Leave Application

A fully digital, 3-tier leave management system. Students apply from their phone, the class teacher reviews, and the HOD gives final approval — all without physical paperwork.

Leave Approval Workflow

graph LR
    STU[Student Applies] --> TCH{Class Teacher Review}
    TCH -->|Approves| HOD{HOD Final Decision}
    TCH -->|Rejects| RJ1[Rejected — reason shown to student]
    TCH -->|Sends Back| STU
    HOD -->|Approves| ATT[Attendance Protected for Leave Dates]
    HOD -->|Rejects| RJ2[Rejected — reason shown to student]

    style STU fill:#0C2B4E,stroke:#D4AF37,color:#fff
    style ATT fill:#10b981,color:#fff
    

1. Apply for Leave

1.1 Application Form Fields

• Leave Type: Dropdown of categories configured by HOD (Medical, Personal, Family Emergency, Exam, Sports/Cultural Event, etc.).
• From Date / To Date: Date picker. The system automatically calculates the number of working days in the range, excluding Sundays and institute holidays.
• Reason: Mandatory text area — minimum 20 characters. The student must provide a clear reason.
• Supporting Document: Optional file upload (image or PDF of medical certificate, event invitation, etc.).
• Emergency Contact: Optional field shown for leaves longer than 3 days.

1.2 Validation Rules

• Cannot apply for past dates (before today).
• Maximum leave duration per application: configurable by HOD (default 7 days).
• Annual leave balance is checked — if the student has exceeded the HOD-set limit, the form shows a warning.
• Cannot apply for dates that already have an approved or pending leave.

2. Leave History & Status Tracking

A timeline of all leave applications — past and current — with real-time status updates.

• Approval Details: For each approved leave — who approved it, when, and any comment added by the teacher/HOD.
• Leave Balance Counter: At the top of the page — "You have used X of Y allowed leaves this year."
• Attendance Impact: When an HOD-approved leave is processed, the attendance system automatically marks those lecture slots as "Leave" instead of "Absent."

3. Leave Guidelines

A formatted page displaying the institution's official leave policy — configured by the HOD. Includes maximum leaves per year, leave types and their rules, supporting document requirements, and escalation procedures.

4. Class Leaves View

A read-only view of approved leaves of classmates (names and dates visible, reasons hidden). Useful for group project coordination — students can check if teammates will be absent on a planned meeting date.

• Only HOD-approved leaves are shown here — pending leaves are not visible.
• Filtered by current month by default. Filter by date range available.
• Privacy-protected: reasons are always hidden from classmates.