How do I Join a Webinar?

If you would like to join one of our webinars and learn more about the webinar software we use, please follow these steps:

A. How do I sign up for a webinar?

1. Click here to view our webinar schedule.

2. To join a webinar, please email us and share the following details:
= The date and time that you are available
– The software that you would like a demo of:

Placement / Co-op Tracking
Form Developent (e.g. Work Education Agreements)
Volunteer Hour & Activity Tracking
Faith-Based Hour & Activity Tracking
Extracurricular Hour & Activity Tracking
Certification Tracking
Employer Database

NOTE: Our webinars are live and run for approximately 30 minutes. We answer all of your questions and help you get set up with Hour Republic.

B. In which format are the webinar details shared?

Once we have scheduled you for a webinar, you will receive an email prior to the webinar with of all of the relevant details. For example, the email will appear as follows:

Please join my meeting from your computer, tablet or smartphone.
https://global.gotomeeting.com/join/123456

You can also dial in using your phone.
Canada: +1 (647) 555-5555

Access Code: 123-123-123

New to GoToMeeting? Get the app now and be ready when your first meeting starts:
https://global.gotomeeting.com/install/123456

C. How do I join the webinar?

1. Click on the “Please join my meeting” link

2. When you click on the link, you will get the option to:
(i)  Click Join on the Web button to run the software in your current web-browser (does not require downloading GoToMeeting)
OR
(ii)  Click Download the App (this step is not required)

3. Once you click one of these options, you will be taken to a page where you can turn your microphone and camera on or off by toggling the corresponding icon. You are not currently in the webinar so you can take your time setting this up.

4. Once you’re content with the settings (tips below), click the  button to join the webinar.

SETTING TIPS

You can also change your username by clicking the  icon next to your name

If you’re not sure your microphone is working, you can click the  icon in the top right corner to open up the Settings.

Once you’re on the Settings page, you can test your microphone and the speakers by toggling the icons next to the appropriate field. You can also opt to call-in by clicking on the Phone tab.

Ready to leave the call? Click the Leave Meeting button at the bottom of your screen.

ICON GUIDE

10. During the webinar, there will be a series of icons in the top right that you can access. The icons are as follows:


Lets you know how many people are in the meeting as well as their usernames.


If your microphone is turned off or if your audio is not working, then the Chat
feature is a great way for you to type any questions you have to the presenter.


If there are any issues with the sound quality of the presenter or your
microphone, then check the Settings to fix any audio problems.


Would you like to discuss your experience with GoToMeeting? Or perhaps change to Fullscreen mode? Have audio issues that can’t be fixed in the Settings? If any of these questions apply to you, then click on the Miscellaneous icon.

 

(New Version 2020) How do I Assign an Organization to a Student?

Option I – Students Tab

Students normally pick or add new organizations when they add hours for the first time. It’s normally easier that way and less work for teachers / coordinators. However, if you want to do the intial leg work, you can.

NOTE: Organizations added by students via the Hours section are automatically set to Pending. Teachers / Coordinators can update the status of organizations / employers to Active if they wish.

NOTE: Students do not have access to the Organizations / Employers section which houses the detailed database. However, students can search the database or add new organizations (name of organization, positions and contacts) via the Hour section.

1. Click on the Students tab (left panel).

2. Search and click on the desired student; this will automatically take you to their Hour page.

3. Click on in the top-right corner.

4. Type in the name of the organization (e.g. Food Bank) to search the database. Or, next to the Organization field, you will see a  icon. Click on it to assign and add a new organization to the student.

5. Fill in all the necessary information regarding the organization.

6. if you wish, continue to fill out the information for the hours such as Skills Learned and Description, then select one of several Save options.

Option II – Organizations / Employers Tab

You may want to pre-polulate the student employers before students add hours for the first time. If so, follow the intructions below.

1. Click on the Organizations/Employers tab (left panel)

2. Click the  in the top-right corner to create a new organization. Or, click on an exisitng organization to add or edit information.

3. Fill in all of the necessary information regarding the organization. Key sections to complete and support the student, include:

  • Contacts (First Name, Last Name, Email)
  • Position (the job title of the student)

4. Once you finish creating the new organization, click 

5. Now go to the Students tab, and complete the steps in Option 1 above.

 

(New Version 2020) How do I add Bulk Achievements?

Bulk Achievements are a fast and easy way to designate achievements (e.g. Safety Training, First Aid) to large groups of students. If you would like to learn how to do this, then please follow the following steps:

1. Locate the sidebar to the left panel, then click on the tab with your school’s name.

2. There are a series of icons at the top of this section, and at the far-right, you will find the Bulk Achievements icon. Click on the icon: .

4. Create a new bulk achievement by clicking onin the top-right corner.

5. This will take you to the General tab where you fill out information such as the Type, Completion Date, and a short Description of the achievement.

6. Indicate which students received the achievement by clicking the Students field at the bottom.

7. Check the box next to the name of students who received the achievement.

8. Once you’re finished selecting the students, click  at the bottom-right corner of the menu.

9. If you know who issued the achievement, click the Issuer tab (left-side). You can fill in information regarding the the Name and Contact Information of the issuer.

10. Have an image file or document to go along with the achievement? Click on the Attachment tab then select  to upload your file.

11. Once you’re finished setting up the bulk achievement, click in the top right corner.

NOTE:

If a group of students received an achievement and it’s already listed on the Bulk Achievement page, you can click on the desired achievement, check off the names of the new students then click . This keeps the Bulk Achievement page organized and free of duplicate achievements.

(New Version 2020) How do Organizations Approve Hours?

