What it does
Every detected violation gets a review trail. Trainees can submit a justification; administrators can excuse a violation with a reason and open the exact logged hours behind it. Nothing is silently erased.
Who it's for
Program administrators and program directors working the violation queue, and learners responding to their own violations from the personal Work Hours page.
How it works
The queue. The violations page lists the program's violations. Each row shows the trainee, rule type, date, severity, the measured value against the limit, and the review state. Filter by Violation Type, Severity, Start Date, and End Date. Tabs switch between All Violations, By Type, By Date, and By Person. Stats cards at the top show total, pending, justified, and high-severity counts for the whole program, not just the current page.
Each violation shows as a card with a status badge — Open, Justification submitted, or Excused. A More actions menu offers View Related Hours, Justify Violation, Acknowledge, and Delete.
Trainee justification. From the personal Work Hours page, a trainee opens the Violations tab (headed Needs your note, listing only open items — not excused, and not yet justified) and selects Add a note on a card. This opens the Submit Justification dialog, which asks for a reason (Patient Care, Handoff, Educational Activity, Emergency, Data Entry Error, Approved Extension, or Other) plus a written explanation of at least ten characters. This records a pending justification. It does not close the violation.
Administrator excusal. From the same Justify Violation action on the queue, an administrator picks a Reason Type and Details. Submitting it records the violation as excused, with who excused it and when. View Related Hours opens the exact logged entry behind a per-entry violation. Acknowledge lets a trainee record that they've seen a violation, without excusing or justifying it.
Before you start
You need work-hours management permission to excuse, comment on, or delete a violation in the queue.
Trainees can justify and acknowledge only their own violations, from the personal Work Hours page.
Do this
Open the violations page (
/work-hours/manage/violations) → you should see the program's violations as cards with a status badge on each.On a violation's card, select More actions → the menu opens with View Related Hours, Justify Violation, Acknowledge, and Delete.
Select Justify Violation → the Justify Violation dialog opens showing the violation's type, trainee, and severity.
In the dialog, pick a Reason Type and enter Details explaining the decision → confirm the explanation is specific enough for a later audit.
Select Submit Justification in the dialog → the dialog closes and the card's badge changes to Excused.
You're done when
✓ The violation's card shows the Excused badge.
✓ The card lists who excused it and when, under the approved justification note.
✓ The stats card for justified violations increases by one.
Boundaries and limits
Violation lists are always scoped to a program or a person. There is no cross-program violation list.
Excusing preserves the violation with its excusal metadata. It is not deleted, and re-running detection never overwrites an excused violation.
A trainee's own Submit Justification does not excuse the violation by itself. An administrator's Justify Violation action is what excuses it.
The justification and excusal text both need a reason and at least ten characters of explanation.
Trainee acknowledgments are stored in a dedicated field. They never change the violation's rule description.
Deleting a violation removes it from the queue for good, but the platform snapshots the full record into an audit log first.
Common questions
Q: What's the difference between justified and excused? A: A trainee's Submit Justification explains why it happened and shows as "Justification submitted." An administrator's Justify Violation action is what excuses it — the badge then shows Excused.
Q: Can a trainee make their own violation disappear? A: No. From the personal Violations tab, trainees can Add a note (which files the same Submit Justification) and acknowledge their own violations; only administrators can excuse (Justify Violation) or delete them.
Q: If detection re-runs after we excused a violation, is the excusal lost? A: No. The detection engine explicitly skips excused violations when updating or retiring records.
Q: How do I see what hours caused a violation? A: Open More actions → View Related Hours on the violation — for per-entry violations it shows the specific logged entry's date, time, duration, and shift type.
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