Work and Learn Time sheet Entry - Student Portal

Work and Learn Time Sheet
Entry Process
Student Portal
Lindenwood University
My Work and Learn on the Student Portal
Table of Contents
Logging in ...............................................................................................................................................................3
Change Term ..........................................................................................................................................................4
My Work and Learn ...............................................................................................................................................5
Work and Learn Statuses ...............................................................................................................................5
Time Sheet Entry....................................................................................................................................................6
Things to remember about time recording ...........................................................................................................8
Submitting the Time Sheet ....................................................................................................................................8
Time Sheet was Rejected by Supervisor ............................................................................................................. 10
Starting the next Time Sheet .............................................................................................................................. 10
Transferred Jobs ................................................................................................................................................. 11
Students with two jobs ....................................................................................................................................... 12
Deleting time inputted........................................................................................................................................ 12
Class Conflict with Work Hours........................................................................................................................... 13
Working over Hours for a Semester ................................................................................................................... 13
Student Emails .................................................................................................................................................... 14
How do the Hours convert? ................................................................................................................................ 15
Questions ............................................................................................................................................................ 15
Work and Learn Time Sheet Entry
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Logging in
To get to the Time Sheet entry, you will need to first log into your student portal.
Access the portal through https://sportal.lindenwood.edu. There is also a link from the Lindenwood
University website. The portal is accessible both on-campus and off-campus.
Step by Step: Log In
1. Enter your username, which is your LionMail email account: (ex. abc123)
Note: if you do not know your username for your LionMail account, please go to
http://www.lindenwood.edu/it/lionmail.asp.
2. Enter your password, which is the same as your initial password for your LionMail account.
Note: If you do not remember, you can check here:
https://apps.lindenwood.edu/StudentEmail/welcome.cfm
3. Click Login
The screen that first comes up is the portal home page. Any posted announcements will be viewable from
this screen.
Work and Learn Time Sheet Entry
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Change Term
Click on the word “Change” in the upper left corner of the screen. Double-click on the desired term. The
term dates follow the calendar and not the academic year. For example, to view the fall semester for the
13-14 academic year select FA SEM 13.
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My Work and Learn
Your Work and Learn section on the portal will be on the left-hand side. You will need to scroll down a
little to view it.
When you get to the “My Work and Learn” section you will see the tab labeled “Time Sheet Entry”. Under
the “My Work and Learn” tab, you will also see your Work and Learn Assignment and your job Status for
that job. You can also view the Time Sheet Summary, which shows the Time Sheets that have been
processed so far by the Work and Learn Office.
Work and Learn Statuses
Hired – The “Hired” status indicates that you have completed all of your paperwork for that
job and that you may begin to input your Work and Learn hours.
Need Paperwork – The “Need Paperwork” status indicates that you have paperwork that still
needs to be completed before you begin working at your job. The most common missing paperwork is
the Employee Contract that you and your supervisor need to complete. If you are unsure what
paperwork still needs to be completed, please email workandlearn@lindenwood.edu.
Fired – The “Fired” status indicates that you have been removed from that Work and Learn
job. If you do not know the reason why, please communicate with your supervisor about the removal.
Make sure you talk to the Work and Learn Office within 10 days from the day you were fired. If you do
not, you will be permanently removed from the Work and Learn Program.
Transferred – The “Transferred” status indicates that you have transferred from your Work
and Learn job to another job. Please be sure to accept hours that you worked in your previous job so
you receive credit for the hours you have worked. After you submit the Transfer Paperwork, the Work
and Learn Office will remind you to log into your Student Portal to accept the hours from your
previous job. Once you accept those hours, you will receive credit for the hours that you and your
supervisor agree upon. Do not input those hours onto the Time Sheet for your new job; only input
hours worked at your new job on the new Time Sheet. The Time Sheets should only have the hours
that you actually worked.
Work and Learn Time Sheet Entry
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Time Sheet Entry
This is how you input hours that you have worked at your Work and Learn job. Click on the “Time Sheet
Entry” tab.
Once you click on the “Time Sheet Entry” tab, it will take you to the Time Sheet page.
Work and Learn Time Sheet Entry
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Please make sure you are inputting your times daily so your Time Sheet is accurate. Do not wait until the
end of the time period to input the hours.
To input the hours worked, first select the day on the calendar. Once you click on the day, the “Add Time
Period Worked” box pops up. Enter the exact time you began working in began working in the “Time In”
box and the exact time stopped working in the “Time Out” box. The times will round to the nearest quarter
of an hour for accounting purposes. If you worked more than once during the same day, click on the
add another “Time In” and “Time Out”. Use the
to
to adjust the times to A.M. / P.M. or the hours/minutes.
