EMS
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Managing staff absences
Role required: Head of Studies, Deputy Head of Studies or Direction
Contents
- Who approves each area
- Approving or refusing
- Adjusting what an absence counts towards
- Direction’s approval
- Per-employee report
- Monthly report
Who approves each area
| Area | Approved by |
|---|---|
| VET | Deputy Head of Studies for VET |
| ESO / BTX | Head of Studies |
| ASP | Secretary |
Everyone’s approver is the manager of their top-level department, set on the department’s own form in the Area Manager field, and it follows the post when the holder changes.
Nobody approves their own absence: an Area Manager’s request is decided by Direction.
Approving or refusing
Employee Attendances > Absences > Management > Absences.
That lists your area’s requests. Every absence needs two approvals, yours and Direction’s, in either order, and the list has one column for each:
| Column | Shows |
|---|---|
| Status | Where the request stands between the two approvals |
| Head status | Your decision: Pending, Approved or Refused |
| Direction status | Direction’s: Pending, Missing document, Done or Refused |
To decide, use the two icons beside Head status: the thumb approves, the cross refuses. You can also open the request and use Approve or Refuse at the top: once decided, you are taken back to the list.
The absence takes effect (absence calendar, hour balance, guard duty board) as soon as you approve it, even if Direction has not reviewed it yet.
You see the written reason and the supporting document; the rest of the staff do not.
Refusing is final. Once you refuse a request, neither you nor the employee can put it back to Pending: to grant it after all, the employee has to file a new one. Because the Refuse button sits next to Approve, and in the list is a bare cross beside it, it always asks for confirmation first - read the dialog before accepting it.
You can attach a supporting document to any request, of any type, and at any point in its life: a certificate handed in after the absence was already approved goes on that same request, which is what clears a Missing document.
Adjusting what an absence counts towards
Two fields on the form, changeable at any time:
| Field | What it does | Ticked on |
|---|---|---|
| Adds the hours to the monthly report | Makes these hours part of the monthly count | Every type except Sick leave |
| Filed through ATRI | Marks that the leave is handled on the Generalitat’s portal | The ATRI type only |
You can also change the absence type after approving. Do that when the employee picked one that does not apply.
Whether an absence is a whole day or a few hours is controlled by the Whole day? checkbox, which you can also correct: ticked counts 7.5 hours per working day, unticked counts the hours given.
Direction’s approval
Only Direction. Direction reviews the supporting document of every absence and, for ATRI absences, checks that the request really was filed on the Generalitat’s portal.
Employee Attendances > Absences > Management > Absences opens on Waiting For Me: every absence you have not approved yet, whether or not its Head has, plus the Area Managers’ own absences, which you approve as their Head.
Review them from the list with the icons beside Direction status, or open one and use the buttons at the top, which take you back to the list once done:
| Icon | Button | Direction status becomes |
|---|---|---|
| Ticked box | Direction: done | Done |
| Sheet | Missing document | Missing document |
| Arrow back | Direction: pending | Pending |
| Cross | Refuse | Refused. It refuses the whole request, it asks for confirmation first and it is final |
You can review a request before its Head decides. You get the Approve/Refuse of the Head status only on the Area Managers’ own absences.
When a Head approves an absence, you receive its summary as a follower.
Status combines both approvals:
| Status | Means |
|---|---|
| Pending | Neither has approved yet |
| Pending Head | Direction has, the Head has not |
| Pending Direction | The Head has, Direction has not |
| Pending Document | The Head has, and Direction is waiting for the supporting document |
| Approved | Both have |
| Refused | One of the two refused it |
| Cancelled | The employee withdrew it |
The search panel on the left filters by Status.
Per-employee report
Absences > Reporting > by employee.
Grouped by person and filtered by the current course, 1 September to 31 August.
The Health hours column totals each person’s Health hours. The limit is 15 hours per course. Going over blocks nothing: the employee is warned and the request goes through, but it stays visible to you here.
Monthly report
Absences > Reporting > Monthly totals.
Grouped by month, with the summed hours and the number of absences behind each. Only absences with Adds the hours to the monthly report ticked are included; refused and cancelled ones are left out.
To change the period, remove the Current Course filter and pick the one you need.