Participant Tips ORB 2.0

Transcription

1 Participant Tips ORB 2.0 Step 1: Making sure your account is active Log into your Online Record Book account at You will use the address that you used when you signed up along with the password you created at that time. (If you don t remember you password try the FORGOT PASSWORD link on the log in page and make sure you use a completely new password. (It won t work if you use any previously used passwords) You may encounter a warning such as this: This means that your parent/guardian needs to give their consent for you to do the award program. When you registered there were 3 options for parent approval this prompt will likely show when you selected your parent would give approval via electronic ( ) verification. Your parent will need to find the verification sent to their address that was provided and click the link in the to give consent. Or if you indicated your parent would give approval via paper copy, you will need to make sure this is given to your leader. (If it has been done and you still get this error message, contact the Manitoba office at ) Another prompt that may appear is Your Registration is Pending approval by your award leader. This means the Manitoba Division Office needs to verify your registration and approve you in the group. You can follow up with the Manitoba office to have this resolved. ( manitoba@dukeofed.org or call: ) Another prompt that may appear is Your Registration is pending verification. This means that you need to log into your own account (same used to register) and find the that was sent to you. You will need to click the link in the to verify that it is a real address. Once that is done if you log back into your account you will not see that prompt appear. If it continues to appear talk to your leader or the Manitoba Office to have this resolved. You will need to make sure you confirm your address, have parental approval, and have made your registration payment before you can start logging your activities for The Award. 1

2 Step 2: Starting your Award Setting up your activities When you log into the online record book ( you will see all 4 sections of the award on the left hand side of your home page. You can also download the app to your phone or device and do everything on there. Go to the App Store or Play Store to download the app. Look for online record book participant. Online Website View App View To set up your activities you will need to click on the + button next to that section. This pop up will appear the same on both online and app. Enter in all of the details for that activity. You will choose a Category first, then choose a subcategory that best describes the activity you are doing. Then you need to set a GOAL. This should be a SMART goal that explains what you are going to do, how you are going to show improvement, and the time frame that you are going to do that activity. Then you will need to fill out who your assessor is. You will want to provide your assessor s address as you will be able to the assessor s report to them to verify your activity at the end. 2

3 At the bottom of this section it will ask you if you would like to use this section as your Major section. The Major section only applies to those who are in the Bronze Award, or those who have started the award at Silver or Gold levels. If you are unsure what this is, please talk to your leader or the Manitoba Office. You only need to choose one section as your major. It can be either Skill, Service, or Physical Recreation. If you do change your mind, you can change the section that you want to do as your major by going back into that section and clicking on EDIT ACTIVITY then deselecting the check mark next to MAJOR, then go into the other section activity and EDIT ACTIVITY to select that one as your major instead. When you are finished setting up your activity, click on the SETUP button at the bottom and then you will have to wait before you can log anything. You will see a small icon that looks like a clock beside that section activity. Your Award Leader needs to approve your activity before you can start logging. Once the activity has been approved you will get a notification and you will now be able to log activities. Online Website View App View 3

4 If you wish to add an additional activity to a section you will need to wait until the previous activity has been approved by your leader first. Once it is approved and you have logged at least one activity, then you will be able to see this under the OVERVIEW TAB. When you click on + ADD ADDITIONAL ACTIVITY you will be prompted: You can add an additional activity to service and physical recreation without any issue, just go ahead and click ADD ACTIVITY. (Up to a maximum of 3 activities in one section) The SKILL section is the only one that you can only select one activity. It is very important to make sure you are not doing multiple SKILL activities at the same time. When you click ADD ACTIVITY on this prompt you will set up a new activity the same way you did previously. You will get the same pop up box like this: You will fill out the information in the New Activity, the same way. Making sure to fill in each box and also set a SMART goal. Then click the SETUP button at the bottom. 4

5 When you have setup your second activity for that section you will again have to wait for it to be approved by your Award Leader. You will not be able to enter logs for that activity until it is approved. *Please note that the hours logged for all activities in one section are counted together. *You will need an assessor for each activity. Step 3: Logging activities Using the + ADD LOG button at the bottom right hand side of the screen, you can click on that button to start adding your logs. Online Website View App View A pop up screen will appear that looks like this on both the online and app versions: Write a description of what you did for that activity on that day. Then choose the date and the amount of time spent on that day. It is listed in hours and then minutes. Then you can add a photo if you would like. Then click ADD LOG button at the bottom. Once that is done, you will see the log has been added to your activity. Like this: 5

