Features, Functions & FAQ

1. Can a student clock in if they are not on campus?

Students are only able to clock in once they are on campus and within range of the iBeacon


2. Can a student log operations or theory if they are not on campus?

No


3. Can a student log operations or theory if they are on campus but not clocked in?

No


4. How does TimeCard ensure that students only clock in and out while on campus?

TimeCard utilizes Beacon Bluetooth technology and the school can set the effective range for the Beacon’s accessibility (recommend 15-20 ft. depending on the facility size).


5. Does the student have to be on campus to view their progress or latest notifications?

Progress and notifications can be viewed from anywhere and a student does not have to be on campus to view their progress or share it with their family and friends. If there is an internet connection (WiFi or Data) the app. will update and display the latest approved results, if there in no internet connection the viewed information will as of the last time there was a connection.



6. Does it clock a student out if they leave facility or if the student leaves and forgets to clock out?

No, the student will end up with unearned hours that will have to be adjusted by the instructor or school director upon submission by the student.


7. What happens when a student forgets to clock in?

Depending on the school policy, the student will be allowed to clock in and the hours will be adjusted by the instructor or school director. Please note, that some school policies are not to adjust clock in or outs and a student forgetting to clock in will result in lost hours.


8. What happens when a student submits to earned effort (clock hours, practical, or theory book work) to the instructor?

The instructor has the opportunity to Approve (as submitted), Edit (to modify), Redirect to another teacher (if submitted to the wrong teacher) or outright Reject the submission. The student will then be notified of the instructors action.


9. Does TimeCard work with iOS and Android and what are the minimum system requirements?

Yes.
For iOS, it requires iOS8 or newer.
For Android, it requires KitKat or newer.


10. What is the basic set up on the device for TimeCard to work?

You must have:
Location enabled (Under TimeCard permissions)
Bluetooth enabled
WiFi on
VPN off


11. Why does TimeCard track my location?

TimeCard will only track its user while it is launched to permit clocking in or out only when on campus.


12. What happens if the Internet is down?

TimeCard will continue to function and record data until the internet connection is re-established at which time it will send out the stored hours and earned effort as well as receive the latest approvals. Please note the viewable reports will be as of the last time the internet connection was active.


13. Where should the Beacon be located?

In an open area of the school clinic or classroom of the school owner’s or director’s choosing.


14. How many Beacons are required?

Usually one Beacon per 1500-2000 sq. ft.


15. How is the Beacon powered?

Beacons are powered by 4-AA batteries that need to changes every 5-6 months.


16. How is TimeCard downloaded and accounts established?

Upon enrollment, Campus Administrator will add students and new faculty to TimeCard which will automatically generates and send an email with the appropriate links and directions to establish an account and download the TimeCard app.



17. What if students / staff loose their device?

It is recommended for schools to have a spare mobile device for students to use in the interim until students are able to replace their device. Records can also be entered manually via school director by having the students write down the clock in/out and earned effort on paper to be validated by the instructor and entered on the backend.
(Please note manual entries are notated in red on all reports with the initials of the entering user)



18. Does TimeCard talk to Student Management Systems?

TimeCard is able to receive and transfer student efforts to RGM.


19. In the event of a device loss or natural disaster at school do students loose hours and earned effort?

No, all clock hours and student earned efforts are stored on a secure off campus server managed by TimeCard. No more need to maintain paper files of the students’ earned effort.


20. How are current students or future transfer students integrated into TimeCard?

The school director has the ability to bulk add hours and other earned effort for a student that has already previously accrued hours and credit.
(Please note manual entries are notated in red on all reports with the initials of the entering user)


21. Can students get hours and earned effort for field trips and or activities outside the school?

As long as permitted by the school’s approving agency, a school may add those hours and earned efforts to a student record after being manually submitted by the student. Schools are encouraged (in some cases required) to keep documentation of those instances.
(Please note manual entries are notated in red on all reports with the initials of the entering user)


22. As a school director, what kind of reports do I have available to me?

A school director can access and print various student reports that detail: Summary of overall attendance per individual (also useful for faculty payroll)

Summary of overall earned effort: Operations, Theory, or both at the same time per individual.

Detailed attendance with clock in and clock out for each day.

Detailed earned effort with who approved those efforts.

"Who Is On Campus Report" is based on the student’s assigned schedule, show the school director who is clocked in and when they arrived. It will also show who is supposed to there according to their schedule but are not.

"Pending report" is to see which operations and earned effort are still waiting to be approved for the students and responsible instructors. This report can be sorted by student, instructor or ALL current Student Roster with total hours.

23. Can the school have more than one program on TimeCard?

Yes, a school has the ability to set up all the programs it offers on TimeCard.


24. Can the school have more than one campus on TimeCard?

Yes, the school owner is able to set up multiple campuses on TimeCard with different courses in each campus.


25. How does the school get charged?

The school gets charged monthly per the number of active students who used the service within a 30 day billing period.


26. When does the school get charged?

The charges are billed on the 5th. of every month.


27. Does the school get charged when an enrollment ends but is not archived or terminated on TimeCard?

No, the school is only charged for active users regardless of enrollment status.


28. Can the school set its own SAP periods?

Yes SAP periods can be set at the time of setting up the campus by the school owner (institutional admin) and will be automatically calculate when the student reaches each SAP milestone according to their assigned schedule. SAP milestones will adjust automatically based on LOA, holidays, school closed days, or changes in student schedule.


29. Can the school set its own SAP factors and their weight in the SAP grade?

Yes, for example the school owner (institutional admin) can set the attendance to weigh 50% of the SAP grade and book (theory) 25% and practical (25%).


30. Are LOA's and holidays considered in the determination of scheduled hours for SAP purposes?

Yes, approved student LOA’s, holidays, and school closed days for reasons of weather or otherwise are entered in system and SAP dates are moved accordingly.


31. Can the school send notifications to the student device?

Yes, the school can notify the student of events at the school, or reminders regarding deadlines, and most critically the school can notify the student of their SAP report and school closure due to weather of road closures.


32. What happens if the student does not acknowledge receipt of SAP.?

The student will not be able to proceed until they acknowledge receipt of the SAP report, upon acknowledgment an email is generated to the campus director to print and put in the student permanent records.


33. What happens if a student is not meeting SAP?

When a student is not meeting SAP they are directed to meet with the campus director before they can proceed.


34. Can the Campus director suspend a student’s ability to clock in.?

Yes. Campus director can prevent a student from clocking in until they meet with them or satisfy a certain requirement.


35. Can the school enter different attendance schedules?

Yes the school can have several different schedules that can then be assigned to the respective student.


36. Can an instructor assign a grade to the work submitted by the student ?

Yes. the instructor can add a grade from 1-10 in practical work and a % for there tests when taken by the student.


NOTES FOR STUDENTS:

You must clock in upon arrival to school and clock out before departing, daily. Failure to do so might result in loss of hours. Consult your school catalog or school director regarding policy on this matter.

You must submit your earned effort before you leave campus daily or risk not being able to get the credit for your hard earned effort. Consult your school catalog or school director regarding policy on this matter.


NOTE FOR INSTRUCTORS:

Instructors have 24 hours to approve, edit, redirect or deny student hours from the time of submission. Please process all the student hours and earned effort prior to the end of your shift.