

The Source HOD reviews the student’s current academic context and the reason for leaving the source campus or department, then approves or rejects the request with remarks where required.

The Destination HOD reviews the proposed destination programme, class, academic term, and capacity or academic fit before approving or rejecting the incoming transfer.

Institution Admin provides the final institution-level decision after the required student, source HOD, and destination HOD stages have been completed.

Yes. A student can request cancellation of an open transfer. The cancellation is recorded and handled through the transfer workflow; an institution decision may be required before the request is permanently cancelled.

Yes. The Source HOD can reject the request during source review. Rejections require an explanation so the student and institution can understand the decision.

Yes. The Destination HOD can reject the request after reviewing the proposed destination. The rejection and remarks remain part of the transfer history.

Yes. Campus Administration can reject a transfer when the campus-level operational, clearance, mapping, or policy requirements are not satisfied. The decision is recorded with remarks.

Yes. Institution Admin can reject the request at the final institution approval stage. The request status and decision remarks are retained for the student and authorized staff.

An approved transfer is intended to take effect with the next academic term and the applicable promotion outcome, rather than changing the student’s active academic placement immediately.

Yes. The transfer details show the route, reached workflow stages, current status, approval history, applicable fee status, and any recorded decision or cancellation remarks.

The institution timezone is used when the portal interprets operational dates and times, including due-date cutoffs, schedules, examinations, transfers, and policy effective dates.

A configured timezone keeps deadlines, calendar events, approval timestamps, financial cutoffs, and date-based workflows aligned with the institution’s local operating time rather than the server’s location.

OCR for Higher Education normalizes date and time values before displaying or processing them so dates remain consistent across schedules, examinations, finance, accommodation, and institution settings.

Institution administrators can configure the sending domain, portal URL details, web and mobile logos, footer text, and institution email presentation used across supported portal communications.

Yes. Custom Branding supports separate web and mobile logo assets so the portal can use an appropriate logo for different header contexts.

Campus Financial Hold Rules define how an effective overdue student balance affects selected academic and portal actions for students assigned to that campus.

An enabled hold begins only when an overdue balance greater than 0.00 remains after the fee notice due date and configured grace period have ended at 23:59 in the institution timezone.

No. A payment hold is cleared only after Finance verifies and posts the payment. Submitting evidence alone does not reduce the hold balance.

Depending on campus policy, a financial hold can restrict student portal access, promotions, and selected HOD-only or HOD-approval examinations. Students retain access to My Finances and essential payment actions when portal restriction is enabled.

Institution administrators can configure a transfer fee for each destination campus, including whether it is enabled, the amount, currency, and effective date.

The destination campus policy determines the transfer fee amount and currency. Existing transfer requests retain the fee and refund rules originally assigned to them.

The institution can configure separate refund behavior for student cancellation, Source HOD rejection, Destination HOD rejection, and Institution rejection or cancellation. A refundable decision creates a Refund Due status for Finance to process.

DMC Assessment Presentation controls how finalized examination results are shown for each subject: either as a detailed breakdown or as combined Internal and External totals.

No. Examination classification is configured separately under Manage Exam Types. HOD approval requirements do not change whether an examination type is treated as Internal or External.

Examination Governance sets the central examination owner and promotion authority for each campus. The institution can assign central scheduling to the Department HOD or Examinations Office and promotion authority to Campus Administration or the Examinations Office.

When the Examinations Office manages central scheduling, Campus Administration assigns the building and classroom for each class. Students are notified after all required venues are complete.

Institution Storage monitors the shared storage allowance across all campuses, including total capacity, used space, available space, managed files, and usage by category.

Yes. Reserved space for uploads currently being processed is included when the portal validates whether a new upload can be accepted.

Storage notifications are sent to the institution email according to the configured reminder rules when storage usage reaches the relevant policy thresholds.

The grading framework defines grade ranges, pass or fail results, grade points, GPA inclusion, GPA calculation, rounding, repeated-course handling, transfer-credit treatment, and CGPA settings.