Organizations can approve or decline student hours via email as follows:

1. When a student submits their hours for approval, the organization will receive an email from Hour Republic:

2. Open the email then click on  to approve or decline the hours

3. You will be taken to a screen where you will have a chance to review the hours and submit a comment (optional)

4. Once you are finished reviewing the hours, you may select  or

TIPS

If the student has sent out hours for approval and the organization has not received the email, then here a couple of possible reasons why:

1. The email may have been sent to your Spam folder.

2. The student may have inputted the email address incorrectly; double check with the student to ensure the email address is accurate.

Here is a more detailed FAQ on a similar topic.

(New Version 2020) Navigating the Calendar

A. How do I set up an Event?

1. On the sidebar, click the Calendar tab.

2. Once you’re on the Calendar page, click on the  symbol in the top right corner.

3. Create an event by filling in the necessary fields (required fields have an asterisk (*).

4. Once you fill in the necessary fields, you can choose to select the Class that has access to this event, invite specific students and write a short description.

5. Select the Recurring tab to decide if you would like this event to occur over a certain time interval and what days you would like it to occur.

6. Click Save.

A. How do I Invite Specific Students?

1. When you’re creating an Event, you have the option to invite specific students by clicking on the Students field.

2. Select the students you would like to invite by checking off the box next to their names.

3. If you have a specific group of students in mind, you can filter students by Status, Role, Semester, and Class.

4. Once you have chosen your students, click .

NOTE:

1. You can check off the box next to the Student column to select all members of your school or program.

A. How do I Edit Events?

1. In the calendar view, click on the event that you would like to edit.

2. Now you can edit information regarding the event such as the name, contact, start and end time, etc.

3. If you invited students to the event, you can check the status of their invite by clicking on this icon: 

4. If the invite is still pending, you can choose to  the invitation or you can manually accept the invite by selecting the student’s name

5. Once you select the student’s name, you can click the status field to edit their status.

6. You can also remove the student from the event by selecting .

6. Click Save to maintain any changes.

NOTE:

1. You can click on Today to go to the current date and click the left and right arrows to move between months

2. Selecting Day, Week, or Month will organize the Calendar accordingly.

A. How do I filter Events?

1. There are multiple ways you can filter events. When you’re on the Calendar page, you can find the filters at the top left of the page.

2. If you know the name of the event of interest, you can type it into the Search Bar.

3. You can filter events depending on if students are needed or if you’re invited to the event by selecting the filter to the right of the search bar.

4. You can also filter events by Class by selecting the filter to the left of .

5. Once you’re content with the filters, select  to apply the filters.

TIP

For more details on calendar colour coding, please click here.

Exporting and printing forms and learning plans

In terms of exporting and printing documents, a teacher can:

  • Export and print individual forms for one student (e.g. one WEA, one learning plan);
  • Export and print all forms for a particular student (e.g. a student’s WEA, OYAP, and SCELP);
  • Export and print more than one form or learning plan for their class (e.g. all OYAP forms).

Once exported, the forms are collated into one PDF document, then teachers can print the document.

Export and print individual forms for one student
(e.g. one WEA, one SCELP)

There are several options to export invididual forms and learning plans:

1. When a form or learning plan document is open, click Save and Export (either at the top or bottom of the form)

2. In the main Form section, under Recent Forms, click the 3-dot icon beside a document to export.

3. For a specific form such as the WEA (Forms > WEA), under Recent Forms, click the 3-dot icon beside a document to export.

Export and print all forms for one student
(e.g. a student’s WEA, OYAP and SCELP)

  1. Click Forms
  2. Under Recent Forms, use the search bar and type in the student’s first or last name.

3. Click the 3-dot icon beside Recent Forms, and select the Export all forms link.

All forms will be exported into one PDF document. Now, you can print the document.

Export and print the same form (e.g. WEA) for multiple students

  1. Click Forms
  2. Click on a specific form, such as the WEA (Forms > WEA)
  3. Beside Recent Forms, click the 3-dot icon and select the Export all forms link

(New Version 2020) Colour Coding in the Schedule

Q. What do the Different Colours mean for Teachers/Coordinators?

Gray signifies that no students have been invited to participate in the event.

Dark Gray signifies that students have been invited to participate in the event, however, none have accepted the offer yet.

Orange signifies that the shift is partially filled. Some of the invited students have accepted to participate in the event.

Green signifies that all invited students have accepted to participate in the event.

Q. What do the Different Colours mean for Students?

Gray signifies an event has been scheduled.

Green signifies that the student has accepted to participate in the event.

(Forms) Hour Republic FAQs Guide

Need some help navigating our Form software? You’ve come to the right place.

Forms
•    How do I create forms in Hour Republic?
•    How do I add signatures to forms?
•    Why am I unable to export my form?

Learning Plans
•   
How do I create learning plans in Hour Republic?
•    How do I add expectations to learning plans?
•    How do I copy or re-use an existing form or learning plan?
•    Why am I unable to export my form?

General
•    How do I access the Forms (document generation) software?
•    How do I add attachments to forms, student profiles, and employer profiles?
•    How do I re-use courses from past semesters?
•    What is the difference between Related and Co-op courses?
•    How do I use keywords?
•    Why can I view another teacher’s plans, courses, etc.?
•    Why can’t I view my plans, courses, etc.?
•    How do I clear cache in Chrome?

Employer/Organization
•    Tips for Searching Employers
•    How do I add contacts to an employer profile?
•    How do I add an employer or edit an existing employer?
•    How do I add positions to an employer profile?
•    How do I create a report containing student information?
•    How do I add employer expectations to an employer’s profile?
•    How do I see the employer location?

Students 
•    How do students create or access their learning plan, and other forms?
•    How do I create and/or edit student profiles?
•    How do I create a report containing student information?
•    How do I link students to courses and placements?
•    How do I add courses to the Course Favourites section?
•    How do I find a student’s profile?