Hour Republic FAQs

How do students generate a Student Workplace Preferences form?

Below are instructions for students on how to generate the Student Workplace Preferences form.

Register for an Hour Republic account

From here, click on the Hour Republic icon (bottom-right) and register as a student
– The OEN field is not required (optional)
– Your teacher may provide you with a signup code. If so, add that code to the Signup Code field.

Please only register once. After registering, when you click on the Hour Republic icon in the future, it automatically logs you in.

Search for Placement Opportunities

Click on the Opportunities section in the left panel.
Here, you can view placement opportunities by Organization, Position, Location, and Sector.

Click on a specific placement to review any details associated with the placement – this includes the placement description, qualifications and contact information.

Create a Student Workplace Preferences form

*Reminder to only create one Student Workplace Preferences form.

#1: Click on the Forms tab in Hour Republic

#2: Select the Student Workplace Preferences Form by clicking the checkbox on the left-hand side, under the Recent Forms heading

#3: Click the Create Forms button in the top-right corner

#4: Begin filling out or editing your form

NOTE: 
If you don't have a semester or teacher selected at the top of your form, then you can set it by clicking the Edit button next to appropriate field.

Note: There are 5 employer options listed (see example below for “Employer 1”). Select your Top 5 employers by completing the following fields for each:

– Rank

– Employer (i.e. Company name)

– Position (i.e. Job Title)

– Sector

#5: Once the form is complete, click Save or Finish
– Click Cancel if you do not want to save your form or any revisions
– Click Export to view your form in PDF format.

– You can download or print your form after it is exported:

EDIT YOUR FORM

All new Student Workplace Preferences form(s) that you or your teacher create will appear under Recent Forms on the right-side of your screen. Click on the form that you just created to Edit.

Webinar Schedule

We host live webinars where we walk you through our software (from start to finish), and answer any questions that you may have.

Co-op Hour & Activity Tracking
Mondays @ 11:00am
Tuesdays @ 12:00pm

Form & Learning Plan Generator
Wednesdays @ 12:30pm
Thursdays @ 1:00pm

Volunteer Hour & Activity Tracking
Thursdays @ 11:30am

*All times are in EST.

If you are interested in attending, then email us at info[at]charityrepublic.com with the time slot(s) that you are available. Then, we will happily share the webinar details with you.

OYAP: How to Export / Print Forms, Letters, Certificates and Cards

Export and print OYAP forms for one student

After creating an OYAP form for a student, click the Export button in the
top-right corner of the form. You can choose to export the following OYAP forms:

OYAP Participant Application Form, sections 1 & 2 (“Form PDF”)
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The OYAP card appears on page 4 of this document.
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OYAP Letter

OYAP Certificate

This OYAP certificate is meant to be printed on the Ministry's OYAP paper template that is used for certificates

Export and print OYAP forms for multiple students

In the main Form section, under Recent Forms, (i) select the OYAP Form under the Recent Forms section and then, (ii) select the student forms that you wish to export
Click on the Export Forms icon. You can choose to export the Form PDF, OYAP Certificate or the OYAP Letter. Once exported, the forms are collated into one PDF document that teachers can download or print.

Comments & Attachments

Teachers can add comments and attachments to forms. These sections are located at the bottom of each form.

Attachments

Click to expand the Attachment section, and Choose File.

Select the file you wish to attach, and the file will automatically be attached to the bottom of your form, as follows:

Comments

Click to expand the Comment section. Add a comment and click Post.

By default, comments are “private’. If you want the student that is associated with the form to view your comment, then click the Public checkbox.

Each comment can be edited or deleted (by teachers only).

Indicators – Recent Form Section

In the Recent Forms section, each form shows comment, attachment and e-signature indicators as follows:

You can hover over each indicator. For example, if you hover over the attachment icon, it will show you how many attachments have been added to a particular form.

Overview of E-signature Features in Hour Republic

Below is a summary of e-signature features in Hour Republic

Who can e-sign documents?

Students, Parents/Guardians, Organizations/Employers and Teachers can e-sign forms (FAQ)

Do the names and email addresses of signees auto-populate?

