On-the-Job Training (OJT) - Hours & Competency Evaluations
      Back to home
      1. Support Center
      2. Tutorials
      3. On-the-Job Training (OJT) - Hours & Competency Evaluations

      How to Review, Modify & Approve Participants' On-the-Job Training (OJT) Submissions

      Learn the 2 main ways to review, modify & approve participant OJT hour submissions.

      User Types: Regulators, Sponsors, Employer Administrators, Supervisors, Mentors, & RTI Providers

      • All user types above may not be given access to the functionality.  If you do not see the function you need, please contact your program administrator.    
      • See Overview: OJT Tracking for other functions and articles related to OJT tracking.

      Notes: 

      • Approving hours is not required by the software.  However, some programs may require that they be approved.  
      • Regardless of approval, ALL hours submitted will be calculated by the system and be used to mark competencies as complete automatically as appropriate. 
      • Once approved, hour submissions can only be modified by a program Sponsor.
      • There are 2 ways to approve hours:
        • Work Summary - Before reviewing an individual participant's OJT submissions in detail, you can use Work Summary to review the submission status for all participants at once to see who has made submissions, how many submissions, and their total hours submitted for a given date range that you set.  This page also allows 1) hours to be approved without viewing the submissions in greater detail, AND 2) participants to be sent reminder emails if they have not submitted their hours.  See Steps 1-5 below for instructions.  AND/OR
        • Participant Program Details - You can go directly to a participant's profile details page to review their submissions in full detail before approving them.  See steps 6-9 below for those instructions.   

      Step 1: Navigate to Activities on the blue navigation bar and select Work Summary or Navigate directly to Work Summary.

      • Employer administrators will need to navigate to APPRENTICES and then select Work Summary.

      Step 2: Check the Time Period on the Work Summary Page

      • By default, the time period is set for the current week.  You can select week or month using the down arrow icon and use the < > buttons to set the specific week or month to review.
      • You will see all of participants you have access to, whether they have submitted hours or not, and if so, how many submissions and total hours during the date range set they have submitted.
      • Note:  The Verify Hours button is NOT used to review or approve apprentice hours.

      Step 3: Review Participant Submission Statuses on the Work Summary Page 

      You will see a submission status button on the far right of each apprentice:

      • APPROVED√√  - means all the participant's hours have been approved for that period.
      • APPROVE→ (in a blue oval) - means the participant has hours that still need to be approved for that period.
      • REMIND> (in a gray oval) - means the apprentice has not submitted any hours for that period. If the oval is greyed out, the apprentice cannot be reminded because they do not have platform access.  If the oval is not greyed out, you can click it to send that participant an automated reminder to submit their hours for the set time period.

      Step 4:  Select Approve→ to Automatically Approve the Submissions and Hours 

      • Note: By clicking this button, the hours will be approved immediately.  You will not be able to review them in greater detail.  If you'd like to review the submissions in greater detail, go to Step 5. 

       

      Step 5: Click a participant's name (in blue) to navigate to their Profile Details page.

      Step 6:  Navigate to Participants & select the type of participant & Click the participant's name OR Click the participants' name from any other page on the platform.

      • Employer administrators will need to navigate to APPRENTICES.

                        

      Step 7:  On the participant's Profile Details page, Click Summary.

      • The Summary button will open the Progress Summary page, which shows by date each time submission (RTI & OJT). The type will appear under the submission date.
      • Note: Submission dates will only be shown for the dates that fall within the Start and End Date boxes set at the top of the Progress Summary.  Click, the calendar icon on the Start and End Dates to change them.   

      Step 8:  To Review, Edit, or Delete any Submission, Click the DATE to open its Details

      • Scroll down the page to see all the competencies and how many hours were submitted.  If a participant submitted an attachment with their submission, it will show at the bottom of the page.  Simply click an attachment to view it.  
      • If no edit is required, click X in the top right corner to go back to the Progress Summary page.
      • To delete the full submission and any attachments, click the trash can icon in the top right corner.
      • To edit any hours, click on and change the hours, and then click the √ on the top right to save the update. 
      • You will be taken back to the Progress Summary page where you can approve submissions or check additional submissions.

      Step 9:  Approve Submission(s)

      • Click the APPROVE√ button to approve an individual submission, OR
      • Click the Approve √√ button at the top of the page to approve all the participant's listed submissions at once.  NOTE: This will approve ALL submissions - OJT & RTI.
      • Once approved, the date submission will change to the gray approved button with the date it was approved. 

       

      If you have questions or need help, please submit a Support Ticket here.