Efficiently tracking clinical hours is crucial for many educational programs. Exxat's timesheet feature allows students to log their hours electronically, making it easier for instructors to monitor and review their progress. This guide will walk you through the steps to activate timesheets, set preferences, and review submitted hours for students enrolled in your courses. With Exxat, managing and validating clinical hours becomes streamlined, ensuring accurate and organized records for both students and instructors.

Activating Timesheets

Tracking time in clinic may be important to your program. Timesheets can get the job done!

Select Courses from your dashboard or left menu.
On the Course Offerings page, find and select the course you’d like to manage.
Expand the Learning Activities option on the left panel and select Setup.
The system will load all learning activities and will indicate any that are activated. Click on the pencil icon for Timesheet.
In the Timesheet drawer, perform the following steps to activate the time sheet.
1. Activate the timesheet
  1. At the top of the form, locate the Activate toggle.
  2. Turn the toggle ON to enable the Timesheet for this course offering.
  3. If the toggle is OFF, students will not be able to submit timesheets.
2. Configure timesheet rules
  1. Limit Hours Per Day
    1. Select Yes to restrict the maximum number of hours a student can log per day.
    2. Enter the maximum allowed hours (for example, 12 Hours).
    3. Select No if no daily hour limit is required.
  2. Limit Editing of Past Timesheets (Before Approval)
    1. Select Yes to restrict how many past days a student can edit their timesheet entries before approval.
    2. Enter the number of days allowed (for example, 15 Days).
    3. Select No to allow edits without a time restriction.
  3. Allow future-dated time entries
    1. Select Yes to allow students to log time for future dates.
    2. Select No to restrict entries to current or past dates only.
  4. Patient Encounter Entry Requirement
    1. Select Yes if students must enter the number of patient encounters for each time entry.
    2. Select No if patient encounter tracking is not required.
  5. Break Time Entry Requirement
    1. Select Yes if students must enter break time for each time entry.
    2. Select No if break time entry is not required.
3. Configure Review and Approval settings
  1. Faculty Sign-Off Requirement
    1. Select Yes if faculty approval is required for submitted timesheets.
    2. Select No if faculty sign-off is not required.
  2. Preceptor Selection
    1. Select Yes to require students to select a Preceptor for each time entry.
    2. Select No if preceptor selection is not required.
  3. Automatic Approval
    1. Select Yes to automatically approve time entries upon submission.
    2. Select No if time entries must go through a review or approval process.
  4. Email Notifications on Submission
    1. Select the users who should receive an email when a timesheet is submitted:
      - Preceptor
      - Placement Faculty
      - School
    2. Click Email template to view or manage the notification email content (if applicable).
4. Configure Categorization Settings
  1. Enable Timesheet Categorization
    1. Select Yes to require students to categorize each timesheet entry.
    2. Select No if categorization is not required.
  2. Category Alias
    In the Category alias field, enter the label students will see (for example, Categories).
  3. Selection Type
    1. Choose Single-select if students can select only one category per entry.
    2. Choose Multi-select if students can select multiple categories per entry.
  4. Provide Category List
    1. Add or confirm the categories students can choose from, such as:
      - Direct Patient Care
      - Indirect Hours
      - In-Service Hours
      - Simulation
      - Documentation
    2. Remove any category by clicking the X next to it.
    3. Ensure at least one category is available (this field is required).
      
      Note: Timesheet category settings are inherited from the Course Offerings setup. Any changes made here apply only to this course offering.
  5. Configure Grading Settings
    In the Grading section, specify whether timesheets affect the course grade.
    1. Select Yes if timesheet data should contribute to the final course gradebook.
    2. Select No if timesheets are for tracking purposes only and do not affect grades.
  6. Save the Timesheet Setup
    1. Review all configured settings.
    2. Click Save in the top-right corner of the screen to apply the Timesheet configuration.

Once saved and activated: Students can begin submitting timesheets based on the configured rules.

If you need to make any changes, click on the pencil icon.

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Reviewing Timesheets by Course

Once students begin completing their learning activities, you can review them for all students registered for a course you are associated with!

Select Courses from your dashboard or left menu.
On the Course Offerings page, find and select the course you’d like to manage.
Expand the Learning Activities option on the left panel and select Review.
Select Timesheets from the left panel.
You’ll be taken to the Timesheets Page, which will display all placed students and the number of hours they have logged each week.
To view additional details and approve timesheets, click on the hours for the week you’d like to review.
a. If you set up timesheets to be reviewed clinicians, they will receive an email once the student submits a timesheet.
A drawer will open where you can view hours submitted for each day, along with any details you are collecting (categories, number of patients) and student notes.
If you are reviewing timesheets, you can provide comments.
To make a comment on a single entry, select Add Comment.
To make a comment that will apply to multiple entries, select the timesheets, and click Add Comment.
a. Please note, if you are marking a timesheet as “Not Approve”, comments are mandatory.
A drawer will open. Provide your comments and click Save.
a. If you selected multiple timesheets, select the checkbox “Apply comments to all the selected records” option.
Select the entries you’d like to review using the open checkbox and select Approve or Not Approve on the top right corner.
A pop-up will appear asking you to confirm your review of the selected timesheets. Click Ok.