Study Leave Forms

The University of Wollongong promotes continuous education both for its students and its
employees. Many departments at the university provide for Study Leave to enable employees to
take advantage of additional coursework. However, in order to support the Study Leave
program, the UOW IT department would like to automate all requests. This will reduce the time
to submit an application and ensure consistency across all Study Leave programs.

Alex the Administrator

Alex is the system administrator at UoW. He provides support when a process breaks and can
manage the user base as directed by members of the IT department.

 Alex fixes problems that occur within processes and answers questions and
troubleshoots when other users think something has gone wrong.

Emilio and Emma the Employees

Emilio and Emma are both employees at the University of Wollongong. Although they work in
different departments, they both are interested in applying for the Study Leave program. Emilio
is interested in taking computer programming courses to improve his IT work, while Emma is
interested in a project management program that is relevant for her new role as a director.

● Emilio and Emma must provide detailed information about their application to enroll in
Study Leave. Not all employees will be accepted; the application submitted must
demonstrate clear value gained through the Study Leave coursework.
● When completing an application, Emilio and Emma must provide the following:
○ Career Development Plan – should describe how the coursework supports their
career goals
○ Itinerary of Course(s)
○ Quote of expenses (should upload a receipt)
○ Information about the employee requesting, such as department, email, and
username
● Once employees submit a request, they can review their application and see when it is
approved.
● Upon completion of the Study Leave program, employees should provide a report
describing their experience.
 Francisco the Faculty Approver

When study leave requests are submitted, Francisco reviews the application and can approve
or deny the request. Employees cannot continue without full approval from their faculty
administrator.

 Francisco must approve all requests for employees in his department. He also must
provide a letter of recommendation for each student.
 If necessary, Francisco can send requests back to the employees for additional revision.

David the Dean

Some requests that are above $5000 require explicit approval from the Dean. David typically
approves these requests if the faculty approver provides a good recommendation.

 David should be notified of any requests above $5000 and he must approve them.

Hannah the HR Supervisor

Hannah reviews all approved applications and provides the final authorization. She calculates
the total reimbursement amount for each employee and sends notifications once the application
has been approved. Hannah also tracks all Study Leave requests to view trends.

 Hannah provides the final approval for all requests.

 She also wants to view reports with information such as number of requests by
department and total reimbursement costs over time.