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

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].

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

 

 

Dashboard Status Definitions

Draft: A student has saved the information but has not submitted the log for verification.

Pending: Student has emailed their log (to an employer for their placement; to a parent/guardian and organization) but it has not been verified  yet. Note, students can re-send the form as a reminder to verify hours. They can also Cancel a form to turn it back into a Draft form to re-submit for verification.

Rejected: Student hours were declined.
Possible reasons: the information submitted by the student was not accurate; there was not enough detail; and/or, the student forgot to mention a task or project.

Verified: Student hours were verified via email.