AISA · Staff Systems & Workflows
🗂️

The SharePoint WorkFlows Hub

One place to request leave, field trips, work orders, housing maintenance and event equipment — the right form, to the right approver, every time.

⏱ ~12 min 📚 10 chapters ✓ 2 knowledge checks 🎓 1 PD hour 💻 SharePoint
📎 Download the original slide deck (PPTX) Every request form pictured, step by step
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Section 1

One Hub for Every AISA Request

Most of the everyday requests you'll make as an AISA staff member — booking leave, taking a class on a field trip, reporting something broken, asking for event equipment — all run through one place: the AISA WorkFlows site in SharePoint. Instead of chasing emails, you open the right tile, fill in a short form, and click Save. The system then routes your request to the correct approver automatically.

The AISA WorkFlows training title slide: the SharePoint home page with all six request tiles — Leave Request (Teachers), Leave Request (Business Admin Staff), Field Trip Request, Work Order Request, Housing Maintenance Request and Event Equipment Request — and a note that leaves must be applied in advance.
The AISA WorkFlows home page. Every request starts from one of these six tiles; the left menu also holds the Transport Application Form and the Recycle Bin.

🧭 The six workflows you'll use

📅

Leave Request (Teachers)

Personal, sick, professional leave → Principal

📋

Leave Request (Non-Faculty)

Admin, TAs & support staff → Admin Manager

🚌

Field Trip Request

HOD / authorised staff → Approval

🛠️

Work Order Request

Classroom / facility fixes → Health & Safety + Maintenance

🏠

Housing Maintenance

School-provided appliances & furniture → HR, H&S, Maintenance

🎪

Event Equipment

Chairs, staging, AV → Principal, HR, H&S, Maintenance

⏰

The golden rule: apply in advance

Leaves — and any request that needs approval before it can happen — must be applied for in advance. Submitting early gives your approver time to respond and keeps cover arrangements smooth.

Section 2 · For Faculty

Leave Request — Teachers

Personal leave, sick leave, professional leave and more.

Faculty members apply for any leave in this section — personal leave, sick leave, professional leave, and so on. The available leave types are listed in the dropdown selection on the form, so pick the one that matches your situation.

Who

Teachers & faculty.

Approved by

The Principal.

When

In advance of the leave date.

Training slide for Leave Request (Teachers): the WorkFlows home page, an explanation that faculty apply for personal, sick or professional leave here, and the Leave Request form with School ID, Name of Applicant, Department and Application-for fields.
Leave Request (Teachers) — the full slide. Enter your School ID (from your AISA ID card), name and department, choose the leave type, and Save to send it to the Principal.

💾 What happens when you Save

Clicking the Save button at the end sends your application straight to the Principal for approval. You'll be notified as it moves through the workflow.

Section 3 · For Non-Faculty

Leave Request — Business Admin & Support Staff

Admin, Teacher Assistants and all non-faculty members.

Admin, Teacher Assistants and all non-faculty members apply for leave in this section instead — sick leave, annual leave, professional leave, and so on. As with the teachers' form, the leave types are available in the dropdown selection.

🔀

Same idea, different approver

You apply just like the teachers' leave request — but when you click Save, the application is sent to the Admin Manager for approval (not the Principal). Picking the correct tile on the home page is what makes sure your request reaches the right person.

Training slide for Leave Request (Business Admin / non-faculty staff): the WorkFlows home page and an explanation that admin, teacher assistants and non-faculty members apply for leave here, which is sent to the Admin Manager for approval.
Leave Request (Business Admin) — the full slide. Admin, Teacher Assistants and non-faculty staff apply here; Save sends the application to the Admin Manager for approval.

📅 Teachers → Principal

Faculty use the Leave Request (Teachers) tile.

📋 Non-faculty → Admin Manager

Admin, TAs & support staff use the Leave Request (Business Admin Staff) tile.

⏰ Remember

Leaves must be applied for in advance — for every staff group.

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Knowledge Check 1

Requesting Leave

A Teacher Assistant needs to book annual leave. Which is the correct route?

A Use the Leave Request (Teachers) tile so it goes to the Principal.
B Use the Leave Request (Business Admin Staff) tile — as a non-faculty member it routes to the Admin Manager — and apply in advance.
C Email the Principal directly; the SharePoint form is only for teachers.
D Take the leave first, then log it in SharePoint afterwards.
Section 4

Field Trip Request

A Head of Department (HOD) or other authorised staff member applies for a class field trip in this section. The form captures the essentials of the trip — the campus and division, the staff accompanying students, and safety details such as who is responsible for the first-aid kit.

