Submissions & Approvals

The Em Web Portal uses a submission and approval workflow to ensure quality and compliance for important forms like educator profiles, RADAR assessments, and other service-related documentation.

How It Works

The submission system follows a simple workflow designed to maintain quality control while making it easy for educators to submit and update their information.

The Basic Process

1. Create or Update: Educators complete forms (like RADAR assessments or profile updates)
2. Submit for Approval: Forms are submitted to coordinators for review
3. Review & Feedback: Coordinators review submissions and provide feedback if needed
4. Approval: Once approved, the information becomes official and is stored in your records

Key Benefits

For Educators:

• Save drafts and complete forms at your own pace
• Track the status of all your submissions in one place
• Receive clear feedback if changes are needed
• Keep a complete history of all your submissions

For Coordinators:

• Review all team submissions in a centralized location
• Provide structured feedback to educators
• Maintain quality and compliance standards
• Track approval history and audit trails

Form Statuses Explained

Understanding form statuses helps you know what action is needed at each stage:

Version Control

Every time you resubmit a form after feedback, the system creates a new version:

• Each submission gets a version number (1, 2, 3, etc.)
• Only the latest version is "active" and visible to coordinators
• Previous versions are kept for record-keeping
• Version history provides a complete audit trail

Example: If you submit your RADAR assessment and the coordinator requests changes, when you resubmit, it becomes Version 2. Version 1 is archived but still accessible in your submission history.

Two Different Interfaces

The system provides different interfaces optimized for each role:

For Educators: "My Submissions"

Educators see the My Submissions page with three tabs:

• Action Needed: Forms requiring your attention (needs changes, rejected)
• Pending Review: Forms waiting for coordinator approval
• Recently Approved: Forms approved in the last 7 days

This view focuses on what you need to do and the status of your work.

→ Read the detailed guide for educators

For Coordinators: "Approvals"

Coordinators see the Approvals page with two main tabs:

• Pending: All submissions awaiting review (across all educators)
• History: Complete record of all reviewed submissions

Coordinators have additional filtering options to find specific submissions by educator, form type, date, and more.

→ Read the detailed guide for coordinators

Supported Form Types

The submission system currently handles these form types:

Educator Profile

• Personal and professional information
• Qualifications and certifications
• Contact details and emergency information

RADAR Assessment

• Device inventory and security measures
• Risk assessments for technology use
• Compliance documentation

Resources (Coming Soon)

• Educational resources for families
• Materials and documentation

Vacancies (Coming Soon)

• Available positions in your service
• Recruitment information

Each form type follows the same submission and approval workflow, ensuring consistency across the platform.

Dashboard Integration

Both educators and coordinators see submission information on their dashboards:

Educator Dashboard Widget

• Number of submissions requiring action
• Quick links to "My Submissions"
• Summary of pending and recently approved items

Coordinator Dashboard Widget

• Number of pending approvals waiting for review
• Quick access to "Approvals" page
• Team-wide submission statistics

Getting Started

If you're an educator:

1. Navigate to "My Submissions" from your main menu
2. Check the "Action Needed" tab for any forms requiring attention
3. Monitor "Pending Review" to see submissions awaiting approval
4. Review "Recently Approved" to confirm completed submissions

If you're a coordinator:

1. Navigate to "Approvals" from your main menu
2. Check the "Pending" tab for submissions needing review
3. Use filters to find specific submissions
4. Review "History" to see past approval decisions

Need More Information?

For detailed guides on using these features:

• Educators: My Submissions Guide
• Coordinators: Approvals Guide
• RADAR Form: RADAR Documentation
• Educator Profile: Profile Page Guide

Common Questions

Q: How long does approval take?

A: Typically 3-5 business days, depending on your coordinator's workload. During busy periods (like annual review time), it may take longer.

Q: Can I edit a submission after submitting it?

A: Not while it's pending approval. If you need to make changes, contact your coordinator. They can request changes, which will allow you to edit and resubmit.

Q: What happens to old versions?

A: Old versions are archived and kept for record-keeping. You can view them in your submission history, but only the latest active version is visible to coordinators.

Q: Can coordinators approve their own submissions?

A: Yes, staff members with proper permissions see an "Approve Now" button that allows immediate approval of their own submissions without waiting for external review.

Q: Will I be notified when my submission is reviewed?

A: Currently, you'll need to check "My Submissions" to see status updates. Email notifications may be added in future updates.

Q: Can I withdraw a submission?

A: Not directly. Contact your coordinator if you need to cancel a pending submission. They can request changes or reject it, allowing you to start fresh if needed.

The submission and approval system is designed to maintain quality and compliance while being as simple as possible for everyday use. If you have questions about the process, contact your service coordinator for guidance.