Acuity One45 - Managing Absence Requests

This document describes how to manage absence requests within the Acuity One45 system.

Acuity ONE45 Logo

The MEO service account will receive and email notification that there is a task to complete in Acuity. This means that a student has initiated an absence proposal. You can also view all outstanding absence requests by logging into the Absence Approver.

Approve/Acknowledge/Deny Requests

To respond to a student's absence request:

Log into Acuity One45 as the Absence Approver (MEO service account) or log into your account and navigate to "Approver" using the search function in the upper right hand side of the screen.
You will see all the outstanding requests on the ToDo page and be able to view if it is for Phase 1 (Undergrad) or Phase 2.
In the contributor column, a checked box indicates that the student has completed the proposal. If the box is unchecked, then the student has initiated the proposal, but has not completed it.
Click on the student's name to launch the approval form.
When you launch the form, you will first see the student's completed form. You can scroll through to review the information, then the form you fill out will be on the same page just below the student's form.
Once you submit this form, it will be removed from the Absence Approver ToDo page.

Viewing Absence Request Timestamps

To view a time stamp for a specific request follow the directions below:

Phase 1: Go to the "Phase 1 | Evaluations" environment in Acuity One45
Phase 2: Go to the "Phase 2" Environment in Acuity One45

After going to the correct environment, click "Sendouts" on the top menu. Then, click "Custom Search on the left blue menu.
If the specific student is known, click on the text box containing "Person (pick)". The "as Evaluator" and/or "as Targets" should remain unchecked.

This will open a new window to search and select the specific individual.
Go to the "Form" row and select "Absence Proposal"
If the date in which the absence request was made is known, the dates may also be adjusted.
1. To adjust the dates, click on the calendar icon.
2. A calendar will appear to allow a date selection to be made.
Click "Search for Forms"
A new tab will open with the search results according to the selections made in the search parameters.
After the correct absence proposal has been identified, click the paw print on the right hand of the screen.
A new window will appear with metadata about the form. At the bottom of the window will be a secondary box titled "History of this form..."
The student's name as well as the date and time of submission will be listed.

Logging Absences

In order for the absence to show up on the student's schedule, follow these steps to log the student absence:

Go into the student eDossier by searching (by last name) for and selecting them.
Select the Vacation/Leave section on their eDossier.
Click 'Add New Leave' and enter the reason for absence, date(s) of absence, and any relevant comments.
Click 'OK'
You can now view the completed absence on this page. It will also show up on the student's schedule (viewable by admin and students).

Absence Request Reports

There are two primary reports for viewing absence requests. The Absence Request Report shows an overview of every absence request sorted by the student. The Form Data Report shows all the requests and approvals and allows you to filter/sort by parent course, location, approval status etc.

Absence Request Report

To view the Absence Request Report:

Click on 'Reports' on the top menu
Click on 'Absence Request' on the left-hand menu.
You can view all absence requests sorted by student. Click on the hyperlinked proposal to see the completed form.

Absence Report for Approved Absences

The steps shown below will describe how to pull the Vacation Report. This report is technically a scheduling report, but can be used in Phase 2 to show any approved absences. This does not include denied absences nor absences that are pending approval.

Displays the group in which to use for the Schedule Vacation Report
Course	Which group in Acuity One45 to use
Acute Care	Phase 2 \| AC
Chronic and Preventative Care	Phase 2 \| CPC
Specialized Care of Obstetrics, Gynecologic, and Pediatrics Patients	Phase 2 \| SCOPE
Surgical and Procedural Care	Phase 2 \| SPC

Go to the correct group according to the table above.
Go to schedules in the top menu.
Click on Print View in the left blue menu.
This will bring up a new page. Find and click on the Vacation box.
This will bring up a menu with several options.
The calendar year date range will be populated. Adjust the date range as needed.
1. Note: Please keep in mind that adjusting the date may impact the data available. The date range parameter must include the date of absence in order for it to show on the report.
  1. For example: Adjusting the end date of the range to October 1 would remove any absences approved from Oct 2 onward from the report.
Under "Select Vacation Report Type", select student.
"Choose which levels to export" has options that relate to the students' graduation year. Select all of the most appropriate options.
"Additional Options:" allows the student number to be included in the report.
When the appropriate parameters are selected, click "View" to download the report.
The Vacation report will download as an excel document. There is pre-set formatting on the excel document. Use the steps below to remove the formatting.
1. Unfreeze Panels
  1. Select the entire excel table. This can be done by clicking the triangle cell between row 1 and Column A.
  2. Then, in the menu bar, click on View
  3. Then, click, "Freeze Panes" in the menu bar
  4. This will provide three options. Select "unfreeze panes"
2. Merged Cells
  1. Select the entire excel table. This can be done by clicking the triangle cell between row 1 and Column A.
  2. In the excel menu, click "Merge & Center"
  3. This will remove the pre-set formatting from the excel document.
To populate all the cells in the Student Name Column
1. Delete rows 1 and 2 from the excel document. Also remove the blank row(s) between the header row and the first student.
2. Click Ctl + G.
3. This will bring up a menu window. Click "Special"
4. Select the "Blanks" radio button. Then, click OK.
5. This will highlight all the blank cells in the excel document.
6. Do not click anywhere on the document. On the keyboard click the up arrow, then ctrl, then enter. This formula will copy the data in the cell above into the blank cells below until new data is introduced.
  1. Success of this formula will look like this:

Form Data Report

To view the Form Data Report:

Click on 'Reports' on the top menu
Click on 'Reports Center' on the left-hand menu
Select the Form Data Report
Select the form(s) you want to pull the report for.
Filter by the dates you are searching for.
Click 'Run Report' to filter/view in Acuity One45, or export directly to Excel if you prefer to filter there (you can always export later).
Once you pull the report, you can show/hide columns and filter by parent course, location, request type, etc.
You can also save the report settings, similar to the Form Status Report. View this KB for more information on saving reports: https://kb.wisc.edu/smph/academicaffairs/page.php?id=131493 (Note that this is for the Form Status Report but can be applied to this report as well).

Questions and Support

For questions and support, please email: AcuityONE45Support@med.wisc.edu

Keywords:

Acuity One45, medical education, MEO, staff, absence, requests, proposals

Doc ID:

136350

Owned by:

Carter O. in SMPH Academic Affairs Resource

Created:

2024-03-27

Updated:

2026-09-02

Sites:

SMPH Academic Affairs Resource

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