Overview

Experiences in a Time Track are de-identified client demographic categories tied to student timesheet entries.

They allow students to log time by client group while keeping data anonymous.

Customizing Experiences provides cumulative hours per demographic for better program reporting.

 

*De-identified: term used to refer to data from which any information that could directly or indirectly identify an individual has been removed or altered, with the purpose of protecting and ensuring the privacy of individuals while still allowing for data analysis and sharing.

 

 

How to Create Experiences:

 

1. Go to the Program Setup | Customization environment

2. Go to the Track Builder tab

3. Click Time Experiences at the top of the screen

4. Click the Add button to the right of the screen to create a new Experience

5. Name. To avoid confusion, Experiences should have a unique name in your database.

6. Description. You can describe here the nature of this Experience.

7. Allow grouping. Select this option if you want the student to have the option to convert this experience type into a group, for example, when a student makes the distinction of the type of client, such as individual, couple, family or group.

8. Time track. The drop-down menu will display the time tracks previously created in your database. After selecting a track, this will display the breakdown of activities in it. Make sure you check on each box as needed, checking only the parent heading will not default to selecting each further activity in it.

 

Note: Once created, an Experience can also be added to more tracks by clicking on Edit Activity when working in the Tracks tab, as seen below:

9. Add Experience Attributes. Click on the Add button to the right of the screen. Next, it is required to assign a Name to continue tailoring this Experience Attribute. Provide a Description as needed.

1. Required. If selected, the student will be required to record the information associated with this attribute.

2. Allow grouping. Select this when needed, as would be the case with client types such as couple, family, group, etcetera. No more than one attribute per experience type can allow grouping.

3. Multi-select. An example of when this box should be selected is when the attribute is “disabilities,” since the answer could be more than one option checked.

10. Attribute Options. Once you have completed the required fields for this attribute, you can start adding Attribute Options. To do this, click on the Add button on the right end of the screen.

a. Name: This field is required.

b. Code: This field is not required, nor visible to students.

c. Description: If you add one, the description of this Attribute Option will be visible to students when logging in time.

d. Is a group: If checked, this option will mark the experience as a group.   

As needed:

11. Repeat step 10 to add more Attribute Options.

12. Repeat step 9 to add more Attributes to this Experience.

Sort Button:

As you add Attribute Options, they will appear on your screen in the order in which you created them. You can click on the Sort button located on the right bottom corner to arrange them in a different order.

Important considerations to keep in mind:

Experiences are automatically required and active upon being added to a Time Track. Once Experiences have been enabled in a track, students will not be able to quick-add time when logging in time, since Experiences are always required in an entry.

Experiences in Reports:

Experiences are included in the #514 Track Hours Log and the APPIC001 reports as a total accumulation of the number of clients from each demographic, as well as the number of hours logged with a client representing each demographic group.

BEST PRACTICE: If you enable experiences for your program’s time track(s), be sure to add the #514 Track Hours Log or the APPIC report (PsyD program) in your students’ report assignments.