Experiential Learning Cloud: Program Access Guide

Program access in Experiential Learning Cloud is role-based; users can view/update records only for programs they are associated with.

Jul 16, 2026
Knowledge

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Program Access by Role

In Experiential Learning Cloud, program associations determine the records that a user can view and update in the system. In general, if you are not associated with a program, you will not be able to view information that is linked to it. This allows multiple academic departments from one university to share a database in Experiential Learning Cloud, while keeping your information secure and limiting access only to those who need to see it.

Program administrators can add users to any programs they themselves are associated with. If a program administrator needs to be added to an additional program that they are not already associated with, a Experiential Learning Cloud support team member will need to associate them with it.

Quick Guide

Role	Access linked to Program Association	Best Practices	Additional Access Notes
Student	Site Placement Processes Program-Specific Tutorials Program Assignments	Students should only be associated with one program at a time, if possible. Exceptions may occur if students are enrolled in multiple degree programs concurrently.	Students access class assignments based on association with a class Students’ connections to their faculty and site supervisors are defined by supervision rules
Faculty	User Documents	Faculty can be associated with all programs that they oversee students within.	Faculty access to classes is determined by their supervision over a class Faculty access to individuals in the student dashboard is determined by their supervision rules
Placement Approvers	Sites Site Placement Processes User Documents Site Documents	Placement approvers can be associated with all programs within which they assist with student placements
Admins	Users Table* Groups Table* Sites Table* Site Placement Process Builder Table* Programs Table* Seats Table* Site Openings Table* Mass Updates Workspace* User Documents Site Documents *Admins can view all records associated with their program(s), and any records associated with no programs	Program admins should be associated with any programs they need to view, update, and/or create records for Program admins should be associated with the “alumni” version of their program so that they can move students to the alumni program upon graduation (more here)
Site and Task Supervisors		Site and task supervisors should be associated with any programs the students they supervise are a part of	Site and task supervisors can only view students they have supervision over
Authorized Site Representatives	Sites they are associated with	ASRs should be associated with any programs their site is approved for

Additional impacts of program association:

Program association also determines the custom terms users see in their Experiential Learning Cloud accounts, as well as access to certain features controlled by Program Settings.

URL Name

Tevera-Program-Access-Guide