Best Practices for Tracking WBL Hours

Accurate hour tracking is the foundation of successful work-based learning programs. These best practices help coordinators maintain compliance while reducing administrative burden.

Establish Clear Expectations

Set students and employers up for success from day one:

• Define Submission Deadlines – Weekly or bi-weekly timesheet submissions keep tracking current
• Communicate Approval Processes – Explain who needs to approve hours and expected turnaround times
• Provide Training – Walk students and employers through the tracking system

Implement Regular Check-ins

Proactive monitoring prevents issues before they become problems:

• Weekly Progress Reviews – Identify students falling behind on hour requirements
• Automated Reminders – Send notifications for missing timesheets or pending approvals
• Mid-Program Assessments – Ensure students are on track to meet total hour requirements

Maintain Documentation Standards

Proper documentation protects your program and ensures compliance:

• Require Detailed Descriptions – Students should document specific tasks and learning outcomes
• Verify Employer Signatures – Digital or physical approval from workplace supervisors
• Archive Records – Maintain historical data for audits and program evaluation