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

 

 

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.

How do I add volunteer hours?

A: Click the Add Hours button add-hours

● Enter the organization’s contact information (organization the student volunteered for):
Name of Organization, Supervisor (Contact Name), Contact Email, Contact Phone

● Add in a Description of Community Involvement (e.g. This week I focused on organizing canned foods from the food drive)

● Select Skills Learned. If a skill is not listed, add your own skills! Just type it in.

● Enter the Start and Completion Date of the volunteer activity

● Add the Total Hours volunteered

● Check off and verify that this activity meets your school board’s guidelines and eligibility criteria for community involvement before submitting hours [NOTE: Click on the guidelines and eligibility criteria link to view the criteria].

Save or Submit volunteer hours
If a student selects Save, then they can continue editing the form and submit when ready. Students can edit and save forms as often as necessary (e.g. hourly, daily, weekly)

When a student selects Submit, the organization and parent will receive an email and will be asked to verify and comment on the hours and activities.  Once verified, the organization simply selects a Accept or Decline button in the message.

TIPS
  • Teachers can also Save and Approve hours on behalf of a student.
  • To find out if volunteer hours are eligible for community involvement hours, students can click the Guidelines  button on the  Volunteer Dashboard.

Dashboard Status Definitions

 

hours

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.

Declined: 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.

If my volunteer hours are verified, why does my progress bar show zero hours?

Volunteer Hours must be verified by your Parent/Guardian AND the Organization you volunteered for. Once those hours are verified, your guidance counselor will Approve them before they count towards your community involvement hours.

If guidance has approved the hours, you will see the completed hours in green on your progress bar as well as a green check mark beside the hours.

approved volunteer hours

Please contact your Guidance department if you do not see the check mark beside your verified hours.