In-Kind Settings Overview and Configuration

In-Kind settings in Learning Genie are designed to streamline the submission, review, and approval processes for In-Kind activities. These settings help manage the time limits for submissions, control review processes, and configure general submission preferences. This article provides a comprehensive overview of each In-Kind setting and how to configure them effectively.

In-Kind Permission Settings

Description: This setting determines which roles have access to the In-Kind module. Roles activated in this section will be able to see all In-Kind tabs, allowing users to assign, review, approve, and sign activities. Users with roles that do not have this feature activated will not be able to access any In-Kind functions.

Note: The permission settings are separate for each in-Kind type (At-home activities, Volunteer activities, Mileage)

Purpose: This setting ensures that only authorized user roles can manage and interact with In-Kind submissions, maintaining control over who can handle these tasks.

How to Configure:

1. Access the In-Kind settings section.
2. Locate the "In-Kind Permission Settings" option.
3. Select the roles that should have access to the In-Kind module.

Set Time Limit Per At-Home Activity

Description: This setting allows you to establish a maximum time limit (in minutes) for each parent submission related to at-home activities.

If they try to exceed this limit, they will be restricted and prompted to adjust the time spent on each activity.

Purpose: By setting a time limit, you can ensure that parent submissions adhere to the recommended duration for each activity, promoting consistency and helping to manage the workload effectively.

How to Configure:

1. Navigate to the In-Kind settings section in the Admin settings.
2. Locate the "Set Time Limit Per At-Home Activity" option.
3. Enter the desired maximum time limit in minutes.
4. Save your changes.

Set Monthly Cut Off Date for In-Kind Submissions

Description: This feature allows admins to set a monthly deadline for parents to submit In-Kind activities for the previous month. If you activate it, parents will have until the selected date each month to submit their entries. For example, if you choose the 6th of the month, parents have until the 6th to submit activities for the previous month.

Note: Staff can still approve pending activities after this date.

Purpose: Setting a cut-off date helps in managing and organizing the submission period, ensuring that all submissions are processed within the designated timeframe.

How to Configure:

1. Navigate to the In-Kind settings section in the Admin settings.
2. Locate the "Set Monthly Cut Off Date for In-Kind Submissions" option.
3. Choose the desired day from the drop down menu.

In-Kind Review Settings

Description: These settings define the review and approval process for In-Kind submissions. You can choose one of the following configurations based on your preference:

Note: In all options, an agency admin (or site admin) can step in to review or sign on behalf of the teacher if needed. This means that even if a review option specifies "teacher," an admin can also perform the review or signature if the teacher does not complete it.

• Teacher Reviews and Signs, Admin Countersigns: Staff review, approve, and sign pending activities. Admins then approve and sign the pre-approved activities. After the admin signs, submissions are included in In-Kind reports.

• Teacher Reviews Only, Admin Signs: Staff review and approve pending activities—they do not sign. Admins then review, approve and sign the pre-approved activities. After the admin signs, submissions are included in In-Kind reports.

• Teacher Reviews and Signs: Staff review, approve, and sign pending activities. After staff signs, submissions are included in In-Kind reports—no admin signature is needed.

Purpose: These settings allow you to control the workflow of reviewing and approving In-Kind submissions, ensuring that the process aligns with your organizational requirements.

General Settings

Description: General settings provide additional customization options for managing In-Kind submissions.

Purpose: These settings offer flexibility in managing how In-Kind submissions are handled and tracked, accommodating various preferences and requirements.

How to Configure:

1. Go to the General In-Kind settings section.
2. Toggle the desired options on or off based on your needs.
3. Save your changes.

1. Show In-Kind Rates to All Staff and Families: This feature allows families to see how much In-Kind value they are contributing to helping out your program.

What parents will see:

2. Enable Site Admin Approval for Third-Party In-Kind Submissions: Allows site administrators to approve third-party submissions specific to their site.

Note: If this feature is turned off, the responsibility for approving these submissions will go to the Agency Admins instead. 

3. Allow Multiple Submissions Per At-Home Activity: Activating this feature allows staff to specify how many times an activity should be completed within the assignment period. Parents can track their progress and submit an assigned activity multiple times directly in the Parent App.

What teachers and staff see:

What parents see:

4. Allow Custom Time Entry: Provides an option to disable the feature that allows parents to enter custom time amounts for In-Kind activities on the Parent App.

Note: By default, it's turned ON, meaning parents can enter how much time they spend on each activity. You can turn it OFF if you don’t want parents to add their own time.

Configuring your In-Kind settings effectively ensures a smooth and organized process for managing at-home activity submissions. By adjusting these settings, you can tailor the system to fit your specific requirements, streamline the review process, and enhance transparency for all stakeholders.

For further assistance or if you have any questions, please reach out to our support team.

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