Can I create a form for pre-approval for PD events?

Yes, you can create a form for events where your learners will need to get pre-approval before attending.

You can create a form in MobileMind that your learners will be able to fill out in order to receive pre-approval before attending an event that is outside your district.

For this example, I am going to create a form that has a three step approval process. I labeled each question so that each approver will know which questions they should look at in order to approve or deny the request.

Navigate to the Events tab on your HQ Dashboard. In the left sidebar, scroll down until you find the "Customize" section. Click on "Pre-Approval Forms" located beneath this heading.

Click on Create Pre-Approval form in the upper right.

About this Form

Type in a title and a description. Your learners will be selecting which form to use when requesting pre-approval so make sure to make the title and description clear.

Learner Questions

This is where I gave each question a "category" within the title so each reviewer will know which questions they need to check. For my form I used:

• Basic Inf0- Substitute required and the duration of absence are key considerations. I will assign the principals as the approvers for these questions, as they are best equipped to determine if suitable substitutes can be arranged for the requested days.
• Event Inf0- Event details including the event's objective, its potential impact on the attendee's role, whether it will be conducted virtually or in-person, and the identity of the event host. I will designate department supervisors to review these questions, as they possess the necessary expertise to determine if the event is relevant and a prudent allocation of resources.
• Expense Info- The expenses associated with the event, including registration fees, hotel accommodations, mileage reimbursement, per diem allowances, parking costs, and other related expenses, will be reviewed. I will designate the bookkeeper as the approver for these questions, as they are best equipped to assess whether the proposed costs align with our budgetary limits.

Enter your question and select the appropriate question type. If you're using multiple choice questions, you have the option to allow respondents to select more than one answer. Additionally, for all types of questions, you can specify whether a response is mandatory.

Save Form

Once you have all of your questions in, click Save Form. Please note: once you save your form, you can no longer edit the question type. 

Approval Steps

Approval Step 1- Who will be the first people to have the option to approve or deny a request?

• Put the title of that role in the first box.
• Click Add Approvers
• Type in the name or if you already have a reviewer group created, you can choose that. (Click HERE to learn how to create reviewer groups.)
• Provide clear instructions for the approvers. If you established a "category" for your questions, you can reference it in this section. Additionally, you may choose to number your questions and indicate which specific numbers the approvers are responsible for evaluating.
• Provide the estimated number of days it should take to approve or deny this request.

Approval Step 2-

If additional approval levels are required, you can easily add them by selecting the "Add Another Step" option. 

You can continue to include as many additional approval steps as necessary, and once you’re satisfied with the setup, click on Save Form to finalize your pre-approval process.

Your form is now finalized, and you have the flexibility to create multiple forms as needed. Consider various scenarios that may require pre-approval, such as whether reimbursement is necessary, if prepayment is required, or if a substitute teacher will be needed during the absence.

Click HERE to see how your learners will fill out the form to request per-approval.