My Submissions Guide for Educators
Complete guide to managing your form submissions as an educator in Em Web Portal.
The My Submissions page is your central hub for tracking all forms you've submitted for approval. This guide explains how to use it effectively.
Accessing My Submissions
Find "My Submissions" in your main navigation menu. Click it to see all your submitted forms organized by status.
Understanding the Three Tabs
Your submissions are organized into three tabs based on what action is needed:
Action Needed
What's Here: Forms that require your immediate attention
This tab shows:
- Needs Changes: Your coordinator has reviewed your submission and requested modifications
- Rejected: Submissions that were not approved
What to Do:
- Click "View" on any submission to see details
- Read the feedback from your coordinator carefully
- Click "Edit & Resubmit" to make the requested changes
- Update the form based on feedback
- Click "Submit for Approval" when ready
Badge: Shows a count of how many submissions need your action (e.g., a red badge with "2" means two forms need attention)
Example Scenario: You submitted your RADAR assessment, and your coordinator left feedback saying "Please add security measures for Device 3." You'll find this submission in "Action Needed" with the status "Needs Changes."
Pending Review
What's Here: Forms you've submitted that are waiting for coordinator approval
This tab shows all submissions with "Pending Approval" status.
What to Do: Wait for your coordinator to review. Check back regularly for updates.
Badge: Shows how many submissions are currently awaiting review
Note: You cannot edit forms while they're pending approval. If you realize you need to make changes, contact your coordinator. They can send it back to you with a "needs changes" status.
Example Scenario: You submitted your updated educator profile yesterday. It appears here as "Pending Approval" while your coordinator reviews it.
Recently Approved
What's Here: Forms that were approved in the last 7 days
This tab shows your successfully approved submissions from the past week.
What to Do:
- Confirm your submissions were approved
- Download PDF copies if available
- No further action required
Badge: Shows count of recently approved items
Tip: Download and save PDFs of approved forms for your personal records. These can be useful during compliance inspections or for your professional portfolio.
Example Scenario: Your RADAR assessment was approved 3 days ago. You can see it here and download the PDF for your records.
The Submissions Table
Each tab shows a table with important information about your submissions:
Column Information
Form Type
- The kind of form (e.g., "Educator Profile", "RADAR Assessment")
- Helps you identify which form the submission is for
Display Title
- For Educator Profiles: Shows your name
- For RADAR: Shows "RADAR Assessment"
- Helps distinguish between multiple submissions
Status
- Visual badge showing current status
- Color-coded for quick recognition:
- 🟡 Yellow = Draft
- 🔵 Blue = Pending Approval
- 🟠 Orange = Needs Changes
- 🔴 Red = Rejected
- 🟢 Green = Approved
Version
- Shows which version of the form this is
- Example: "Version 2" means this is your second submission
Submitted Date
- When you submitted the form for approval
- Helps track how long it's been under review
Reviewed Date (in Recently Approved tab only)
- When your coordinator approved the form
- Empty for pending submissions
Actions
- View: Opens the submission to see full details
- Edit: Available for forms needing changes
- Download PDF: Available for approved submissions (if applicable)
Viewing Submission Details
When you click "View" on any submission, you'll see:
Submission Information
- Form Type: What kind of form it is
- Status: Current stage in the workflow
- Version Number: Which version this is
- Submitted Date: When you sent it for review
- Reviewed Date: When coordinator acted on it (if applicable)
Feedback Section
If your coordinator left feedback, it appears in a highlighted box:
For "Needs Changes" Status:
- Read the feedback carefully
- It explains exactly what needs to be updated
- Address all points before resubmitting
Example Feedback:
"Please update the security measures for Device 2 to include information about passcode strength. Also, add a risk assessment for photo storage in cloud services."
For "Rejected" Status:
- Feedback explains why the submission was rejected
- You may need to start a fresh submission
- Contact coordinator if you need clarification
Form Data
The complete form contents are displayed for review. This lets you see exactly what was submitted.
