Overview 

The Site Process Builder is a dynamic tool for collecting students' field placement paperwork and connecting them to their field placement sites and supervisors. In this article learn how to use this tool to build site placement processes and update existing site placement processes directly within Experiential Learning Cloud. 

Types of Placement Processes 

There are two different types of placement processes that can be built in Experiential Learning Cloud: 

• Site Placement: Used for placing students with a new site and/or supervisor 

• Placement Updates: Used for existing placement extensions, site withdrawals, and/or supervisor withdrawals 

Program Setup Role

To access all features within the Site Process Builder, users need to have the Program Setup role.

1. Go to your Program Management | Staff & Students environment.  
2. Find the user(s) you’d like to add the Program Setup role to in the Users table.   
3. Expand their user record and then select the Roles and Tags tab.  
4. Click the Add (+) button at the top right of the table and select the Program Setup role. Then click Add.
     
5. Users with the Program Setup will have access to all features of the Site Process Builder within the Program Setup | Admin environment. 
   1. NOTE: If you have given yourself the role, you will need to log out and log back in for the new role to take effect.  

Building a New Site Placement Process (In-Depth) 

1. Once you have the Placement Builder role, navigate to Program Setup | Admin > Site Processes workspace. 

2. To build a new site placement process, click on the Add (+) button in the upper right hand corner of the table, then select Site Placement. 
    
   

3. Enter the following information in Details:
   

1. • Name: Give your site placement process a name, such as CMHC Practicum Placement or Student Teaching Process. If no student process description is provided, this is what will appear for students when selecting a process. 

• • Process builder notes: This is an optional space to include notes such as who created the process or any pertinent information about the process. 

• • Description for student: This is an optional space to include a description to help students know which process to use. This will appear for students in their site placement workspace. 

• • Program: The program the process definition is for/associated to. 

• • Reviewer: The individual or reviewer group that has access to complete final review on submissions to the site process. 

• • Final review step: This toggle indicates if final review must be completed on this process before student's placements are considered finalized. We recommend this be turned ON as a best practice. 

4. After details, you will see the Placement Groups tab. Note that if you click on the Add button, a disclaimer will appear indicating that this process can’t be activated until at least one step has been activated, so you can skip this part and come back to it later.
   Learn more here about How Students Get Access to the Placement Process. 
   

5. Next, go to Pre-App Tasks. If you would like to include any pre-application tasks, such as having students upload a resume, upload proof of liability insurance, or complete an application for field placement, select the toggle ON to include pre-application tasks. 

• • Click on the Add (+) button to add a new pre-application task.
     
    

  • Complete the following fields:

    • Name: This is the name of the task.

    • Instructions: Instructions for students regarding the task. These instructions also appear for site staff who are delegated the task.

    • Task type: Determines the type of task being completed. Options are Form, Report, Offline, or Upload.

      • Form: A form is an online document the student or site staff will complete within ELC, such as an application for placement or profile form.

      • Report: Use this type when the student is required to submit a report within ELC, such as the 514 Track Hours Log. Reports are not commonly used in site placement processes.

      • Offline: An offline assignment is something the students will complete outside of ELC. This could be a meeting they are required to schedule with their advisor or an interview with a site. The student can mark this done after they've completed the task outside of ELC.

      • Upload: This assignment type is used when the student needs to upload a .pdf or other document from their computer's hard drive, like a resume or insurance form.

    • Pre-requisites: Tasks that must be completed prior to the student beginning the next task.
    • Required or Optional: A site placement task can be required for all students or optional for all students. If required, the task must be marked completed in order for the placement application to be approved.
    • About: This field indicates who or what the task is about. This will determine where the form will live. For example, if a task is set to be About the Student, the document will live in the Student’s record under Documents.
      
      
      • User document types will show user persona options (Student, Faculty, Field Liaison, Site Supervisor)
      • Note: This field is only available on Form and Upload tasks
    • Allow student resubmission: Checking this box allows students to update and resubmit the task.
    • Reviewers: This is where you can determine who reviews the task being completed. If the task is a form or report, signers will automatically appear here depending on the signatures built into the form or report. You cannot remove signatures.
      • This is also where you can add an individual or a reviewer group to tasks. This review will be in addition to final review if that is turned on for the process definition.
    • Upload: Task attachments allow you to include a file on a task that is visible to anyone who can see the task instructions.
  • Repeat this step for each task you would like to include.
  • Click on the three dots at the top of the workspace to sort tasks, copy this task to another step, or copy tasks from another step to this step.
    