6 Website Online View App View TO EDIT OR DELETE LOGS: You can edit or delete a log by simply clicking on the log that you want to change and then this screen will appear. You can then select EDIT or DELETE. If you choose DELETE, you will be prompted, with the phrase Are you sure? If you click YES, then that log will be deleted. If you select EDIT. This window will appear: You can then edit any missing or incorrect information in this log and save it by clicking on the EDIT LOG button at the bottom. Once that is done, you should see the corrected log on your home page for the section. You will continue to add your logs each time you do your activity until the section is completed. 6

7 You will know when the section is completed when you see this: This will appear automatically when you have entered the last hour of activity needed to complete that section. You can now send this activity to your assessor for approval. If you click the Send for Approval button, your assessor (the person whose name you entered along with their ) will be ed to get verification and assessment of your activity. *If you choose SEND FOR APPROVAL your assessor will automatically be sent an with a link that they will be able to click on to open the assessor s report document and fill it out online. They will be able to enter in all the information online and submit it back to the system. (No need to scan or upload any document using this option.) While you are waiting for the assessor s report to be completed, your online record book will have a small grey bar at the bottom of the screen saying Awaiting Assessment and there will be small clock icons beside each activity. You need to get an assessor s report done for every activity in a section. Adding an assessor: If you need to add the assessor or change the information for the assessor (such as address) click on the OVERVIEW tab and then on Edit Activity. You will be able to edit the assessor s information here which is at the bottom of the Activity Information. (make sure to scroll all the way down to the bottom) 7

8 *If you choose I ALREADY HAVE AN ASSESSMENT, you will be asked to upload the file with the assessment on it. When you add a document here, it is added to your profile and your Award Leader will be able to view it. If you do not have it completed yet, just click the x button at the top and you can come back to this part once you have your assessor s report completed. If you would like to download a paper version of the assessor s report to have your assessor fill out, you can download it by going to the drop down arrow by your name in the top right hand corner of your home page and choosing AWARD SUMMARY. When the new screen comes up you will see your full award summary, and then below each section is a grey button that says DOWNLOAD SUMMARY FOR ASSESSOR. This will bring up a PDF document for you to print and take to your assessor to be filled out. This can only be done on the online website version. (Not available on the App) 8

9 When you have your assessor s report filled out and completed you can scan or take a picture of it and upload it back into your section by clicking on the section it belongs to and then click on FILES (this is at the top right hand side). Once you have upload the file you will be able to view it by clicking on FILES in any of the sections. *Once your assessments have been completed either by or you have uploaded the assessor s report document, then you will get this automatic pop up that will ask you to send your section for Award Leader approval. (If this doesn t pop up, contact your award leader or the Manitoba Office manitoba@dukeofed.org to make sure that section gets moved forward) All you need to do is click on SEND FOR APPROVAL. Then your section will be sent to your award leader for approval. Once your award leader approves that section then it is complete. All sections of the Award must be approved by your Award Leader before the Manitoba Award Office can approve your full award. 9

10 How the calculation works - You need to log a minimum of 1 hour per week over the minimum amount of time for that level. - If you miss a week, that is not a problem. The system will just count the next week that you enter in an activity. - If you miss a week and you to do 2 hours the next week, then it will catch up those hours and count it for both weeks. This is the same if you miss 3 or 4 weeks. - We recommend that you input all of your hours if you do more hours it is a testament to how much you do for that activity. Not all of your hours will qualify but you will have a record for the future. Section Requirements SKILL For the Skill section you must choose only 1 skill to pursue and show improvement on. If for some necessary circumstance, you need to change your skill, you may change only once during that level. It is really important that you do not switch back and forth or do two skills at the same time. This will not count. PHYSICAL RECREATION For the Physical Recreation section you can use up to 3 different activities. Remember these are activities that get you moving and active. Any sports teams count as well as personal activities such as running, biking, or going to the gym to workout. (However, Phys. Ed at school does not count) COMMUNITY SERVICE For the Community Service section you can use up to 3 different activities. Remember community service is any activity where you are volunteering your time (not getting paid) and helping someone else. This can include activities such as: helping a teacher at school, peer tutoring, shoveling snow or mowing the lawn for a neighbour, fundraising that benefits a group as a whole either at school or other youth organizations. ADVENTUROUS JOURNEY For the Adventurous Journey section there are very specific requirements. You must complete the Preparation and Training, Practice Journey, and Qualifying Journey in that order. You must do Preparation and Training for each trip at each level regardless of how much prior knowledge you may have. Preparation and Training is the preparation you do for every trip. You will need to do each activity as listed below and on the Online Record Book then click complete and enter the date completed in your online record book. The activities listed must all be completed. - Understanding of the Adventurous Journey can be completed by making sure you read the requirements for the trip. - First Aid and Emergency procedures can be done by making sure you have an emergency or safety plan and a first aid kit and you know what is in the first aid kit and how to use the items in it. (You do not have to do a First Aid course, although this is always helpful if you have not done one before) - Navigation - do you have the proper map, and know how to use a map and compass to be able to navigate to the campsites chosen for your route. 10

