Term Setup Review

Now that you have completed coaching, review the following tasks to ensure you are ready for your first term in Experiential Learning Cloud! Please feel free to use this checklist as a resource when preparing for future terms, as well.

1. Check that your students (and other users) have accounts created in Experiential Learning Cloud. If they are not in Experiential Learning Cloud yet you can either:  

• Create them manually
  • For assistance refer to the article on Creating New Users.
• Or, fill out a user import
  
  • Check out this article to learn more about completing a user import yourself.  

• NOTE: If you have an LTI integration up and running, then you will just need to make sure that the LTI link has been added to any classes where students will need access to Experiential Learning Cloud. Their accounts will be created through the integration so no manual creation or import of users is needed.
  • LTI Resources:
    • Blackboard
    • Canvas
    • D2L

2. Check to make sure your class templates are up to date. These have been created for you by your Implementation Specialist. Take time to review the assignments and feel free to update the templates as you see fit.  

• What is a class template and how do I make one?
• Best Practice: Add all possible assignments to class templates

3. Be sure that the class sections for the upcoming term are created and students have been added to their classes correctly. You can either create class sections manually or create them through a class import.  

• To create your classes manually, use these articles to help you: Creating New Classes and Copying Assignments from Templates. 
• To import class rosters fill in the Classes/Groups tab on the import spreadsheet! Then submit it via a Service Request via the ?Help icon in your Experiential Learning Cloud account.  

• NOTE: If you have an LTI integration up and running, then you will just need to make sure that the LTI link has been added to any classes where students will need access to Experiential Learning Cloud. The class sections will be created through the integration so no manual creation or import of classes is needed.
  • LTI Resources:
    • Blackboard
    • Canvas
    • D2L

4. Ensure that any students heading into field experiences are connected to their sites and supervisors. 

• You can run the #801 and #802 reports to see which students are connected to sites and supervisors.
• You can also run the #702 Database Audit report to see if there are any gaps in your setup (e.g. students who are not connected to a site or those who do not have a direct supervision rule at their site).
• If your students are not yet connected to sites and supervisors, you can connect them one of two ways:
  • Either through the site placement process
  • Or if your program is not using a site placement process you can import their field placement and supervision rules using a supervision import.

5. Once everything is set up how you’d like, go ahead and invite users who were either created manually or created via a user import. Refer to our article on Inviting New Users to assist you.  

6. After your first completed term in Experiential Learning Cloud, there are a few things you can do to maintain your database term over term.  

• Continue importing users, classes, sites, and supervision rules as needed if you do not have an integration or are not using a site placement process.
• Be sure to add end dates to your classes to keep everything organized and up to date.
• Review and update class templates as needed prior to creating the next term's class sections.
• Run Field Placement Reports #801 and #802 to see if any students are still associated with their sites and supervisors despite their placements having ended.
• Instruct graduating students to set their graduation date so they transition to alumni upon graduation.