Leave Administration
The Leave Administration section allows the Administration Panel to configure institution-wide leave policies that govern how all departments handle student leave applications. HODs inherit these settings automatically — they cannot override them without Administration approval.
① Leave Types Configuration
Leave Types define the categories of leave that students can apply for. The Administration team creates and manages this list — every HOD's leave system inherits these types automatically.
Default Leave Types (Pre-loaded)
| Leave Type | Description | Typical Quota |
|---|---|---|
| Medical Leave | Illness or hospitalization — requires a medical certificate | 10 days/year |
| Casual Leave | Personal matters, short-duration absence | 5 days/year |
| Event / Activity Leave | College events, inter-college competitions, cultural activities | Unlimited (HOD discretion) |
| Family Emergency | Bereavement or critical family situation | 3 days/year |
| Examination Leave | External competitive exams (UPSC, bank exams, entrance tests) | Per-application (no fixed quota) |
| Government Holiday | Gazetted holiday absences requiring documentation | N/A |
Adding a Custom Leave Type
- Go to Administration → Leave Administration → Leave Types.
- Click "Add Leave Type".
- Enter the Leave Name (e.g.,
Sports Leave), an optional description, and whether it requires a supporting document (certificate, letter, etc.). - Set the Maximum Days allowed per academic year (
0= no limit). - Toggle "Requires HOD Approval" if this leave type should always escalate to the HOD regardless of duration.
- Click "Save". The new type appears immediately in the leave application form for all students across all departments.
| Field | Required? | Description |
|---|---|---|
| Leave Name | ✔ Yes | Display name in the student leave application form |
| Description | Optional | Internal explanation for HODs reviewing applications of this type |
| Max Days / Year | Optional | Hard limit per student per academic year; 0 = unlimited |
| Requires Document | Optional | If ON, student must attach a file (PDF, image) when applying |
| Requires HOD Approval | Optional | Forces leave to always go to HOD — bypasses any auto-approval rule |
② Leave Settings & Quotas
Leave Settings define the system-wide rules that govern how the 3-tier approval workflow operates (Student → Class Teacher → HOD).
Max Leave Per Student
Set the maximum total leave days a student can take in an academic year across all types combined. Students exceeding this limit see a warning when applying.
Auto-Approval Rules
Enable automatic HOD-level approval for 1-day leaves that have already been approved by the Class Teacher — reduces the HOD's daily approval queue significantly.
Notification Settings
Configure whether students receive email/portal notifications when their leave is approved, rejected, or requires resubmission.
Application Deadline
Set how many hours before the absence a student must apply for leave (e.g., leaves cannot be applied retroactively more than 24 hours after the absence date).
Attendance Impact Settings
- Attendance Protection: When ON, HOD-approved leaves automatically mark the student as "Leave" (not "Absent") in the attendance register — protecting their attendance percentage.
- Minimum Attendance Threshold: Set the institution's required minimum attendance percentage (e.g., 75%). Students below this threshold are flagged as defaulters in attendance reports.
- Defaulter Report Trigger: Configure when defaulter reports are generated — daily, weekly, or at the end of each month.
③ Leave Guidelines Publication
The Administration team can publish official Leave Guidelines — a rich-text document visible to all students across all departments in their Student Portal.
What Guidelines Should Include
- Explanation of each leave type and eligibility criteria
- Maximum leave limits and consequences for exceeding them
- Documentation requirements for each leave category
- Contact information for leave-related grievances
- Special leave provisions for exam duty, sports, or institutional representation
Publishing / Updating Guidelines
- Go to Administration → Leave Administration → Leave Guidelines.
- Use the rich-text editor to write or update the guidelines.
- Click "Publish". The document is immediately visible in every student's Student Portal → Leave → View Guidelines section.
- Previous versions are archived with timestamps — the Administration team can revert to an older version if needed.
④ Class-Wise Leave Monitoring
The Administration Panel provides an institution-wide leave monitoring dashboard — going beyond the department-level views available to HODs.
| Report | What it Shows | Filter Options |
|---|---|---|
| Department Leave Summary | Total approved/rejected/pending leaves per department | Date range, department, leave type |
| Leave Type Breakdown | Which leave categories are most used institute-wide | Academic year, semester |
| Approval Rate by HOD | Percentage of leaves approved vs. rejected by each HOD | Department, date range |
| High-Absence Students | Students with the highest leave counts across the institution | Threshold (e.g., >10 days) |
Benefit: Leave policies that previously existed only in printed handbooks or verbal instructions are now digitally enforced system-wide. Students cannot apply for more than the permitted quota. Guidelines are always accessible. HODs save hours of manual tracking. The Administration team can spot leave abuse patterns institution-wide in seconds — not days of cross-HOD data collection.