Author: Customer Support

CLASSES: Create a New Class / Add or Remove Students / Add a Date Range / Add a Sign Up Code

Classes are used by teachers to organize students into groups (e.g. Semester 1 co-op students).

The Signup Code is used to easily attach students to a Class. i.e. when students enter the provided Signup Code into their registration form, they automatically get added to the Class.

e.g. Class name: Semester 1, 2024-2025 [teacher name]
Signup Code: 2024sem1

Creating a Class

#1. To begin creating a new class, select your high school on the left tool bar 

#2. Click the Classes icon 

#3. Select the  in the top right corner to create a new class

#4. Enter a name for your Class, you choose! It’s your way of organizing students:
(e.g. Semester 1, 2024-2025 [teacher name])

#5. Add a date range to your class (e.g. from the first day of a semester to the last day of a semester).  The progress bar will reset to zero for returning students, simply hiding logs from previous semesters.

TIP: Students need to select the Class filter (e.g. Sem 2 2020-21) in the Hour section in order for the date range to take effect.
TIP: Beside Total Submissions in the Hour section, we indicate how many submissions are hidden when the Class filter is selected (e.g. 15 submissions hidden by filter).

#6. You will automatically be added as a teacher/coordinator table when you create a new class.

TIP: To remove a teacher from your class code, simply click the "-" symbol beside a teacher's name, and click 
TIP: To add another teacher/coordinator, click the symbol. Use the search bar, or filters to locate teachers/coordinators, then click the check box beside the teacher's/coordinator's name to add them to the class, then Done.

#7. Click  to create this new class

Signup Code

#8. This will cause the sign up code table to pop up and allow you to create sign up code for your class by clicking the  symbol.

NOTE: Providing this code to your class will automatically assign them to it when they register with the code.

#9.  Enter a sign up code (2024sem1) or select the  button to have one created for you:

TIP: Keep your sign up code simple to avoid students from making typos!

#10. To finish, click

Congratulations! Your class is ready to go😀

Adding / Removing a Student from a Class

Students are automatically added to your Class when they register with the Sign Up Code you provided.
NOTE: Students must register an account before they can be added to a Class.

#1. To begin, select your high school on the left tool bar to access the main administrator section

#2. Click the Classes icon 

#3. From the table, click on the class that you would like to add or remove a student from.

#4. To add a student, click the symbol in the second table (with the Student column).
Search the list, or use the search bar, or use the filters to locate student(s). Select a student by clicking the check box beside the student’s name, and Done.

TIP: To remove a student from the class, click the "-" remove icon beside the student's name.

#5. To finish, click 

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

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 tab in Hour Republic to create a new form

#2: Select a form(s)
Select one or more forms that you wish to create by clicking the checkbox beside the form (e.g. check off Learning Plan, WEA and OYAP)

#3: Click the Create Forms button in the top right corner

NOTE: If your teacher has already created a learning plan or form for you, then please skip this step (Step #4)

#4: Begin filling out or editing the form

NOTE: 
If you don't have a semester or teacher selected at the top of your form, then you can set it by clicking the Edit button next to appropriate field. 

 

#5: Some forms will have the option to Add Course Details and/or Add Employer Details.

Click the Add button to view and select from a list of all the Ministry of Education courses. Click the Add button again to add multiple courses.

#6: Add the Employer information

There are 2 ways to add an employer. You can either search for an existing employer or add a new employer. Before adding a new employer, please ensure that you have searched for your employer first, in order to avoid duplicates.

Add an Existing Employer
The search bar is smart. If you type in a few letters, it will find a match. Once you have selected an employer, select the Contact and Student Position (i.e. Cashier).
Adding a New Employer
If you are unable to find an employer via a search, click the Add Employer button to create a new employer. You can follow this FAQ to add a new employer.

#7: Fill out the remainder of the form.

#8: Once the form is complete, you can either
– Save, Finish or Export PDF
– Print
– Sign electronically
#9: Email a request(s) for e-signatures

Students can e-sign forms directly from their accounts, or via email.

Students only have access to their own signature field and to send an e-signature to their parents/guardians (so that they can sign electronically that way).
rECENT FORMS

All new forms that you or your teacher create for you will appear under Recent Forms (right-side of screen). Click on the plan or form you just created to Edit, Copy, Export or Delete.

How do students generate a Student Workplace Preferences form?

Below are instructions for students on how to generate the Student Workplace Preferences form.

 Register for an Hour Republic account

Login to your UGCloud portal and click on the VLE (Brightspace) icon. 

From here, click on the Hour Republic icon (bottom-right) and register as a student 
– The OEN field is not required (optional)
– Your teacher may provide you with a signup code. If so, add that code to the Signup Code field.

Please only register once. After registering, when you click on the Hour Republic icon in the future, it automatically logs you in.

Search for Placement Opportunities

Click on the Opportunities section  in the left panel.
Here, you can view placement opportunities by Organization, Position, Location, and Sector.

Click on a specific placement to review any details associated with the placement – this includes the placement description, qualifications and contact information.

Create a Student Workplace Preferences form

*Reminder to only create one Student Workplace Preferences form.