Action Buttons
Depending on the status, you'll see different options:
- Edit & Resubmit: For forms needing changes
- Create New Submission: For rejected forms (if you want to start fresh)
- Download PDF: For approved forms with PDF generation
- Close: Return to the submissions list
Making Changes & Resubmitting
When you need to update a submission:
Step-by-Step Process
From My Submissions: Click "View" on the submission needing changes
Read Feedback: Carefully review all coordinator comments
Click Edit & Resubmit: This opens the form with your previous data
Make Changes:
- All your previous data is still there
- Only update the sections mentioned in feedback
- You can change anything you need to
Review Before Submitting:
- Double-check you've addressed all feedback points
- Ensure all required fields are complete
- Review your changes carefully
Submit for Approval:
- Click "Submit for Approval" button
- Your submission will create a new version (e.g., Version 2)
- It moves to "Pending Review" tab
- The old version is archived
Version Management
Every time you resubmit:
- A new version number is created (Version 2, 3, 4, etc.)
- The previous version becomes inactive and archived
- Only the latest version is visible to coordinators
- You can view version history in the submissions table
Important: Old versions are kept for records but are no longer "active." Coordinators only see your most recent submission.
Dashboard Widget
Your main dashboard includes a "My Submissions" widget that shows:
- Count of items needing action: Quick visibility of what requires your attention
- Quick link to My Submissions: One-click access to the full page
- Summary of pending items: Overview without navigating away
Tip: Check your dashboard regularly to stay on top of submissions needing attention.
Tips & Best Practices
Stay Organized
Check Regularly: Make it a habit to check "My Submissions" at least weekly. Don't wait for someone to remind you about needed changes.
Respond Promptly: When you see items in "Action Needed," try to address them within a few days. Your coordinator is waiting for your updates.
Keep Records: Download PDFs of approved submissions. Store them in a secure location for future reference.
Working with Feedback
Read Carefully: Coordinator feedback is specific and helpful. Take time to understand each point before making changes.
Ask Questions: If feedback is unclear, contact your coordinator before resubmitting. It's better to ask than to resubmit incorrectly.
Address All Points: Make sure you've addressed every item mentioned in the feedback. Partial updates may result in another round of changes.
Don't Take It Personally: Feedback is about improving the submission, not criticizing you. It's a normal part of the quality assurance process.
Version Control
One Active Version: Remember, coordinators only see your latest submission. If you resubmit, they'll review the new version, not the old one.
Track Your Changes: When resubmitting, consider keeping notes about what you changed. This helps if questions arise later.
View History: You can always go back and view previous versions if you need to reference what you submitted before.
Managing Multiple Submissions
Prioritize by Status: Focus on "Action Needed" items first, as they're blocking completion.
Track Submission Dates: Use the submission date to judge how long something has been pending. If it's been more than a week without feedback, you might follow up with your coordinator.
Stay Ahead of Deadlines: If you know annual reviews are coming up, submit early to avoid last-minute rushes.
Common Scenarios
Scenario 1: Coordinator Requests Minor Changes
Situation: You submitted your RADAR assessment. Your coordinator approved most of it but asked you to add more detail to one risk assessment.
What You'll See:
- Form appears in "Action Needed" tab
- Status: "Needs Changes"
- Feedback: "Please provide more detail on prevention measures for Risk Assessment #2"
What to Do:
- Click "View" to see the feedback
- Click "Edit & Resubmit"
- Navigate to Step 4 (Risk Assessment)
- Expand Risk Assessment #2
- Add more detailed prevention measures
- Review the rest of the form
- Click "Submit for Approval"
Result: Form creates Version 2 and moves to "Pending Review"
Scenario 2: Multiple Items Need Attention
Situation: You have two submissions in "Action Needed"—an educator profile update and a RADAR assessment.