Each grading version is a complete policy. Draft versions can be edited, while active and retired versions remain locked so historical grades, GPA, and CGPA calculations stay reproducible and auditable.

Activation requires complete, continuous grade coverage from 0% through 100% without gaps or overlaps, together with the applicable effective date and configured grading rules.

Yes. Fixed mode assigns one point across a grade range, while proportional mode calculates the point within the range using the student’s exact percentage and configured boundary points.

Yes. CGPA settings can define whether the latest attempt, highest result, or every attempt contributes, and whether accepted transfer credits contribute credits only, equivalent points, or are excluded from CGPA.

Authorized users can manage campuses, buildings, classrooms, room types, capacities, classroom codes, photos, and availability information used across academic and operational workflows.

Yes. An institution can maintain multiple campuses, each with its own address, city, currency, timezone, status, assigned administrators, Finance users, and Examinations users.

A campus provides the geographic and operational context for buildings, classrooms, schedules, examinations, accommodation, finance, timezone settings, and assigned campus staff.

A campus can have a name, address, country, city, currency, active or inactive status, timezone, campus administrators, Finance users, and Examinations users.

The campus timezone is used for campus schedules, emails, calendar invitations, date-based policies, and other workflows that depend on the local operating time.

Yes. Campus-scoped access limits users to the campuses assigned to them, helping keep building, classroom, staff, and operational changes within the correct campus boundary.

An authorized user selects an active campus and gives the building a clear name, such as North Tower. The building then becomes available when referencing locations and bookings.

Yes. Multiple buildings can be created under the same campus, allowing an institution to organize separate towers, blocks, halls, laboratories, residences, or other physical locations.

The current Buildings form associates a building with a campus and records its building name. The campus record stores the campus address; a separate building-address field is not currently part of the building form.

Yes. The Buildings page supports quick search by building or campus, editing existing buildings, and deleting buildings when the user has the required authorization.

A classroom is created under a selected campus and building. The building list is loaded for the selected campus so classroom locations remain associated with the correct physical place.

Yes. Multiple classrooms can be created under the same building. Each classroom can have its own name, classroom code, room type, capacity, photos, and availability dates.

Yes. When creating a classroom, the user selects the campus first and then chooses a building belonging to that campus. This keeps classroom locations organized correctly.

The classroom form supports Classroom, Lab, Auditorium, Seminar Hall, and Other room types. Institutions can use the type that best describes each physical teaching or examination space.

Yes. Each classroom can have a name, classroom code, capacity, room type, campus, and building so schedules and room planning can use identifiable capacity information.

Yes. Up to four classroom photos can be uploaded in JPG, PNG, or TIFF format, with a maximum size of 1 MB per image. Existing photos can be viewed in the classroom gallery.

Yes. Authorized users can set an unavailable date range and record a reason. The classroom can later be marked available again after the restriction is cleared.

A classroom may be unavailable because of maintenance, a special event, safety work, renovation, or another operational reason. Recording the date range and reason helps prevent unsuitable room assignments.

Campus, building, classroom, capacity, room type, and availability data help Campus Administration allocate suitable venues for classes, examinations, meetings, and other institutional activities.

Yes. The classroom availability restriction can be cleared through the confirmation action, which marks the classroom available again for future planning.

Institution-wide Employment HR can work across the institution's campuses. Campus Employment HR can be assigned to one or more specific campuses and can manage only those campuses. Neither Institution Admin nor Campus Admin access alone grants the Employment HR workspace.

Open the employee profile in Employees, confirm the portal account is linked, then assign Employment HR with institution-wide scope or select the campuses the employee may manage. Save the employee profile and verify the assigned scope.

After the employee has an active Employment HR assignment, sign in with the linked portal account and open Hamburger menu > Employment & Contracts. The workspace shows the grade catalog, contract assignments, and contract settings permitted for that HR scope.

No. An HR user cannot assign, amend, renew, or rehire their own employment profile. Another Employment HR user with access to the relevant campus must handle that contract.

No. Campus Admin and Employment HR are separate roles. Institution Admin must assign the Employment HR role and select its institution-wide or campus scope.

