Approve or Reject Student Records

You can approve, reset, reject, or un-reject student records. All events are recorded and added to the Approve/Reject section on the Record Detail page.

Approve a Record

1. Choose Student Data from the main menu.

2. Select the form.

3. Choose the Submission workspace.

4. Select the Pending Approval view.

5. Verify that assigned Tags meet your approval criteria.

   • Your business process determines how you review and take action on records before approving and sending the data to your database. Contact your specialist to set up approval criteria for the workspace based on the existing business process to help ensure the appropriate items are reviewed and completed prior to delivery.

   • By default, the only condition for approval is that the record must first be polished.

   • If the record is not eligible, follow the custom business process to meet your approval criteria and assign the required tags.

6. For records that require follow-up, do one of two things:

   1. Flag the record by assigning it an Administrative Follow-up tag.

   2. Use the Discard task to exclude the record from processing.

7. Choose one of the following methods:

   1. Select the record and choose Approve from the Tasks menu.

   2. Click the Edit icon on the record to launch the Record Detail page.

      1. In the Approve/Reject section, verify if the record meets the criteria for approval.

         • A green indicator shows if the record is eligible for approval.

      2. Click Approve & Continue or click Approve in the record header.

Note: The Approval Status setting when enabled, communicates the approval status of form submissions on the Family Portal dashboard. When a form submission is in Pending Approval, its status is communicated as Pending Review. When a form submission is Approved, its status is communicated as Approved along with its latest approval date. This setting is configured by PowerSchool Enrollment Support on a form-by-form basis.

Reset an Approved Record

After you approved a record, you have the option to reset the record to the Pending Approval status.

1. Choose Student Data from the main menu.

2. Select the form.

3. Choose the Submission workspace.

4. Select the Approved view.

5. Choose one of the following methods:

   1. Select the record and choose Reset to Pending Approval from the Tasks menu.

   2. Click the Edit icon on the record to launch the Record Detail page.

      1. In the Approve/Reject section, click reset.

Reject a Record

You can reject form submissions that are in Pending Approval status. Contact PowerSchool Support to enable this feature.

1. Choose Student Data from the main menu.

2. Select the form.

3. Choose the Submission workspace.

4. Select the Pending Approval view.

5. Choose one of the following methods:

   1. Select the record and choose Reject from the Tasks menu.

   2. Click the Edit icon on the record to launch the Record Detail page.

      1. In the Approve/Reject section, click Reject.

      2. Enter a Rejection Reason.

      3. Click Reject.

Note: When a record is rejected, an email is automatically sent using the Rejection email template. If the parent email is missing, the record cannot be rejected.

Un-Reject a Record

You can un-reject a student record and set it back to the Pending Approval status. Contact PowerSchool Support to enable this feature.

1. Choose Student Data from the main menu.

2. Select the form.

3. Choose the Submission workspace.

4. Select the Rejected view.

5. Choose one of the following methods:

   1. Select the record and choose Un-Reject from the Tasks menu.

   2. Click the Edit icon on the record to launch the Record Detail page.

      1. In the Approve/Reject section, select click here.