What You'll See:
- "Action Needed" badge shows "2"
- Both submissions listed in the tab
What to Do:
- Check submission dates to see which has been waiting longer
- Review feedback for both
- If one is quick to fix, do that first
- Work on the second submission
- Submit both when ready
Tip: You don't have to complete both at once. Fix and resubmit one, then work on the other when you have time.
Scenario 3: You Realize You Made a Mistake After Submitting
Situation: You submitted your form, and it's now pending. You realize you entered the wrong serial number for a device.
What You'll See:
- Form in "Pending Review" tab
- No way to edit (submission is locked during review)
What to Do:
- Contact your coordinator (via email, phone, or messaging system)
- Explain the mistake and what needs to change
- Ask them to request changes so you can edit
- Wait for them to send it back with "Needs Changes" status
- Make the correction and resubmit
Alternative: If the mistake is minor and doesn't affect compliance, you could wait for coordinator review. They may request the change as part of their normal feedback.
Scenario 4: Form Was Approved But You Need to Update Something
Situation: Your RADAR was approved last month, but you just purchased a new tablet and need to add it.
What You'll See:
- Approved form in "Recently Approved" (if within 7 days) or in history
What to Do:
- Navigate to the original form (e.g., RADAR page)
- Fill out a new submission with the updated information
- Include all previous devices plus the new one
- Submit for approval
- This creates a completely new submission with Version 1
Note: Approved forms can't be edited. You create a new submission when significant updates are needed.
Troubleshooting
"I don't see my submission"
Check the Right Tab: Make sure you're looking in the correct tab based on status:
- Draft = still on the form page (not in My Submissions yet)
- Pending = "Pending Review" tab
- Needs changes = "Action Needed" tab
- Approved = "Recently Approved" (if within 7 days)
Refresh the Page: Sometimes the browser needs a refresh to show recent changes.
Check Filters: Ensure no filters are accidentally applied that hide your submission.
"I can't edit my submission"
Is It Pending? You cannot edit submissions that are "Pending Approval." They're locked during coordinator review. Contact your coordinator if changes are needed.
Are You on the Right Page? Make sure you clicked "Edit & Resubmit" from the submission details, not just "View."
"The feedback isn't clear"
Contact Your Coordinator: Don't guess what they meant. Send them a message asking for clarification. They want you to succeed and will be happy to explain.
Look at Examples: Ask your coordinator if they have examples of good submissions you can reference.
"My submission has been pending for weeks"
Follow Up Politely: After 5-7 business days, it's reasonable to send a gentle reminder to your coordinator. They may be busy or may not have seen the notification.
Check Dashboard: Make sure the submission actually shows as "Pending Approval" and wasn't sent back to you with requested changes.
Consider Busy Periods: During annual review seasons, wait times may be longer as coordinators review many submissions at once.
PDF Downloads
For approved submissions that generate PDFs (like RADAR assessments):
How to Download
- Go to "Recently Approved" tab (or view approved submission)
- Click "Download PDF" button
- PDF will download to your computer
- Save it in a secure, organized location
What PDFs Include
- Complete form contents
- Submission information (date, version number)
- Approval information (who approved, when)
- Professional formatting suitable for compliance reviews
Why Download PDFs
- Personal Records: Keep copies for your own documentation
- Compliance: Have records ready for inspections
- Reference: Review past submissions without logging in
- Backup: Secure offline copies of important documents
Tip: Create a folder on your computer labeled "Em Portal - Approved Forms" and save all PDFs there by date and form type.
Need Help?
If you're having trouble with My Submissions:
- Check This Guide: Review the relevant section above
- Try Common Solutions: Refresh the page, check tabs, verify status
- Contact Your Coordinator: They can help with submission-specific questions
- Technical Support: For system issues (page not loading, errors), contact platform support
Remember, the submission system is here to help ensure quality and compliance. It's a partnership between you and your coordinator to maintain excellent standards in your Family Day Care service.