11 - Necessary Equipment and How to use it make sure you know how to use all of your equipment including setting up the tent, making sure it is in good condition, how to pack your back pack and waterproofing, etc. - Route Planning plan the route you are going to take by looking at maps and doing research as necessary, make sure you have alternate plans should you need to change your route due to weather or other people being at your planned campsite. - Camp Craft including food and cooking do you know how to use a camp stove, make a fire, plan your menu for your trip. - Team building and Leadership this can be done by getting to know the other people on your trip. - Competency in the mode of Travel make sure you do a short hike carrying your pack to know how it will feel when you do a longer hike, or if canoeing for your qualifying journey make sure you get out in a canoe ahead of time and know how to paddle and steer the canoe properly. - Observation and Recording Skills this can be done by making sure you have a journal or way that you are going to record your observations while on your trip either on paper or maybe by video and pictures. This is even more important if doing an exploration as a research paper is expected to be done and submitted on the topic of choice. - Understanding the impact of the journey on the environment read about the wilderness code of behaviour and understand how you can minimize your effect on the environment while participating in your practice and qualifying journeys. - Appreciating the culture within the journey s environment is there a community in the area you will be travelling, it is a provincial or national park, or is it land that has special meaning, make sure you are aware of the culture of that area. All of the Preparation and Training activities can be done as part of the practice journey. However, all of these aspects must be completed before the Qualifying journey. Online Website View App View For both the online version and the app version, you will choose the date you did that activity for the preparation and training and then click the check mark or toggle to show it as completed. Then click save at the bottom of the online version or at the top on the app. Then send for approval by your award leader. 11

12 PRACTICE JOURNEY To Setup your Practice Journey in the Online Record book click on the + sign beside practice journey: Fill out all of the information in each of the boxes. Start with the Type of Journey Expedition or Exploration. Then what you are going to do for your journey canoeing, hiking, snowshoeing, etc. For your journey Goal explain what you hope to get out of going on this trip. What you hope to learn or what you hope to improve on. Then enter the Start Date and End Date for the trip. For Bronze this can be the same date. Continue to scroll down to get to the next part. Then fill out the Location of your practice journey. Please be specific. Select Country Add any notes about what you plan to do for your practice journey Then add your assessor s details. Add their address if you have it as this will make getting your assessor s report completed faster. For our purposes the Assessor and Supervisor are the same person so you only need to fill out the Assessor details. Unless you have another person who will be supervising. Then click Setup! 12

13 Once you have set up your practice journey you will see it on your home screen like this under the OVERVIEW tab: Practice Journey requirements: At the Bronze Level 1 full day of activity preparing and practicing for the qualifying journey At the Silver and Gold levels 2 days and 1 night out of activity preparing and practicing for the qualifying journey. QUALIFYING JOURNEY You will set up your Qualifying Journey the same way by clicking on the + sign beside Qualifying Journey and filling in all of the information the same way you did it for the Practice Journey. Bothe the Practice Journey and Qualifying Journey must be approved by your award leader. Once they are approved you can then go on your trip. (If you are filling it in after you go on your trip, just remember you will still need to get the award leader approval and then go back into each part to do the next step). Finishing Your Adventurous Journey Section: You will need to go back into both the Practice Journey and Qualifying Journey sections to add in your Report and send it to you Assessor for Approval. To do this click into Practice Journey (or Qualifying Journey) and select REPORT in the tabs at the top. You will be asked to fill out your Journey Observations (and upload your adventurous journey write up here) and then send it to your Assessor for Approval. (You will need to do this for both your Practice Journey and your Qualifying Journey). 13