Training slide for Field Trip Request: the WorkFlows home page with the Field Trip Request tile circled, an explanation that a HOD or authorised staff member applies for a class field trip here, and the request form.
Field Trip Request — the full slide. A HOD or authorised staff member completes the trip details; Save sends it for approval before the trip goes ahead.

💾 What happens when you Save

Clicking Save sends the application for approval before the trip can go ahead — so, like leave, submit it in good time.

Section 5

Work Order Request

Something broken in your classroom or around the school? Faculty members raise a classroom or school-facility work-order request here. Give the work a clear name, when you need it done by, exactly where it is, and a description of the request.

Training slide for Work Order Request: the WorkFlows home page, an explanation that faculty raise a classroom or facility work order here, and the Work Order form with Name, Completion time requested, Location (room number, area, place) and a request description.
Work Order Request — the full slide. Describe the job, when you need it done and exactly where; Save notifies the Health & Safety Officer and the maintenance team.

🔔 What happens when you Save

Clicking Save sends a notification to the Health & Safety Officer and the school maintenance team, who pick the job up from there.

Section 6

Housing Maintenance Request

If you live in school-provided housing, you can raise a maintenance request here — but for a specific scope. This form is only for the appliances and furniture provided by the school (think cook-tops, washing machines, refrigerators and school-supplied furniture).

✅ Use this form for

  • • School-provided appliances (cook-top, washing machine, fridge)
  • • School-provided furniture

📞 Call building maintenance for

  • • Apartment infrastructure — plumbing, water leaks, electrical, AC
  • • Use the building maintenance contact posted behind your main door
Training slide for Housing Maintenance Request: the WorkFlows home page, an explanation that staff in school housing raise requests for school-provided appliances and furniture here while apartment infrastructure issues go to building maintenance, and the Housing Maintenance form.
Housing Maintenance Request — the full slide. For school-provided appliances and furniture only; Save notifies HR, Health & Safety and maintenance. Infrastructure issues go to your building's maintenance company.

🔔 What happens when you Save

Clicking Save notifies the HR, the Health & Safety team and the maintenance team.

Section 7

Event Equipment Request

Running an assembly, a performance or a school event? Faculty members request school equipment here — chairs, staging, screens and other set-up items. Tell the form your division, the date and location of the event, and what you need.

Training slide for Event Equipment Request: the WorkFlows home page, an explanation that faculty request school equipment here, and the Event Equipment form with Division, Employee Name, Date of Event, Location and Event Name fields.
Event Equipment Request — the full slide. Give the division, date and location of the event; Save notifies the Campus Principal, HR, Health & Safety and the maintenance team.

🔔 What happens when you Save

Clicking Save sends a notification to the Campus Principal, HR, Health & Safety and the maintenance team, so everyone who needs to prepare is looped in at once.

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Knowledge Check 2

The Right Form for the Job

A teacher in school housing has a washing machine (provided by the school) that has stopped working, and separately notices a plumbing leak in the bathroom. What's the correct action?

A Raise a Housing Maintenance Request for the washing machine, but call the building maintenance company (contact behind the main door) for the plumbing leak.
B Put both the washing machine and the plumbing leak on one Housing Maintenance Request.
C Raise a Work Order Request for both, since it's a maintenance issue.
D Call the building maintenance company for both items.
Section 8

Quick Reference — Which Form, Who Approves

Request Who uses it Goes to
Leave Request (Teachers)FacultyPrincipal
Leave Request (Business Admin)Admin, TAs, non-facultyAdmin Manager
Field Trip RequestHOD / authorised staffApproval before the trip
Work Order RequestFacultyHealth & Safety + Maintenance
Housing MaintenanceStaff in school housingHR, H&S, Maintenance
Event EquipmentFacultyPrincipal, HR, H&S, Maintenance

✅ Do

  • • Pick the tile that matches your role — it decides who approves.
  • • Apply for leave and trips in advance.
  • • Use your School ID from your AISA ID card where asked.
  • • Click Save to send — the routing is automatic.

🚫 Don't

  • • Put apartment infrastructure issues on the Housing Maintenance form.
  • • Use the teachers' leave tile if you're non-faculty (or vice-versa).
  • • Assume a request is approved before you get the notification.
  • • Take leave first and log it afterwards.

🚐 One more in the menu: Transport

The left-hand menu of the WorkFlows site also holds a Transport Application Form. It works the same way — open it, complete the details, and Save. And the Recycle Bin lets you recover an item you deleted by mistake.

📎 Keep for reference

Download the original SharePoint WorkFlows deck (PPTX) to see every form again whenever you need it.