Note that some sites may not have 'Initial Approval' configured - in these cases, this section does not apply
To add a new visit, the first step is to apply for Initial Approval by filling in a simple form with brief details of why, who, when and where. Once the form is completed, clicking the 'Apply for Initial Approval' button will notify the EVC of the visit, and allow them to check that there are no timetabling clashes or any other reasons that the visit cannot go ahead. The EVC will either grant Initial Approval, or reject it. The visit leader will receive a notification message either way, which will contain reasons for rejection or may contain things to bear in mind when completing full details of the visit.
If Initial Approval is rejected, it may be possible to address the EVCs concerns by modifying the application (e.g. changing the date) and resubmitting. If the EVCs rejection notes say that the visit can't go ahead under any circumstances, then the sensible thing to do is to delete the visit.
If Initial Approval is granted, then the visit leader may go on to enter full details of the visit.