14 More Information about Qualifying Journeys: Expeditions The primary focus of an expedition is journeying and moving from one campsite to a different campsite each night. The required hours of planned activity are to be spent journeying (hiking, or biking, or canoeing, or snowshoeing, or cross-country skiing, etc), navigating and route finding, setting up and striking camp, and cooking. **Important travel for the practice journey and qualifying journey must be by non-motorized transportation. The trip starts once you arrive by vehicle at the starting point. Therefore the time spent to get to a starting point is not included in the trip. Time spent around the campfire, eating, playing cards, swimming, playing sports, or hanging out is not part of the planned activities or purposeful activities. Bronze o 6 hours of planned activities for two days is required with one night out. Total of 12 hours. Silver o 7 hours of planned activities for three days is required with two nights out. Total of 21 hours. Gold o 8 hours of planned activities for four days is required with three nights out. Total of 32 hours. The distance covered for any trip is dependent on the groups ability, terrain, and weather conditions. However, the distance covered must make sense for the level and must be detailed in the adventurous journey write up. 14

15 Make sure you are not cutting your first and last day short by ending too early or starting too late to get all of your hours needed. If needed you can extend your trip by another day and night to get all of the required hours completed. Safety is of utmost importance and should always be taken seriously. For this reason, if you are unable to complete all of the required hours due to safety it will be understood. However, it is very important that this be indicated in the Adventurous Journey report you submit. These safety reasons must be significant in nature such as severe weather or serious injury. For all trips, food should be carried by the participants. At least one hot cooked meal must be prepared each day. **Cadet Field Training Exercises (FTX) can only be used for the adventurous journey at the Bronze level or as the practice journey at the Silver or Gold level. *** FAMILY TRIPS generally speaking family trips are not a good fit for The Award program. They will be accepted at a Bronze level if they meet the Bronze requirements. However, we highly recommend that any family trip get prior approval from the Award Office in order to make sure that it will count before going on the trip. Explorations An Exploration is a trip where you have a base camp and time is spent journeying as well as researching a certain topic. An exploration must involve pre-journey research or study into the topic, an on-site study during the journey, and a report on the findings contained in the adventurous journey write up. Participants should then fill the required hours with activities based around their chosen research topic. At least one third of the minimum hours of planned effort should be spent on journeying. (The required hours for each level are the same as listed for the Expedition above). Research topics could be a study of plants, animals, land formations, geology, historic landmarks, orienteering, historic walks, the effect of people on the environment, provincial parks, national parks, pollution, etc. ** Explorations always require prior approval from the Award Office. Make sure to submit an outline and itinerary of what you plan to do for your trip to the Award Office to get prior approval. ADVENTUROUS PROJECT If you have a trip that you think might fit as an adventurous journey but does not fully classify under Expedition or Exploration, please contact the Manitoba Award Office to discuss your trip. You will need to get prior approval before doing an Adventurous Project. ADVENTUROUS JOURNEY WRITE UP You will need to submit a write up detailing what you did each day of your trip. This is like a journal to explain what you did from when you woke up in the morning to when you went to bed. It should include what you learned and experienced each day and give a reflection on the overall trip. Pictures are also appreciated. This report can be done in any form such as a written report, a video journal, a picture essay, or powerpoint presentation. However all information required must still be submitted. 15

