A WBL timesheet records the date, time in and out, hours, and tasks for each day of a placement, with student and supervisor signatures that confirm the hours are accurate. Download the free weekly timesheet, monthly log, or activity log below in PDF or DOCX.
All three versions (weekly timesheet, monthly hours log, activity log) in one file.
Free, no sign-up. Review with your district before use.
What to include in a WBL timesheet
Every field on the weekly timesheet is there for a reason:
- Date, time in, time out: the basic record of when the student was on site.
- Unpaid break (minutes): so totals reflect actual working time.
- Total hours per day: calculated the same way every time, using the rounding rule printed on the form.
- On-site or remote: many programs need to know where the hours happened.
- Tasks performed: turns hours into evidence of learning. A supervisor can see what the student did, and so can an auditor.
- Learning objective number: links each day to an objective from the training agreement template.
- Supervisor initials per day: catches errors while the supervisor still remembers the day.
- Absence codes: every scheduled day gets an entry, even when the student wasn't there.
- Weekly total, cumulative total, required total, remaining: shows at a glance whether the student is on track to finish.
- Student certification and supervisor verification: two signatures confirming the hours are accurate.
- Coordinator-use box: when it was received, who reviewed it, and whether it was entered into your records.
What it leaves out on purpose: SSNs, medical information, and student ID numbers on the employer-facing copy.
Choose your version
Weekly timesheet
The default for most internships, co-ops, and paid placements. One landscape page covers Monday through Sunday, with tasks, objective numbers, and supervisor initials for each day. Weekly submission keeps errors small and easy to fix.
Monthly hours log
For long placements, or when credit depends on reaching minimum hours. It has rows for days 1 to 31, weekly subtotals, a monthly total, and a running cumulative total. Some districts award credit in hour-based "blocks"; Cartersville City Schools in Georgia is one example. Optional wage fields are included for paid placements.
Activity log
For one-time or short experiences such as job shadows, guest speakers, industry tours, and mock interviews. Each row records the date, activity type, host organization and contact, hours, a one-line student reflection, and the host's or teacher's initials. It works well for career awareness and exploration activities that don't need a weekly timesheet.
How to log and verify WBL hours
Whatever version you use, these practices keep hours accurate and defensible:
- Pick one rounding rule and print it on the form. Nearest quarter hour is a common choice. What matters is that everyone uses the same one.
- Record breaks. Subtract unpaid breaks so daily totals are real working time.
- Give every scheduled day an entry. Use the absence codes (S sick, C in class, H holiday, X not scheduled, O other) so there are no unexplained blanks. Bay-Arenac ISD's timesheet uses the same idea: each day must have an entry.
- Set one submission deadline. Weekly or biweekly, printed on the form, the same for every student.
- Get supervisor verification every period. The supervisor signs that the hours were worked under their supervision. Don't wait until the end of the placement.
- Review as a coordinator. Check totals, look for missing days, and compare progress to the required total.
- Correct errors the right way. Draw a single line through the mistake, write the correction, and initial it. Never write over an entry or use correction fluid.
Our best practices for tracking WBL hours and the complete guide to WBL tracking go deeper. If you're comparing systems, see the essential features of WBL tracking systems.
Hours rules for students under 18
District and legal review required. Federal child-labor rules limit the hours and times of day that 14- and 15-year-olds may work, and your state's rules may be stricter. The federal rule is 29 CFR 570.35. Confirm the rules that apply to your students with your district before a placement starts. The timesheet footer reminds students and supervisors of this.
Don't collect sensitive data on timesheets
Timesheets pass through many hands: the student, the supervisor, sometimes an HR office, and the school. Keep them free of sensitive information:
- No SSNs. Some agency forms ask for a student's SSN; Nebraska's vocational rehabilitation timesheet is one example. A school WBL timesheet doesn't need one.
- No medical information. Keep it on a separate confidential form held by the school.
- No student ID on the employer's copy. Use it only on the internal copy if you need it.
Once a completed timesheet is held by the school, treat it as part of the student's records. Review what you collect and who sees it with your district, using the FERPA guidance as a reference.
Why hours logs matter for reporting
Under Perkins V, many states report a work-based learning indicator (5S3): the percentage of CTE concentrators graduating from high school having participated in work-based learning (ACTE, Perkins 101: Accountability). States decide what counts as a qualifying experience, and some use hour thresholds. A clean, verified hours log is one of the records that shows a student met your state's definition. For the full picture, see our Perkins V work-based learning reporting guide and our post on WBL reporting and compliance.
Hours aren't the whole story, though. Programs moving toward competency-based graduation need competency evidence, not just hours. The task and objective columns on this timesheet are a start.
Paper timesheets vs. digital hour tracking
Paper works. It just takes more chasing. Here is how a paper timesheet compares to work-based learning software like WBL Tracker:
| Task | Paper or spreadsheet timesheet | WBL Tracker |
|---|---|---|
| Logging hours | Student fills in a form and hands or emails it in | Students log hours from any device, no app download required (internship tracking) |
| Supervisor verification | Signatures collected by hand or by email | One-click supervisor approval (internship tracking) |
| Missing timesheets | Coordinator follows up manually | Automated reminders keep students on track with timely submissions (home) |
| Entry records | Handwritten, corrected by strike-through | All time entries are timestamped (FAQ) |
| Progress toward required hours | Totaled by hand | Real-time dashboards (internship tracking) |
If you mostly run internships, you can also track internship hours without spreadsheets.
Related templates
- Training agreement template: set the schedule, objectives, and responsibilities before day one.
- Employer evaluation form: midpoint and final ratings from the supervisor.
- All free WBL templates
Frequently asked questions
What should a work-based learning timesheet include?
The date, time in and time out, unpaid breaks, a daily total, the tasks performed, weekly and cumulative totals, and signatures from the student and the worksite supervisor. Linking each day's tasks to a learning objective from the training agreement makes the timesheet evidence of learning, not just attendance.
Who verifies WBL hours?
The worksite supervisor confirms that the hours were worked under their supervision, and the WBL coordinator reviews the timesheet. Follow your district's policy on who must sign.
How often should students submit timesheets?
Weekly or biweekly is common. Pick one schedule, print the deadline on the form, and hold to it so hours don't pile up at the end of the term.
How should I round WBL hours?
Choose one rule, such as rounding to the nearest quarter hour, and print it on the form so every student and supervisor uses the same rule. Cartersville City Schools in Georgia, for example, tells students to round to the nearest quarter hour.
Do job shadows need a timesheet?
Usually a simpler activity log or sign-in sheet is enough for a job shadow, guest speaker, or industry tour. This kit includes an activity log for that purpose. Check your state's rules for how short activities must be documented.
Are there limits on how many hours students under 18 can work?
Yes. Federal and state child-labor rules limit work hours, especially for 14- and 15-year-olds, and state rules can be stricter than federal ones. The federal rule for 14- and 15-year-olds is 29 CFR 570.35. Confirm the rules that apply to your students with your district before the placement starts.
Can students submit timesheets digitally?
Yes. Students can fill in the DOCX version on screen and email it. Work-based learning software can also handle it online. In WBL Tracker, students log hours from any device and employers verify with one click.
Stop chasing timesheets
See how WBL Tracker handles hour logging and supervisor sign-off for a program like yours.