7. Next, go to the Sites tab. This is where you will determine the method by which a student connects with a site and create tasks for any associated paperwork.

   • First, choose your workflow:
      
     

     • Supervisees can suggest a new site: Students can suggest a site that is not approved for their program, or even in the database, for their placement. NOTE: If this step option is turned on, the “Students can choose an approved site step” option must also be turned on.

     • Supervisees can choose an approved site: Students can select from a list of sites approved for their program.

     • Supervisees are assigned a site: The Program Admin or Placement Approver assigns a site(s) to the student to apply to. If this step option is on, the only other step option that may be turned on is Students can create a site preference list.

     • Supervisees can create a site preference list: Students can submit a list of preferred sites for their placement approver(s) to review and approve.

     • Supervisees can apply to an approved preference: Students can apply to an approved site on their submitted site preference list. This step option cannot be turned on without the Students can create a site preference list step option.

   • Once you’ve chosen the workflow you would like to use, then you can begin adding site tasks to the Paperwork section. Complete the following fields when creating a new site task:
      
     
     • Name: This is the name of the task.
     • Task type: Determines the type of task being completed. Options are Form, Report, Offline, or Upload.
     • Prerequisites (if applicable): Tasks that must be completed prior to the student beginning the next task.
     • Required or Optional: A site placement task can be required for all students or optional for all students. If required, the task must be marked completed in order for the placement application to be approved.
     • About: This field indicates who or what the task is about. This will determine where the form will live. For example, if a task is set to be About the Student, the document will live in the Student’s record under Documents.
       
       
       • User document types will show user persona options (Student, Faculty, Field Liaison, Program Admin, Site Representatives, Site Supervisor)
       • Site document types will show Site.
       • Note: This field is only available on Form and Upload tasks
     • Completed by (if applicable): Similar to the About field in assignments, this field only appears for forms, reports, and upload assignments. Select the person that will complete the task -- either the Assignee (the student), Site Supervisor, Authorized Site Representative, Faculty, or Program Administrator.
       • If you set the assignment to be about the student (assignee) to be completed by their Site Supervisor, there several specific settings to who can view the assignment and when.
       • If the task is completed by a role other than the student, only staff associated with the student or site with the matching role will appear as submission options.
     • Delegated by (if applicable): This setting determines who can kick off (start) the task. The options are student, program administrator, or placement approver. This option will only appear in the task settings if you select a role other than student in the Completed by field.
     • Reviewers: This is where you can determine who reviews the task being completed. If the task is a form or report, signers will automatically appear here depending on the signatures built into the form or report. You cannot remove signatures built into forms.
       • This is also where you can add an individual or a reviewer group to tasks. This review will be in addition to final review if that is turned on for the process definition.
       • NOTE: If using the “Suggest new site” workflow: You must check the By email box for the signature of any external users (eg. New Authorized Site Representatives or New Site Supervisors). Since these users do not yet have a ELC account, this will allow them to complete the site placement task by sending it directly to their email. Their new account will be created through records creation once the placement is finalized.
     • Upload: Task attachments allow you to include a file on a task that is visible to anyone who can see the task instructions.
   • Repeat this step for each site task you would like to include.
   • Click on the three dots at the top of the workspace to sort tasks, copy this task to another step, or copy tasks from another step to this step. 
8. Next, go to the Site Supervisor tab. This is where you will determine the method by which a student connects with a site supervisor and create tasks for any associated paperwork.

• • First, choose your workflow:
     
    

    • Supervisees can suggest a new Site Supervisor: Students can suggest a site supervisor that is not approved for their program, or even in the database, for their placement. If this step option is turned on, the Student can choose an approved site supervisor step option must also be turned on.

    • Supervisees can choose an approved Site Supervisor: Students can select from a list of supervisors approved for their program who are associated with their selected site.

    • Supervisees are assigned a Site Supervisor: The Program Admin or Placement Approver assigns a site supervisor(s) to the student to apply to. If this step option is on, the other two options cannot be turned on.

