Objective
This form allows students to submit an EC request, which the admin can then review and either approve, reject, or request clarification.
Success Metrics
The goal and metrics are to implement and replace the old system and improve the system’s efficiency.
Goal | Metric |
|---|---|
Simplify the student experience | Students can use this system to get a Completion or Special Completion Letter. |
Requirments
Requirment | User Story |
|---|---|
Getting Data from APU API | Get the student details & information from the APU API |
Automatic Input Form | The form will be automatically assigned based on the student’s TP number, with details such as school code, name, student ID, and email address auto-filled |
Modules | The student can submit up to 12 modules |
Each submitted module must be displayed in a separate row for clarity | The admin should be able to review and take action on each module individually. |
Admin Action |
|
Clarification Required Deadline | The deadline will be assigned when the form status is clarification required. If the student does not resubmit the form within 48 hours, the form will be gone. |
Easy to modify the support documentation | Allow the admin to add, edit, and delete the support documentation |
Admin can view each department or their own department | The admin can choose the department they want to view |
Business Workflows
Student
Admin
A.Notify the Student when an EC Form is submitted.
The student can request an EC form. Once submitted, the student will receive a confirmation email, and the admin will also be notified.
Dear {Name:1},
This email is sent to acknowledge that we have received the Extenuating Circumstances (EC) Application that you have submitted.
EC-No: EC-{entry_id}
Date Submitted: {date_created}
Description: {Module:8} | {Affected Activity:7}
To access and view of your submitted Online EC, please click HERE
THIS IS AN AUTOMATED MESSAGE. PLEASE DO NOT REPLY
A.P.U Student Administrative Services
Asia Pacific University of Technology & Innovation.
Copyright © 2020, All Rights Reserved.
B.Admin Notify when a new EC Form arrives
When a student submits a new EC form, the admin will automatically receive an email notification
Dear {Name:1},
This email is sent to acknowledge that we have received the Extenuating Circumstances (EC) Application that you have submitted.
EC-No: EC-{entry_id}
Date Submitted: {date_created}
Description: {Module:8} | {Affected Activity:7}
To access and view of your submitted Online EC, please click HERE
THIS IS AN AUTOMATED MESSAGE. PLEASE DO NOT REPLY
A.P.U Student Administrative Services
Asia Pacific University of Technology & Innovation.
Copyright © 2020, All Rights Reserved.
C.Email Clarification Required
When the admin selects “Clarification Required,” the student will automatically receive an email notification.
Dear {Name:1},
Your EC submission is either inaccurate or does not have valid supporting evidence. Please amend the form with valid evidence, within 2 days of receipt of this notification, failing which your submission will be deemed as Cancelled.
EC-No: EC-{entry_id}
Date Submitted: {date_created}
Description: {Module:8} | {Affected Activity:7}
To access and view of your submitted Online EC, please click HERE
THIS IS AN AUTOMATED MESSAGE. PLEASE DO NOT REPLY
A.P.U Student Administrative Services
Asia Pacific University of Technology & Innovation.
Copyright © 2020, All Rights Reserved.
D. Email Rejection
When the admin selects “Reject,” the request will be declined, and the student will automatically receive a rejection email.
Dear {Name:1},
Your EC submission is either inaccurate or does not have valid supporting evidence. Please amend the form with valid evidence, within 2 days of receipt of this notification, failing which your submission will be deemed as Cancelled.
EC-No: EC-{entry_id}
Date Submitted: {date_created}
Description: {Module:8} | {Affected Activity:7}
To access and view of your submitted Online EC, please click HERE
THIS IS AN AUTOMATED MESSAGE. PLEASE DO NOT REPLY
A.P.U Student Administrative Services
Asia Pacific University of Technology & Innovation.
Copyright © 2020, All Rights Reserved.
E.Email Approved
When the admin selects “Approve,” the student will automatically receive an approval email
Dear {Name:1},
We hereby wish to inform you that the EC Committee has made the following decision in respect of your Extenuating Circumstances (EC) application:
EC-No: {entry_id}
Date Submitted: {date_created}
Module Name: {Module:8}
Reason of Decision: {workflow_note}
Decision: Rejected
Kindly login to the link below for further details:
Application Status
THIS IS AN AUTOMATED MESSAGE. PLEASE DO NOT REPLY
A.P.U Student Administrative Services
Asia Pacific University of Technology & Innovation.
Copyright © 2020, All Rights Reserved.