A Student is Missing from my Class (Hour Tracking)

If you are having trouble locating a student, then below are some possible reasons:

A) The student has not registered an account to track hours

You can check if a student has registered by following these steps:

1. Click on the  tab
2. Set all the filters to All
3. Type in the first or last name of the student that is missing in the Search bar
4. If the student does not appear, then that means that the student has not registered an account yet.
5. Reach out to the student and send them the Signup Code for your class so that they can register. If they are having trouble registering, then please share this guide.

B) Your student has not been added to your Class

1. Click on the tab with your school’s name
2. Select the Classes tab
3. Click on your Class name
4. Scroll down to the Student table and click the icon found at the right corner of the table
5. Once you click on this, a pop up menu will open. Type the first name or last name of the desired student into the search bar then make sure to click Enter.
6. If their name appears, check the box next to their name then click 
NOTE: If the student’s name does not appear, then make sure the Status filter is set to All Statuses
7. Once you have added the student, make sure to click  to save any changes

C) Your student’s status is set to inactive

1. Click on the  tab

2. Set the Status filter to All Statuses

3. Type the name of the desired student into the search bar

4. If the student’s name pops up, click on it and this will take you to their hour dashboard

5. Once you are on their dashboard, click theicon found around the centre of the screen. This will take you to the student’s General tab

6. Scroll down until you find the Status field and set it to Active

7. Make sure to click  to save any changes

D) Your student is linked to the wrong school

If you your student is linked to the incorrect school, then please email us at info@charityrepublic.com. Within your email please include:

1. The student’s name

2. The school you would like us to transfer the student to

How do teachers/coordinators customize the Achievements drop-down?

By default, Hour Republic comes with several achievement types including: Parent Consent Forms, Background Checks, WHMIS, and WEA Forms. However, if you would like to add more achievement types, there are 2 ways that teachers/coordinators can do this:

Method A

1. Locate the sidebar on the left panel, then click on the tab with your school’s name (this is the Admin section).

2. Select the tab on the left that says Achievements.

3. Once you’re in the Achievements section, click on the  button.

4. Type in the desired achievement in the Achievement field (e.g. WHMIS).

5. Once you’ve typed it in, click .

Method B

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. Select thein the top right corner.

5. Click on the text that says . This will take you to the Achievements page.

6. click on the  button.

7. Type in the desired achievement in the Achievement field.

8. Once you’ve typed it in, click .

TIPS

1. If there is an achievement you’d like to remove, select the  button next to it.

2. For more information on how teachers/coordinators and students can create achievements, please click here

Student Types

Student types let you indicate whether a student is in a Co-op, SHSM, or Dual Credit program and can be useful when running reports. Follow this guide to learn how you can create and set student types.

Q. How do teachers/coordinators create new Student Types to be added to the drop-down?

Method A:

1. Locate the sidebar on the left panel, then click on the tab with your school’s name.

2. Select the tab on the left that says Student Type.

3. Once you’re on the Student Type page, click on the  button.

4. Type in the desired Student Type in the Student Type field.

5. Once you’ve typed it in, click .

Method B:

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

2. Click on any student’s name.

3. Once you’re on the student’s profile, click on the  icon.

4. Select the tab on the left that says Demographics.

5. Click on the text that says . This will take you to the Student Type page.

6. Select on the  button.

7. Type in the desired student type in the Student Type field.

8. Once you’ve typed it in, click .

TIP

If there is a student type you’d like to remove, select the  button next to it.

Q. How do I Change Student Types?

1. Go to the desired student’s profile.

2. Select the tab on the left that says Demographics.

3. Select the drop-down menu for the  field.

4. Choose the appropriate student type.

5. Once you’re finished, click .

Disable/Enable sections and fields

If there are specific fields or sections that you would like to disable or hide, then please follow the instructions below.

1. Click on the tab (left panel) with your school’s name

2. Select the tab on the left that says Access.

3.
This allows you to adjust whether you want users with Supervisor access to view students that are from other departments, schools, or under the supervision of another teacher/coordinator.

4.
This allows you to adjust whether users can view fields such as ‘date of birth’.

5.
Here you can adjust whether you would like to receive notifications regarding student scheduling.

Adjusting the progress bar

Q. How do Teachers/Coordinators update the progress bar for an individual student?

1. Click on the  tab

2. Locate and click on the student that you would like to adjust progress bar hours for – this will take you directly to the student’s Hour section.

3. Click on the gear  icon under the progress bar (right-side of the page)

4. Now you can adjust the progress bar hours for each Hour Type such as Placement/Co-op and Volunteer hours

5. Click  to save any changes

NOTE:

  • Any changes made to an individual student’s minimum hours will differ from the default minimum hours set for the school.
  • Students can also update their progress bar by following the same steps.

Q. How do Teachers/Coordinators update the progress bar settings for their school?

You can set the progress bar hours for your school. This gets triggered for new student registrations but does not overwrite the progress bar settings for students who have already registered.

1. Click on the tab (left panel) with your school’s name

2. Select the tab on the left that says Progress Bar

3. Once on the Progress Bar page, you can adjust the minimum hours needed for different hour types such as Volunteer, Placement / Co-op, and Extracurricular hours, by typing in the desired number.

 

4. Once you’re finished adjusting the minimum hours, click 

Q. How do I Use the Progress Bar?

1. Progress bars for individual students can be viewed in the Hours section of the student profile.

Students can adjust their individual progress bar settings by clicking the gear icon below their progress bar.