Click the “Save” tab to save the information. Once you click “Save” it will adjust your hours on the main
screen. It will also shade in the day to indicate that you have inputted hours for that day. On the far righthand side, the totals for “Hours Worked to Date” will adjust, along with the “Remaining Hours for Term”.
Continue to input hours for all hours you work during the rest of the time period.
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Things to remember about time recording
•
•
•
You may only record hours that you actually work.
You cannot work more than eight hours in one day without taking a break.
You cannot work during any of your scheduled class times unless your class was
cancelled or dismissed early. If your class was cancelled or dismissed, there will be
a box on the screen for you to make a note of that reason. (See page 12)
Submitting the Time Sheet
On the last day of the time period, you must submit all of the hours you worked to your supervisor before
midnight of the final day of the Time Sheet. Your supervisor will review and accept the Time Sheet after it
was submitted. To submit, first review the Time Sheet to ensure it is complete and accurate. Then check
the box at the bottom that states the following:
After you check that box, the
button pops up. Once your Time Sheet has been
submitted, you will not have a chance to edit it, unless your supervisor rejects it. You will also receive an
email verifying that the Time Sheet was submitted to your supervisor for review.
After the Time Sheet has been submitted, it will be available for you to view as a read-only document.
Make sure your supervisor reviews your Time Sheet and submits it to the Work and Learn Office through
their portal.
Once your supervisor submits the Time Sheet, it will go to the Work and Learn Office for final approval.
When it has been approved by the Work and Learn Office, you will receive an email stating the Time Sheet
was sent to the Business Office to be credited to your account. You will also be able to view read-only
versions of approved Time Sheets on the My Work and Learn tab on your student portal.
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Please review the information on the Time Sheet entry page. Here you will find the number of hours you
have completed so far during the term and the maximum number of hours you can work per term.
A student with a “late” time sheet, will see a countdown of the days they have left to submit it. Late time
sheets may be submitted as read-only within 30 days of the time sheet’s closing date.
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Time Sheet was Rejected by Supervisor
A student whose time sheet has been rejected by their supervisor will have 5 days to correct and resubmit
the Time Sheet. The student will see a countdown of the days they have left to resubmit. Submitting the
Time Sheet is just like before. If your Time Sheet was “Rejected” your supervisor will have an email sent to
your explaining why. Please communicate with your supervisor on the reasons the Time Sheet was
“Rejected”. Once both the student and the supervisor agree on the hours of the Time Sheet, the hours will
be then sent to the Work and Learn Office.
Starting the next Time Sheet
After you submit your first Time Sheet, you will need to select the next Time Sheet for the term. On the
left-hand side of the Time Sheet entry screen, click the “View Time Sheet for Term” drop-down and select
the desired Time Sheet for the term.
This is also where you can view older Time Sheets from the term.
Work and Learn Time Sheet Entry
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Transferred Jobs
Students having “Transferred” jobs will see the following pop-up notice on the Student Portal:
The job’s “Transferred” status will also be displayed for the student:
•
Students are not ordinarily allowed to submit time sheets having 0 hours. However, if the time
sheet is marked as “Transferred”, they will be able to do so. This will ensure there is a time sheet
record for every transfer.
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Students with two jobs
Students that work in two jobs need to make sure they input their hours on the correct Time Sheet. On the
Time Sheet Entry screen, the correct job must be selected when inputting hours; otherwise, the supervisor
will not accept hours that are not worked at their job.
Deleting time inputted
If you accidentally inputted time that you did not work, select the day that the hours are wrong. On the
bottom of the pop-up, you have the option to “Reset Hours”. Once you click the “Reset Hours” button, all
hours inputted for that day will be erased so you can input them correctly.
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Class Conflict with Work Hours
If you put hours on your Time Sheet while you were in a scheduled class, you will have the message show:
If you went to class, then you cannot put hours that you were in class and working at the same time. If
your class was cancelled or dismissed early, please write the reason why you were working in the box
provided. Once written, click “Submit” so your hours can be processed. Your supervisor will need to
approve the hours, so make sure you communicate with them of why you worked during your scheduled
class time.
Working over Hours for a Semester
A student will see a notice when they submit a time sheet having hours that exceed the maximum hours
allowed for their job. They will be allowed to submit the time sheet.
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Student Emails
A student will receive an email notification when they submit their time sheet:
A student will receive another email when their time sheet has received final approval from the Work and
Learn Office:
Work and Learn Time Sheet Entry
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How do the Hours convert?
When you input your hours, you should input them to the actual minute that you worked. The Work and
Learn system will convert the times to the quarter system of .00, .25, .50, and .75.
Below shows the Minute to Quarter Conversion:
Questions
Please email the Work and Learn Office at workandlearn@lindenwood.edu
Or call at (636) 627-2584.
Work and Learn Time Sheet Entry
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