Tags are used to easily identify SHSM and OYAP students in Hour Republic.
How do I add a tag?
Option #1. The Tag section can be accessed under a student’s profile:
Simply check off the desired tag(s), and Save.
Option #2. Tags are automatically set when a new OYAP and/or SHSM form is created, or when an OYAP or SHSM form is modified and saved.
Option #3. If your IT department has indicated that a student is an OYAP or SHSM student (in the file that is shared with us), then tags are automatically set for a student.
NOTE: Option #2 and #3 are 'going forward' features. These tags will only appear for recently created forms or recently imported students because this feature did not exist previously.
Appearance of tags
(i) Tags appear at the top of a student’s profile:
(ii) Tags appear when selecting students to create a new form:
(iii) Tags appear for already created forms:
You may notice an Imported tag when you are selecting students to create new forms. This means that your IT department provided us with student data and this data was imported. If an Imported tag does not appear, then the student simply registered an account and was not imported.
NOTE: This is a 'going forward' feature. The Imported tag will only appear for recently imported students because this feature did not exist previously.
Teachers and students can choose the order of their form icons in the Forms section.
- Under Recent Forms, click the Re-order button. This will allow you to re-arrange the order of your forms (e.g. SCELP, WEA)
2. Use the Up or Down arrows to arrange the forms in the order you prefer them to be displayed.
3. Click Save to complete the process
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
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
– 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 (so that they can sign electronically that way).
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.
If you are having trouble locating a student when creating a form, then please read below for possible reasons.
A) The student is being filtered out
Remember to check your filters! This is one of the most common reasons a student cannot be located when creating forms. It’s possible that students are being filtered out by one or more of the following filters:
The most common culprit is the Semester filter.
- Students who were previously enrolled in co-op may still be associated with their previous semester.
- The student may be associated with a different semester in the file that your IT department shares with us.
- Our semester filter defaults to the current semester (i.e. around Feb 1st, the semester filter switches to Sem 2). There is a time period, close to semester change, where you may want to locate students for an upcoming semester. Students may be associated with the upcoming semester.
You can remove filters by clicking on them and setting them to All or by clicking on the x located inside the drop-down:
TIP: You can update a student's semester by going to their profile and updating their Semester field:
B) Student data has not been shared with us yet
If the student is still not showing up after the filters have been cleared, this means that they probably are not in our database.
If the student has just joined your co-op/ class, it can take up to 24 hours for their data to become available in our system. It depends on when the data is captured by your IT department and when it is subsequently shared with us.
If 24 hours have passed and the student is not accessible when creating a form, then we recommend reaching out to our customer service team at info[@]charityrepublic.com. Please share the full name of the student and their OEN.
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:
Export and print OYAP forms for multiple students
- 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
- 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.
Teachers can add comments and attachments to forms. These sections are located at the bottom of each form.
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:
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.
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 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.
Copying expectations from another employer
In the same section, click the Choose Employer Expectation button:
A Search box will appear. Search for the desired employer/position and select the relevant expectations. Click Done when expectations have been selected.
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.