Approve and administrate the master agreement - for employees - Kunnskapsbasen
Approve and administrate the master agreement - for employees
Norsk versjon: Godkjenne og administrere masteravtale - for ansatte
A master's agreement is an agreement between a master's student, the supervisor and the department. Master's agreements at NTNU are approved digitally. This user guide shows how to view and approve the agreement. Students are asked to follow this link for information about how to submit a master's agreement. The user guide can also be used by supervisors to understand what the student is asked to include in the agreement.
NTNU is changing the foundation of this system on the 10th of November 2020. The approvals will still be handeled in the same Power Automate Flow. However, the content will flow from a new list. This will improve the functionality in Power Automate.
Roles and logic
- Role 1. The student: The student logs in through Feide, fills in the agreement, approves the terms of agreement and digitally submits the agreement. When the student fills in the agreement, the supervisor is connected to the student and the agreement.
- Role 2. Supervisor: As described, the student connects the supervisor to the agreement. The supervisor will receive an email with a link to the approval form. It is in the supervisor’s power to either reject or approve the agreement. The rejected agreement will be sent back to the student and it is up to the student to draft a new agreement. THe supervisor’s name will be written on the agreement.
- Role 3. Controllers:Some departments operates with controllers. If this is the case, the agreement will be sent to control.
- Role 4. Department approval: When the supervisor has approved an agreement, the department will be notified. This happens every wednesday if there are agreements ready for approval. It is possible to approve, or reject, any agreement before the notice has arrived. When the department has given it’s approval, the agreement is valid, and the person responsible for approving will have their name on the agreement.
- Digital approval is not available for external actors. This affects the students who enters into a standard agreement for collaboration with external organisations or actors. The student will in this case be asked to retrieve this agreement, and provide a written signature before handing it back to the department.
Caption: A flow chart for the hierarchy of approval in SharePoint illustrated, as described in the text above.
View and digitally approve or reject agreements
- You will receive an email notification with a link to "Power automate" - a Microsoft approval solution.The link you recieve is the same as the one found here. It's the same every time, and what you find there is dictated by what your user is supposed to see at any time. As a supervisor you see all agreements ready for approval that a student has added your name as the supervisor. An employee at the department with approval privileges will see all agreements ready for approval for the department.
- When you follow the link you'll find a list of one, or more, agreements ready for approval. Choose the agreement you wish to view. There will appear a "card" on the right hand side of the screen. Here you'll see the content of the agreement the student has submitted. Follow the link in the card to view the agreement in a more neat layout. The agreement will only remaine in the power automate flow until you reject or agreement. If you wish to view all you agreements you can use the same link as the one found in the card. It's the same link every time, access controlled by what your user has the righst to see. You find the link where the blue circle is in the screen shot below
- To approve or reject the agreement scroll down to find the drop-down menu. Choose the correct respons. You can add a comment for the studen. This is usually done when rejecting the agreement. Give the student input on what needs to be changed. "accept" to finish the action./li>
Caption: example on how to approve, reject and comment on the agreement
Struggeling to log in? Login for professor II positions, or other with another primary employer than NTNU.
Supervisors with another primary employer than NTNU may struggle to gain access for approving master’s agreements. This is often due to logging in from a different organization in SharePoint. The browser will often remember your last login and try to use that specific affiliation when you open a SharePoint link. It is only through NTNU’s SharePoint that the agreement may be approved.
- You can identify this error if you receive a 404 error when following the email link. This is the same link that is found here. You will see the logo of your primary employer, or any other organisation you have used to login that is not NTNU. To fix this, you may follow the guide below.
- Use incognito mode in your browse. If you haven’t used this before, you may find guides on how to use it in your browser by googling, or by following this link. Incognito mode makes it so that any prior logins or other affiliations are not remembered by the browser.
- Paste the link you received on email in the URL of the incognito mode window. If you simply press the link it will open in a regular browser window and your issue will persist.
- You will then be asked to type a username in a microsoft login. Type your NTNU username with @ntnu.no following. Like this: YourUsername@ntnu.no. You will then be taken to a NTNU login page.
- Login with your username again, this time without @ntnu.no, and your password. If you have forgotten your password, you may restore it through this link.
Questions?
Any questions should be directed at your Department, or to user support at NTNU (orakeltjenesten - NTNU help)