Skip to main content
Sign in


Managing Course Activities – Timesheets

  • Updated
Article Link Copied!
Bookmark Added!
This guide explains how to configure the Timesheet learning activity for a course offering in Exxat Prism.
Before students can enter timesheet information, Timesheet must be configured and activated for the course in which they are placed.

You can access the setup from Courses or directly through Learning Activities.
This guide covers both pathways and explains the available Timesheet settings, including rules, approvals, categories, and grading.

 

Overview

Timesheet settings are configured separately for each course offering. From the Timesheet setup drawer, you can activate the learning activity and define how students enter time, whether entries require review, whether students categorize their entries, and whether Timesheet contributes to the course gradebook.

After you save the setup with Activate turned on, the Timesheet status changes to Activated for that course offering.

You can also watch our video tutorial.

Watch Video
Note:
To enable GEO-coded Timesheet, contact the Exxat Prism Support Team to set up GEO-coded Timesheet for your program.

 

Setup Timesheet

  1. Login to Exxat Prism using your university credentials. 
  2. From the Exxat Prism Dashboard or the Hamburger menu. go to Courses.
  3. In the Course Offerings tab,  find the course you want to configure. 
    You can use the search and filter options to narrow the list.
  4. Click on the Course Name.
Note:
Make sure you select the correct course offering. Courses with the same course number or name may have different academic years, terms, or cohorts.

  1. In the left panel expand the Learning activities and select Setup.

    The Learning Activity Setup page displays the learning activities available for the course, along with their current activation status.

Alternative pathway

You can also access the same setup directly from Learning Activities:

  1. Select Learning Activities from the Exaat Prism Dashboard or lHamburger menu.

  2. In the course Offering section, find the course offering you want to manage. 

    You can use the search and filter options to narrow the list.

  3. Select Set up in the Action column.

    Learning Activities Setup page opens.

 

  1. On the Setup page, locate Timesheet and select the edit icon.

    The Timesheet setup drawer opens.
  2. In Timesheet Setup drawer, Turn on Activate.

  3. Configure and Review the settings, and click Save.

    Return to the Activity Setup page. The Timesheet row should now show:

    Status: Activated

    Students placed in the applicable course can then use the Timesheet learning activity according to the settings configured for that course offering.

Rules

Use the Rules section to control how students can enter and update timesheet information.

Setting What you can configure
Do you want to limit the hours a student can log per day?

Select Yes to set the maximum number of hours a student can enter in one day. Enter the permitted number of hours. 

Select No if you do not want to apply a daily limit.
Do you want to limit the number of days for which student can edit their past Timesheet prior to approval?

Select Yes and enter the number of days during which students can edit previous timesheet entries before approval. 

Select No if you do not want to apply this limit.
Do you want to allow students to enter time for future dates? Select Yes or No depending on whether students should be able to create entries for future dates.
Do you want students to enter the number of patient encounters for each time entry?

Select Yes if students should record the number of patient encounters with each time entry. 

Otherwise, select No.
Do you want students to enter break time for each time entry?

Select Yes if students should record break time as part of their entry.

Otherwise, select No.

 

Review & Approval

Use Review & Approval to define how submitted timesheet entries are reviewed and who receives submission notifications.

Setting What you can configure
Do you require faculty sign off? Select Yes or No based on whether faculty sign-off is required.
Do you want students to select a reviewer for each time entry? Select the available reviewer types that students can choose. The setup shown provides Clinical Instructor and Placement Faculty options.
Do you want to enable automatic approval of time entries upon submission? Select Yes to enable automatic approval or No if entries should not be automatically approved when submitted.
Select users who should receive an email each time a timesheet is submitted Select the recipients who should receive submission emails. The available options shown include Placement Faculty and School.
Email template Select Email template to access the template associated with the submission notification.

 

Categorization

Use Categorization when students need to classify their individual timesheet entries.

The category settings available here can be inherited from the Course Offerings setup. Changes made within this section apply only to the current course offering.