Employment HR users assigned to the contract's campus scope receive the unread badge. Open Hamburger menu > Employment & Contracts > Contract Assignments > Assigned Contracts to review the rejection. Institution-wide HR covers every campus; campus HR sees only its assigned campuses. Institution Admin alone does not receive this workspace badge.

Policy scope selects the institution baseline or a campus policy that stores local differences. Appointment scope says whether a person is appointed to the institution or a campus. Payroll responsibility says which Finance team may process the salary batch. These settings solve different problems.

The generated contract can include the institution logo and address, employee and appointment details, title, designation, campus, department, grade and step, salary and frequency, workload, effective dates, eligible leave, contract terms, separate employee resignation and institution termination notice periods (in days, weeks, or months), and applicable tax and estimated take-home pay.

Sign in with your institutional email or username, open the profile icon, choose My Account, then My Records, and open My Contracts. Review the offer, download its PDF if needed, upload a signed copy when required by the institution, and submit acceptance. If a term is wrong or you do not agree, reject it with a reason and contact HR. An employee ID works for login only if it is configured as the account username.

It is mandatory when Employment HR has enabled signed-PDF acceptance in Employment & Contracts > Contract Settings. Download the offered PDF, sign it, and upload it with your acceptance. The uploaded signed copy is retained with the contract record.

Yes. An assigned Employment HR user can configure standard opening text and upload the issuer signature under Employment & Contracts > Contract Settings. The issued-by area identifies the HR Department and institution and includes the issue date.

An appropriately scoped Employment HR user creates a new effective-dated contract version, preserving the earlier version for history. Renewal is not automatic: HR reviews the terms and dates, issues the next offer, and the employee accepts it.

After resignation, clearance, and Finance's final settlement are fully completed, appropriately scoped Employment HR opens Hamburger menu > Employment & Contracts > Contract Assignments, selects Rehire former staff, and prepares a new offer for the existing employee or faculty profile and linked portal account. The former staff member receives an email, signs in, reviews the new appointment and terms under My Account > My Records > My Contracts, and accepts it through the usual signed-PDF process. Acceptance reactivates the employment profile; the completed resignation and settlement remain in history.

No. An appropriately scoped Employment HR user reviews eligibility and creates a new contract version with the approved grade step, salary, and effective date. A promotion may also change grade or designation.

The contract uses the applicable effective tax schedule and can show progressive tax bands, taxable salary, withheld or employer-paid tax, and estimated take-home pay. It is an estimate based on the saved contract salary; final payroll can change with leave, advances, compensation, or later policy changes.

The daily reminder process queues notices at two calendar months, 30 days, 15 days, and on expiry. It also sends the institution termination-notice deadline and a configurable preparation reminder (default 10 days before that deadline). These are prompts for HR and Institution Admin; they do not renew or end a contract automatically.

See the Higher Education HR, employment, leave, and payroll guide for role-specific steps and policy details.

Open the profile icon > My Account > My Leaves, select a leave type allowed by your active contract, enter the requested dates and details, and submit. The configured approver reviews the request; My Leaves shows status and remaining balance.

My Leave Balances shows each leave type and its current weekly, monthly, or yearly allowance period. The table separates allowance and carry-in from days already availed, approved upcoming leave, pending requests, and remaining days. Approved dates up to today count as availed; future approved dates and pending requests are shown separately. If you have both employee and faculty profiles, select each profile to see its separate balances. The chart compares Taken, Approved upcoming, Pending, and Remaining against that leave type's own allowance plus eligible carry-in; leave without a fixed cap shows usage without a remaining-cap segment. It refreshes after requests are submitted, approved, rejected, or withdrawn.

Each bar is for one leave type and its current allowance period, with segments for Taken, Approved upcoming, Pending, and Remaining. A capped type is compared with its allowance plus eligible carry-in. A type without a fixed day cap shows recorded usage without a remaining limit. The period dates use the institution's configured date format.

The carry-forward percentage applies to eligible unused leave after pending and approved requests are considered. If 14 days remain and the policy is 25%, 3.5 days carry forward and 10.5 expire. At 0%, unused days expire; at 100%, all eligible unused days carry forward if the next contract and policy permit them.

