(New Version 2020) 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
  4. Once you select a topic, the question and attachments added by your teacher 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

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 to do when a student adds placement hours to the wrong dashboard?

We don’t have an easy mechanism for hours to be transferred over from the Volunteer Dashboard. We encourage students to copy the information over to the Placement Dashboard.

In order to prevent this issue from happening,  students can set their default dashboard to the Placement Dashboard via their Account Settings. Instructions on how to do this can be found here.

Teachers can also remove access to the Volunteer Dashboard so that it does not appear for students at all. To do so, a teacher must visit their Access page (Summary section) and click on the check mark under the Volunteer column. That turns the check mark into an ‘x’. Once complete, students will no longer be able to view the Volunteer Dashboard. This will prevent students from accidentally adding their Placement hours to the wrong dashboard.

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

 

 

How do I add multiple placement employers?

Students can add multiple placement employers through their Settings.

  1. Hover over your name and select Settings
  2. Select the Placement tab (left-side in Settings)
  3. At the bottom of the list of your employers there is an Add Employer buttonadd employer
  4. Click the button and enter your employer’s information
  5. Click the Save button

When you are writing down your hours, you will be able to select the desired employer from the employer dropdown menu.

employer

 

How do I add a placement employer?

Students can add placement employer information through their Settings.

  1. Hover over your name and select Settings
  2. Select the Placement tab (left-side in Settings)
  3. Enter the following information:
    • Company Name
    • Supervisor Name
    • Supervisor Email
    • Supervisor Phone
  4. Click the Save button

TIP: Make sure that the email is entered correctly since your supervisor will verify hours via email. Also, remember to enter the Minimum Required Hours and current Semester on this page if you haven’t already.

For information on how to add multiple placement employers, visit this FAQ post.

How do I create preset logs?

Students who work the same days and times every week can create preset schedules that act as templates so they do not have to keep inputting the same information every time they submit hours.

  1. Go to Add Hours
  2. Enter the information you want included in each repeating schedule (eg. time, skills used, etc)
  3. Click the Save button  next to Preset Schedule

To access your preset schedule you:

  1. Go to add new Hours and select your preset schedule from the dropdown menu
  2. Input any additional information that is required for the Hours/Weekly Logs
  3. Click the Save and Approve or Save button when you are finished

How do Parents/Guardians verify volunteer hours?

Q. Are Parents/Guardians required to create an account to verify volunteer hours?

A. No, parents/guardians are not required to create an account.

Students have an account where they can add and submit their volunteer hours and parents/guardians will receive an email in which they can accept or decline a student’s hours as well as leave a comment.

Q. How do Parents/Guardians verify volunteer hours?

  1.  Once a student has filled out and submitted their volunteer form, Parents/Guardians will receive an email to verify the hours.HR Volunteer Hours
  2. Click the Approve or decline these volunteer hours button to finalize the verification
  3. A new window will open to review the student’s submission. Leave a comment, and choose to Approve or Decline the submission.approval

Why isn’t an organization receiving my email for the verification of hours?

If a contact or organization is not receiving hour logs, then please review the following possible reasons:

  • The contact’s email was entered incorrectly
    If the contact’s email has been inputted incorrectly (e.g. spelling errors), then the student’s submission will not go through. Please ensure that students are submitting their logs to the correct email address.

NOTE: You can confirm a contact’s email via (i) Student Settings (e.g. Placement or Parent tab); (ii) Downloading and reviewing the Employer Report (Placement) or Detailed Hours Report (Volunteer); (iii) Reviewing an individual hour and activity log (Volunteer).

  • Verification emails have not been received by a contact or organization    Emails may not be received by the contact or organization as a result of their inbox being full or their email server being down. To check if this is the case, email the organization directly. If they are experiencing issues with their email, please call the organization to let them know.
  • Verification emails have been sent to the spam or junk folders               Emails from “noreply@charityrepublic.com” may be directed to spam or junk folders depending on the email firewall in use by a contact or organization. Please ask the contact to check their Spam and/or Junk folders and to add “noreply@charityrepublic.com” to a Safe List. They can also search their Inbox, searching “Hour Republic”, to locate the email message.

If none of the above reasons applied, there are alternate ways to verify the hours:

  • Re-send the email to the Company or Contact                                               If the company has not verified the hours after a long period of time, please have the student edit their pending hours and click  hr_resend to resend the verification email to the company or contact.
  • Guidance can “Save and Approve” the Hours                                               If a student cannot contact their organization and their hours are not being verified, guidance can manually save and approve of a student’s hours without verification from the organization.

Draft Email to Employer

I understand that you are not receiving verification emails from Hour Republic.

Sometimes, emails from Hour Republic (noreply@charityrepublic.com) may be directed to your Spam or Junk folders depending on the email firewall in use by your organization. Please check your Spam and/or Junk folders to locate the message.

If you are still unable to locate the email message, then please search your Inbox,  searching for “Hour Republic”, to locate the message.

Finally, you can add “noreply@charityrepublic.com” to a Safe List. This can usually be done directly in your email account, or via your IT department.