Active vs Pending Organizations/Employers

Both teachers and students can add organizations/employers:

  • Teachers have access to the entire database of organizations and can modify existing organizations or add new organizations
  • Students can add organizations via the Hour section only

How do students locate organizations/employers that a teacher added?

When an organization/employer is added to the database by a teacher and status is set to Active, a student can locate this organization when they add hours. In the Hour section, students type the organization’s name into the Organization search bar and it will pop up.

Students can search Active employers only (see image below).

What is a Pending versus Active organization/employer?

When a teacher adds an organization, the organization’s status is automatically set to Active.

When a student adds an organization, the organization’s status is automatically set to Pending.

Students are not able to search organizations that are set to Pending unless they were the one that added it (i.e. they only see organizations that they added).

NOTE: For more details on how to add organizations/employers, click here

Teachers can change the status of an organization/employer to Active by following these steps:

Teachers may want to convert a Pending employer that a student added to an Active employer that other students can search and locate too.

1. Click the  tab

2. Set the Status filter to Pending to quickly locate all the Pending organizations

3. Search and click on the desired organization

4. Under the General tab, scroll down until you find the Status field and click on the drop down menu to set the status from Pending to Active

5. Select Save in the top right corner of the page to save your changes

If you don’t want students to add organizations/employers:

You may want students to only search and locate Active employers that a teacher has added. If so, here is how you can do that:

1. Click on the tab with your school’s name

2. Along the centre of the screen there should be a number of tabs such as General, Logo, Access.. etc. At the bottom of that list there is a Settings tab. Click on Settings

3.  Check off the box that reads Do not allow students to add employers/contacts/positions for Hours

TIP

If students are unable to locate an employer then please make sure that the student is only typing a few letters of the organization’s name. It is better to type in a few letters than the entire name of an employer just in case it is spelled differently.

If you type in “Tim”, then anything with “Tim” will come up. If you type in “Hor”, then all of the Tim Hortons stores will come up. But if you type in “Horton’s” into the search bar, our system will not recognize the apostrophe if the employer is not spelled that way (Horton vs Horton’s).

 

How do Students and Teachers/Coordinators Create an Achievement?

A. Student Version

1. Click on the Profile tab on the left side of the screen.

2. Next, select the  icon located at the center of the screen.

3. Click on the icon at the top right of the screen to add a new achievement.

4. Fill in all the necessary fields for the achievement. You can fill in additional fields such as the issuer and add an attachment by selecting the appropriate tab on the sidebar.

5. Once you have filled in all the information, click .

B. Teacher/Coordinator Version

1. Locate the sidebar on the left panel, then click on the Students tab.

2. Click on any student.

3. Next, select the  icon located at the center of the screen.

4. Click on the icon at the top right of the screen to add a new achievement.

5. Fill in all the necessary fields for the achievement. You can fill in additional fields such as the issuer and add an attachment by selecting the appropriate tab on the sidebar.

6. Once you have filled in all the information, click .

TIPS

1. You can delete unwanted achievements by clicking on them while on the Achievement page then selecting the  button.

2. Teachers/coordinators can add achievements in bulk. For more information regarding this feature, please click here

Exporting summary and weekly reports of hours

How do students print one hour log?

In the Hours section, students can export one entry of their hours by clicking at the right side of the desired hours. Select Export to create a PDF summary of hours and print.

 

How do students print a summary of all of their hours?

In the Hours section, students can export a summary report of their hours by clicking the Export iconbelow their progress bar.

 

 

Form e-Signatures – How do I add signatures to forms?

WEA & OYAP forms now have an e-signature option!

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

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 the form. Print the PDF form when you are ready!

 

My Signature

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

Going forward, this signature can be added to any form by clicking My Signature.

How do students add hours?

Students can start to add hours by selecting the  icon on the left toolbar

1. To begin, they will select the button in the top right corner of the page

2. Students have the option to Label their hours (e.g. Week 1)

3. Under Category, they can choose from Volunteer, Placement / Co-op, Extracurricular, Peer Tutor, Training and/or Faith-Based hours (options vary by school)

4. Next, they will need to search for an Organization/Employer. If the employer is not present, they can add a new one by clicking the icon

5. Please have the students fill out the Organization Name, Supervisor Name, Email, Phone Number, and their Position (e.g. Cashier)

6. Students can add a Description of what they did during their work hours

7. For the Type of Hours field, students can either add hours as a Block (e.g. weekly, monthly etc..)
OR Shift, where they can add the specific date and time (i.e. September 9th, 9:00am-5:00pm).

8. Once the student has added and reviewed their hours, they can either select button to save the hours as a draft, or submit to their Employer.

PLACEMENT HOURS

1. If a student selects Placement under the Category type, then the hours will automatically change the Hour Type to a weekly block

2. Under Skills Learned, students must add at least one new skill that they learned during their placement (e.g. Customer Service, Oral Communication)

3. The week will automatically begin on the Monday of the current week and each day will be listed for students to begin adding shifts

4. To add a new shift, they simply click the + symbol beside the days they worked

5. The hours will automatically be set to Placement (Unpaid), however, students can also track Placement (Paid), In-School/Integration, Pre-Placement and Dual Credit hours

6. If the student takes a Lunch/Break this will deduct minutes from the overall hours

7. Students should select the Absent or Late boxes to mark their attendance

8. Students can also add two shifts for one day by selecting the + symbol twice

9. Once the student has added and reviewed their hours, they can select either button to Save the hours as a draft, or Save and Submit to send to their Employer.

