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 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

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

How do I add contacts to an employer profile?

1. Select the Employers tab at the top of the screen

2. Either create a new employer (see here) or search and select an employer to view or edit their profile

3. Select the Contacts tab

Contacts Tab, Employer Profile

4. Click Add Contact to create a new contact or click on an existing contact to edit

5. Fill out contact information

NOTE: Only the First Name and Last Name fields are required field

6. Click Save

 

How do I only view weekly logs from the current term?

To view weekly logs for a specific term, please complete the following steps:
1. In your Placement Dashboard, select student

2. Select the Semester from the drop-down

3. Search (click on the green magnifying glass icon)

weeklylog_faq2

Similarly, the Semester filter on the Reflections Dashboard allows you to filter reflections by semester.

weeklylog_faq

Having trouble with the progress bar counting hours from previous terms? Please click here for instructions on how to reset the progress bar.

What is represented by the Approved check mark on the student’s dashboard?

When a student’s hours are Verified by an employer, a teacher has the ability to ‘Approve’ the hours. This feature is available for both the Placement and Volunteer dashboards.

The purpose of this to serve as an indicator to the student that they are on the right track. The check mark also allows teachers to keep track of which logs they have reviewed to date.

If Verified hours are not approved, they have a light green ‘x’ under the Approved column while Non-Verified hours appear as blank.

approval