(New Version 2020) Pre-Placement Activities for Students

A. Career Interests

Students can specify their career interests by following these steps:

1. Click on the tab to Edit your Student Profile (left-panel) or click on beside the hour tracking icon under your student profile

2. Click on the tab called Career Interests (left-side of student profile)

3. You can scroll through the Career Interests page and click on items that interest you. These interests will appear at the top of the Career Interests section after you click on them.

4. If you have additional interests that are not listed, then you can type them into the Other Interests field and click enter.

5. Once you’ve added all your interests, click thebutton.

NOTE:

1. Teachers/Coordinators can run a report on student’s career interests by clicking on the Reports tab.

2. Once on the Reports page, scroll down until the Interests report is located.

3. Click the report, set up the filters, then select Generate Report.

A. Availability

Students can add the times that they are available and unavailable by following these steps:

1. Click on the tab to Edit your Student Profile.

2. Among the series of icons along the top, click on the Availabilityicon.

3. Select thein the top right corner.

4. Once on the Availability page, fill in the Date Range and specify whether you are available or unavailable during this time.

5. You can also click the Timeslots tab on the left to specify which times you’re available during the week.

6. Once finished, click the  button.

NOTE:

1. Teachers/Coordinators can run a report on student availability by clicking on the Reports tab.

2. Once on the Reports page, scroll down until the Availability report is located.

A. Employers

Students can add organizations following these steps:

1. Click on the Hours tab.

2. Selectin the top right corner.

3. Click the next to the Organization field or, search the Organization field (the employer may have already been added by a teacher/coordinator or previous student).

4. Fill in all the necessary fields for your employer.

5. Once you filled in the necessary information, click on  in the top right corner.

(New Version 2020) Disable/hide certain sections and fields

If there are specific fields or sections that you would like to disable or hide, then please follow the instructions below.

1. Click on the tab (left panel) with your school’s name

2. Select the tab on the left that says Access.

3.
This allows you to adjust whether you want users with Supervisor access to view students that are from other departments, schools, or under the supervision of another teacher/coordinator.

4.
This allows you to adjust whether users can view fields such as ‘date of birth’.

5.
Here you can adjust whether you would like to receive notifications regarding student scheduling.

(New Version 2020) Adjusting the progress bar

Q. How do Teachers/Coordinators update the progress bar for all of their students?

1. Click on the tab (left panel) with your school’s name

2. Select the tab on the left that says Progress Bar

3. Once on the Progress Bar page, you can adjust the minimum hours needed for different hours type such as Volunteer, Placement / Co-op, and Extracurricular hours, by typing in the desired number.

4. Once you’re finished adjusting the minimum hours, please select 

Q. How do I Use the Progress Bar?

1. Progress bars for individual students can be viewed in the Hours section of their student profile.

Students can adjust their individual progress bar settings by clicking the gear icon below their progress bar.

3. The progress bar displays the total number of hours a student has including their Rejected, Verified, Pending and Draft hours. There are 5 colours used for the progress bar:

Red = Number of Rejected Hours

Dark Grey = Number of Draft Hours

Orange = Number of Pending Hours

Green = Number of Verified Hours

Light Gray = Number of Hours that have yet to be completed

3. You can also adjust which type of hours are being shown on the Progress Bar by clicking the All Hour Type filter and choosing the desire hour type.

 

(New Version) How can I view when my student registered or logged in last?

There are four places teachers can see data on student registration.

1. Click the high school icon  on the left tool bar, select  the ‘Sign Up Codes’ icon, select the code you would like to review. This will display a list of all the students who signed up using the code which includes their registration date and time.

2. Click  icon to view students Last Login on the Student Dashboard.

3. Click  icon, then the student profile, select the information icon, Under the General tab you will see the sign up date
4. Teachers can select the  icon, Click the Registered Students Report to see the date the student registered on Hour Republic.

(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 / Employers 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

5. A verification message will appear as follows:
Thank you. The status of these hours has been updated. Have a great day!

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) Getting Started

1) First, Create a Class

FAQ: How do I create a new class?

2) Next, Create a Sign up Code

FAQ: How do I create a sign up code?

3) Students Register Accounts

FAQ: How do students sign-up?

4) Students Track Hours

FAQ: How do I add hours?

5) Teachers / Coordinators Monitor Student Progress

Teachers / Coordinators can do anything that a student does on the system.

NOTE: All of our new version FAQs are summarized here.

(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.

(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.