Hour Entries

Ripley makes entering hours easier than ever before. Let’s walk through how it works, one step at a time.

Adding an Hour Entry

  1. Supervisor: Select the supervisor who is overseeing the activity/hours you are entering. This may be your Responsible Supervisor or another supervisor if you are accruing hours under multiple supervisors. Click here to learn about adding/managing a supervisor.
  2. Organization: Select the organization for the particular activity/hours you are entering. Click here to learn about adding/managing an organization.
  3. Date: Select the date for the particular activity/hours you are entering. Ripley automatically organizes your hour entries by Month and Organization.
  4. Time: Select the start time and end time of the particular activity/hours you are entering. The end time must come after the start time and the hours must fall within the date entered. Once a valid start and end time have been entered, the Hour(s) for Allotment will show the time spent in decimal format. For example, two hours and 30 minutes will be listed as 2.5 hours.
  5. Hour Type: Select whether the particular activity/hours being entered were Independent (BCBA was not present) or Supervised (BCBA was present). The BACB requires separate entries for Independent and Supervised hours.
  6. Independent Hour Entry: Enter the time in decimal format of the activity category or activity categories for the hours you are entering. Click here to learn about converting time to decimal.
    • Restricted: Restricted hours are the delivery of direct therapy and instruction procedures with clients. Basically, anytime you are with your client directly and are not participating in unrestricted activities like analyzing data or researching literature.
    • Unrestricted: Activities under the experience requirements that are most likely to be performed by a BCBA or BCaBA, including conducting assessments, staff training, and developing behavior plans, among other activities.
  7. Supervised Hour Entry: Enter the time in decimal format of the activity category or activity categories for the hours you are entering. Click here to learn about converting time to decimal.
    • Restricted: Restricted hours are the delivery of direct therapy and instruction procedures with clients. Basically, anytime you are with your client directly and are not participating in unrestricted activities like analyzing data or researching literature.
    • Unrestricted: Activities under the experience requirements that are most likely to be performed by a BCBA or BCaBA, including conducting assessments, staff training, and developing behavior plans, among other activities.
    • Group Unrestricted: An interactive supervision meeting that includes no fewer than 2 and no more than 10 trainees. The number of trainees in a group meeting may not exceed 10 at any time, regardless of the number of supervisors in the meeting.
  8. Contact Type (Supervised Hours Only): Select the contact type for the particular activity/hours you are entering.
    • Non-Observational Contacts: A real-time interaction between the supervisor and trainee that takes place in an individual or group format without the presence of a client.
    • Observation with Client Contacts: The trainee must be observed working with a client in the natural environment, during each supervisory period, by at least one supervisor. In-person, on-site observation is preferred. However, the observation may be conducted using asynchronous (e.g., recorded video) or synchronous (e.g., live video conference) formats. This counts as an observation and a contact.
  9. Format Type (Supervised Hours Only): Select the format type for the particular activity/hours you are entering.
  10. Description of Activity (Optional): Summarize the activity in two to three sentences. The description may include information regarding the location (e.g., clinic, in-home, telehealth, school), who was present, topics discussed, feedback provided, and/or progress towards goals.
  11. Save Hour Entry: After you enter all required fields and if all fields are valid, the save button will become visible. Once you click Save, the hour entry will be saved to the correct Month, Year and Organization.

Editing an Hour Entry

  1. Find the hour entry that you want to edit on the Month Dashboard. Click on the corresponding pencil icon . This will take you to the Edit Hour Entry page.
  2. Update the hour-entry fields as you wish. The decimal-formatted time will show only as a placeholder for the activity categories. You will need to re-enter this time or edit to the correct time if needed.
  3. After you update all required fields and if all fields are valid, the save button will become visible. Once you click Save, the hour entry will be updated.

Click here to learn about adding an hour entry.

Deleting an Hour Entry

  1. Find the hour entry that you wish to delete on the Month Dashboard. Click on the corresponding trash can icon .
  2. An alert will appear to confirm that you wish to delete the hour entry.
  3. Once you confirm, the hour entry will be deleted.

Converting Time to Decimal

The formula for decimal hours is:

Decimal Hours = HH + (MM / 60) where:

  • HH is the hours component of the time
  • MM is the minutes component of the time

Example: 1 Hour & 15 Minutes = 1.25 Decimal Formatted Hours

Time Conversion Calculator:

: = Enter a Valid Time

Supervisors

When making an entry, the Supervisor is the person overseeing the particular activity/hours you are entering. This may be your Responsible Supervisor or another supervisor if you are accruing hours under multiple supervisors.

IMPORTANT: Adding someone as a Supervisor does not give them access to your account. This is for hour tracking and form generation purposes only. If you want to add this supervisor to access your account, click here to learn about adding account access.

