Form e-Signatures – How do I add signatures to forms?

OYAP forms now have an e-signature option!

Once an OYAP form has been created for a student (see FAQ), you will notice signature fields for Sections 1 and 2 of the OYAP form.

1. Click on the signature line

2. A pop-up window will appear where a signature can be added

  • Ask the signatory to add their signature to the line, and to enter their First name, Last name and Email address

NOTE: The signature can be added to any touch screen with a finger or stylus; a signature can also be added via any computer with a computer mouse

 

3. Click Sign

4. After signing the form, the following screen will appear:

 

5. Click Confirm

Once a signature is confirmed, the signature will appear on the web form as follows:

6. Click Save in order to save the signature, or Save and Export the Participant Application Form in order to export the signature to the form. Print the PDF form when you are ready!

 

My Signature

You will notice a My Signature button. Teachers can save their signatures to their Account settings (see image below). Follow steps 1 to 5 (listed above) in order to add a signature to your Account settings.

Going forward, this signature can be added to any form by clicking My Signature.

(New Version 2020) How do students delete a reflection?

In need of deleting one your reflections? Then follow these steps:

  1. Go to your Reflections / Journal Topics tab and click on the reflection you would like to delete

2. Next, click the Delete button

3. Once you click this, you will get a prompt to confirm your decision. Select OK to permanently delete your reflection

NOTE: These steps apply to deleting hours, achievements, notes, check-ins and attachments as well. For example, you can visit your Hours page, click on the hours you would like to delete, then select the Delete button to permanently remove them.

 

(New Version 2020) General Questions

General Questions:

Q. How do I reset or update my password?

A. Please follow these instructions to reset or update your password here.

Q. What is a label?

A. The purpose of labels are to let students and teachers/coordinators easily keep track of their work (e.g. hours) by writing short descriptions or ‘subjects’. For example, students can set a label for hours to “Week #1”, “Week #2”, and so on.

 

If you weren’t able to find the answer to your question, please contact our customer support team at info@charityrepublic.com

(New Version 2020) Hour Republic FAQs Guide

Look no further than this guide to direct you to the FAQ you need

General
•    How do I reset my password? 
•    General Questions

Main Administrator Section
•    How do I create a new class? 
•    How do I create a sign up code? 
•    How do I add a new resource? 

Employer/Organization
•    How do I add new Organizations/Employers?  
•    How do I add contacts to an Organization/Employer?  
•    How do I add a Volunteer or Placement opportunity?

Student Profile
•    How do I manage my Student Dashboard?
•    Icon Guide

Reflections/Journals
•    How do teachers add new Reflection/Journal topics? 
•    How do students submit a Reflection/Journal?
•    How do teachers mark Reflections/Journal topics?
•    How do students delete a Reflection/Journal?

Teachers/Coordinators
•    How do I create a report? 

(New Version 2020) How do I reset my password?

Can’t remember your password? Please follow the instructions below:

1.On the Hour Republic Home Page, click Log In

2.Click on Reset Password button

3.Enter your email, then click Reset Password, and you will be sent an email containing your new password

Tip

If you would like to update your newly reset password into something that is easier to remember, then follow these steps:

1. Visit to your Account Settings

2.Change your password in the Password field

3.Click 

Forgot your username and/or the email address for your account?

Students can ask their teacher/coordinator to send them a temporary password.

  1. In the Students section, you will notice 3 dots to the right of a student name 
  2. Click the 3 dots, and select Reset Password in the drop-down.                                    This sends the student a temporary password.
Tip

Teachers can find a student’s username in (i) the main Students section (see Username column) or (ii) the student’s General page under their Student Profile.

 

 

How do students create or access their learning plan, and other forms?

Students have the ability to create and/or contribute to their learning plan or other forms such as WEAs, OYAP forms, etc.

The process for creating a form or plan is the same for students and teachers. The main difference being, students only see their own information whereas teachers have access to their entire class.

#1: Click on the Forms link in Hour Republic (top of screen) to create a new form
NOTE: 
The student ID (or OEN) needs to be accurate in order for a student to access forms. If any issues arise, then please check student Settings and ensure that the OEN is accurate (enter the OEN with no dashes).
#2: Click on the type of form you would like to create (e.g. Learning Plan)
#3: Complete the following 6 fields, and Save
NOTE:
- If your teacher has already created a learning plan or form for you, then please skip his step
- If your teacher has already entered your course, employer, etc., then this information will automatically appear.