  • Once you’ve chosen the workflow you would like to use, then you can begin adding site supervisor tasks to the Paperwork section. Complete the following fields when creating a new site task:
    
    

• • • Name: This is the name of the task.

    • Task type: Determines the type of task being completed. Options are Form, Report, Offline, or Upload.

    • Prerequisites (if applicable): Tasks that must be completed prior to the student beginning the next task.

    • Required or Optional: A site placement task can be required for all students or optional for all students. If required, the task must be marked completed in order for the placement application to be approved.

    • About: This field indicates who or what the task is about. This will determine where the form will live. For example, if a task is set to be About the Student, the document will live in the Student’s record under Documents.
      
       

      • User document types will show user persona options (Student, Faculty, Field Liaison, Program Admin, Site Representatives, Site Supervisor)
      • Site document types will show Site.
      • Note: This field is only available on Form and Upload tasks

       

    • Completed by (if applicable): Similar to the About field, this field only appears for forms, reports, and upload assignments. Select the person that will complete the task -- either the Assignee (the student), Site Supervisor, Authorized Site Representative, Faculty, or Program Administrator.

      • If you set the assignment to be about the student (assignee) to be completed by their Site Supervisor, there several specific settings to who can view the assignment and when.

      • If the task is completed by a role other than the student, only staff associated with the student or site with the matching role will appear as submission options.

    • Delegated by (if applicable): This setting determines who can kick off (start) the task. The options are student, program administrator, or placement approver. This option will only appear in the task settings if you select a role other than student in the Completed by field.
    • Reviewers: This is where you can determine who reviews the task being completed. If the task is a form or report, signers will automatically appear here depending on the signatures built into the form or report. You cannot remove signatures built into forms.
      • This is also where you can add an individual or a reviewer group to tasks. This review will be in addition to final review if that is turned on for the process definition.
      • NOTE: If using the “Suggest new supervisor” workflow: You must check the By email box for the signature of any external users (eg. New Authorized Site Representatives or New Site Supervisors). Since these users do not yet have an ELC account, this will allow them to complete the site placement task by sending it directly to their email. Their new account will be created through records creation once the placement is finalized.
    • Upload: Task attachments allow you to include a file on a task that is visible to anyone who can see the task instructions. 

1. • Repeat this step for each site supervisor task you would like to include. 

• • Click on the three dots at the top of the workspace to sort tasks, copy this task to another step, or copy tasks from another step to this step.

Placement Process Minimum Task Requirements By Workflow 

Use the table below to check that you have created at least the minimum required tasks depending on the workflow you’ve chosen for your site placement process. 

9. If you are using the following workflows you will also need to set up Records Creation: 

1. • Site Step: Students can suggest a new site 

• • Supervisor Step: Students can suggest a new supervisor 

10. All workflows must also set up Records Creation for Site Placement Dates and Supervision Dates. 
    
    

1. • In the Supervisor Step it is required to include a form that captures the start and end dates students that will be placed at their sites with their site supervisors. That way, records creation will automatically attach these dates to the student’s placement once the placement has been finalized through "Final Review". 

• • Learn more about what Records Creation is and how to set it up here. 

11. Next, update the Help Text displayed throughout the placement process if you’d like to have custom messaging. Learn more about Custom Help Text here. 
    
    

12. Once all tasks have been created you are ready to activate the placement process. Go to the Activation tab.
    

    • Test the Process: We recommend as a best practice to test out the placement process before you begin using it with students. Learn more about testing your site placement process here. 

    • Activate toggle: This toggle allows you to activate and inactivate the process. 

    • Duplicate process button: If you would like to make multiple of the same process or update a process that has been used by students you can use this button to create a duplicate instead of creating a new process from scratch. 

13. After you have completed all those steps, it is time to go back to the Placement Groups tab. When adding a Placement Group, you will be required to enter the classification and access start date. All other fields (limit to sub-program, limit to groups, access end date and Placement dates) are optional. Learn more about Placement Groups here.
    

What’s Next? 

Advanced Site Process Building - Records Creation: Visit this article to learn more about what records creation is and adding it into your new placement process.

Creating a Placement Updates Process: If you would also like to give students the ability to extend their placement or withdraw from their placement through the placement process you will want to create a Placement Updates Process. Learn more about it here!