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Introduction
Welcome to the SCView client guide designed to assist educators and staff in navigating the process of submitting pre-approval requests for activities within the Individual Professional Development Plan (IPDP) module. This guide provides detailed steps to ensure compliance with district requirements for activity pre-approvals.
A. Problem Statement
Users may experience challenges in submitting activity hours for pre-approval, particularly if they are unfamiliar with the system’s pre-approval requirements or encounter issues with accessing the necessary functionalities due to unapproved IPDP plans.
B. Solution
To effectively manage and submit activity hours for pre-approval within the IPDP module, it is essential to follow a structured process that ensures all necessary information is accurately provided and submitted according to district guidelines. This includes verifying the approval status of your IPDP plan, accurately filling out required details, and following up with any additional documentation.
If your district requires pre-approval for an activity, please follow the steps listed below.
NOTE: If the button is not green, the selected IPDP plan has not been approved and cannot have activity hours added.
1. Select the IPDP plan for which you wish to submit an activity hour and click Add Activity Pre-Approval.
2. Fill in as detailed in the guide on how to create an activity hour.
NOTE: When viewed in IPDP manager screen, Type is Activity Pre-Approval
3. Once approved (you will receive an email as well), status will be shown as **From Pre-Approval**. When ready to submit for approval, click Edit and add any additional documentation or notes and click Save to submit for approval.
C. Best Practices
- Verify IPDP Plan Approval: Ensure that your IPDP plan is approved before attempting to add activity hours for pre-approval. An approved plan is indicated by a green Add Activity Pre-Approval button.
- Detailed Information for Submission: When filling out the pre-approval form, provide comprehensive and accurate details as outlined in the guide to avoid delays or rejections.
- Documentation and Notes: Attach any supporting documentation or notes that can substantiate your activity during the pre-approval stage.
D. Troubleshooting
- Unresponsive Pre-Approval Button: If the Add Activity Pre-Approval button is not active, check the status of your IPDP plan to ensure it has been approved. If there are issues with the plan's status, contact your IPDP coordinator or system administrator.
- Issues With Submission: If you encounter problems with submitting the pre-approval form, ensure that all required fields are filled out correctly and that your internet connection is stable. Reattempt the submission or try accessing the system at a different time.
- Lack of Approval Notification: If you do not receive an email notification regarding the approval status within a reasonable timeframe, check your spam/junk folder, or contact the approver directly to confirm the status of your submission.
- Difficulty Adding Additional Information: If you cannot edit a pre-approved activity to add further details, ensure you are correctly selecting the Edit option and that the system permissions allow modifications at this stage.
E. Related Articles
IPDP: Apply Activity Hours to More than One User
IPDP: Add Expenses to IPDP Activity Items
IPDP: Import/Refresh/Edit ODE Certifications
Conclusion
Successfully navigating the activity pre-approval process within the IPDP module is crucial for adhering to district mandates and effectively managing professional development activities. By following the outlined steps and adhering to best practices, users can enhance their proficiency in using the SCView platform, ensuring timely and compliant submissions of activity hours. Remember, clear communication and regular follow-ups are key to a streamlined pre-approval process.