No sandwich rule is applied. If Saturday and Sunday are configured as excluded days, they remain excluded even when leave spans dates on both sides. Public holidays currently count because staff leave is not integrated with the institution holiday calendar.

Approved unpaid leave is deducted after the leave period ends. Any amount that cannot be deducted in one run carries forward, and payroll allocation prevents the same leave from being deducted twice.

The Finance role assigned to each campus processes that campus's batch. Institution Admin can review closed runs but cannot run campus payroll under campus-level responsibility. Institution Payroll Finance processes payroll only when responsibility is Institution level.

No. Finance manually selects the permitted scope, supported frequency (monthly, half-month, 14-day, or 7-day), and completed pay period, previews the calculation, resolves issues, and closes the batch. A closed scope/frequency/period cannot be run again. Scheduled jobs send reminders and process queued email; they do not close payroll batches.

When policy allows overtime, approved hours are valued using the configured derived hourly rate and overtime multiplier, then included when eligible in payroll. The default multiplier is 1.5 where used; the policy multiplier is limited to the configured 1–5 range.

Eligible runs use the active contract salary and applicable tax, approved overtime and additional duties, visiting-faculty payments, annual or performance bonuses, unpaid-leave deductions after leave ends, and salary-advance installments due in that period. A performance bonus is a one-time approved award, not a permanent base-salary increase.

No. An approved extra duty is separately recorded compensation, such as a fixed amount or a configured hourly, daily, session, or other rate. It does not itself change the employee's grade or salary step.

A visiting faculty appointment can be paid per course, credit, lecture, hour, term, or a fixed agreed amount. It is reviewed and included in payroll when the payment is approved and eligible.

The contract and policy define whether salary continues, is annualized, is term-time-only, or is paid through separate appointments. Term-time-only and separate-appointment teaching follows the institution's academic semester dates.

The employee requests an advance under My Account > My Salary Advances. Institution Admin reviews it, then Finance approves and processes the disbursement, sets installments, and posts it to the employee ledger. Due installments are recovered through eligible salary runs.

Employees and faculty open My Account > My Payslips for available payslips. Finance uses Staff Salary Ledgers to review earnings, taxes, deductions, payments, advance recovery, and outstanding balances. Payroll Reconciliation records confirmed payments against closed runs.

If the approved last working day is in the future, the case remains scheduled. When that date arrives, the assigned reviewer selects Mark Separation Effective in Employment Approvals to update the employment record and start the four clearances; if the date has already arrived when the resignation is approved, clearance starts immediately. Finance reviews a draft of salary owed through that date using saved salary contract versions and the effective proration basis in System Settings > Employment Policies > Final settlement calculation. The draft excludes days already covered by closed payroll runs. Higher-education faculty with term-time-only or separate-appointment contracts are calculated against the institution's academic term dates.

The draft estimates a deduction from final salary using the contract salary rate and the unwaived calendar days from the approved last working day through the notice-compliant date. At resignation review, entering 0 in Days waived before Finance review waives no days, so the full shortfall goes to Finance; entering 4 of 14 waives 4 and refers 10 days. Finance reviews the estimate against the signed contract, policy, and applicable rules, documents the basis, and can reduce or waive the deduction before processing settlement.

The draft includes outstanding processed salary advances in the same currency as the contract as a proposed deduction from final salary. The amount is capped at what remains after other deductions; any unpaid advance balance remains outstanding. Finance must resolve an advance in a different currency before preparing settlement.

Finance can enter other deductions with a reason and adjust calculated gross with an explanation. Net payable is reviewed gross earnings minus the documented notice-shortfall deduction, eligible salary-advance deduction, and other Finance-entered deductions. The draft does not rerun salary tax or unpaid-leave calculations, and variable or per-session pay is not prorated as fixed salary; Finance reviews those items and documents adjustments. A notice deduction cannot exceed its estimate and requires a documented basis. Finance can process payment only after the approved last working day and after all four clearance items are cleared or waived. Before processing, Finance re-enters its password and verifies a six-digit code sent to its registered email; processing then posts the settlement to the staff salary ledger and queues an employee update and reviewer task.

