Available Forms Initiated Absence Requests - Process Form Configuration

Applicable Roles:

• Administrator
• HR Administrator
• HR Team
• Business Office

Prerequisites:

• Process Forms Overview, Process Form Categories, Process Form Set-up

Contents:

Overview

Create an Absence Request Form

Create an Absence Request Change Form

Edit Forms

Overview

Employees should be encouraged to request any absences using this method as opposed to submitting the request through the Time Card, as this method gives their supervisor, department, and others the most time to plan for their absence, as well as cutting down on time spent by HR Staff in submitting HR Initiated Absence Requests on the employee's behalf. 

Example:

An employee submits an Absence Request Form to take a vacation day in one week's time. The form would proceed through its approval routing, and the vacation day would immediately be shown as a future absence on their Employee Balances grid and Employee Calendar, and as an Attendance event / transaction on the Attendance grid, all of which are visible to HR. 

For detailed step-by-step instructions on creating any Process Form, see: Form Management: Process Form Set-up & Creation. 

The following steps are specific to creating Absence Request and Absence Change Request Process Forms.

Create an Absence Request Form

1. Navigate to Process Forms / Form Management, click "New Process Form" and enter the following for your Absence Request Form:
   • Form Name (Example: Absence Request - 10 Month Staff)
   • Process Category - Select "Absence Request" from the drop-down menu
   • Description of the form
   • Check the box "Enabled" for the form to be usable in the system
   • Select the appropriate Destination Personnel Folder from the drop-down (this is the section of the personnel folder in which the form will be housed once it is completely approved)

2. Select the Display Options for your Absence Request Form:
   • On Available Forms - This form will be visible to employees

3. Enter your Introduction. This will appear as instructions to the employee before the information they enter on the form. Districts often include Contract language in this section:

4. Select the Absence Code(s) to be associated with the form. In this example, we would choose "PD (Personal Day)" but you will want to select all codes to be available as options to the employees on the form
5. Once you have completed the framework on the form, click "Insert"
6. Your form will now display in the Form Management Grid (see below)
7. Click the magnifying glass next to your form's name then click the Template Builder button to enter the Notification Markers that will allow employees to enter their absence request. 

8. For an Employee Absence Request Form, you must include the "Absence Request" notification marker:  this produces the chart for Absences on the Form (and the questions for the employee to complete regarding the specifics of their absence) - see Absence Date(s):
9. Most districts also want to include the notification marker for "Absence Request Pending Balance" so that the employee can see the balance of the type of Accrual they're requesting to use:

10. Complete the template and form by inserting any further information you would like to include, for example:
    • Employee Name
    • Employee Position
    • School/Building
    • Bargaining Unit
    • Any other Notification Markers or pertinent information for the form
11. Your form should look similar to this example, once complete - Click Save:

Create an Absence Request Change Form

Follow the same steps as creating an Absence Request Form with the following exceptions:

1. Use the Form Category of "Attendance Change Request"
2. On the Details tab, check any Absence Codes under Available absence codes to change that employees should be allowed to change for a previously submitted Absence Request (this is the "Change From" code)
3. On the Details tab, check any Absence Codes under Available absence codes to select that employees should be allowed to choose as a replacement code for the code they are changing (this is the "Change To" code)
4. Instead of the Notification Markers used for the Absence Request form, for the Change Absence Request Form, the Notification marker of "Attendance Change Request" must be included on the form so that the previous request details appear on the form (see chart below):

5. Only the Absence Codes for which an employee's Attendance Group is eligible (based on the Contract Codes tab in Attendance Group setup) will be available for an employee to choose from on the form.

Edit Forms

To Edit either the Absence Request Form or the Absence Change Request Form Templates:

1. Go to Process Forms / Form Management from the left navigation menu
2. Click the magnifying glass for the form template you would like to edit

3.  Click "Edit" to edit the Introduction Paragraph or Absence Codes

   

4. Make changes to the Intro Paragraph if desired
5. Uncheck / Check Absence Codes as necessary
6. Click Save button

To Edit Content within the form:

1. Follow the Edit Forms steps 1-2 above

2. Click Template Builder button on the lower half of the screen

   

3. Make edits as required within the Template Builder Window

   

4. Click the Save button