Important:
The setup screen provides an Edit Category list option for making category-list changes across courses. Use the course-level settings when your changes should apply only to the course offering you are currently configuring.
Setting What you can configure
Do you want students to categorize each Timesheet entry? Select Yes to require category information with timesheet entries. Select No if categories are not needed.
Category alias Enter the label students should see for the category field. In the example shown, the alias is Category.
Selection Type Choose Single-select when students should select one value, or Multi-select when they can select more than one value.
Provide category list for students to select from Add the category values that students can choose when completing their timesheet.
+ Use the plus icon beside a category to add information within that category structure where applicable.
Delete Use the trash icon to remove a category entry.
Add Category Select + Add Category when you need to add another category.
Expand All Select Expand All to view the available category details together.

 

How category-level setup works

Think of the category as the question or grouping presented to the student and the category list as the choices available for that grouping.

For example, the screenshot shows a category value of OPD. When categorization is enabled, students select from the category values configured for the course when entering their timesheet.

If you configure more than one category, use Add Category to create each category separately. For each category, define its alias, selection type, and available values as needed.

 

Grading

Use the grading settings if Timesheet should contribute to the course gradebook.

Setting What you can configure
Does this Timesheet contribute to the final course gradebook?

Select Yes if Timesheet should contribute to the final course gradebook. 

Otherwise, select No.
Maximum Score Enter the maximum score available for the Timesheet learning activity.
Weightage (%) Enter the percentage weight assigned to Timesheet.
Grading Type Select Letter grade, Pass/Fail, or NA, as applicable.

 

Troubleshooting

# Issue What to do
1 The Timesheet still shows Not Activated after I configure it. Reopen Timesheet using the edit icon. Make sure Activate is turned on, then select Save.
2 I cannot find the course offering I need to configure. Use the search or filter options on Course Offerings or Learning Activities. Check the academic year, term, and cohort to make sure you are selecting the intended offering.
3 Students cannot use Timesheet for the course. Open Learning activities > Setup for the applicable course offering and confirm that Timesheet shows Status: Activated.
4 Students cannot select a category when entering a timesheet. Open the Timesheet setup and review Categorization. Confirm that Do you want students to categorize each Timesheet entry? is set to Yes and that category values have been provided.
5 The Timesheet weightage is not being considered in the grade calculation.

Confirm that Timesheet is activated. 

The setup page notes that weightage is not considered in grade calculation unless the learning activity is activated.
6 I configured the wrong Timesheet rules for a course offering. Open the applicable course offering, return to Learning activities > Setup, select the Timesheet pencil icon, update the settings, and select Save.

 

Frequently Asked Questions

1. Can I access Timesheet setup without opening the course from Courses?
Yes. You can open Learning Activities from the dashboard or hamburger menu, find the applicable course offering, and select Set up from the Action column.
2. Can I control how many hours a student enters in one day?
Yes. In the Rules section, set Do you want to limit the hours a student can log per day? to Yes, then enter the number of permitted hours.
3. Can students enter timesheet information for future dates?
This is configurable for each course offering. In the Rules section, use Do you want to allow students to enter time for future dates? to select Yes or No.
4. Who can students select as a reviewer for a time entry?
The reviewer types available in the setup shown are Clinical Instructor and Placement Faculty. Select the reviewer types that should be available to students for the course offering.
5. What is the difference between Single-select and Multi-select for a Timesheet category?
Single-select allows the student to choose one value for that category. Multi-select allows the student to select more than one value.
6. Do category changes apply to every course?
Changes made in the Timesheet Categorization section apply only to the current course offering.

The setup screen provides an Edit Category list option for changes that need to apply across courses.
7. Can Timesheet contribute to the final course gradebook?
Yes. In the Grading section, select Yes for Does this Timesheet contribute to the final course gradebook?. You can then configure the Maximum Score, Weightage (%), and Grading Type.

Note: The configured weightage is not considered in grade calculation unless Timesheet is activated.
8. What grading types are available for Timesheet?
The available grading types shown in Timesheet setup are Letter grade, Pass/Fail, and NA.
9. Can Timesheet entries be approved automatically when students submit them?
Yes. The Review & Approval section includes the option Do you want to enable automatic approval of time entries upon submission?. Select Yes or No based on how the course should handle submitted entries.
10. How do I enable GEO-coded Timesheet?
GEO-coded Timesheet requires additional program setup. Contact the Exxat Prism Support Team at prism-support@exxat.com to request GEO-coded Timesheet setup for your program.

 

 

 

 

 

 

 


Was this article helpful?
0 out of 0 found this helpful
Return to top

0 comments

Article is closed for comments.