Yes! For example, the organizations/employer’s First Name, Last Name and Email address auto-populate e-signatures (if that information has been added to the form or organizations/employer database in Hour Republic). The same is true for Students, Parents/Guardians and Teachers.

How do teachers know if an e-signature request has been sent?

An indication of when an e-signature request was sent is shown to teachers on a form (e.g. Email sent to info@charityrepublic.com on Nov 7, 2022 9:31am)

E-signature requests can also be re-sent as well (i.e. if a teacher needs to send out an e-signature reminder). You can re-send a request by clicking the Re-Send Email button or Copy e-signature link and send the link directly to the Organization/Employer or Parent/Guardian

Can teachers send a message with an e-signature request?

Teachers can add messages to their e-signature requests and these messages will appear in the email (i.e. an organization/employer will see the teacher’s message in the body of the email).

Can teachers save their e-signatures in Hour Republic?

Teachers can save their e-signatures and then easily append their e-signature to subsequent forms (FAQ).

How do students e-sign documents?

Students can e-sign forms directly from their accounts, or via email.

Students only have access to their own signature field and their parents/guardians (so that they can either email their parent/guardian or like paper, open up their screen at home and get their parents/guardians to sign electronically that way).

How do Organization/Employers and Parents/Guardians e-sign documents?

Our FAQ explains how Organizations/Employers and Parents/Guardians can e-sign documents.

Teachers can copy an e-signature link and share it with any signee (e.g. organization/employer, parent/guardian, student). In the signature section of a form, simply click on the Copy e-signature link and paste that link into any message. That will take an organization/employer, for instance, directly to a form that they can proceed to e-sign. This is a helpful alternative when organizations/employers have not received an e-signature request via email. Or, when you need someone else to sign off on a form (e.g. a supervisor who is covering for a colleague).

Can teachers send multiple e-signature requests at the same time?

Yes, you can send multiple e-signature requests (e.g. e-signature request sent to an organization/employer, parent/guardian and student at the same time) for a particular form. Just click the Email All option at the bottom of a form.

How do I send an e-signature request to more than one person & for more than one form at the same time?

Visit our mass e-signature requests FAQ here.

Does the e-signature export to a document PDF? How will the e-signature appear in a PDF?

Yes, the e-signature will export to any form PDF. Here is an example:

How do I know if an e-signature has been added to a form?

When viewing a form, all e-signatures will appear at the bottom of each form, as follows:

In the Recent Forms section, each form shows comment, attachment and e-signature indicators as follows:

If you hover over the e-signature progress bar, it will show you how many e-signatures have been added to a particular form.

Also, in the Report section, the WEA, OYAP and SCELP reports have columns which show if an e-signature has been added to a student’s form.

Re-autofill

When you create a form for the first time, the form is automatically autofilled. If employer, student and school data have later been revised outside of a form (e.g. in the employer database) and you want to go back and update a previously created form (without having to manually type out that information), then use the Re-autofill button.

At the top of each form, you will notice 3-dots:

Click on the 3-dots in the top-right and then click Re-autofill to proceed. This will autofill your form to include the new updates.

NOTE: As mentioned, when you create a form for the first time, the form is automatically autofilled. If you revised this original autofilled data and then click the Re-autofill button, the form will autofill those modified fields back to their original state. For example, we autofill the schedule in the WEA as "Monday to Friday". If you modified the schedule, then clicked Re-autofill, the schedule would be returned to the original state of "Monday to Friday".

Adding employer expectations

Adding new expectations to an employer’s profile

1. In the Organizations / Employers section, select an employer and click on the Position section under an employer’s profile.

2. Click on the listed position (e.g. Warehouse Sorter)

3. Select the Expectations section

4. Add Expectations, modify existing expectations or delete expectations

5. Click Save to save any updates.

Any new, existing or revised employer expectations will be accessible via a student’s learning plan.

Copying expectations from another employer

In the same section, click the Choose Employer Expectation button:

A Search box will appear. Search for the desired employer/position and select the relevant expectations. Click Done when expectations have been selected.