 

  • Type in student name (First or Last name) and select from drop-down
  • Choose Course from drop-down
  • Type in employer name and select
TIP: 
When searching for an employer, type in part of the name (e.g. "Shopper" instead of "Shoppers Drug Mart" so that you can avoid adding a duplicate employer or the same employer twice. 
Some people mistakenly spell a company name (e.g. "Shopper's" instead of "Shoppers"; or, "Drugmart" instead of "Drug Mart".

*If an employer, contact or position are missing, then click the + symbol to add any missing information to the employer database directly from the form.

  • Select Contact (this is the placement supervisor; if missing, click the + symbol)
  • Select Position (this is the job role of the student; if missing, click the + symbol)
  • Select semester (if different than default)
If the “Show more fields” link does not automatically expand for you, then please click the Show more fields link in order to select the name of your Co-op Teacher.
Once the above fields have been filled out, click Save.
#4: All new forms will appear under Recent Forms (right-side of screen). Click on the plan or form you just created.
The following fields will be auto-selected based on selections for this student in previous steps (e.g. Form, Student, Employer, Position, Contact, Course).

WEA Form fields (auto-select)

Ensure all of the above fields are auto-selected before selecting the Auto Fill button (see screenshot above).

#5: Click the Auto Fill button, Hour Republic button to auto-fill the form, then Save
#6: When complete, click Save or Save and Export

The learning plan will export to PDF or HTML.  Note, if the learning plan does not export, please ensure that your pop-up blocker is turned off [see FAQ].

 

Creating a Form or Learning Plan in Hour Republic (New Version, Jan 2019)

#1: Click on the Forms link in Hour Republic (top of screen) to create a new form

#2: Click on the type of form you would like to create (e.g. Learning Plan)

#3: Complete the following 6 fields, and Save

  • Type in student name (First OR Last name) and select
  • Choose Course from drop-down
  • Type in employer name and select                                                                                      *If an employer, contact or position are missing, then click the + symbol to add any missing information to the employer database directly from the form.

  • Select Contact (this is the placement supervisor; if missing, click the + symbol)
  • Select Position (this is the job role of the student; if missing, click the + symbol)
  • Select semester (if different than default)
Once the above fields have been filled out, click Save.

#4. All new forms will appear under Recent Forms. Click on the desired student’s form (right-side)

The following fields will be auto-selected based on selections for this student in previous steps (e.g. Form, Student, Employer, Position, Contact, Course).

WEA Form fields (auto-select)

Ensure all of the above fields are auto-selected before selecting the Auto Fill button (see screenshot above).

#5: Click the Auto Fill button, Hour Republic button to auto-fill the form, then Save.

#6: Click Save or Save and Export

The learning plan will export to PDF or HTML.  Note, if the learning plan does not export, please ensure that your pop-up blocker is turned off [see FAQ].

ADVANCED SEARCH & FILTERS

Access the following sections (bottom-right):
– All Employers
– All Students
– All Forms
– All Plans
– Reports
– Course Favourites

COPY a FORM

You can copy a student’s form or learning plan to use for another student. Simply press Copy > complete the 6 fields for the new student you wish to copy the information to > Save

e-Signature of Volunteer Hours

Students can obtain e-signatures for volunteer hours. Simply present your smart phone (or any device that has a touch screen), and your supervisor or parent can sign with their finger on the spot.

1. Add Hours button, volunteer hours (or, Edit for existing hours)

2. Complete volunteer hour and activity fields, and Save.

3. Select the Verify by Signature button near the bottom of a Draft or Pending log (select Edit link to view).
*Remember to check the box indicating that the hours are eligible and meet the school board’s community hour requirements

Verify by Signature button

4. Present the signature pad screen to your volunteer supervisor or parent.
They can sign off using their finger or a mouse (if it’s a touchscreen computer). Then, click Confirm.

Parent signature field

5. Volunteer hours will show as Verified Verified signature button

or Pending if you are still waiting for a signature Pending signature button

6. An email confirmation message will be shared with the person who verified the hours (volunteer supervisor or parent), indicating that they verified the hours on that day, with an image of their signature. They can edit the verification status if necessary.

NOTE: Students are still able to use the e-mail verification option if preferred [FAQ].

How do I override the total hours of a student’s Weekly Log?

If you have been in a situation where your student incorrectly inputted their shift hours and you had to manually fix each and every one of the shifts, then this feature is perfect for you. Our Total Hour Override feature allows teachers to quickly change a student’s total hours for a weekly log without having to worry about monotonously fixing each incorrect shift. To override a student’s hours, please complete the following steps:
1. Go to your Placement Dashboard and click on the desired student

2. Click on the edit link next to the incorrect Weekly Log

3. Scroll down to the Total Hours and click on the pencil icon

total_hours

4. Type in the correct total hours

5. Click save