Prevent Approval on Session Requests After Registration Deadline Overview

Prior to this enhancement, users could be approved for a session after the registration deadline. The Approved status did not mean that the user was registered for the session, but a user who was in an Approved status often attended the session anyway. This created difficulties for instructors, who are not expecting additional attendees. This also required administrators to add unexpected attendees to the roster afterward. Training costs were also impacted due to travel to trainings for which the user was not registered.

With this enhancement, when acting on a session approval request through My Team or via the Pending Requests Standard Report, approvers are prevented from approving or deferring a session request when the session registration deadline has passed. When an attempt is made to approve or defer a session after the registration deadline, upon clicking Submit, a message is visible to approvers to make it clear that the request cannot be approved because the registration deadline has passed.

The learner will not be moved to an Approved status for the session and will not mistakenly think they have a session seat reserved for them because they see an Approved status in their transcript or receive an email indicating their request is approved.

Click here to access the ILT Enhancements - Prevent Approval on Session Requests After Registration Deadline starter guide.

Considerations

  • Both traditional classroom and virtual classroom sessions are supported with this enhancement (vILT sessions are excluded).
  • Existing sessions created prior to this enhancement are supported.
  • For sessions that require more than one approval level, all approval levels must approve a request prior to the registration deadline, or the request cannot be approved (i.e., Manager Approver approves the request before the registration deadline, but Indirect Manager Approver does not. The request cannot be approved).

Implementation

This functionality is available in portals using the Learning module.

Permissions

The following existing permissions apply to this functionality:

PERMISSION NAME PERMISSION DESCRIPTION CATEGORY
Approve Training by Approver Grants ability to approve training requests of those for whom the user is the designated approver. Learning
Approve Training by Cost Center Approver Grants ability to approve training requests of those for whom the user is the designated cost center approver. Learning
Approve Training by Manager Grants ability to approve training requests of those for whom the user is the designated manager. Learning