Click Save.

Adding employer expectations to a learning plan

1. Click the Choose employer expectations button

2. Select the Employer / Position section

3. Click to Choose an employer. Use this as a search field to locate an employer/position (e.g. type “Food” to locate Food Bank).

Note: Soon, this will only default to the employer already selected for the student.

4. Once an employer (and related position) are selected, employer expectations will appear. Select the relevant expectations, and click Done.

These expectations will now appear in your learning plan.

Creating a Form or Learning Plan in Hour Republic

Below are steps for creating a form or learning plan. These steps apply to all forms.

#1: Click on the Forms tab in Hour Republic to create a new form

#2: Click the Create Forms button in the top right corner
[this is an option if you prefer to select your students first]

Select one or more form(s) that you wish to create (e.g. check off Learning Plan, WEA and OYAP)
[this is an option if you prefer to select your forms first]

#3: Click Create Forms (if you haven’t already)

#4: Select one or all of the students that you would like to create a form(s) for, then click Next.

TIP: You can create multiple forms for multiple students at the same time.

#5: Begin filling out or editing the form for your student(s)

We autofill your form with student data that was imported (shared by your school board's IT department)

#6: Most forms will have the option to Add Course Details and/or Add Employer Details.

Click the Add button to view and select from a list of all the Ministry of Education courses. Click the Add button again to add multiple courses for a student.

#7: Add the Employer information

There are 2 ways to add an employer. You can either search for an existing employer or add a new employer. Before adding a new employer, please ensure that you have searched for your employer first, in order to avoid duplicates.

Why isn't My Student's Employer Showing Up?
The search bar only shows employers that have the Active status. Any employer created by a teacher is automatically set to this status, however, any employer created by a student is set to Pending.

Add an Existing Employer
The search bar is smart. If you type in a few letters, it will find a match. Once you have selected an employer, select the Contact and Student Position (i.e. Cashier).

Adding a New Employer
If you are unable to find an employer via a search, click the Add Employer button to create a new employer. You can follow this FAQ to add a new employer.

TIP: Remember that if you want to add or edit employer data to click Edit Employer to make auto filling easier for future forms. If you add the data under the Details section, it will not save to the Employer profile.

#8: Fill out the remainder of the form.

#9: Once the form is complete, you can either
– Save, Finish or Export PDF

– Print
– Sign electronically
– Email a request(s) for e-signatures (FAQ here)

Existing and Copying Forms

From the main forms tab (Recent Forms), you can view all recent forms. When you check off the box beside a form, you have the option to Edit, Copy, Export or Delete the form.

If you click the Copy option, a new student page will pop-up. Select a student(s) that you would like to copy the form(s) to. This will copy over the all of the form details from one student to another. Now, you can open up the copied forms and edit them as needed.

How do I add expectations to learning plans?

Select the student learning plan and scroll to the bottom of the learning plan.

1. Click the Choose Expectations button (under Course Expectations or Employer Expectations groups at the bottom of your plan)

2. From the pop-up menu, select the relevant tab (e.g. Curriculum) and “Choose” from the drop-down:

(i) Course Expectations
– All Curriculum
– Overall Course Favourites

(ii) Employer Expectations
– Occupations (NOC)
– Trades

3. Select the relevant expectation(s) by clicking on the expectation (e.g. A1.2 in the screenshot below)

When you click on an expectation, it will be included in the learning plan and a check mark will appear under the Selected column to indicate this (outlined in green above).

Once you are done selecting expectations, click the Done button and you will see the expectation included.

4. Save the learning plan or Save and Export

How do I copy or re-use an existing form or learning plan?

Copying forms or learning plans allows you to use pre-existing forms rather than creating each form or learning plan from scratch.

We recommend starting with one student and using that student as the model student for OYAP and WEA forms for instance (e.g. for the WEA, copying fields like insurance coverage, placement dates, and schedule from one student to another). For learning plans, the copy feature allows you to copy learning goals, course expectations, employer expectations, etc. from one student to another.

*You can use the copy feature even if a student has a completely different employer and/or course.