Preparing a Voting Set - The Direct Approval Process Follow

Topics Covered
Direct Approval Process

Target Users
  Housing Administrators 

Required Permissions
Local Admin
Housing Board Organizer 
  Housing Board Member
  Housing Board Non Voting Member
  Occupant Manager 

What is Direct Approval and When Do I Use It?

During a Housing Board meeting, there may be times when proposed housing assignments are clear "matches" and don't require a formal vote.  In this instance, board members can do a show of hands and the Housing Board Organizer will enter the assignment into ATLAS Housing as a Direct Approval.

Email Notification for Board Review 

When the Assignment is recommended to the IAHB for Board Review the Housing Board Organizer will receive an email notification to proceed with the Direct Approval batching process.

Housing Board Members and Housing Board Non-Voting Members will also receive an email notification that a Direct Approval batch was created. 

How to Enter a Direct Approval in ATLAS Housing

The Housing Board Organizer will:

• Naviage to Board Review > Prepare Voting Set
• Select Direct Approval from the dropdown
• Ensure the box next to the Occupant(s) name is checked, then click submit

You will then be redirected to the Assignment - Recommendations page.  If proceeding with a recommendation click the residence, then click Submit Decisions. 

If Reject All is selected, the occupant will require new recommendations.  An email notification will be sent in order to remind the Housing Board Organizer, Occupant Managers and Local Admin that the occupant still requires an assignment. 

Assign

Click Assign to complete the housing assignment process.  A Warning message will always appear.  If the assignment falls outside the standards laid out in the FAM, a Justification message will also appear where you can input the reasoning behind the assignment and then click continue.

Ignore

By selecting Ignore, the residence will not be assigned to the employee.  A Warning Message and Justification reason will always appear when ignore is selected.  Input the information and click continue.

Closing the Batch - Finalizing the IAHB's Votes and Approvals

Select Close Batch.  Occupants with Assign statuses are now officially assigned a residence and Occupants with Reject All or Ignore statuses will need new recommendations.

Once the batch is closed, roles will receive varying email notifications:

If a recommendation is approved and assigned the Housing Board Organizer and the Housing Board Members will receive an email notification. 

If a recommendation is ignored or rejected an email notification will be sent to remind the Housing Board Organizer, Occupant Manager, and Local Admins that the occupant still requires an assignment.

For additional help, please contact ISC at Post or ADG Support by selecting the ‘Submit a request’ button at the top of the page or by emailing adg-support@state.gov.
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