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.

How do I clear my cache in Chrome, Firefox and Microsoft Edge?

To speed things up and conserve communications bandwidth, browsers (e.g. Chrome, Firefox) attempt to keep local copies of pages, images, and other content you’ve visited, so that it does not need to be downloaded again later. Occasionally this caching scheme goes awry (e.g. the browser insists on showing out-of-date content) making it necessary to bypass the cache and force your browser to re-download a web page’s complete, up-to-date content.

➡️ Before proceeding with the steps below in your Settings, try pressing Ctrl+F5 to clear the cache on your page. Or, some browsers such as Chrome will automatically clear cache when the browser is closed (i.e. close all tabs & windows, then re-open Chrome). This could be all that is necessary to clear your browser's cache. If not, please review the other options below.

In Chrome

On your keyboard, press the Ctrl button and F5 key at the same time

or,

  1. On your computer, open Chrome.
  2. At the top right, click More More.
  3. Click More tools and then Clear browsing data.
  4. At the top, choose a time range. To delete everything, select All time.
  5. Next to “Cached images and files,” check the box.
  6. Click Clear data.
  7. Close Chrome completely (all tabs), and re-open Chrome again to notice the effects of clearing your cache.

NOTE: There is no need to check off the Cookies and Browsing History boxes when clearing our cache. That could remove saved content and passwords from your computer.

Reference: Google Account Help; Wikipedia

In Firefox

1. On your computer, open Firefox

2. Click on the  icon in the top right corner

3. Next, Select the Privacy & Security settings on the left side of the screen

4. Scroll down until you find the Cookies and Site Data then click on Clear Data

5. A menu will pop up with 2 options, make sure to uncheck the Cookies and Site Data option or else your saved login information will be deleted.

6. Select  then exit your settings, any changes you make are automatically saved

Reference: Support Mozilla

In Microsoft Edge

1. On your computer, open Microsoft Edge

2. Click on the … icon in the top right corner

3. Next, Select the Privacy, search, and services settings on the left side of the screen

4. Under Clear browsing data, select the  button

5. Set the Time Range to the desired setting

6. A pop-up menu will appear, uncheck Browsing history, Download history, and Cookies and other site data. Make sure Cached images and files is checked.

7. Click on the  button then exit your settings

Reference: Lifewire

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. Add Hours button, volunteer hours (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

Verify by Signature button

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 Verified signature button

or Pending if you are still waiting for a signature Pending signature button

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].

How do I override the total hours of a student’s Weekly Log?

If you have been in a situation where your student incorrectly inputted their shift hours and you had to manually fix each and every one of the shifts, then this feature is perfect for you. Our Total Hour Override feature allows teachers to quickly change a student’s total hours for a weekly log without having to worry about monotonously fixing each incorrect shift. To override a student’s hours, please complete the following steps:
1. Go to your Placement Dashboard and click on the desired student

2. Click on the edit link next to the incorrect Weekly Log

3. Scroll down to the Total Hours and click on the pencil icon

total_hours

4. Type in the correct total hours

5. Click save

What is the Approved Check Mark on the Student’s Hour Section?

When a student’s hours are Verified by an employer, a teacher has the ability to ‘Approve’ the hours. This feature is available for both the Placement and Volunteer dashboards.

The purpose of this to serve as an indicator to the student that they are on the right track. The check mark also allows teachers to keep track of which logs they have reviewed to date.

Under the Approved column, once you have clicked the Approved button, the checkmark will appear yellow indicating you have reviewed and approved these hours. Verified hours that are not approved and Non-Verified hours will appear as blank.

Tips for Searching Employers

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

The search bar 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 Student Section
  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 decline and delete pending hours?

Declining Pending Hours

Pending hours can be declined by completing the following steps:

  1. Click on the  tab at the top of the page to show your hours and their related status
  2. Click on the Pending hours you wish to decline
  3. Once you’re on the Hours page, click the  button in the top right corner
  4. Click on this button to change your Pending hours into Declined hours

Deleting Hours

Hours can be deleted by completing the following steps:

  1. Click on the  tab at the top of the page to show your hours and their related status
  2. Click on the hours you wish to delete
  3. Once you’re on the Hours page, click the  button in the top right corner

NOTE: If you accidentally delete the wrong hours, please send the name of the student and any details you recall to info@charityrepublic.com so that we can restore the hours for you.

 

 

How can I save or print one page of a form?

If you are interested in saving and/or printing only one page of a form, follow the steps below:

  1. Save and Export the form in Hour Republic by clicking the button shown here:saveexport
  2. Select the Print icon print
  3. Type “1” in the Pages field (outlined by the yellow circle in the image below) to only print or save page 1. Change the number to match the number of the page you want to print (e.g. “2” if you want to print page 2)  prin1
  4. Select the Print button (blue button in the picture above) to save/print the specified page