Contract extension
Request and approval process of PhD contract extension
Used by:
This feature covers:
- Contract extension request form
- Multi-stage approval process
- Helpful list-views
- Data export to HR, Finance and other
Description:
Students can request a contract extension in a fully digital contract extension request form. The approval of extension requires a multi-stage process: After the approval of the supervisor, the request will automatically be forwarded to other responsible persons like the Track Rap, Programm Chair or even the Dean, depending on the contract category.
Details:
The contract extension request form can be designed according to your institutions conditions for a contract extension. It may be bound to an extension deadline. Additionally, a field for PDF document upload can be added. This can require documents such as a recent research progress or portfolio of the student. Once the form is submitted by the student, an automated E-mail will notify the supervisor about a new extension request.
The supervisor has a list view where he can see all pending extension requests and edit their status. Once he/she changes the status to „approved“, the system will automatically forward the extension request to the next responsible person for approval.
The Track Rap, Programm Chair or Dean will receive an automated E-Mail about a new extension request and will see all requests in a list view. As they wouldn’t know the students project as closely as the supervisor, a downloadable comprehensive summary of the students case will be attached. This can be auto-generated by pulling data from the students transcript, or their latest progress forms and portfolios. The status of a request can be chosen to „deny“ or „approve“. Theoretically, this process can be extended to as many additional approvals of further persons as you wish.
As soon as the final status change gets submitted, the students receives a notification about the new status. If the request was denied, the process ends here. In case of approval, the new status gets updated in the students file.
The admin has a final list where all requests will be shown in a bulk overview. For all approved contract extensions, the new students statuses can be digitally send to Human Resource, Finance or other Interfaces.