Students Section – Hour Republic FAQs

How Does Guidance Approve Volunteer Hours?

If you would like to quickly locate your students’ unapproved hours, then please follow these steps:

Locate the sidebar on the left panel, then click on the Students tab.
Set the filters to the following:
Category > Volunteer
Status > Verified
All Hours > Unapproved
Select a student that needs hours approved
Review the students Verified hours and Select Save and Approve
Guidance counselors can also click the check mark under the Approve/Reviewed column to approve hours
Once the check mark has turned yellow, the hours have been approved

How do Teachers/Coordinators Create an Achievement?

Teachers/Coordinators can create an achievement by following these steps:

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. Click on the icon at the top right of the screen to add a new achievement.

5. Fill in all the necessary fields for the achievement. You can fill in additional fields such as the issuer and add an attachment by selecting the appropriate tab on the sidebar.

6. Once you have filled in all the information, click .

TIPS

1. You can delete unwanted achievements by clicking on them while on the Achievement page then selecting the button.

2. Teachers/coordinators can add achievements in bulk. For more information regarding this feature, please click here

Why can’t I see students in my Students section?

Possible Reasons:

(i) The type of filters being selected in the Students section.

(ii) Student(s) registered for the wrong school.

(iii) A Signup code was not set up for the Class.

(iv) Student(s) did not enter the correct Signup Code during registration.

(v) Students have not yet registered.

Method 1 – Set Students Section Filters to All

The most common reason for not seeing students –> the wrong filters being selected in the Students section.

If you are unable to locate your students, click on the tab and:

(i) Please ensure that your filters are set to the “All” default for all filters

(ii) If you are using the Classes section, then select your Class from the drop-down

Most filters should be set to All except the Class filter (see filter underlined in green). This filter should be set to your current class so that you will only see your students.

TIP:

The most common filter behind this issue is the Semester filter. Only students who register using a sign-up code with a specified semester will automatically be set to a semester.

If a student did not register using a sign-up code, then their semester filter will be left blank and they will be filtered out if the Semester filter is not set to All Semester

Method 2 – Check your Class

If the students continue to not show up, it is possible that they are not linked to your class. Set your Class filter to All Classes

If they show up, then that means the students are not linked to your class. There are a couple of reasons why this could happen:

(i) The students did not enter or misspelled the sign-up code when registering

(ii) There is no sign-up code associated with the class

(iii) The student did not register for the correct school

NOTE: If you have any questions about setting up and/or reviewing your sign-up code, please see this FAQ

In order to link the students to your class, please follow these steps:

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. Repeat this process until all of your students have been added

8. Click

to save any changes

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

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.

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.

Hour Status Definitions

Draft
A student has saved (Save button) the information but has not submitted (Save and Submit button) the log for verification.

Pending
A student has submitted (Save and Submit button) their log (to an employer for their placement; to a parent/guardian and organization) but it has not been verified or declined yet.

NOTE: Students and teachers/coordinators can re-send the hour log as a reminder to verify hours by clicking the Save and Submit button again. Teachers/coordinators can also Decline a log to turn it back into a Draft log to re-submit for verification.

Declined
Student hours were declined by the placement supervisor or by a teacher/coordinator. 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 by placement supervisor or by their teacher/coordinator (Save and Approve button).

Student Profiles

To begin managing students, click the tab in the left toolbar

STUDENT LIST

1. Once students sign up, you will be able to view all your students on your dashboard. Teachers/coordinators are able to use the search bar and filters to sort how they see students

2. You can filter students by:

– Status (Active, Inactive, Pending)
– Semester
– Hour type (Extracurricular, Peer Tutor, Placement, Volunteer)
– Hour Status (Draft, Pending, Verified, Rejected)
– Classes (i.e. AM/PM classes, or streams)

3. Click any of the headers to sort the order of students (i.e. A-Z or Last Login)

4. Use the on the right side of the student row to email a student directly, or send them a password reset

STUDENT HOURS

1. Click anywhere along the student row to go to a specific student’s profile

2. On the student dashboard, teachers/coordinators are able to manage students individually

3. On the main dashboard, you can view the student’s progress bar, add hours for them, view their weekly logs and use the icons to manage the student’s profile.

STUDENT PROFILE

1. Click the icon to manage a student profile

2. Under the General tab teachers/coordinators and students can edit/input basic information including:
– Name, Preferred Name, ID/OEN, School Board/Institution, School/Program, Parent/Guardian’s Email, Year Started, Email, Status, Semester, Sign Up Date, End Date, Associated Course, Username, Login Code

3. Click Profile Picture to upload a photo

4. Under the Demographics tab indicate the Student Type (i.e. Co-op, SHSM, Placement), Gender, DOB, Age Group, Keywords

5. Add Employers

6. Add Emergency Contact

7. Add Contacts

8. Add Addresses

9. Add Volunteer Interests

10. Add Career Interests

11. Add Classes

12. Add Settings (here is where you can set up the total number of hours for each progress bar)

Tip

Scroll down to the bottom of the General tab to see the username and email linked to the student’s account

ORGANIZATIONS/COMPANY

1. Click the icon to manage student’s Employer/Company

2. To attach an Employer/Company to a student click thein the top right corner

3. Once you have chosen a Client from the drop-down, you can add the Start and End Date, Notes and Save.

TIP:

You must add Organizations/Employers first before assigning them to students. Click here for instructions.

AVAILABILITY

1. Click the icon to manage a student’s Availability

2. Click thein the top right corner to begin

3. Under the General tab, add the Date Range of the student’s availability, mark whether the student is available during that date range, and add a description

4. Under the Time Slots tab, a teacher/coordinator or student can mark which days and times the student is available then save

NOTES

Click the icon to add or manage Notes for a student
Select the in the top right corner to begin
Add a subject line, check off the Public box if you would like the student to also see the comment, add a note and click Save

ATTACHMENTS

1. Click the icon to add attachments to a student’s profile

2. Select the in the top right corner to begin

3. Upload the image or document you would like to attach and add a description (optional)

4. Click Save

REFLECTION/JOURNAL TOPICS

1. Click the icon to add a Reflection

2. Select the in the top right corner to begin

3. Pick a Topic and a question and any attachments relating to the topic will appear

4. Fill in the Reflection/Journal Field

5. Once finished, Save or Save and Submit the Reflection

For more details on how to add a Reflection, Click here

ACHIEVEMENTS

1. Click the icon to add an Achievement such as First Aid Training

2. Select the in the top right corner to begin

3. Under the General tab, select the Achievement Type from the drop-down [or teachers can create their own by clicking ]. Next, fill in the name of the achievement (e.g. Safety Training Workshop) or use the default selected, the completion date, expiry date, and/or a description of the achievement.

4. Next, fill in the information on the Issuer’s name, email, and phone

5. Lastly, add attachments relevant to the achievement

6. Once finished, click Save.

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/guardian can sign with their finger on the spot.

1. (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

4. Present the signature pad screen to your volunteer supervisor or parent/guardian.
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

or Pending if you are still waiting for a signature

6. An email confirmation message will be shared with the person who verified the hours (volunteer supervisor or parent/guardian), 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].