What to do when a student adds placement hours to the wrong dashboard?

We don’t have an easy mechanism for hours to be transferred over from the Volunteer Dashboard. We encourage students to copy the information over to the Placement Dashboard.

In order to prevent this issue from happening,  students can set their default dashboard to the Placement Dashboard via their Account Settings. Instructions on how to do this can be found here.

Teachers can also remove access to the Volunteer Dashboard so that it does not appear for students at all. To do so, a teacher must visit their Access page (Summary section) and click on the check mark under the Volunteer column. That turns the check mark into an ‘x’. Once complete, students will no longer be able to view the Volunteer Dashboard. This will prevent students from accidentally adding their Placement hours to the wrong dashboard.

Tips for Searching Employers

Before adding a new employer, please ensure that you have searched the employer database first.

The search bar (below the map) is smart. If you type in a few letters, it will find a match. 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.

For instance, we want to avoid this: “Community Living X County” spelled 3 different ways:

Community Living X County
Community Living- X
X County Association for Community Living

Other tips to consider:

Sometimes a company will have “and” in their name, or use “&” instead:
Tool & Mould, versus Tool and Mould

Sometimes a word is spelled incorrectly:
“Day care” versus “Daycare”

Sometimes there is an apostrophe, and sometimes not:
Gilligan’s Restaurant vs Gilligans Restaurant

Please keep this in mind when searching for employers and before adding a new one. We want to avoid adding duplicates to the system.

How do I view current and previous student weekly logs?

To locate specific student logs/placement hours, please complete the following steps:

  1. Go to the Placement dashboard
  2. Click on the name of the desired student
  3. Once you’re on the student profile, there will be a Semester option under Add Hours
  4. Click on the drop-down menu and select the appropriate option                                 semester
  5. Lastly, please click on unnamed to filter the logs/hours

Now only logs/hours from that term will appear on the student’s profile.

NOTE: We never delete logs/hours just in case they need to be accessed again.

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 I add comments to forms, student profiles, and employer profiles?

Comments can be added to the Employer, Students, Forms, and PPLPs sections of Hour Republic. See below to find out how to add comments to each section.

Employers:

Comments can be added to employer profiles by completing the following steps:

  1. Click on the Employers tab at the top of the screen to access your Employers page
  2. Search for the employer by using the search bar or scrolling down to find their name
  3. Select the employer to access their profile
  4. Click on the Comments tab
  5. Type out your comment in the Comment box
  6. Click Save Comment

Students:

Comments can be added to student profiles by completing the following steps:

  1. Click on the Students tab at the top of the screen to access your Students page
  2. Search for the student by using the search bar or scrolling down to find their name
  3. Select the student to access their profile
  4. Click on the Comments tab
  5. Type out your comment in the Comment box
  6. Click Save Comment

Forms

Comments can be added to forms by completing the following steps:

  1. Click on the Forms tab at the top of the screen
  2. Select the form you want to add a comment to
  3. Scroll to the bottom and you will see an Comments dropdown menu
  4. Click Comments to open the menu
  5. Type out your comment in the Comment box
  6. Click Save Comment

PPLPs

Comments can be added to PPLPs by completing the following steps:

  1. Click on the PPLPs tab at the top of the screen
  2. Select the PPLP you want to add a comment to
  3. Scroll to the bottom and you will see an Comments dropdown menu
  4. Click Comments to open the menu
  5. Type out your comment in the Comment box
  6. Click Save Comment

How do I add attachments to forms, student profiles, and employer profiles?

Any file in any format (e.g. PDF, JPEG, Excel, Word) can be added to the Employer, Students, Forms, and PPLPs sections of Hour Republic. See below to find out how to add attachments in each section.

Employers:

Attachments can be added to employer profiles by completing the following steps:

  1. Click on the Employers tab at the top of the screen to access your Employers page
  2. Search for the employer by using the search bar or scrolling down to find their name
  3. Select the employer to access their profile
  4. Click on the Attachments tab
  5. Click “Browse…” and select the file you want to upload
  6. (Optional) Add a description of the attachment
  7. Click Save Attachment

Students:

Attachments can be added to student profiles by completing the following steps:

  1. Click on the Students tab at the top of the screen to access your Students page
  2. Search for the student by using the search bar or scrolling down to find their name
  3. Select the student to access their profile
  4. Click on the Attachments tab
  5. Click “Browse…” and select the file you want to upload
  6. (Optional) Add a description of the attachment
  7. Click Save Attachment

Forms

Attachments (e.g. signed copies of the WEA) can be added to forms by completing the following steps:

  1. Click on the Forms tab at the top of the screen
  2. Select the form you want to add an attachment to
  3. Scroll to the bottom and you will see an Attachments dropdown menu
  4. Click Attachments to open the menu
  5. Click “Browse…” and select the file you want to upload
  6. (Optional) Add a description of the attachment
  7. Click Save Attachment

PPLPs

Attachments (e.g. signed copies of the WEA) can be added to PPLPs by completing the following steps:

  1. Click on the PPLPs tab at the top of the screen
  2. Select the PPLP you want to add an attachment to
  3. Scroll to the bottom and you will see an Attachments dropdown menu
  4. Click Attachments to open the menu
  5. Click “Browse…” and select the file you want to upload
  6. (Optional) Add a description of the attachment
  7. Click Save Attachment

Why can’t my student view my Reflection Topic?

The most probable reasons why your student can’t view the reflection topic are:

  1. The End Date for the topic has passed

Check the End Dates for your Reflection Topics to see if the date has passed. If so, then this is the problem and it can be solved by changing the End Date of the topic to a later date.

  1. The student is linked to a different school

To check if a student is linked to a different school, go to that student’s weekly logs and see if their logs appear. If you cannot view them then this is the issue. You can also check which school your student is linked to by viewing your student’s Settings (click here to see how to do so). This issue can be solved by having the student update their school in their Settings.

If neither of these reasons appear to be the cause of the problem, email us at info [@] charityrepublic.com and we’ll look into it for you.

3. The teacher has not set up their Active list of students via their Access page

As a teacher, ensure that you have linked your students to yourself via the Access page (Access > Placement section > select your name beside a student’s name)

How do I access a student’s settings?

Student settings contain information such as student name, OEN, school, and email. Teachers can view a student’s settings via the Access page, Placement Dashboard, and Volunteer Dashboard. All three methods show the same information; they represent different ways to access student settings.

To view a student’s settings via the Access page:

How do I access Student Settings

  1. Click on your name in the top right corner
  2. Select Access from the drop-down menu to visit your Access page (the page shown in the screenshot)
  3. On the student Summary page, all students are listed
    • Note: You can access student Settings from the other menus by following these steps too
  4. (Optional) Search for the name of the student you are interested in
  5. Click on the student’s name and you will be taken to their Settings page

To view a student’s settings via the Placement Dashboard, you:

  1. Search for and select the name of a student to view their placement profile
  2. Select “Student Settings” (outlined in green below) volunteer settings
  3. You will be redirected to the student’s Settings page which contains information about their placement dashboard
  4. To access other information in their settings such as Email or OEN, click on the Account button on the left side of the screen (shown below)

tabs

To view a student’s settings via the Volunteer Dashboard, you:

  1. Search for and select the name of a student to view their volunteer profile
  2. Select “Student Settings” (outlined in green below) volunteer settings
  3. You will be redirected to the student’s Settings page