Hours Tab

The Hours tab is for entering hours that the staff member provided in a class or workshop assignment, typically instructional hours.  The Hours tab is comprised of two sections; the hours header and the hours grid.

Hours Header

There is one available view on the View dropdown in the hours header:

•      Staff Hours

The staff hours view contains the following fields:

Grouping by column

Columns on the grid may be dragged and dropped to the top row to group the hours records by that column.  Multiple columns may be grouped.  For example, drag the Date column to the top row, and then drag the Hours Present column to the top row.  This will group the hours present within the date. 

Expand All/Collapse All

Expanding and collapsing may be used after a column heading has been dragged to the top row header to group.  Once a column is grouped, the information can be collapsed to display only the information for that column.  To see how this works:

1.     Drag the column Hours Present to the top row header.  This will group together the records with the same number of hours present.

2.     Now click Collapse All.  This will reduce the number of records that display so only one record displays for each grouping.

3.     Each row has an arrow at the beginning of the row.  Click one of the arrows to expand that particular group.

4.     Click Expand All to expand the grouping.

Date Range

Hours in the staff record may be searched by a specific fiscal year, or fiscal year and quarter by clicking the down arrow on the Date Range dropdown list.  Once a selection has been made, the dates will display in the date fields.  

For example, selecting the fiscal year 2015-2016 will automatically display the date range 7/1/2015 – 6/30/2016 (start and end dates of the 2015-2016 fiscal year).  Selecting the fiscal year 2014-2015: Q3 will automatically display the date range 1/1/2015 to 3/30/2015, which is the 3^rd quarter for the 2014/2015 fiscal year.

Click Apply to search the hours records.

Even after a selection has been made from the list, a custom date range may be entered and applied.  The date range will overwrite the previous selection.

Click Cancel to cancel all date selections and return to all hour records. 

Rules regarding instructor hours for staff assigned to a class or workshop

1.     Instructor non-instruction hours must be on or after the instructor’s assign date in the class or workshop, and on or before the instructor’s end date in the class or workshop.

2.     Instructor instruction hours must be on or after the instructor’s start date in the class or workshop, and before the instructor’s end date in the class or workshop.

To add hours:

1.     Open the staff record and click the Hours tab.

2.     Click the Add button.

3.     On the Add Hours data chooser, select the hours date or dates. 

4.     Select the hours type from the dropdown list.

5.     Select the assignments.

6.     Enter the number of hours.

7.     To add additional hours types, click Add Hours Types and select the type from the dropdown list.

8.     Enter the number of additional hours.

9.     Click Add.

10.  Notice that each hours record is automatically selected.  If you do not wish to add hours for a particular date, you may uncheck the record prior to saving.

11.  Date, Hours Type, Hours Present, and Comments may be edited individually on each record, if necessary, prior to saving. 

12.  Click Save.

Hours Calendar

The ‘Add Hours’ data chooser has a calendar for selecting the hours dates.  The current month will display on the calendar but a date is not automatically selected.   Multiple dates may be selected on the calendar.  You may also enter a single date in the date field, or use a combination of both.  All dates may be cleared at any time by clicking the ‘Clear Dates’ button.   Future dates are not allowed.

Selecting on the calendar

 Select the dates on the calendar by clicking the dates.  You can use the back and forward arrows on the calendar to move to a different month.  Selected dates will be highlighted.

To unselect a date, click the date again, or click the Clear Dates button.

Using the date field

Enter the date, or choose a date from the calendar dropdown in the field. The entered date will be selected on the calendar.

The date field only stores one date at a time.  If the date is deleted from the field, the date will be removed from the calendar.  If the ‘Clear Dates’ button is clicked, the date will be removed from the date field as well as the calendar.  If you select the date in the field and enter a new date, the previous date will be removed from the calendar. 

Selecting on the calendar and using the date field

Multiple dates may be selected on the calendar, but only one date entered in the date field can be in effect. 

Unlinked Hours

Unlinked Hours are not associated with an instructional setting, and should be entered only when there is a valid reason to do so in the staff record. 

Editing and Deleting Hours Records

Click the Edit button to open an hours record for viewing or editing. This will open the hours record and allow you to make and save changes.  When you are editing hours data, you cannot navigate to a different tab or panel in the staff detail record until the edits to the hours data are either saved or canceled.

The Delete button allows you to delete hours records.