LEAVE REQUESTING SYSTEM

Abstract

ABSTRACT The Student Leave Request App is a mobile application designed to digitize and automate the student leave request and approval process within educational institutions. By facilitating real-time communication between students, advisors, and heads of departments (HODs), the app streamlines the entire workflow, from leave request submission to final approval, with transparency, efficiency, and accountobility at each step. The invention leverages a.role-based access system, real-time notifications, automated status updates, and tracking functionalities to create a seamless, paperless experience. This app eliminates the delays and inefficiencies associated with manual leave management processes, improving operational workflow and providing a clear, accessible leave history for all stakeholders involved.

Specification

FIELD OF THE INVENTION
The invention pertains to mobile applications within the educational technology field,
specifically addressing workflow automation solutions for administrative processes in
academic institutions. It focuses on optimizing the management of student leave requests
through a digital platform that automates submission, review, and approval steps, thereby
re.ducing the need for manual intervention and providing a user-friendly experience for
students, advisors, and department heads. By leveraging mobile technology, this invention
introduces a streamlined, accessible approach for handling leave requests, with the potential
for broad applicability across educational institutions.
BACKGROUND OF THE INVENTION
Traditional methods of managing student leave requests in educational institutions are
typically inefficient, relying heavily on manual, paper-based processes or disjointed digital
communications like email. These conventional systems require students to fill out forms,
submit them in person or via email, and wait for approval from multiple layers of faculty and
administration, including advisors and heads of departments (HODs). Each stepsubmission,
advisor review, and HOD approval-requires manual tracking, leading to
frequent delays, miscommunication, and even lost requests, often resulting in student
frustration and an increased workload for faculty. Advisors and HODs must follow up on
pending requests and maintain records of approvals, making the process labor-intensive and
prone to bottlenecks that further slow down approvals. Moreover, this outdated workflow
lacks transparency, as students often have no insight into the status of their leave request once
submitted. They are typically uninformed about where their request stands in the review
process or when a decision will be made. The lack of an accessible, centralized platform
creates communication gaps that make the leave management process cumbersome,
unorganized, and time-consuming. In an age where mobile technology and workflow
automation have revolutionized processes across sectors, educational institutions face
increasing pressure to modernize their systems. Despite the availability of various workflow
automation solutions, few existing systems are tailored to the unique needs of academic
settings. There is a significant need for a dedicated solution that provides transparency, realtime
communication, and role-based access specifically for managing student leaves. This
invention seeks to fill that gap by offering a mobile-first, automated platform that improves
the efficiency, visibility, and accountability of the leave management process, delivering a
modernized solution that meets the expectations of today's students, faculty, and
administrators.
DETAILED DESCRIPTION OF THE INVENTION
The Student Leave Request App is a mobile application designed to digitally transform and
automate the entire student leave management process within educational institutions,
offering a seamless, efficient, and transparent experience for students, advisors, and heads of
departments (HODs). The application operates through a structured workflow that
incorporates role-based access and a three-tier review system, where each user has a unique
dashboard tailored to their specific role and responsibilities.
The process begins with students submitting a leave request directly through the app's intuitive
interface. This submission includes essential details, such as the dates of leave, the reason for
absence, and any supporting documents (e.g., medical certificates or other relevant files) that
the student may wish to upload. Once submitted, the app instantly routes the request to the
student's designated advisor, who receives a real-time notification alerting them of a new leave
request. The advisor accesses the request through a customized dashboard, which consolidates
all pending requests, making it easy to review and approve or reject submissions in a single
interface. Advisors can view all details associated with the leave request and, upon review,
select to approve or reject the application, along with optional comments or explanations. If
approved by the advisor, the request is automatically forwarded to the HOD for final review, as
per the institution's administrative structure. Upon receiving an advisor-approved request, the
HOD's dashboard displays it in their queue for final decision-making. The HOD can either
approve the request, thereby granting the leave, or reject it if it does not meet institutional
policies or other requirements. Once the HOD makes a final decision, the system updates the
leave status accordingly-either "Approved" or "Rejected"-and sends an instant notification to
the student, providing real-time feedback and reducing waiting times for information on the
leave status. If the request is rejected at any stage, the student is promptly notified, along with
the reason provided by the reviewer. All actions taken on the leave request are recorded and
timestamped, building a complete history log that provides transparency and an accessible
reference for the student, advisor, and HOD.
The app's real-time notification system ensures that all relevant parties are updated about each
action taken on the leave request, reducing communication gaps and promoting efficient
decision-making. Students can track the status of their leave requests at any time, viewing it as
"Pending," "Approved," or "Rejected" directly within their dashboard, thus fostering a sense of
transparency and trust in the process. Advisors and HODs benefit from an organized dashboard
that lists all requests, allowing them to quickly address outstanding approvals and maintain a
clear overview of all current and past requests. The app also includes a role-based access feature
Chat tailors the interface and permissions for each user. For example, students only see their
requests, advisors see requests from their assigned students, and HODs have access to all
advisor-approved requests for final decision-making.
Furthermore, the app maintains a comprehensive record of each leave request, tracking its
jour.ney from submission through final approval or rejection, with timestamps and reviewer
notes. This historical log not only serves as documentation for institutional reference but also as
a transparency measure for students and faculty, who can review past decisions if needed. By
transforming the leave management process into a streamlined, accessible, and digital format,
this invention minimizes paperwork, reduces administrative overhead, and ensures that
students, advisors, and HODs experience a seamless, efficient workflow that enhances
communication, accountability, and overall operational etliciency within educational
institutions.

CLAIMS:
I. The leave management system enables users to submit, view, and manage leave requests in
real time through a React Native-based mobile interface.
2. As per Claim I, the system authenticates users, validates leave requests for compliance
with organizational policies, and stores data .securely in a centralized backend database.
3. As per Claim I and 2, a notification service triggers and delivers real-time updates to users
and managers regarding leave request submissions, approvals, or rejections.
4. As per Claim 2 and 3, a data processing component verifies leave eligibility by analyzing
user input, organizational policies, and predefined conditions.
5. As per Claim I and 4, a calendar integration visually displays approved leave dates,
enabling users to coordinate personal and organizational schedules effectively.

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