This article provides a comprehensive guide for students on managing their clinical placement timesheets, including accessing the timesheet section, logging time entries, submitting entries for approval, editing or deleting entries, and generating timesheet reports.

• Adding Timesheet via the Coursework section 
• Adding Timesheet via My Placements 
• Timesheet Report

Your school may require you to complete a timesheet where you document the time you spend in your clinical placement.

Video Tutorial

Adding Timesheet via the Coursework section 

1. 1. Navigate to the coursework section by,

      Click on the Left Hand Hamburger Menu and select the Coursework Option.
      
      

      OR

      Click on the View all Coursework Option from the Dashboard
      

   2. Select the course you would like to fill timesheets for by clicking View Details.
      
      
      
   3. Scroll down to the Timesheet section. The system will display the breakdown of your entries by status: In Progress, Pending Review, Not Approved, and Approved.
      
      Note: If you are unable to find the timesheet option, and learning activities, or placement details such as location and address, it likely means that your school has not yet published these placements for you. You can reach out to your school for the same.
      
      
   4. To log more time, click on the arrow icon.
      
   5. You will navigate to the time entry grid, where you can review all time entered.  Click on + Add Time Entry.
      
      
      If your school requires tracking the location from where you complete your timesheet, it's important that you select "Allow while visiting the site" when prompted to enable location access.
      
   6. In the Add Time Entry drawer,  Fill in the date, instructor information, time in, time out, and any notes you have about the time you need to log. If you need to add multiple time logs, click on add more.
      After filling in the details, click on save.
      
   7. You will see a new line item for the time entry you just created with a status "In Progress". The time entry is still in progress and can be edited. 
      You can not edit the entry once it is submitted. 
      You can choose multiple entries and submit all at a time. For example: Weekly or bi-weekly logs, together for review to the preceptors or school. 
      
   8. To edit a saved time entry on the grid, click the pencil icon under the Actions column. This will open a window where you can update your time entry details and save the changes.
      You can delete the entry by click on the corresponding delete icon. 
      
      
      
      
   9. Once the entry has been submitted, the person who reviews your timesheet will mark them as approved or disapproved. Be sure to check this grid again for the status of your submitted timesheets.
      Once a timesheet entry is approved, you do not need to take further action on the entry. If your timesheet entry is disapproved, please follow the previous steps to edit the entry.

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Important Points

Editing Rules Based on Timesheet Status

• In Progress: You can freely add, edit, or delete your timesheet entries.
• Pending Review: You can still edit entries even after sending them for review.
• Approved: Once approved, entries cannot be edited or deleted.
• Disapproved: If your entry is disapproved by your school or preceptor, you must edit and resubmit it by following the original steps again.

Date Selection Guidelines: 

• Students can only submit entries for dates within the range set by the School/University.
• If a student needs to enter hours for a date outside the allowed range, they must request the School/University to adjust the system configuration.

System Configuration Responsibility:

• • The School/University is responsible for defining:
    • Timesheet submission date ranges
    • Permissions to revert the status of submitted entries.

Adding Timesheets from the New Student Dashboard

Timesheet Reports

1. Click on Learning Activities from the dashboard 

OR
Under profile section, Click on "View Learning Activities"


2. Click on Reports on the top ribbon, Students now have access to two specific reports for Timesheets:

• Hours by Category
• Raw Data Timesheet

a. Click on "Hours by Category": View the total approved hours along with approved break time and approved time in each category logged by students in selected course(s).
Select the Course offering for which you want to view the report. There are further filter options that a student can apply to view the report for specific rotations, settings and status, once the filters are selected click on generate report to view the details report for timesheet. This report can even be exported.

b. Click on "Raw Data Timesheet":  View all timesheet request for selected rotations.

Select the Course offering for which you want to view the report. There are further filter options that a student can apply to view the report for specific rotations, settings and status, once the filters are selected click on generate report to view the details report for timesheet. This report can even be exported.

Important:

• • In Progress Status: Students have full editing privileges for timesheets marked as "In Progress." They can modify, add, or delete entries as needed.
  • Pending Review Status: Once a timesheet is submitted, its uneditable and students cannot make any changes directly and must contact the School/University to request an "unsubmit" action. The School/University has the authority to change the status of a submitted timesheet back to "In Progress," allowing the student to make necessary edits.
  • Date Selection: Please note that timesheets are meant to track the actual time spent by each student in their clinical rotations at the placement site. Students can only submit timesheets for a specific date range determined by the school. If a student needs to submit a timesheet for a date outside the allowed range, they must contact the School/University to modify the system's configuration. The School/University is responsible for setting the allowable date range for timesheet submissions.