Institution Admin opens System Settings > Employment Policies > Workflow and separation routing. The institution baseline can route resignation requests and experience letters to Institution Admin, Employment HR, or Campus Admin. A campus policy can save a local reviewer. The request keeps the reviewer route active when it was submitted.

Open Profile icon > My Account > My Records > My Resignations, submit the requested last working day and reason, and confirm that you want to end your employment. Re-enter your current password and enter the six-digit code sent to your email; the request is submitted only after verification. One resignation can remain in progress at a time. The configured reviewer decides it; approving also requires the reviewer's password and email code. For a future last day, the assigned reviewer marks the separation effective when that date arrives to start clearance. Finance processes final settlement after the approved last day and all four clearances. The case then appears as Awaiting Finalization; the assigned reviewer re-enters their password and verifies an emailed six-digit code before finalizing it. Submission alone does not immediately disable portal access.

Finance processing records the final payment and salary-ledger entries, but the case remains Awaiting Finalization until its assigned resignation reviewer confirms closure. After the approved last working day, four clearances, and Finance settlement are complete, that reviewer selects Finalize Separation, re-enters their password, and verifies the six-digit code emailed to them. The final action records who closed the case and when; it does not create another payment.

An authorized Institution Admin or scoped Employment HR user starts an institution-led separation for the employee or faculty member across their employment relationship. End Contract affects one appointment only and becomes effective through the daily contract-ending worker. Resignation is submitted by the employee or faculty member and follows the configured reviewer route. A future institution-led last working day is marked effective by the assigned separation authority when that date arrives; clearances and Finance settlement then follow. After settlement and four completed clearances, the assigned authority selects Finalize Separation to close the case.

Open Profile icon > My Account > My Records > My Experience Letters and submit the purpose. The reviewer selected under Employment Policies verifies the recorded service history. Institution Admin can revoke an issued letter. Its QR page reports whether the letter is valid without exposing private payroll or account details.

The reviewer enters the reason in the rejection dialog and confirms the rejection in a second dialog. The request remains marked Rejected in Employment Approvals for audit, and you can see the decision and reason in My Experience Letters. An unread badge is shown to the assigned reviewer when a request arrives and to you after the reviewer decides; opening the relevant page clears that badge.

My Records shows only the signed-in employee or faculty member's own contracts, requests, and separation status. Employment Approvals is a separate reviewer workspace for cases routed to the user's Institution Admin, Employment HR, Campus Admin, or Finance scope. A requester's own profile is excluded from their approval queue.

A new resignation or experience-letter request adds an unread badge to the assigned reviewer's Hamburger menu > Administration > Employment Approvals. After a resignation is approved, or an experience-letter request is approved or rejected, the employee or faculty member gets an unread badge under My Account > My Records on the relevant tab. Opening the matching page clears its badge.

In Administration > Employment Approvals > Resignation Approvals, use Filter by status to show awaiting-review, accepted, rejected, or another available state. Quick search narrows the list by name, employee ID, campus, contract, or reason. Accepted and rejected requests remain available for audit.

If the selected role has no active reviewer for the request's campus or institution scope other than the requester, the case falls back to Institution Admin. The requester cannot approve their own case. If there is no independent Institution Admin reviewer, the institution must assign another reviewer before the request can be submitted.

For a scheduled resignation, the assigned reviewer receives reminder emails one day before and on the approved last working day. Finance processing also queues a final-confirmation task for the assigned reviewer. Employment notifications are queued for the email worker; a queued message is not proof of inbox delivery, so the email-queue worker and daily employment worker must be scheduled and monitored.

On the approved last working day, the daily employment worker generates the departure experience-certificate PDF and queues it as an attachment to the employee's email. The issued PDF is also available in My Account > My Records > My Experience Letters. The certificate email is scheduled for the last working day and does not wait for Finance's final settlement; the email-queue worker must deliver the queued message.