Category: B. Teachers/Coordinators

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 teachers/coordinators customize the Achievements drop-down?

By default, Hour Republic comes with several achievement types including: Parent/Guardian 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 .

How do I Create a PDF Version of Reports?

You can create a PDF version of reports by following these steps:

1. Click on the  tab on the left sidebar.

2. Select the desired report. Once you apply all the filters, click .

3. You will be taken to a web version of the report, right-click anywhere on the page to open up a menu. Select the Print… option.

4. Once you click Print… a pop up menu will appear. Set the Destination to Save as PDF.

4. Select the  button at the bottom of the page.

5. Save the file to a location on your device.

Published and Public Positions/Opportunities

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 organization, then click on the Positions icon

3. Select an existing position (e.g. Food Bank Clerk)
At the bottom of the General tab for a position, you will see the Published and Public fields.

NOTE: If you’re looking to create a new position/opportunity, then please reference our FAQ here.

When both PUBLISHED and PUBLIC check boxes are not checked

By default, all positions are private (i.e. only visible to a teacher/coordinator) since neither the Published nor Public boxes are checked.

When both the Published and Public boxes are unchecked, the position/opportunity cannot be viewed by students under any circumstance. This is essentially a draft version of the position/opportunity and can only be accessed by teachers/coordinators.

NOTE: Publication Dates (i.e. when a position/opportunity is visible) do not work unless either the Published or Public boxes are checked (see below).

When only PUBLISHED is checked

When only the Published box is checked, only students from your school are able to view the position/opportunity on their Opportunities page. This is ideal if the position/opportunity is exclusive to your school.

If the Publication Date (i.e. when a position is visible) is expired or has yet to be published, this position/opportunity will no longer be available to the students at your school and will not show up on students’ Opportunities page.

When only PUBLIC is checked

When only the Public box is checked, the position/opportunity is viewable to anybody with a link to it. However, it is otherwise inaccessible to anybody except teachers/coordinators and will not show up on students’ Opportunities page. The link can be found under the position/opportunity’s title in the Preview and on the page advertising it.

NOTE: Publication Dates (i.e. when a position is visible) do not apply or work for this type of position/opportunity.

When both PUBLISHED and PUBLIC are checked

When both the Published and Public boxes are checked, the position/opportunity is accessible to everybody. The position/opportunity will show up on students’ Opportunities page. It will also have a shareable link that you can send to students inside and outside of the school.

NOTE: If the Publication Date (i.e. when a position is visible) is expired or has yet to be published, this position/opportunity will no longer be available to anybody without the web link. This means that it will not show up on students’ Opportunities page anymore.

TIPS

1. Public events can be shared on social media through Facebook, Instagram, and Twitter:

2. If you leave the Publication Date blank, the position/opportunity will be advertised indefinitely.

3. For more details on how to create a position/opportunity, please click here.

How do I Create a PDF Version of the Calendar?

You can create a PDF of your calendar by following these steps:

1. Click on the  tab on the left sidebar.

2. Right click anywhere on the calendar and a menu should pop up. Select the Print… option.

3. A pop-up menu will appear, set the Destination to Save as PDF.

4. Select the  button at the bottom of the page.

5. Save the file to a location on your device.

TIP:

You can change the format of the calendar by clicking on the  buttons to set it to a daily, weekly, or monthly calendar.

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.

 

 

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