16 Questions you can answer as part of your adventurous journey report: Why did you choose to make this journey? What was your purpose? When did you take the trip? Where did you go? Show on a map where you travelled as well as where your campsites were. How did you travel? What trails did you travel on and how long did it take you? Did you carry your pack the whole time? What was the weather conditions? Were there any interesting, funny, or concerning incidents on the trip? Who went with you? Who was supervising your trip? Who were the other people with you on the trip? Explain what you did each day of your trip in detail. What did you experience? What did you learn? What would you do differently if you did it again? How did the qualifying journey challenge you? What advice would you give to someone doing the same Adventurous Journey? For an Exploration this must be a research paper with pre-trip research detailed including resources indicated, a specific topic of research on the trip, and then a full report with detailed recording and summarizing what was learned from the pre-trip research and what was learned while one the trip. Taking an Assessor s Report on a Trip If you need to take your assessor s report with you on your trip in order for it to be signed, you can do this by: 1. Go to the dropdown arrow next to your name in the top right hand corner of the page. 2. In the drop down menu there is AWARD SUMMARY. Click on Award Summary and you will see a summary of your whole award program to date. At the bottom of each section you will see a button that says Download Summary for Assessor. 3. Scroll down to the very bottom where the Adventurous Journey section is and download the Summary for Assessor for that section. If you have set up your information for each of the practice journey and qualifying journey the form will be mostly filled out and you can print it and take it with you on your trip to get it signed by the assessor. ASSESSORS REPORTS The assessor is the person who oversees you doing that activity. You will need a different assessor for each activity you do. Make sure you think about this ahead of time. This should be the person who sees you actually doing the activity and can speak to your improvement or performance. When you set up your activity you will be asked for you assessor s name and address. It is very important to include their address if at all possible. When you complete the section, you will then get this: 16

17 When you click send for approval your assessor will automatically get sent an with a link in it. This is what the looks like: This is the that your assessor will receive. Make sure you talk to your assessor to let them know you are going to be sending this and that the is very important for them (it is not Junk Mail). They may have to look in their junk mail folder for it. For the adventurous journey this gets automatically sent to the person you filled in as your supervisor. This can be the same person as your assessor. 17

18 The assessor will need to click on the link to gain access to the assessor s report to fill out. The Assessor can fill in all of the information on this page as it is a fillable document. They must fill in their name, a report on your participation, their qualifications, and their experience. Then they will need to put the check mark in the box to certify that as the assessor of this activity that you have met the requirements. Then they will click SUBMIT. Once they have done that the document will automatically show up in your documents for that section. Just click on the FILES tab in the top right side for that section and you will see all the documents added for that section. If for some reason your assessor does not get this , you can ask your Award Leader or the Manitoba Award Office to resend it on your behalf. You can also download a paper copy to take to them and have them fill out by hand. Then you will need to scan or take a picture of it and upload it as a file back into the online record book. 18

19 As you can see above, you can upload a file by clicking on the upload file button at the top. You will see any uploaded files or completed assessor s reports, and your section will say Awaiting Award Leader Sign- Off at the bottom. Changing your password You will have set up your own password at the time of registration. If for some reason you forget your password you can ask your Award Leader or the Manitoba Award Office to send you a password reset . You can also do this yourself from the online record book log in page. It has a link that says Forgot Password? If you wish to change your password at any time: You can select the drop down arrow next to your name in the upper right hand corner of the page. In the drop down menu there is an option to change your password. This can only be done on the website online version. Not available on the App. Changing your MAJOR You are able to change your MAJOR if you need to. You can do this by going into the section you selected as your Major and clicking on EDIT ACTIVITY. Here you can uncheck the MAJOR box. Then you can go into the other section that you want to have as your major and go through the same process to select it as your MAJOR. 19

20 SENDING YOUR AWARD FOR FINAL APPROVAL When all sections are completed and have been approved by your Award Leader, you will have check marks beside each section and all three parts of the adventurous journey. If one is missing then something needs to be done for that section. When it is finally ready to be sent for approval, you will see a message at the bottom of your screen that says You can now send your Award to your Award Leader for approval. When you click send - a pop up will appear. Then click the SEND AWARD FOR APPROVAL button and it will be sent to your Award Leader. This is a 2 step process from here: First, your Award Leader needs to approve your full award. They will review all the sections again and make sure nothing is missing. Then, if they find it is all completed, they will send it to the Award OFFICE for final approval. Once your Award has been APPROVED, you will be sent a notification. If you are using the APP, this notification will come straight to your phone. If you are using the website you will need to log in to see the completion notification. 20

21 You will get another pop up that looks like this: Now that your award has been approved you can click on START NEXT LEVEL. You will be taken to the registration page for the next level where you will be asked to verify all of your information and then asked to pay the registration fee for the next level. Once that is complete, the Manitoba Award Office will have to approve your registration for the next level and then you will be able to log in and start working on your next level. If you have any questions about your Award progress at any time, feel free to contact the Manitoba Award Office at or We are always happy to help! 21