Let’s walk through how it works, one step at a time.

Adding a Supervisor

  1. To add a supervisor, navigate to your Supervisor Dashboard: https://ripleyfieldworktracker.com/my-profile/supervisors/. You can get to this page in two ways:
    • From the Hour Entry form when you select "+ Add New Supervisor" under the Supervisor dropdown, an "Add New Supervisor" button will appear that will navigate to your Supervisor Dashboard. Once you add your new supervisor, they will appear as an option on the Hour Entry form under the Supervisor dropdown.
    • Click the "My Profile" link in the navigation. Under My Profile, click the "Supervisors" button in the sidebar.
  2. Enter your new supervisor’s information into the form and click Save. This will save the new supervisor to your account. Be sure that the information is correct as it will be used to generate verification forms and reports.

IMPORTANT: Adding a new supervisor does not give that supervisor access to your account. This is for hour tracking and form generation purposes only. Adding a supervisor DOES NOT give them access to your Ripley hour entries. If you want to allow a supervisor to access your account, click here to learn about adding account access.

Editing a Supervisor

  1. To edit a supervisor, navigate to your Supervisor Dashboard: https://ripleyfieldworktracker.com/my-profile/supervisors/. You can get to this page by clicking the "My Profile" link in the navigation. Under My Profile, click the "Supervisors" button in the sidebar.
  2. Find the supervisor that you want to edit on your Supervisor Dashboard. Click on the corresponding pencil icon . This will bring up the Edit Supervisor form.
  3. After you update all required fields and if all fields are valid, click Save. Once you click Save, the supervisor will be updated.

Click here to learn about adding a supervisor.

Deleting a Supervisor

Note: Supervisors can only be deleted once all hour entries have been reassigned to another supervisor. However, even if you no longer work with that supervisor, you do not need to delete them.

  1. To delete a supervisor, navigate to your Supervisor Dashboard: https://ripleyfieldworktracker.com/my-profile/supervisors/. You can get to this page by clicking the "My Profile" link in the navigation. Under My Profile, click the "Supervisors" button in the sidebar.
  2. Find the supervisor that you wish to delete on the Supervisor Dashboard. Click on the corresponding trash can icon . If the trash can icon is not visible for the supervisor you want to delete, it means that that supervisor is still connected to at least one entry in your account. You must reassign all hour entries of the supervisor you want to delete before you are allowed to delete them.
  3. An alert will appear to confirm that you wish to delete the supervisor.
  4. Once you confirm, the supervisor will be deleted.

Organizations

Whether you are tracking hours from one or multiple organizations, Ripley helps automatically organize that for you. Let’s walk through how it works, one step at a time.

Adding An Organization

  1. To add an organization, navigate to your Organization Dashboard: https://ripleyfieldworktracker.com/my-profile/organizations/. You can also get to this page in two ways:
    • From the Hour-Entry form when you select "+ Add New Organization" under the Organization dropdown, an "Add New Organization" button will appear that will navigate to your supervisor dashboard. Once you add a new organization, it will appear as an option on the Hour Entry form under the Organization dropdown.
    • Click the "My Profile" link in the navigation. Under your My Profile dashboard, click the "Organizations" button in the sidebar. You will then see a button that says Add New Organization.
  2. Enter your new-organization name into the form and click Save. This will save the new organization to your account. Be sure that the information is correct because it will be used to generate forms and reports.

Editing an Organization

  1. To edit an organization, navigate to your Organization Dashboard: https://ripleyfieldworktracker.com/my-profile/organizations/. You can get to this page by clicking the "My Profile" link in the navigation. Under My Profile, click the "Organizations" button in the sidebar.
  2. Find the organization that you want to edit on your Organization Dashboard. Click on the corresponding pencil icon . This will bring up the Edit Organization form.
  3. After you update all required fields and if all fields are valid, click Save. Once you click Save, the organization will be updated.

Click here to learn about adding an organization.

Deleting an Organization

Note: Organizations can only be deleted once all hour entries associated with an organization have been deleted or reassigned to another organization.

  1. To delete an organization, navigate to your Organization Dashboard: https://ripleyfieldworktracker.com/my-profile/organizations/. You can get to this page by clicking the "My Profile" link in the navigation. Under My Profile, click the "Organizations" button in the sidebar.
  2. Find the organization that you wish to delete on the Organization Dashboard. Click on the corresponding trash can icon . If the trash can icon is not visible for the organization you want to delete, it means that they are still connected to at least one hour-entry.
  3. An alert will appear to confirm that you wish to delete the organization.
  4. Once you confirm, the organization will be deleted.

