Clearances

Last updated: March 2025

The Clearances feature allows you to create clearance requirements and hold orders, assign them to groups of users, and manage their completion status.

Access and Navigation

Navigate to Utilities > Clearances to access this feature.

Check the privilege assigned to your user account or role if you cannot view a link from the list.

Filters

Filters are available at the top of the page to refine your view:

  • For: Filter clearances based on the assigned term

  • Type: View only Hold Order clearances, regular clearances, or both

  • Completion: Filter by status (Overdue, Completed, or Incomplete)

Create a New Requirement

  • Click + New Requirement on the upper-right corner of the screen

  • Fill out the New Requirement form with the following details:

    • Name: Title of the clearance requirement

    • Details: Description of the requirement

    • Term Applicable: The term during which the clearance applies

    • Due Date: Deadline for completion

    • Reviewers: Users authorized to update assignees and verify requirements. Reviewers will receive notifications when students mark their requirements as "For Verification"

    • Hold Order (checkbox): Determines if the clearance restricts students from enlisting or viewing grades

  • Click Add Clearance to finalize

Edit a Requirement

  • Click the Pencil icon next to the clearance item

  • Update the necessary details in the Edit Requirement form

  • Click Update Clearance to save changes

Assign Students to Clearances

  • Select a clearance and click View Assigned

  • On the Assigned page, click + Add User

  • Apply filters to refine the list of assignees

  • Select the users to assign

  • Click Add Assignees to confirm

Remove Students from a Requirement

  • While viewing assigned users, click the “X” button next to the student’s name

  • Confirm the removal in the pop-up prompt

Delete a Requirement

  • Click the Trash Bin icon next to the clearance name

  • Confirm deletion in the pop-up prompt

Search for a Requirement

Enter a keyword in the search bar above the clearance list. Matching results will be displayed.

Frequently Asked Questions (FAQs)

Question: Can I assign a clearance to a student without restricting enrollment or grade viewing?

Answer: Yes. You can assign a clearance under Utilities > Clearances and simply uncheck the Hold Order option. This ensures that the student is notified of the requirement but can still proceed with enrollment and grade viewing.

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