College Corps: Training Resources for Community Host Supervisors

TABLE OF CONTENTS

• Creating a Password (Video Resource)
• Screening Timesheets (Video Resource)
• Screening Timesheets (Step-by-Step Instructions)
• Using the Action Center to Manage Timesheets (Video Resource)
• Find Fellows Who Need to Submit Timesheets (Video Resource)
• Find Fellows Who Need to Submit Timesheets (Step-by-Step Instructions)

Generic Term Alert: Some of the resources in this article use generic terms (not specific to College Corps). Checkout this handy guide on vocabulary here. 

Creating a Password (Video Resource)

Screening Timesheets (Video Resource)

Screening Timesheets (Step-by-Step Instructions)

When a Fellow submits a sheet for approval, you will receive an email from America Learns when it is your turn to screen and sign the sheet. (If you aren't receiving these emails and would like to reach out to your program's administrator to ask them to adjust your Staff Settings.)

It will look something like this: 

The Fellow-by-Fellow method is the most thorough method, allowing you to review each Fellow’s complete sheet and its associated audit trail.  You’ll also see a review of where each Fellow is at in terms of accrued hours, pending hours, and remaining weeks.

Here’s what to do:

1. Click the link in the email to access the timesheet.
   
   
2. You will be taken to a login screen. Enter your username and password.
   
   
3. The timesheet will load.
   
   • A day-by-day breakdown of the time the Fellow logged for your site.
     
     
   • A section called Totals for This Period totals all of the hours for the period.
     
     
   • A section called Audit Trail tracks all of the actions that have been taken on the sheet.
     
     
   • A section called Action where you can approve or return the sheet.
     
     
4. To Approve a sheet:
   
   • At the bottom of the page, select “I approve this timesheet.  All of the information is accurate.”
     
     
   • Enter your name at the bottom of the page.
     
     
   • Click Submit.
     
     
   • Your staff will be informed of your approval.
     
     
5. To Return  a sheet:
   
   • At the bottom of the page, select “I do not approve this timesheet for the following reasons.”
     
     
   • In the text box, describe the specific reasons for returning the sheet.  The Fellow will see this text and will use it to figure out what they need to correct.  If you are not specific with your guidance here, you are setting yourself up for lots of back-and-forth and frustration for both you and the Fellow.
     
     
   • Enter your name at the bottom of the page.
     
     
   • Click Submit.
     
     
   • Your program staff will be informed of your decision.
     
     
   • You’ll receive an e-mail when the Fellow resubmits the sheet.

Using the Action Center to Manage Timesheets (Video Resource)

Find Fellows Who Need to Submit Timesheets (Video Resource)

Find Fellows Who Need to Submit Timesheets (Step-by-Step Instructions)

Follow these steps:

1. On the left, in your Mission Control, click Timesheets.
   
   

2. On the right, select View community host partner data.
   
   

3. On the next page, select the Timesheet Template at issue.

   
   

4. At the bottom of the page, select Fellows Who Need to Submit Sheets.
   
   

5. On the following page, choose one of the following options:
   • View by Timesheet Period
     This option displays a list of Fellows who have not submitted their timesheets, organized by period.
     
     
   • View by Name
     This option displays a list of Fellows who have not yet submitted their timesheets, organized by Fellow names.
     
     
6. Once you complete Step 5, you’ll notice that two checkboxes appear.
   • When you leave both check boxes selected, the report will contain a list of Fellows who have either not submitted timesheets for a given period or who have not yet resubmitted a returned sheet.
     
     
   • You can use the checkboxes to only see individuals who have not submitted any sheets for a given period, or to only see individuals who have not resubmitted sheets that have been returned to them.
     
     

7. Note that each option gives you the ability to send individual or mass e-mails or text messages to the Fellows who are listed.