B. Teachers/Coordinators – Page 3

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 can I view when my student registered or logged in last?

There are four places teachers can see data on student registration.

1. Click the high school icon on the left tool bar, select the ‘Sign Up Codes’ icon, select the code you would like to review. This will display a list of all the students who signed up using the code which includes their registration date and time.

2. Click

icon to view students Last Login on the Student Dashboard.

3. Click

icon, then the student profile, select the

information icon, Under the General tab you will see the sign up date

4. Teachers can select the

icon, Click the Registered Students Report to see the date the student registered on Hour Republic.

How do I Assign an Organization/Employer to a Student?

Option I – Students Tab

Students normally pick or add new organizations / employers when they add hours for the first time. It’s normally easier that way and less work for teachers / coordinators. However, if you want to do the initial leg work, you can.

NOTE: Organizations / Employers added by students via the Hours section are automatically set to Pending. Teachers / Coordinators can update the status of organizations / employers to Active if they wish.

NOTE: Students do not have access to the Organizations / Employers section which houses the detailed database. However, students can search the database or add new organizations / employers (name of organization / employer, positions and contacts) via the Hour section.

1. Click on the Students tab (left panel).

2. Search and click on the desired student; this will automatically take you to their Hour page.

3. Click on in the top-right corner.

4. Type in the name of the organization / employer (e.g. Food Bank) to search the database. Or, next to the Organization field, you will see a icon. Click on it to assign and add a new organization / employer to the student.

5. Fill in all the necessary information regarding the organization / employer.

6. if you wish, continue to fill out the information for the hours such as Skills Learned and Description, then select one of several Save options.

Option II – Organizations / Employers Tab

You may want to pre-populate the student employers before students add hours for the first time. If so, follow the instructions below.

1. Click on the Organizations/Employers tab (left panel)

2. Click the in the top-right corner to create a new organization / employer. Or, click on an existing organization / employer to add or edit information.

3. Fill in all of the necessary information regarding the organization / employer. Key sections to complete and support the student, include:

Contacts (First Name, Last Name, Email)
Position (the job title of the student)

4. Once you finish creating the new organization / employer, click

5. Now go to the Students tab, and complete the steps in Option 1 above.

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.

Getting Started Guide for Hour Tracking

1) First, Create a Class

This is how you will organize your students every semester (your ‘bucket’ of students). All of your students will be attached to the Class you created.

FAQ: How do I create a new class?

2) Next, Create a Sign up Code

This code (ex. Quad1) will link students to your class. Students enter it when they register for their accounts.

FAQ: How do I create a sign up code?

3) Students Register Accounts

Once registered, students will show up in the section

FAQ: How do students sign-up?

4) Students Track Hours

Students can access our hour-tracking services by going to their section

FAQ: How do I add hours?

5) Teachers / Coordinators Monitor Student Progress

Teachers / Coordinators can do anything that a student does on the system.

NOTE: All of our new version FAQs are summarized here.

Navigating the Calendar

A. How do I set up an Event?

1. On the sidebar, click the Calendar tab.

2. Once you’re on the Calendar page, click on the symbol in the top right corner.

3. Create an event by filling in the necessary fields (required fields have an asterisk (*).

4. Once you fill in the necessary fields, you can choose to select the Class that has access to this event, invite specific students and write a short description.

5. Select the Recurring tab to decide if you would like this event to occur over a certain time interval and what days you would like it to occur.

