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Once a student completes all their required Clearance Tasks (liability forms, site selection, supervisor contacts, etc.), their application appears in your approval queue.

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Finding pending approvals

A few ways to find students waiting for approval:
  1. Overview tab → Pending Tasks KPI card — click to filter the student table
  2. Overview tab → student row — students with a pending clearance status are flagged in the table
  3. Activity Log (My Program → Activity Log) — filter by Type: Application Forms
You can also filter the Overview student table by Application Status (under More filters) to see every student in a specific stage — App: Not Started, App: Started, App: Pending Approval, App: Approved, or App: Rejected.

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Reviewing a student’s submission

Click any student to open their Student Details modal, then go to the Documents tab. The full pre-application appears with every field they entered and every document they uploaded during clearance, including:
  • Track selection
  • Signed agreements
  • Selected sites with supervisor contacts
  • Liability insurance upload
  • Any custom questions, forms, or quizzes you added
Student Clearance Review Screen

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Taking action

If the application is in Pending status, the Documents tab shows two buttons:
  • Approve — grants the student full access to begin logging hours and participating in their assigned cohorts
  • Reject — sends the application back. You’ll be prompted to leave a note explaining what needs to be fixed
If the application has already been approved, a Revert to Rejected action becomes available — useful if you need to put a student back into clearance after a credential expires.
The student sees your specific feedback the next time they log in, so they know exactly what to correct before re-submitting.

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Approving an updated application

Students can also update their own approved application from the Clearance Tasks page (for example, to add a new site or fix a detail). When that happens, a new pending submission from that student appears in your queue while their previous approval stays active — the student keeps full Field Experience access until you review the update. Review it the same way as a first-time application; on approval, the update replaces the previously approved version.

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Granting a term extension

If your program uses submission windows to close new applications after a term’s cutoff date, you can grant a specific student an extension so they can still select or continue that term — no link or token, they just log in normally. You can start a grant from three places:
  • Clearance & Placement tab → Grant Extension — pick the term, the student, and a deadline.
  • My Program → Terms and Tracks → term row → Extensions — pre-fills the term; pick the student and deadline.
  • My Program → Members → student row → ⋮ → Manage Clearance — pre-fills the student; pick the term and deadline.
Set an Extended Until date — the student can select or continue that term through end of day on that date. Only one active extension can exist per student per term; granting a new one replaces the old. To end an extension early, open the same modal, switch to the Past list, and revoke it. Revoked and expired extensions stay in the list as an audit trail. Extensions never affect students already placed in the term — they only unlock term selection during a new pre-application.

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Managing submission windows in bulk

To adjust several terms’ open and close dates without editing each term individually, open the Clearance & Placement tab and click Manage Submission Windows in the header. Every active term appears with editable date fields and a Save button per row. Both buttons only appear when Restrict Applications by Submission Window is enabled under My Program → Settings.

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Per-level submission windows

By default, a term’s submission window applies to every program level (pre-practicum, practicum, internship, and so on). If you need to open or close a term for one level while leaving the others alone — for example, closing new practicum applications on Aug 1 but keeping internship open until Sep 15 — you can set a distinct window per level on that term. To set per-level windows:
  1. Open My Program → Terms and Tracks and click a term to open Manage Term.
  2. In the Submission Window section, switch the mode toggle from One window for all levels to Different window per level.
  3. Each enabled program level gets its own start and end date fields. Leave a level’s dates blank to keep it always open; fill in only a start date to open indefinitely from that day; fill in only an end date to close at that date.
  4. Click Save Changes.
Switching back to One window for all levels and saving clears the per-level overrides — the term reverts to a single window across every level.
Per-level windows only take effect when Restrict Applications by Submission Window is enabled under My Program → Settings. Until then, every level in every term is open regardless of the dates you set.
In the Terms and Tracks list, a term where at least one level is closed but others are still open displays a Some Levels Closed badge so you can spot the mismatch at a glance.

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Bulk handling

For programs with large cohorts coming through clearance at the same time:
  • Use the Members tab in My Program to sort students by clearance status
  • Group students by track or term and review them in batches
  • The Activity Log gives you a sortable, exportable history of every approval decision
Next step: Create and assign forms and reports for your students. See Step 4: Create & assign tasks.