10. Approving Students

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 → Tasks button on a student row — open that student’s pending tasks
2. Overview tab → student row — students with a pending clearance status are flagged in the table
3. Activity Log (Program Settings → 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 Documents → Application and open the application row. 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

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Taking action

If the application is in Pending status, the application view 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.

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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:

• Program Settings → Clearance Tasks → Grant Extension — pick the term, the student, and a deadline.
• Program Settings → Terms and Tracks → term row → Extensions — pre-fills the term; pick the student and deadline.
• Program Settings → 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 Active list, and use the revoke action. 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 Program Settings → Clearance Tasks (the Clearance & Placement page) 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 Program Settings → Settings.

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Per-level and per-track submission windows

By default, a term’s submission window applies to every program level (pre-practicum, practicum, internship, and so on) and every track. 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. You can narrow the override further to a specific track when only some specialties need different dates. To set per-level windows:

1. Open Program Settings → Terms and Tracks and click a term to open Manage Term.
2. Save the term first if it’s new — per-level windows can only be edited on an existing term.
3. In the Submission Window section, switch the mode toggle from Same for all levels to Set per level.
4. Click Manage Level Windows to open the level-window editor.
5. Set open and close dates on the All Tracks row to apply an override to every track, or expand a specific track to set dates on that track’s row instead. Expand a track further to override individual levels within it.
6. Click Save Changes.

The editor resolves in a fixed precedence: a track-and-level override wins over an all-tracks override for the same level, which wins over the term’s own window. Leave any row’s dates blank to fall back to the next level up. Switching back to Same for all levels and saving the term does not clear existing level-window overrides — reopen Manage Level Windows and clear the rows you no longer want. 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 Program Settings → Members 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