Overview 

There are a few reasons to create new records via the placement process: 

• When students suggest a new site or supervisor in the site placement process 

• To associate student's placement dates with their placement in ELC by pulling placement dates from completed forms (BEST PRACTICE FOR ALL PROCESS TYPES)

• To associate documents with newly created sites or supervisors 

Required: Students Suggesting a New Site or Supervisor 

When a student suggests a new site or supervisor through the site placement process, records creation is the way these new sites and supervisors become records in ELC. 

• When a student suggests a new site, they will provide a site name which will create the new site record.  

• When they suggest a new supervisor, they will provide a supervisor’s first name, last name, and email which will create the new supervisor user record. 

This needs to be set up in the site placement process for records creation to do what it is intended to do. 

Best Practice: Pulling Placement Dates from Forms 

One benefit of using the site placement process is to automatically associate students with sites and supervisors for a designated time frame. We recommend setting up records creation to pull the placement dates entered in the site placement process and associate those dates with the student's placement and supervision relationship. 

This also needs to be set up in the site placement process for records creation to do what it is intended to do. 

Nice to Have: Associate Documents with Newly Created Sites or Supervisors 

Another benefit of records creation in the site placement process is the ability to copy documentation completed in the placement process to a new site record and/or new supervisor record. 

Setting Up Records Creation in a Site Placement Process 

Site Step 

NOTE: This is for the site placement workflow “Supervisees can suggest a new site” 

1. After creating site tasks in the Paperwork of the Site step, expand the Records Creation section. 

2. Use the Site Record table to map Source fields in the Source form (such as a Site Profile form) to the applicable Destination fields. 
    
    

3. After mapping the Destination Fields, you will want to map the information to a site version of a Site Profile Form or Site Information Form which will be added to the site’s record upon the placement being approved. 

4. Select the Destination form (be sure you select the “site version” of the form) from the dropdown menu. 
    

5. Click Map matching fields. 

6. Select the corresponding Site Information/Profile form from the dropdown menu. 

7. Click Submit and allow the fields to be automatically mapped. 
    

8. If Applicable: Use the Site Representative Record table to map Source fields in the Source form to the applicable Destination fields. 

1. 1. NOTE: This is only necessary if the Source form collects for Authorized Site Representative contact information. 
       

Supervisor Step 

NOTE: This is for the site placement workflow “Supervisees suggest a new site supervisor” 

1. After creating site tasks in the Paperwork of the Site Supervisor step, expand the Records Creation section. 

2. Use the Supervisor Record table to map Source fields in the Source form (such as a Site Supervisor Information form) to the applicable Destination fields. 

1. 1. NOTE: The red fields are required and the blue fields are optional. You must map the new site supervisor’s first name, last name, and email address at minimum for records creation to work correctly. 
       

Site Placement and Supervision Dates 

NOTE: This is for ALL site placement workflows available in the Site Supervisor step 

1. After creating site supervisor tasks in the Paperwork section of the Site Supervisor step, expand the Records Creation section. 

2. Use the Site Placement Start and End Dates table to map Source fields in the Source form (such as a Supervision Dates form) to the applicable Destination fields.  

1. 1. NOTE: This will establish the date range the student is associated with their placement site. 

3. Then, use the Supervision Placement Start and End Dates table to map Source fields in the Source form (such as a Supervision Dates form) to the applicable Destination fields. 

1. 1. NOTE: This will establish the date range the student is associated with their site supervisor.