On-Duty 101: A Guide to Getting Approved Leaves

College life is about more than just attending classes. It's about participating in workshops, competitions, and events that build your skills and your resume. But how do you do that without your attendance percentage taking a hit? The answer is the official "on-duty" (OD) leave.

This guide will walk you through the exact, two-step approval process you need to follow to get your leave formally approved, ensuring you get the attendance credit you deserve for your participation.

Step 1: Get Initial Approval from the Event Coordinator

Before you go to your own department's HOD, you must first get permission from the faculty member who is in charge of the specific event or activity. This shows your HOD that your participation is legitimate.

Here are some examples:

• For a Sports Competition: You must first go to the Head of the Physical Education (PE) Department.
• For a Technical Workshop: You need to speak with the specific faculty coordinator from the department that is organizing it.
• For an NSS Camp: You would contact the NSS Programme Officer.

This faculty coordinator will verify your participation and provide you with a permission letter with their initial signature of approval.

Step 2: Get Final Approval from Your HOD

Once you have the signed letter from the event coordinator, your next step is to take it to your own Head of Department (HOD).

Your HOD is the one who gives the final permission for you to miss classes within your own department. They will review the letter from the event coordinator and, if they approve, they will provide the final, official signature and stamp. This HOD-approved letter is now your official "On-Duty" slip and the proof you need.

Step 3: Verification – Using the Dashboard to Confirm Your Attendance

One of the best parts of the on-duty process is that once you have the final, HOD-approved letter, your work is essentially done. Unlike other procedures, you generally do not need to submit participation certificates or any other proof after the event is over. The signed letter itself is the official instruction to the department.

Your final responsibility is to simply verify that your attendance has been updated correctly. The easiest way to do this is by using this very Smart Attendance Dashboard. Here are a few key points:

• Check in Near Real-Time: You don't have to wait weeks for an official report. A few days after the event dates, log in to the dashboard to check your numbers.
• What to Look For: Your total "classes held" will have increased to include the days you were away for the event. If the OD was processed correctly, your total "classes attended" should have also increased by the same amount, keeping your percentage stable.
• Fixing Errors Early: If you notice your attendance hasn't been updated, you can take your HOD-approved letter to the department office to get it rectified. Checking early via the dashboard gives you plenty of time to resolve any clerical errors.

Conclusion: Proactiveness and Preparation are Key

If there’s one secret to a smooth on-duty process, it’s this: be proactive. Do not wait until the day before an event to ask for permission. Starting the approval process as early as possible—ideally a week or more in advance—gives your coordinators and HOD ample time to review your request and ensures you aren’t scrambling at the last minute.

Another crucial tip is to always be prepared. Once you receive that final HOD-approved letter with all the signatures and stamps, immediately make a backup copy. Take a clear photo on your phone or make a physical photocopy. This backup is your personal proof and can be a lifesaver if the original document gets misplaced or if there happens to be a mistake in updating your attendance records later.

By starting early and keeping your own records, you can ensure the process is stress-free and that you get the credit you deserve for your hard work outside the classroom.