Fieldwork Type (Supervised vs Concentrated Supervised)

There are two supervised fieldwork types: Supervised Fieldwork and Concentrated Supervised Fieldwork. Concentrated Supervised Fieldwork provides a pathway for individuals to complete their fieldwork in fewer hours, with more frequent supervision than Supervised Fieldwork. Hours accrued as Concentrated Supervised Fieldwork accrue at 1.33 times the value of Supervised Fieldwork hours.

Fieldwork Type Monthly Requirements

Supervised Fieldwork Monthly Requirements:

  • Minimum 20 Total Hours
  • Maximum 130 Total Hours
  • Minimum 5% Supervison
  • Maximum 50% Group Supervison
  • Minimum 4 Total Contacts
  • Minimum 1 Observation with Client

Concentrated Supervised Fieldwork Monthly Requirements:

  • Minimum 20 Total Hours
  • Maximum 130 Total Hours
  • Minimum 10% Supervison
  • Maximum 50% Group Supervison
  • Minimum 6 Total Contacts
  • Minimum 1 Observation with Client

Fieldwork Type Total Requirements

  • Whether you are recording Supervised Fieldwork, Concentrated Supervised Fieldwork, or both types, your Total Dashboard will show that you need a total of 2,000 hours. Each calendar month must be EITHER Concentrated or Non-Concentrated and cannot be a mix of both.
  • Since only 1,500 total hours are required for Concentrated Supervised Fieldwork, a 1.33 multiplier is added to your Total Hours to show your overall progress. The math is 1,500 x 1.33 = 2,000.
  • The multiplier is used since most users use a combination of both Supervised and Concentrated Supervised Fieldwork.
  • Supervised and Concentrated Supervised Fieldwork months are separated into separate tables to show each category's totals.

Updating a Month's Fieldwork Type

  1. By default, a newly generated month will be categorized as Supervised Fieldwork.
  2. To update, navigate to the Monthly Dashboard of the corresponding month that you wish to update.
  3. From the Monthly Dashboard, click the "Edit Month Details" button. This will take you to the Edit Month page.
  4. After you update all required fields and if all fields are valid, click Save, the month will be updated.

My Profile

Update your user information that is used to generate your monthly/final verification forms, change your password, or update the email you use to log in to your account from your My Profile Dashboard.

Updating your User Information

  1. To update your personal information, navigate to your My Profile Dashboard: https://ripleyfieldworktracker.com/my-profile/. You can also get to this page by clicking the "My Profile" link in the navigation.
  2. After you update all required fields and if all fields are valid, click Save. Once you click Save, your user information will be updated.

Updating your Password

  1. To update your password, navigate to your My Profile - Account Settings Dashboard: https://ripleyfieldworktracker.com/my-profile/account-settings/. You can also get to this page by clicking the "My Profile" link in the navigation. From your My Profile dashboard, click the "Account Settings" button in the sidebar.
  2. After you enter your new password, confirm your new password, and if both fields are valid, click Save. Once you click Save, your password will be updated. This will now be the new password you will need to enter to login.

Updating your Email

  1. To update your account email, navigate to your My Profile - Account Settings Dashboard: https://ripleyfieldworktracker.com/my-profile/account-settings/. You can also get to this page by clicking the "My Profile" link in the navigation. From your My Profile dashboard, click the "Account Settings" button in the sidebar.
  2. To update your email address, first enter your current email address, then enter your new email address in the appropriate field. You will also need to confirm your new email address. If all fields are valid, click the Save button. After clicking Save, your email address will be updated in the system. From now on, you will need to use your new email address to log in.

Previous Month/Hours in Bulk

Ripley makes entering previous months and hours in bulk easier than ever before. Instead of having to manually enter all your previous hours, Ripley will let you add them in bulk, one month at a time. Let’s walk through how it works, one step at a time.

