Re-autofill

When you create a form for the first time, the form is automatically autofilled. If employer, student and school data have later been revised outside of a form (e.g. in the employer database) and you want to go back and update a previously created form (without having to manually type out that information), then use the Re-autofill button.

At the top of each form, you will notice 3-dots: 

Click on the 3-dots in the top-right and then click Re-autofill to proceed. This will autofill your form to include the new updates.

NOTE: As mentioned, when you create a form for the first time, the form is automatically autofilled. If you revised this original autofilled data and then click the Re-autofill button, the form will autofill those modified fields back to their original state. For example, we autofill the schedule in the WEA as "Monday to Friday". If you modified the schedule, then clicked Re-autofill, the schedule would be returned to the original state of "Monday to Friday".

Adding employer expectations

Adding new expectations to an employer’s profile

1. In the Organizations / Employers section, select an employer and click on the Position section under an employer’s profile.

2. Click on the listed position (e.g. Warehouse Sorter)

3. Select the Expectations section

4. Add Expectations, modify existing expectations or delete expectations

5. Click Save to save any updates.

Any new, existing or revised employer expectations will be accessible via a student’s learning plan.

Adding employer expectations to a learning plan

1. Click the Choose employer expectations button

2.  Select the Employer / Position section

3. Click to Choose an employer. Use this as a search field to locate an employer/position (e.g. type “Food” to locate Food Bank).

Note: Soon, this will only default to the employer already selected for the student. 

4. Once an employer (and related position) are selected, employer expectations will appear. Select the relevant expectations, and click Done.

These expectations will now appear in your learning plan.

Forms FAQ 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?

Forms
•    Teachers: How do Teachers create forms in Hour Republic?
•    Students: How do Students create forms in Hour Republic?
•   How do I add and send email signature requests?
•    Exporting and printing forms and learning plans
•    How do I add expectations to learning plans?
•    How do I copy or re-use an existing form or learning plan?

Employer/Organization
•   How do Employers and Parents/Guardians provide e-signatures?
•   How do I create employer specific expectations for the SCELP form?
•   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 add employer expectations?

 

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 Create Forms
[this is an option if you prefer to select your students first]

or

Click on 1 form or several types of forms that you wish to create (e.g. check off Learning Plan, WEA and OYAP)
[this is an option if you prefer to select your forms first]

#3: Click the Create Forms button in the top right corner (if you haven’t already)

#4: Select one or all of the students that you would like to create a form(s) for, then click Next.

TIP: You can create multiple forms for multiple students at the same time.

#5: Begin filling out or editing the form for your student(s)
We autofill your form with student data that was imported (shared by your school board's IT department)

 

#6: Each form 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 for a student.

#7: 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.

#8: Fill out the remainder of the form.

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

Existing and Copying Forms

From the main forms tab (Recent Forms), you can view all recent forms. When you check off the box beside a form, you have the option to Edit, Copy, Export or Delete the form.

If you click the Copy option, a new student page will pop-up. Select a student(s) that you would like to copy the form(s) to. This will copy over the all of the form details from one student to another. Now, you can open up the copied forms and edit them as needed.

How do I add expectations to learning plans?

Select the student learning plan and scroll to the bottom of the learning plan.

1. Click the Choose Expectations button  (under Course Expectations or Employer Expectations groups at the bottom of your plan)

2. From the pop-up menu, select the relevant tab (e.g. Curriculum) and “Choose” from the drop-down:

(i) Course Expectations
– All Curriculum
– Overall Course Favourites

(ii) Employer Expectations
– Occupations (NOC)
– Trades

3. Select the relevant expectation(s) by clicking on the expectation (e.g. A1.2 in the screenshot below)

When you click on an expectation, it will be included in the learning plan and a check mark will appear under the Selected column to indicate this (outlined in green above).

Once you are done selecting expectations, click the Done button and you will see the expectation included.

4. Save the learning plan or Save and Export

RELATED QUESTIONS

What if my expectation is not listed?

(i) You can insert your own expectation by clicking

 

 

How do I copy or re-use an existing form or learning plan?

Copying forms or learning plans allows you to use pre-existing forms rather than creating each form or learning plan from scratch.

We recommend starting with one student and using that student as the model student for OYAP and WEA forms for instance (e.g. for the WEA, copying fields like insurance coverage, placement dates, and schedule from one student to another). For learning plans, the copy feature allows you to copy learning goals, course expectations, employer expectations, etc. from one student to another.

*You can use the copy feature even if a student has a completely different employer and/or course.

#1: Click on the Forms tab in Hour Republic

#2: Click a form that you would like to use then click the Copy button

#3: A separate page will pop-up and allow you to select all the students you would like to copy the form for

#4: Click Copy Forms

NOTES:
  • The form will auto-fill with relevant student information and all other field will copy over (e.g. Placement Start and End Dates).
  • 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 sections one (Participant) and two (Registrant) of the form.

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 forms for one student
(e.g. one WEA, one SCELP)

There are several options to export individual 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, select all or a specific form and type the students name in the search bar. Select one or all the recent forms you want, then click Export Forms

Export and print the same form (e.g. WEA) for multiple students

  1.  In the main Form section, under Recent Forms, select all or a specific form and select all the students you want included, then click Export Forms

How do Employers and Parents/Guardians provide e-signatures?

Teachers can send Employers, Parent/Guardians and Students email requests to sign forms and plans electronically.

  1. An email will be sent to the party to sign and will include the student’s name and the name of the form/plan
  2. The party will click the Review and Sign button from the email
  3. A separate tab will open where the party can review the form details, sign and include their First Name, Last Name, Email. They will agree to the terms and are notified that their electronic signature shall have the same force and effect as a written signature
  4. Once the form has been signed, it will refresh and the party has the option to download or print the copy with their signature

 

How do I add and send email signature requests?

All forms now have an e-signature option! Once a form has been created for a student, you will notice signature fields at the bottom of the form as follows:

1. Click on the ‘Tap or click to sign’ 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
Once a signature is confirmed, the signature will appear on the web form as follows:

4. 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 Insert My Signature button. Teachers can save their signatures to make signing forms quicker.

1. Click the Save as my signature button to save your signature for future forms

Email Requests for E-Signatures

Teachers can send Employers, Parent/Guardians and Students email requests to sign forms and plans electronically.

  1. Click on the  tab
  2. Complete a form/plan and scroll to the bottom
  3. Click the +Email link
  4. Input the email address and click ‘Save & Send’ then confirm submission details

How do I add contacts to an Organization/Employer?

1. To add a new contact to an Organization/Employer, click the  button on the left toolbar

2. Click on the desired Organization/Employer’s name such as Canadian Tire, Best Buy, etc.

3. Select the Contacts button in the left toolbar under the icon

4. Click the button to add new supervisors to an Organization/Employer

5. A drop down will appear and you can begin to fill out all of the contact information

6. Once you have filled out the fields, click to finish creating the contact