NOTE: What is the difference between , and ?
  • When clicking , the hours are submitted to the placement supervisor, and become “Pending” hours
  • When clicking  a teacher/coordinator is approving the hours, and the hours become “Verified” (only teachers/coordinators have access to this button)
Tips
  • When students select “Placement” for the first time from the drop-down menu while adding hours, Placement becomes their new default hour type.

How do students copy a log?

Students can create a copy of their hours by clicking  at the right side of the desired hours:

This will allow students to select Copy which creates an identical Draft of the hours.

If students have consistent hours each week (e.g. 9:00am to 12:00pm), then they  can add hours and save those hours as a template. They can leave the template in Draft status and copy that template each week.

 

How do I add a Volunteer Opportunity or Placement/Position?

What is a position?

For work placements, this is the position of the student at placement (e.g. Automotive Assistant).

For community service, these positions represent volunteer opportunities (e.g. Food Bank Sorter).

Access the Positions / Opportunities section

1. Click  on the left toolbar

2. Search and select the desired employer, then click on the Positions  icon

Create Positions / Opportunities

3. On the Positions page, click the icon to create a new position, or select  to generate a pre-existing position

4. Fill out the following fields to create a position

  • General
    – *Position Name (Required)
    – Type (Placement or Volunteer)
    – Date Range
    – *Contact person (Required)
    – Address
    – Description (i.e Tasks and Activities)
    – Publication Dates
    – Mark the opportunity Published to keep private, or Published for all students to view. If you would like to learn more about Published and Public positions/opportunities, please click here

NOTE:

To learn more about Published and Public positions/opportunities, please click here

  • Expectations
  • Goal & Benefits
  • Qualifications & Training
  • Scheduling (add the time commitment duration, and timeslots for the position)
  • Demographics (Age, Gender, etc..)
  • Required Skills
  • Developed Skills (Which skills are developed in this opportunity?)
  • Once all the skills are filled out, click  to see how students view the position/opportunity

How do students submit a Reflection/Journal?

Q: How Do I Submit a Reflection?

1. On the left toolbar, Click the  button

2. On the Reflection page, select  the  icon in the top right corner

3. Begin by selecting a topic from a list of Reflection topics available from your teacher/coordinator

4. Once you select a topic, the question and attachments added by your teacher/coordinator will appear

5. Use the Reflection/Journal box to answer the Reflection

6. Select to upload any documents, pictures or PDFs to your submission

7. Choose to Save and Approve or Save your response as draft.

e-Signature of Volunteer Hours

Students can obtain e-signatures for volunteer hours. Simply present your smart phone (or any device that has a touch screen), and your supervisor or parent can sign with their finger on the spot.

1. Add Hours button, volunteer hours (or, Edit for existing hours)

2. Complete volunteer hour and activity fields, and Save.

3. Select the Verify by Signature button near the bottom of a Draft or Pending log (select Edit link to view).
*Remember to check the box indicating that the hours are eligible and meet the school board’s community hour requirements

Verify by Signature button

4. Present the signature pad screen to your volunteer supervisor or parent.
They can sign off using their finger or a mouse (if it’s a touchscreen computer). Then, click Confirm.

Parent signature field

5. Volunteer hours will show as Verified Verified signature button

or Pending if you are still waiting for a signature Pending signature button

6. An email confirmation message will be shared with the person who verified the hours (volunteer supervisor or parent), indicating that they verified the hours on that day, with an image of their signature. They can edit the verification status if necessary.

NOTE: Students are still able to use the e-mail verification option if preferred [FAQ].

What is represented by the Approved check mark on the student’s dashboard?

When a student’s hours are Verified by an employer, a teacher has the ability to ‘Approve’ the hours. This feature is available for both the Placement and Volunteer dashboards.

The purpose of this to serve as an indicator to the student that they are on the right track. The check mark also allows teachers to keep track of which logs they have reviewed to date.

If Verified hours are not approved, they have a light green ‘x’ under the Approved column while Non-Verified hours appear as blank.

approval

How do I delete or cancel pending hours that have already been submitted for verification?

Pending hours can be cancelled and returned to a Draft state where they can be edited if necessary. Hours can also be deleted when they are in a Draft State.

Cancelling Pending Hours

Pending hours can be cancelled by completing the following steps:

  1. Click on the Volunteer tab at the top of the page to show your hours and their related status
  2. Locate the Pending hours you wish to cancel
  3. Next, click on the editlink
  4. Once you’re on the Update Volunteer Hours page, scroll down until you reach thecancel button
  5. Click on this button to change your Pending hours into Draft hours

Deleting Draft Hours

Draft hours can be deleted by completing the following steps:

  1. Click on the Volunteer tab at the top of the page to show your hours and their related status
  2. Locate the Draft hours you wish to delete
  3. Click on the editlink
  4. Once you’re on the Update Volunteer Hours page, scroll down until you see thedeletebutton
  5. Click on this button to delete your Draft hours