How to Review, Modify & Approve Participants' On-the-Job Training (OJT) Submissions

Learn the 2 main ways to review, modify & approve participant OJT hour submissions.

User Types: Regulators, Sponsors, Employer Administrators, Supervisors, Mentors, & RTI Providers

All user types above may not be given access to the functionality. If you do not see the function you need, please contact your program administrator.
See Overview: OJT Tracking for other functions and articles related to OJT tracking.

Notes:

Approving hours is not required by the software. However, some programs may require that they be approved.
By default, ALL hours submitted are automatically calculated by the system, included in the Progress Overview section, and used to mark competencies as complete as appropriate. However, if a sponsor turns on the Setting-Permission called "Require Approval for OJT or RTI Hours", no hours will show in the Progress Overview section until the hours are approved.
Once approved, hour submissions can be modified by Regulators, Sponsors, Employer Administrators if given permission
There are 2 ways to approve hours:
- OJT Summary - you can use OJT Summary to review only unapproved submissions for the selected period. See steps 1-3 OR
- Participant Program Details - You can go directly to a participant's profile details page to review their submissions in full detail before approving them. See steps 4-7 below for those instructions.

By default, the time period is set for the current week. You can select week or month using the down arrow icon and use the < > buttons to set the specific week or month to review.
You will see all of the unapproved submissions in that given time period
Note: The Verify Hours button is NOT used to review or approve apprentice hours.

Step 3: View or Approve the Submissions

Users can either:

- Directly approve each submission by clicking Approve, or
- View a breakdown of hours by competency by clicking Details

When viewing Submission Details, users can either:

1. Approve the submission by clicking Approve, or
2. Edit the submission by clicking Edit, or
3. Cycle to the next/previous submission by clicking > or <

Note: When a submission is approved when viewing Submission Details, the next submission is automatically shown, and the process repeats

The Summary button will open the Progress Summary page, which shows by date each time submission (RTI & OJT). The type will appear under the submission date.
Note: Submission dates will only be shown for the dates that fall within the Start and End Date boxes set at the top of the Progress Summary. Click, the calendar icon on the Start and End Dates to change them.

Scroll down the page to see all the competencies and how many hours were submitted. If a participant submitted an attachment with their submission, it will show at the bottom of the page. Simply click an attachment to view it.
If no edit is required, click X in the top right corner to go back to the Progress Summary page.
To delete the full submission and any attachments, click the trash can icon in the top right corner.
To edit any hours, click on and change the hours, and then click the √ on the top right to save the update.
You will be taken back to the Progress Summary page where you can approve submissions or check additional submissions.

Click the APPROVE√ button to approve an individual submission, OR
Click the Approve √√ button at the top of the page to approve all the participant's listed submissions at once. NOTE: This will approve ALL submissions - OJT & RTI.
Once approved, the date submission will change to the gray approved button with the date it was approved.