Form Review & Approval Process

The form in our parent portal follows this process:

1. A staff member (teacher/secretary) proposes a form using the Create Forms menu item in their staff interface (Figure 1)
   

   Figure 1: Create forms menu

2. They fill out the form details and form targeting requirements, and submit the form proposal
3. Once every 24 hours, a process on the parent portal scans each school’s Pending Forms queue for outstanding form submissions.  If found, an email notification is sent to that school’s administrators (Figure 2)
   

   Figure 2: Admin ‘Pending Form’ notification

4. The school administrators then review any Pending Forms in their staff interface, and select a form to view the following information:
   • What type of form is submitted
   • Who submitted the form
   • The status of the form
   • When the form was submitted
   • A Review Details link, which opens the form and allows editing of the form and it’s intended targets
   • A comments field for the proposer, which is sent via email notification once the form is approved or rejected
   • An Approve button to approve the request and send a comment back to the proposer
   • A Reject button to reject the request and send a comment back to the proposer (Figure 3)
5. Cancel button to defer and review for later

Figure 3: Form review dialogue

* Please note that the form Approve/Reject status and comment will also be logged in the user history page

** In cases of Level 2 field trips, the form isn’t approved until the board office approves it as well.  In this case, the status will be changed to “Awaiting Board Office Approval” in the history

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