1) Open the student’s record

  1. Go to Training → Programs → Student Folder.

    Find the student’s card.

    • To view quickly: click the card.
    • To see all tabs: click Full Page (⤢) in the card’s top-right corner.

2) Navigate to Time

  1. In the full student record, click Student Info (icon).
  2. Open the Time tab.

In the Time tab you can add time entries, submit them for approval, and approve or reject submitted hours.

3) Add a new time entry

  1. Click New Entry.

    In Entry Period to edit, set:

    • Program: choose the appropriate program.
    • Facet Type: select RI (Related Instruction) or OJL (On-the-Job Learning).

    • Time Period (Week): pick the week you’re recording time for.

      Under Add New Entry, complete:

    • Period Interval (Day)
    • Employer
    • Manager (optional)
    • Hours

    • Skills (select one or more as applicable)

      Click Add Entry.

    • Your new entry appears at the bottom of the New Entry window.

4) Submit hours for approval

  1. Review the entry for accuracy.

    Click Submit Hours for Approval.

    • The entry moves to Waiting for Approval.

5) Approve or reject submitted time

For users with permission to review approvals.

  1. In the Waiting for Approval section, select the entry (or entries).

    Click Approve Hours or Reject Hours (bottom-right).

    • If Rejecting: Enter a Reason for Rejectionwhen prompted.
      • The reason is saved with the entry and visible later for audit/reference.
      • Students will see rejected entries (and the reason) in My Time.

6) Working with rejected hours

  • Rejected entries can be corrected and resubmitted:
    1. Open the rejected entry.
    2. Edit as needed (e.g., hours, day, skill, employer).
    3. Click Submit Hours for Approval again.

7) Viewing approved hours

  • Approved items appear in the Approved Time window.

    To drill into details by skill:

    • Click the > beside a skill to expand, or
    • Click Expand All (top-right) to open every skill section.

Tips & good practices

  • Choose the correct Facet Type (RI vs OJL) to ensure reporting accuracy.
  • Double-check the week in Time Period (Week) before adding entries.
  • Use Manager when oversight tracking is required; otherwise leave blank.
  • Include specific Skills so progress and competencies are clear in reports.
  • If an entry is repeatedly rejected, review the Reason and adjust the same fields (Hours, Day, Skill, Employer, Facet Type) that commonly trigger rejections.

Quick reference (at a glance)

  • Add Time: Time tab → New Entry → set Program, Facet Type, Week → add Day, Employer, Hours, Skills → Add Entry.
  • Submit: Submit Hours for Approval → appears in Waiting for Approval.
  • Approve/Reject: Select entry → Approve Hours or Reject Hours → add Reason (if rejecting).
  • Fix Rejected: Edit → Submit Hours for Approval.
  • View Approved: Approved Time → > or Expand All.