> ## Documentation Index > Fetch the complete documentation index at: https://app.simcare.ai/docs/llms.txt > Use this file to discover all available pages before exploring further. # Step 3.1: Approving students > How to review and approve student clearance tasks before they can begin logging hours. Once a student completes all their required **Clearance Tasks** (liability forms, site selection, supervisor contacts, etc.), their application appears in your approval queue. ## 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. ## 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 ## 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. ### 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. ## Granting a term extension If your program uses [submission windows](/docs/fieldx/step-0-2-customization-settings#submission-windows-optional) 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. ## 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**. ## 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. ## 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](/docs/fieldx/step-4-create-assign-tasks).