Multiple Form Creation: Generating more than one form at the same time

If you would like to speed up form creation, then try out our multiple form generation feature. To get started, please follow these steps:

1. Click on the  tab

2. Select the green bar at the top of the screen to access the Multiple Form Generation feature.

3. Click on the desired form types to create multiple forms at once (e.g. click the WEA and OYAP icons for one student)

4. Scroll down to the Form Details section then enter in a student’s information

  • Student: The student’s name
  • Course: The student’s co-op course
  • Employer: This is the name of the company or placement
  • Contact: This is the supervisor’s name
  • Position: This is the position of the student at placement

5. Once you’ve filled in the information, click 

6. Multiple forms will now be created for that student and can be found under Recent Forms

Hour Republic Forms FAQs Guide

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

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 my cache in Chrome, Firefox and Microsoft Edge?
•    How do I create a blank Form?
•    How can I save or print one page of a form?
•    How do I add comments to forms, student profiles, and employer profiles?
•    Exporting and printing forms and learning plans?

Forms
•    Students: How do Students create forms in Hour Republic?
•    Teachers: How do Teachers create forms in Hour Republic?
•    How do I add e-signatures to forms & to my account settings?
•    Why am I unable to export my form?
•    How do I add expectations to learning plans?
•    How do I copy or re-use an existing form or learning plan?

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?

How do I create a Demo Student account?

If you would like to access Hour Republic from a student’s perspective, then you can simply register as a student.

A: Hour Tracking

Register for a student account by clicking here. You will gain access to your new student account automatically after registering.

B: Form Software Access

1.  In order to link this new student demo account to our Forms software, you will need to come up with a unique OEN/ID.

NOTE: We recommend something around 10+ numbers long so that there is no risk of using a student’s actual OEN/ID

2. Login to your teacher account and click on your   tab

NOTE: Normally, we import students into the form software. In this scenario, you will be adding a demo student to the form software manually.

3. Scroll down until you find the Advanced Filters and click on All Students

4. Click on 

5. Now fill in the demo student’s information, make sure that the OEN/ID field exactly matches the one you used to register the account. If they do not match, your demo student account will not be able to access Forms.

Note: For more details on how to set up a student profile in Forms, please see here

6. Select Save to save your changes.

Now your demo student has access to our Forms software. When you login as the student and click on the  tab, you will be able to create your own forms. Please see here for a guide on how students can create forms.

How do I create a blank Form?

You can create a blank form by following these steps:

1. Click the  tab

2. Select the form icon that you would like a blank copy of (e.g. WEA):

3. Create a form (see FAQ) by selecting any student and 

4. Under Recent Forms, click on the form that you just created to open up the form

5.  Before auto-filling the form, select the  button to produce a blank form

6. This will create a blank copy of the form that you can now download as a PDF and/or print by clicking the  icon in the top right corner

How do I find a Student’s Profile?

If you’re having trouble finding a student’s profile then please follow one of these two ways of accessing it:

Method 1:

1. Click on the  Tab

2. Select a form and type in the last name or first name of a student in the Student field

3. When the student’s name appears in the drop-down menu, select it.

4. Once you select the name, you should see a Profile icon pop up next to the Student field. Click it to go to the student’s profile.

Method 2:

1. Click on the  Tab

2. Scroll to the bottom of the page to find the Advanced Filters, click on All Students

3. You will be taken to the Students Tab. Type in the last name or first name of the student in the search bar.

4. Click on the desired student’s name, after a couple of seconds, the option to go to their Student Profile will appear under their name

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

How do I add e-signatures to forms & to my account settings?

WEA, OYAP and other forms now have an e-signature option!

Once a form has been created for a student (see FAQ), you will notice signature fields at the bottom of the form as follows:

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 form in order to export the signature to a PDF form. Print the PDF form or save the form electronically when you are ready!

 

My Signature

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

After you save a signature to your account settings, this signature can be added to any form by clicking the My Signature button.

 

1. Click on the signature line under your Account settings.

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

  • Add a signature using your finger (for touch screens) or a computer mouse, and enter your First name, Last name and Email address

 

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 account as follows:

6. Click Save to complete the process.

How do I clear my cache in Chrome, Firefox and Microsoft Edge?

To speed things up and conserve communications bandwidth, browsers (e.g. Chrome, Firefox) attempt to keep local copies of pages, images, and other content you’ve visited, so that it does not need to be downloaded again later. Occasionally this caching scheme goes awry (e.g. the browser insists on showing out-of-date content) making it necessary to bypass the cache and force your browser to re-download a web page’s complete, up-to-date content.

In Chrome

On your keyboard, press the Ctrl button and F5 key at the same time

or,

  1. On your computer, open Chrome.
  2. At the top right, click More More.
  3. Click More tools and then Clear browsing data.
  4. At the top, choose a time range. To delete everything, select All time.
  5. Next to “Cached images and files,” check the box.
  6. Click Clear data.
  7. Close Chrome completely (all tabs), and re-open Chrome again to notice the effects of clearing your cache.

NOTE: There is no need to check off the Cookies and Browsing History boxes when clearing our cache. That could remove saved content and passwords from your computer.

Reference: Google Account Help; Wikipedia

In Firefox

1. On your computer, open Firefox

2. Click on the  icon in the top right corner

3. Next, Select the Privacy & Security settings on the left side of the screen

4. Scroll down until you find the Cookies and Site Data then click on Clear Data

5. A menu will pop up with 2 options, make sure to uncheck the Cookies and Site Data option or else your saved login information will be deleted.

6. Select  then exit your settings, any changes you make are automatically saved

Reference: Support Mozilla

In Microsoft Edge

1. On your computer, open Microsoft Edge

2. Click on the  icon in the top right corner

3. Next, Select the Privacy, search, and services settings on the left side of the screen

4. Under Clear browsing data, select the  button

5. Set the Time Range to the desired setting

6. A pop-up menu will appear, uncheck Browsing history, Download history, and Cookies and other site data. Make sure Cached images and files is checked.

7. Click on the  button then exit your settings

Reference: Lifewire

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
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. SCELP)
#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 this step (Step #3)
- If your teacher has already entered your course, employer, etc. for previous forms (e.g. WEA), 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 appear (e.g. Form, Student, Employer, Position, Contact, Course).

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

NOTE for OYAP Forms:
If you are creating an OYAP form, you will need to check off the Registrant box at the top of the form in order to auto-fill it.

#6: When complete, click Save or Save and Export

The learning plan will export to PDF or HTML – we recommend that you export to PDF.  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

#1: Click on the Forms tab in Hour Republic 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).

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.

NOTE:

If you are creating an OYAP form, you will need to check off the Registrant box at the top of the form in order to auto-fill it.

#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