Table of Contents
Getting Started
Welcome to ImmersionTrack! This guide will help you navigate and use the system effectively for managing your SHS work immersion program.
Logging In
Go to the Login Page
Visit the ImmersionTrack website and click "Sign In" or go directly to the login page.
Enter Your Credentials
Input your registered email address and password provided by your school coordinator.
Verify OTP (First Login)
For security, first-time logins on a new device require OTP verification sent to your email.
Access Your Dashboard
After successful login, you'll be redirected to your role-specific dashboard.
Tip: If you forget your password, use the "Forgot Password?" link on the login page to reset it via email.
User Roles
ImmersionTrack has four user roles, each with specific permissions and features:
Student
Record attendance, submit daily logs, upload documents, and track immersion progress.
Supervisor
Monitor assigned students, approve attendance and logs, submit evaluations.
Coordinator (Admin)
Manage students and supervisors, view reports, post announcements for their school.
Super Admin
Full system access including user management, analytics, and system settings.
Student Guide
Dashboard Overview
Your dashboard displays your immersion progress, including completed hours, remaining hours, and recent activities.
Recording Attendance
- Go to Attendance from the sidebar menu
- Click "Time In" when you arrive at your workplace
- Your location will be verified automatically (if enabled)
- Click "Time Out" when you leave
- Your hours will be calculated and added to your total
Important: Make sure to time out before leaving. Forgetting to time out may require your supervisor to manually adjust your records.
Submitting Daily Logs
- Navigate to Daily Logs in the sidebar
- Click "Add New Log"
- Fill in the date, tasks performed, and learnings
- Submit for supervisor review
Uploading Documents
Upload required documents such as parent consent forms, medical certificates, or other compliance documents through the Documents section.
Supervisor Guide
Managing Students
View all students assigned to you from your dashboard. You can see their attendance status, progress, and submitted logs.
Reviewing Attendance
- Go to Attendance section
- View attendance records of your assigned students
- Approve or flag entries that need attention
- Add notes or adjustments if necessary
Approving Daily Logs
- Navigate to Daily Logs
- Review submitted logs from students
- Approve logs that meet requirements
- Request revisions if needed with feedback
Student Evaluations
Submit periodic evaluations for students using the Evaluation section. Rate students on various competencies and provide feedback.
Coordinator/Admin Guide
User Management
- Add new students and supervisors
- Assign students to supervisors
- Activate/deactivate user accounts
- Reset user passwords when needed
Reports & Analytics
View comprehensive reports on:
- Overall attendance statistics
- Student progress tracking
- Completion rates by section/strand
- Export reports to PDF or Excel
Announcements
Post announcements to communicate with students and supervisors. Set urgency levels and target specific user roles.
Attendance Tracking
How It Works
The attendance system tracks your work immersion hours automatically. Each time in/out is recorded with:
- Exact timestamp
- Location verification (optional)
- Automatic hours calculation
- Running total of completed hours
Location Verification
If enabled, the system verifies that you're at your registered workplace when timing in/out. This ensures accurate attendance records.
Tip: Allow location access in your browser for seamless attendance recording. If you're having location issues, contact your coordinator.
Daily Logs
Writing Effective Logs
Your daily logs should include:
- Tasks Performed: List specific activities you did
- Skills Learned: New skills or knowledge gained
- Challenges: Any difficulties encountered
- Reflections: Personal insights and learnings
Best Practices
- Submit logs daily while experiences are fresh
- Be specific and detailed in your descriptions
- Relate tasks to your strand/track competencies
- Include photos when relevant (with permission)
Documents
Required Documents
Typical documents you may need to upload include:
- Parent/Guardian Consent Form
- Medical Certificate
- Memorandum of Agreement (MOA)
- Insurance Documents
- Photo ID
Uploading Documents
- Go to the Documents section
- Click "Upload Document"
- Select the document type
- Choose the file (PDF, JPG, PNG supported)
- Upload and wait for verification
Note: Maximum file size is typically 5MB. Ensure documents are clear and readable before uploading.