#1: Click on the Forms tab in Hour Republic

#2: Select the Student Workplace Preferences Form by clicking the checkbox on the left-hand side, under the Recent Forms heading


#3: Click the Create Forms button in the top-right corner

#4: Begin filling out or editing your form

NOTE: 
If you don't have a semester or teacher selected at the top of your form, then you can set it by clicking the Edit button next to appropriate field. 
Note: There are 5 employer options listed (see example below for “Employer 1”). Select your Top 5 employers by completing the following fields for each:
– Rank
– Employer (i.e. Company name)
– Position (i.e. Job Title)
– Sector


#5: Once the form is complete, click Save or Finish
– Click Cancel if you do not want to save your form or any revisions
– Click Export to view your form in PDF format.

– You can download or print your form after it is exported: 

EDIT YOUR FORM

All new Student Workplace Preferences form(s) that you or your teacher create will appear under Recent Forms on the right-side of your screen. Click on the form that you just created to Edit.

OYAP: How to Export / Print Forms, Letters, Certificates and Cards

Export and print OYAP forms for one student 

After creating an OYAP form for a student, click the Export button in the
top-right corner of the form. You can choose to export the following OYAP forms:

  • OYAP Participant Application Form, sections 1 & 2 (“Form PDF”) 
    The OYAP card appears on page 4 of this document.
  • OYAP Letter
  • OYAP Certificate 
    This OYAP certificate is meant to be printed on the Ministry's OYAP paper template that is used for certificates

Export and print OYAP forms for multiple students

  1.  In the main Form section, under Recent Forms, (i) select the OYAP Form under the Recent Forms section and then, (ii) select the student forms that you wish to export
  2. Click on the Export Forms icon. You can choose to export the Form PDF, OYAP Certificate or the OYAP Letter. Once exported, the forms are collated into one PDF document that teachers can download or print.

Comments & Attachments

Teachers can add comments and attachments to forms. These sections are located at the bottom of each form.

Attachments

Click to expand the Attachment section, and Choose File.

Select the file you wish to attach, and the file will automatically be attached to the bottom of your form, as follows:

Comments

Click to expand the Comment section. Add a comment and click Post.

By default, comments are “private’. If you want the student that is associated with the form to view your comment, then click the Public checkbox.

Each comment can be edited or deleted (by teachers only).

Indicators – Recent Form Section

In the Recent Forms section, each form shows comment, attachment and e-signature indicators as follows:

You can hover over each indicator. For example, if you hover over the attachment icon, it will show you how many attachments have been added to a particular form.

Overview of E-signature Features in Hour Republic

Below is a summary of e-signature features in Hour Republic

Who can e-sign documents?

Students, Parents/Guardians, Organizations/Employers and Teachers can e-sign forms (FAQ)

Do the names and email addresses of signees auto-populate?

Yes! For example, the organizations/employer’s First Name, Last Name and Email address auto-populate e-signatures (if that information has been added to the form or organizations/employer database in Hour Republic). The same is true for Students, Parents/Guardians and Teachers.

How do teachers know if an e-signature request has been sent?

An indication of when an e-signature request was sent is shown to teachers on a form (e.g. Email sent to info@charityrepublic.com on Nov 7, 2022 9:31am)

E-signature requests can also be re-sent as well (i.e. if a teacher needs to send out an e-signature reminder). You can re-send a request by clicking the Re-Send Email button or Copy e-signature link and send the link directly to the Organization/Employer or Parent/Guardian

Can teachers send a message with an e-signature request?

Teachers can add messages to their e-signature requests and these messages will appear in the email (i.e. an organization/employer will see the teacher’s message in the body of the email).

Can teachers save their e-signatures in Hour Republic?

Teachers can save their e-signatures and then easily append their e-signature to subsequent forms (FAQ).

How do students e-sign documents?

Students can e-sign forms directly from their accounts, or via email.

Students only have access to their own signature field and their parents/guardians (so that they can either email their parent/guardian or like paper, open up their screen at home and get their parents/guardians to sign electronically that way).

How do Organization/Employers and Parents/Guardians e-sign documents?

Our FAQ explains how Organizations/Employers and Parents/Guardians can e-sign documents.

Teachers can copy an e-signature link and share it with any signee (e.g. organization/employer, parent/guardian, student). In the signature section of a form, simply click on the Copy e-signature link and paste that link into any message. That will take an organization/employer, for instance, directly to a form that they can proceed to e-sign. This is a helpful alternative when organizations/employers have not received an e-signature request via email. Or, when you need someone else to sign off on a form (e.g. a supervisor who is covering for a colleague).

Can teachers send multiple e-signature requests at the same time?

Yes, you can send multiple e-signature requests (e.g. e-signature request sent to an organization/employer, parent/guardian and student at the same time) for a particular form. Just click the Email All option at the bottom of a form.

How do I send an e-signature request to more than one person & for more than one form at the same time?

Visit our mass e-signature requests FAQ here.

Does the e-signature export to a document PDF? How will the e-signature appear in a PDF?

Yes, the e-signature will export to any form PDF. Here is an example:

How do I know if an e-signature has been added to a form?

When viewing a form, all e-signatures will appear at the bottom of each form, as follows:

In the Recent Forms section, each form shows comment, attachment and e-signature indicators as follows:

If you hover over the e-signature progress bar, it will show you how many e-signatures have been added to a particular form.

Also, in the Report section, the WEA, OYAP and SCELP reports have columns which show if an e-signature has been added to a student’s form.