This guide shows which employment emails are queued, what action or date triggers them, and who receives them in OCR for Schools.
Employment email notification schedule and recipients
Most emails are queued when a user successfully submits or completes the related workflow. The contract reminder and contract-ending workers queue their emails on their scheduled daily run.
| Email type | When it is triggered | Recipient |
|---|---|---|
| Contract issued, amended, or renewed | Employment HR or Institution Admin saves a new contract, amendment, or renewal in System Settings > Employment Grades and Contracts. | The employee or teacher named in the contract. |
| Contract accepted or rejected | The employee or teacher submits a response from My Account > My Records > My Contracts. | The responding employee or teacher, active Institution Admins, and Finance selected by the active payroll responsibility scope. |
| Contract expiry and employer notice reminders | The daily contract-reminder worker reaches two calendar months, 30 days, 15 days, or the expiry date. It also checks the employer termination-notice deadline and the configured preparation lead (0–90 days; default 10). For a 10-day notice and 10-day preparation lead, the reminders are due 20 days and 10 days before expiry. | Active Institution Admins and Employment HR whose institution or campus assignment covers the contract. The reminder is not sent to the employee or Finance. |
| Contract end scheduled, cancelled, or reactivated | Institution Admin records an end date, cancels a scheduled end, or reactivates the contract in the assigned-contract actions. | The affected employee or teacher and Finance selected by payroll responsibility scope. |
| Contract end becomes effective | The daily contract-ending worker processes the scheduled last working day. | The affected employee or teacher and Finance for the applicable payroll scope. |
| Resignation submitted | An employee or teacher submits a resignation request from My Account > My Records > Resignations. | The requester receives confirmation; active Institution Admins receive the review request. |
| Resignation decision and clearance | Institution Admin approves or rejects the request. Approval also starts the Finance clearance notification for a campus appointment. | The employee or teacher receives the decision. For an approved campus appointment, the campus Finance role also receives the clearance request. |
| Separation effective and final settlement updates | The last working day takes effect; later, Finance prepares or processes final settlement. | The employee or teacher receives the effective-date and settlement status updates. Finance receives a clearance message when separation is initiated and when the contract end becomes effective. |
| Leave request, withdrawal, or decision | A staff member submits or withdraws a leave request, or Institution Admin approves or rejects it, under My Leaves and Staff Leaves. | The staff member receives submission and decision updates. Active Institution Admins receive new requests and requests withdrawn before review. |
| Salary advance request and processing | An employee or teacher submits a request; Institution Admin records a decision; or Finance approves, rejects, or processes payment. | The requester receives each status update. Active Institution Admins receive new requests; Finance selected by payroll responsibility scope receives a request after Institution Admin approval. |
| Overtime, additional duty, visiting teacher pay, or bonus | An authorized user records compensation; Institution Admin reviews it when policy requires approval; or an approved amount becomes ready for payroll. | The employee or teacher receives status updates. Institution Admin receives items requiring approval; Finance receives approved items for payroll. |
| Payslip ready | Finance closes a salary run in Salary Processing. | Each employee or teacher included in the closed run. |
| Salary payment recorded | Finance records a full or partial payment in Payroll Reconciliation. | The employee or teacher whose salary payment was reconciled. |
| Payroll correction request and decision | Finance submits a correction from Payroll Reports and Audit; Institution Admin approves or rejects it. | Institution Admin receives the request. The Finance requester receives the decision; the affected employee or teacher is notified when the correction is approved and posted. |
| Experience letter request, decision, or revocation | An employee or teacher submits a request, Institution Admin approves or rejects it, or Institution Admin revokes an issued letter. | The requester receives confirmation and every decision or revocation update. Active Institution Admins receive new requests. |
How are emails delivered?
Workflow actions queue email after the relevant record is saved. Contract expiry reminders and scheduled contract endings are queued by their daily employment workers. All queued email is then processed by the email-queue worker; a queue entry alone does not prove delivery to an inbox. Finance recipients follow the active payroll responsibility setting: campus Finance for campus-level responsibility or Institution Payroll Finance for institution-level responsibility. Employment dates in email follow the institution's configured date format.