Adding a Previous Month/Hours in Bulk

  1. Responsible Supervisor: Supervisor who signed your Fieldwork Verification Form on behalf of an organization where multiple supervisors are providing supervision for one trainee accruing fieldwork hours. Click here to learn about adding/managing a supervisor.
  2. Organization: Name of the organization at which you accrued hours. Click here to learn about adding/managing an organization.
  3. Month: Select the month for the particular activity/hours you are entering. Ripley automatically organizes your hour entries by Month/Year and Organization.
  4. Year: Select the year for the particular activity/hours you are entering. Ripley automatically organizes your hour entries by Month/Year and Organization.
  5. Fieldwork Type: There are two supervised fieldwork types: Supervised Fieldwork and Concentrated Supervised Fieldwork. Concentrated Supervised Fieldwork provides a pathway for individuals to complete their fieldwork in fewer hours and with more supervision than Supervised Fieldwork. Hours accrued as Concentrated Supervised Fieldwork accrue at approximately 1.33 times the value of Supervised Fieldwork hours. Each calendar month must be EITHER Concentrated or Non-Concentrated and cannot be a mix of both.
  6. Independent Hour Entry: Enter the time in decimal format of the activity category or activity categories for the hours you are entering. Click here to learn about converting time to decimal.
    • Restricted: What are restricted activities? Restricted hours are the delivery of direct therapy and instruction procedures with clients. Basically, anytime you are with your client directly and are not participating in unrestricted activities like analyzing data or researching literature.
    • Unrestricted: Activities under the experience requirements that are most likely to be performed by a BCBA or BCaBA, including conducting assessments, staff training, and developing behavior plans, among other activities.
  7. Supervised Hour Entry: Enter the time in decimal format of the activity category or activity categories for the hours you are entering. Click here to learn about converting time to decimal.
    • Restricted: The delivery of therapeutic or instructional procedures to a client for those accruing experience hours. Note: Not all time spent working with a client is considered restricted. For example, a number of unrestricted activities may involve the trainee working directly with a client.
    • Unrestricted: Activities under the experience requirements that are most likely to be performed by a BCBA or BCaBA, including conducting assessments, staff training, and developing behavior plans, among other activities.
    • Group Unrestricted: An interactive supervision meeting that includes no fewer than 2 and no more than 10 trainees. The number of trainees in a group meeting may not exceed 10 at any time, regardless of the number of supervisors in the meeting.
  8. Non-Observational Contacts: A real-time interaction between the supervisor and trainee that takes place in an individual or group format without the presence of a client.
  9. Observation with Client Contacts: The trainee must be observed working with a client in the natural environment during each supervisory period by at least one supervisor. In-person, on-site observation is preferred. However, the observation may be conducted using asynchronous (e.g., recorded video) or synchronous (e.g., live video conference) formats.
  10. Description of Activity (Optional): Summarize the activity in two to three sentences. The description may include information regarding the location (e.g., clinic, in-home, telehealth, school), who was present, topics discussed, feedback provided, and/or progress towards goals.
  11. Save Hour Entry: After you enter all required fields and if all fields are valid, the save button will become visible. Once you click Save, the hour entry will be saved to the correct Month/Year and Organization.

Editing a Previous Month/Hours in Bulk

  1. Navigate to the Monthly Dashboard of the corresponding previous month entered that you wish to edit.
  2. From the Monthly Dashboard, click the "Edit Month" button. This will take you to the Edit Previous Month/Hours in Bulk page.
  3. Update the previous month/hours in bulk as you wish.
  4. After you update all required fields and if all fields are valid, click Save, the previous month/hours in bulk will be updated.

Click here to learn about adding a previous month/hours in bulk.

Deleting a Previous Month/Hours in Bulk

  1. Navigate to the Monthly Dashboard of the corresponding previous month entered that you wish to delete.
  2. From the Monthly Dashboard, click the "Delete Month" button.
  3. An alert will appear to confirm that you wish to delete the previous month/hours in bulk.
  4. Once you confirm, the month will be deleted.

Account Access

Ripley allows you to share your recorded time entries with your supervisor(s). These users will be able to view all hour entries, track total progress, and sign monthly/final verification forms.

Adding Account Access to your Supervisor

IMPORTANT: To provide a supervisor with access to your account, you must connect with them in Account Access. If you want to add this supervisor for hour tracking only, click here to learn about adding a supervisor. Please note that any supervisor you wish to grant access to your account must have an active Ripley Fieldwork Tracker account.

  1. To add account access to your supervisor, navigate to your My Profile - Account Access Dashboard: https://ripleyfieldworktracker.com/my-profile/account-access/. You can also get to this page by clicking the "My Profile" link in the navigation. From the My Profile Dashboard, click the "Account Access" button in the sidebar.
  2. Once on your My Profile - Account Access Dashboard, click the "Add User Access" button. This will show the Add New User Access form.
  3. Enter your supervisors first name, last name, and email address they use for their Ripley Fieldwork Tracker Supervisor account into the form and click Save.
  4. If the information is correct, your supervisors will immediately be granted Account Access and you will see them listed on your My Profile - Account Access Dashboard.

Removing Account Access from your Supervisor

  1. To remove account access from your supervisor, navigate to your My Profile - Account Access Dashboard: https://ripleyfieldworktracker.com/my-profile/account-access/. You can also get to this page by clicking the "My Profile" link in the navigation. From the My Profile Dashboard, click the "Account Access" button in the sidebar.
  2. Find the supervisor with account access that you wish to delete on your My Profile - Account Access Dashboard. Click on the corresponding trash can icon .
  3. An alert will appear to confirm that you wish to delete the supervisor.
  4. Once you confirm, the account access for that supervisor will be removed. They will no longer be able to view your hour entries or sign verification forms. Note: Removing a supervisor’s access to your account will not impact your hours entries, but other the ability of that specific supervisor to see entries.