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?
•    E-Signature Features
•    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?
•    How do employers and parents/guardians provide e-signatures?

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?

 

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, Employers and Teachers can e-sign forms (FAQ)

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

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

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 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 teachers know when an e-signature request was sent?

The date and time a form was e-signed, will appear for each e-signature.

How do students e-sign documents?

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

How do Employers and Parents e-sign documents?

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

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 employer, parent and student at the same time) for a particular form. Just click the Email All option at the bottom of a form.

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:

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.

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

Document e-signatures: How do employers and parents/guardians provide e-signatures?

Teachers can send Employers, Parent/Guardians and Students (the “signee”) email requests to sign documents electronically.

You can send a request by following the steps in this FAQ.

1. An email will be sent, requesting an e-signature. The message will include the student’s name and the name of the document.

2. The signee will click the Review & Sign button in the email message.

3. A separate tab will open where the signee can review the entire form, e-sign and include their First Name, Last Name, and Email address. The signee will also agree to the terms for e-signatures.

4. Once the form has been signed, the signee has the option to either download  a PDF version of the form or print  a copy of the form.

TIP: The signee can return to Review a form several times. Each time, if any new updates have been made to the form (e.g. by a teacher), those changes will appear. The signee can download or print the form multiple times.

 

How do I add and send e-signature requests?

Most forms have an e-signature option in Hour Republic. Once a form has been created, 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 an Insert My Signature checkbox. Teachers can save their signatures to make signing forms quicker

1. Check off the Save as my signature box to save your signature for future forms

2. Now, when you sign a form, you can click the  button to instantly sign.

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. The Employers, Parent/Guardians and Students emails are auto filled
  4. Click the Send Email button
  5. Confirm the email addressm and add an optional message before clicking Send.
  6. You will be prompted to confirm submission details before sending the email request

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