6. Click Save.

A. How do I Invite Specific Students?

1. When you’re creating an Event, you have the option to invite specific students by clicking on the Students field.

2. Select the students you would like to invite by checking off the box next to their names.

3. If you have a specific group of students in mind, you can filter students by Status, Role, Semester, and Class.

4. Once you have chosen your students, click .

NOTE:

1. You can check off the box next to the Student column to select all members of your school or program.

A. How do I Edit Events?

1. In the calendar view, click on the event that you would like to edit.

2. Now you can edit information regarding the event such as the name, contact, start and end time, etc.

3. If you invited students to the event, you can check the status of their invite by clicking on this icon:

4. If the invite is still pending, you can choose to the invitation or you can manually accept the invite by selecting the student’s name

5. Once you select the student’s name, you can click the status field to edit their status.

6. You can also remove the student from the event by selecting .

6. Click Save to maintain any changes.

NOTE:

1. You can click on Today to go to the current date and click the left and right arrows to move between months

2. Selecting Day, Week, or Month will organize the Calendar accordingly.

A. How do I filter Events?

1. There are multiple ways you can filter events. When you’re on the Calendar page, you can find the filters at the top left of the page.

2. If you know the name of the event of interest, you can type it into the Search Bar.

3. You can filter events depending on if students are needed or if you’re invited to the event by selecting the filter to the right of the search bar.

4. You can also filter events by Class by selecting the filter to the left of .

5. Once you’re content with the filters, select to apply the filters.

TIP

For more details on calendar colour coding, please click here.

Colour Coding in the Schedule

Q. What do the Different Colours mean for Teachers/Coordinators?

Gray signifies that no students have been invited to participate in the event.

Dark Gray signifies that students have been invited to participate in the event, however, none have accepted the offer yet.

Orange signifies that the shift is partially filled. Some of the invited students have accepted to participate in the event.

Green signifies that all invited students have accepted to participate in the event.

Q. What do the Different Colours mean for Students?

Gray signifies an event has been scheduled.

Green signifies that the student has accepted to participate in the event.

How do I send a message to an individual, group, or a class?

How to Message a Class

1. To begin, select the icon in the top right corner

2. Select the icon in the top right corner

3. Next, choose who you would like to message using the Recipients drop down

4. A pop up box will appear with a list of individuals at your school, at the top will be a series of filters, set all the filters to All, except the Class filter, set it to your class

NOTE:

if you do not have a class set up, please see this FAQ
You can also combine filters, for example, you can set all filters to All, except the Status filter and Class filter, set Status to active and the Class filter to your class and send a message at all active members in your class.

5. Once your class pops up, click the check box next to the Student column to select all of your students

6. Click

7. Once the recipients have been chosen, fill out the subject, message, and if you would like, attach a file (Excel, image, PDF, etc.).

8. When you’re done, click

9. Your class will receive an email notification regarding the message you just sent

NOTE: Please request your class to check their spam/junk folder if they cannot find the email just in case they have spam filters set up

How to Message an Individual/Group

1. To begin, select the icon in the top right corner

2. Select the icon in the top right corner

3. Next, choose who you would like to message using the Recipients drop down

4. A pop up box will appear with a list of individuals at your school, type in the first name OR last name of an individual you would like to send a message to

NOTE: If the individual does not show up, make sure all the filters are set to All

5. Click the checkbox next to their name then click

6. Repeat Steps 4-5 until you have chosen everybody in the group

7. Once the recipient has been chosen, fill out the subject, message, and if you would like, attach a file (Excel, image, PDF, etc.).

8. Once you’re done, click

9. The group will receive an email notification regarding the message you just sent

NOTE: If the individuals in the group do not receive the email, please request they check their spam/junk folder just in case they have spam filters set up

How do I generate a report?

To begin, select Reports icon on the left tool bar

1. You can choose to generate reports for General Information, Demographics, Hours, Scheduling, Statistics, Organization/Employer, and Reflection/Journals

2. Select the report type you would like to generate

3. Use the search bar, date range and filters to customize the report and sort the data or leave it as default to generate all data

4. When you are ready, click the in the top right corner to generate the report

5. A separate tab will open up with a report, but you can also download the report by clicking to customize the report further

How to Generate an Hour Report

1. Select the tab

2. Scroll down to the Hours section and select a report, we recommend the Overalls Hour Report.

3. There will be a number of filters which you can adjust. If you are looking to run a report on your class, make sure you set the Class filter to your class, otherwise, the report will encompass your entire school.