2. The progress bar displays the total number of hours a student has including their Rejected, Verified, Pending and Draft hours. There are 5 colours used for the progress bar:

Red = Number of Rejected Hours

Dark Grey = Number of Draft Hours

Orange = Number of Pending Hours

Green = Number of Verified Hours

Light Gray = Number of Hours that have yet to be completed

 

How do I add Bulk Achievements?

Bulk Achievements are a fast and easy way to designate achievements (e.g. Safety Training, First Aid) to large groups of students. If you would like to learn how to do this, then please follow the following steps:

1. Locate the sidebar to the left panel, then click on the tab with your school’s name.

2. There are a series of icons at the top of this section, and at the far-right, you will find the Bulk Achievements icon. Click on the icon: .

4. Create a new bulk achievement by clicking onin the top-right corner.

5. This will take you to the General tab where you fill out information such as the Type, Completion Date, and a short Description of the achievement.

6. Indicate which students received the achievement by clicking the Students field at the bottom.

7. Check the box next to the name of students who received the achievement.

8. Once you’re finished selecting the students, click  at the bottom-right corner of the menu.

9. If you know who issued the achievement, click the Issuer tab (left-side). You can fill in information regarding the the Name and Contact Information of the issuer.

10. Have an image file or document to go along with the achievement? Click on the Attachment tab then select  to upload your file.

11. Once you’re finished setting up the bulk achievement, click in the top right corner.

NOTE:

If a group of students received an achievement and it’s already listed on the Bulk Achievement page, you can click on the desired achievement, check off the names of the new students then click . This keeps the Bulk Achievement page organized and free of duplicate achievements.

How do I add new resources?

Teachers/Coordinators can add resources (e.g. background information, program requirements, etc.) that will appear for each student.

1. To add a resource, select your high school on the left tool bar 

2. Click this icon  to access Resources

3. Select the  to add a new resource

4. Add a photo, PDF or document (e.g. .doc) as an attachment or link to video or website

5. Add a label (e.g. Student Training Video, Safetly Checklist, etc.)

6. Choose to add a Description of what the file is, or instructions for the student

7. To finish, Click Save

How do I create a new Signup Code for my class?

First, create a Class if you haven’t already.

Next, create a class-wide Signup Code for your students before they register accounts. When students enter this code during registration, they automatically get added to your Class.

To begin, select your high school on the left tool bar 

1. Click this icon  to access Signup Codes

2. Select the  symbol to create a new signup code

3. Either create your own random code (e.g. Winter2020) or click the Randomize button to create a random code
NOTE: The codes must be at least 5 characters.

4. Under the Student Settings section, you have the option to add the Year Started (year student started Grade 9, or year student started College/University), the semester associated, and/or select the Type of Student (Co-op, Dual Credit, SHSM, or Volunteer).

NOTE: You can select multiple types of students

5. Select a Class to attach to your new Signup Code.
Note: You can also add multiple classes under one code. Click here to learn how to create a new class.

6. Click Save to finish adding the new code
NOTE: Once saved,  you can view which students are associated with the sign up code by scrolling to the bottom of the page

TIPS
  • Remember to create a Class first! When students register with this sign up code, they automatically get assigned to your Class.
  • You only need to create one sign-up code per class, and multiple students can sign-up using one code.
  • You do not need to create a Signup Code if you are a guidance counselor

CLASSES: Create a New Class / Add or Remove Students / Add a Date Range

Creating a Class

#1. To begin creating a new class, select your high school on the left tool bar 

#2. Click this icon to access the Classes section

#3. Select the  to create a new class

#4. Enter a name for your Class, you choose! It’s your way of organizing students.
(e.g. Sem 2 2019-20, or Sem 2 Winter 2020 (afternoon class))

#5. You will automatically be added as a teacher/coordinator table when you create a new class.

  • To remove a teacher from your class code, simply click the “-” symbol beside a teacher’s name, and Save.
  • To add another teacher/coordinator, click the symbol. Use the search bar, or filters to locate teachers/coordinators, then click the check box beside the teacher’s/coordinator’s name to add them to the class, then Done.

#6. To finish, click Save to create this new class

NOTE: Once students sign up, they are automatically added to the class you attached via your sign up code.

Adding a Date Range to Classes

Teachers can add date ranges to Classes (e.g. from the first day of a semester to the last day of a semester). If a date range is set:

  • The progress bar and hour logs will appear for this timeframe only.
  • The progress bar will reset to zero for returning students, simply hiding logs from previous semesters.
TIP: Students need to select the Class filter (e.g. Sem 2 2020-21) in the Hour section in order for the date range to take effect.
TIP: Beside Total Submissions in the Hour section, we indicate how many submissions are hidden when the Class filter is selected (e.g. 15 submissions hidden by filter).

Adding / Removing a Student from a Class

Students are automatically added to your Class when they register with the Sign Up Code you provided.
NOTE: Students must register an account before they can be added to a Class.

#1. To begin, select your high school on the left tool bar to access the main administrator section

#2. Click the Classes icon 

#3. From the table, click on the class that you would like to add or remove a student from

#4. To add a student, click the symbol in the second table (with the Student column)
Search the list, or use the search bar, or use the filters to locate student(s). Select a student by clicking the check box beside the student’s name, and Done.

NOTE: To remove a student from the class, click the “-” remove icon beside the student’s name. 

#5. To finish, click Save.