Who Approves the Different Involvement Requests

Users are provided two methods to manually enter their involvement. The route they take will determine who receives the request. Continue reading for an explanation of where involvement requests go and how to decide them. 


Where involvement requests are sent

The first method used to enter involvement is through a portal. If a user enters a portal's 'Involvement' module and creates a new involvement entry, the portal’s administrators will be prompted to approve or deny the request. In this case, umbrella and community administrators wouldn’t be notified because it is the responsibility of the portal’s administrators to decide the request. We recommend this method anytime a user wants to input participation with an organization registered on OrgSync. 

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The second method to enter involvement is through your personal 'Involvement' page. As discussed in the last paragraph, the 'Involvement' module in a portal is restrictive because it only allows you to submit entries for a particular portal - the one in which you are submitting the entry. Your personal involvement page is more comprehensive because it allows you to input different types of involvement entries (see screenshot below). It also allows you to input entries for organizations that do not exist within your OrgSync community. In order to obtain the appropriate approval for every involvement request, the details of each entry determine who is prompted to approve or deny it. Use the following list as a reference for where involvement requests are sent upon submission. 2014-07-22_0754.pngService Participation *Only available in communities with a service umbrella

  • User selects service partner from dropdown: The request is sent to the service partner’s timesheets and the portal’s administrators are prompted to decide the request.
  • User selects ‘other’ from dropdown: The request is sent to the community involvement requests page and the notified community admins are prompted to decide the request.

Event Participation

  • User selects organization from dropdown: The request is sent to the organization’s timesheets and the portal’s administrators are prompted to decide the request.
  • User bypasses dropdown and enters an agency: The request is sent to the community involvement requests page and the notified community admins are prompted to decide the request.

Organization Membership

  • User selects organization from dropdown: The request is sent to the umbrella involvement requests page if the organization exists under that umbrella. The notified admins for umbrella involvement requests are notified.
  • User selects ‘other’ from dropdown: The request is sent to the community involvement requests page and the notified community admins are prompted to decide the request.

Note: In your community’s involvement settings, you have the option to enable reference approvals. If this is enabled, the references included on new involvement entries will be sent an email that asks them to approve or deny the entry. With this setup, administrators within the application retain their ability to decide requests. This simply provides the option for references to approve or deny as well.


Deciding involvement requests

Based on the list provided in the previous section, many involvement requests will filter to the community involvement requests page. You can access this page if you click the 'Admin' dropdown along the global navigation bar and select your community from the list. Next, choose 'Involvement Requests' from the top menu. Here you are provided access to activity requests, membership requests, and transcript requests. 2014-07-22_0756.pngThe activities and memberships tabs include involvement requests that are not tied to portals registered in OrgSync. To quickly decide an entry, click the checkbox to the left of an entry then choose the ‘Approve’ or ‘Deny’ options at the top of the list. To view the details of a particular request, click on the submitter’s name or the ‘Details’ button. Approving a user’s involvement request will allow them to use that entry on their co-curricular transcript.

Last but not least, the transcripts tab records all co-curricular transcript requests. Here, you can view, download, and decide student requests to receive a copy of their official involvement transcript. For more information on deciding CCTs, click here.


Involvement notified admins

By default, community admins do not receive notifications for incoming involvement requests. To enable these notifications, select the 'Notified Admins' tab within your community 'Involvement Requests' page. Here, you are provided a list of the community admins with access to involvement requests. Click on a user’s name then save to enable involvement requests notifications on their account.  2014-07-22_0811.png


Umbrella level involvement requests

While most involvement requests filter to the community level, there are also tools available at the umbrella level. To view these tools, click the 'Admin' dropdown along the global navigation bar and select your umbrella from the list. Next, hover over 'Requests' along the top menu and select 'Involvement.' This page contains a complete breakdown of pending hours in portals under the umbrella and membership entries that need approval. Continue reading for an explanation of each. 2014-07-22_0805.png

  • Activities: The activities tab includes a list of the organizations under the umbrella with pending timesheet entries. This list is sorted by pending number of entries but also provides the number of total pending hours. Use this tool to monitor if portal administrators are staying on top of new timesheet entries. If you would like to view the pending requests, click ‘Review Hours’ along the right side of the page to visit the portal’s timesheets.
  • Memberships: The memberships tab includes involvement requests where the user claimed participation in an organization that exists under your umbrella. These requests simultaneously filter to the community involvement requests page.

Just like the community involvement requests page, you must enable notifications for incoming involvement requests. If you want to be notified of every involvement request sent to the umbrella requests page, visit the ‘Notified Admins’ tab, click the checkbox next to your name, and save.  

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