Overview

The following article explains all of the areas which may need to be updated in the event of admin turnover. Follow the process below for a smooth and proactive transition from one program administrator to another.

When to Complete the Admin Turnover Process

If a current administrator from your program is moving on to a new opportunity, or they are handing off their responsibilities within Experiential Learning Cloud for any reason, you may need to complete the admin turnover process. Any user with the program admin roles in Experiential Learning Cloud can perform this process, including the individuals who are transitioning out of or into the role.

How to Complete the Admin Turnover Process 

1. Update Program Supervision Rules
   1. Go to Program Setup | Admin environment
   2. Click on the Programs tab on the left hand side bar
   3. Find your program and click on it to expand the program record 
   4. Click the Supervision tab 
   5. Find the previous admin's program supervision rule (it will say: "Admin Name supervises anyone when program = Program Name") 
   6. Inactivate the previous admin's program supervision rule 
   7. Create a new Program Supervision Rule for the new admin 
2. Check the Previous Admin's Class Supervision Rules
   1. Go to the Program Management | Staff & Students table 
   2. Click on the Classes tab on the left sidebar
   3. Go to the filter labeled More
   4. Select the Instructor filter 
   5. Select the previous admin's name to find any classes that they have supervision over
   6. Click on any classes which the admin should no longer have supervision over
   7. Go to the Supervision tab
   8. Expand the supervision rule with the previous admin's name 
   9. Click Transfer Tasks to transfer any outstanding tasks to a new instructor of the class
   10. Select the new instructor's name from the dropdown menu
   11. Click OK 
3. Check Any Placement Reviewer Group(s) 
   1. Go to the Program Management | Staff & Students environment
   2. Click on the Classes tab
   3. Go to the filter labeled More
   4. Select the Group Type filter 
   5. Select Reviewer Group 
   6. Expand any reviewer groups associated with your program 
   7. Go to the Staff & Students tab 
   8. Remove the previous admin from the group by clicking the trashcan icon 
   9. Add any additional faculty or admins to the group as necessary by clicking the (+) icon 
4. Check the Previous Admin's Other Supervision Rules
   1. Go to the Program Management | Staff & Students table 
   2. Expand the admin's user record
   3. Go to the Supervision Rules tab
   4. Make all supervision rules in the Supervisees section inactive 
5. Check the Previous Admin's Signer Tags
   1. Go the Program Management | Staff & Students table  
   2. Find and expand the admin's user record
   3. Go to the Roles and Tags tab
   4. In the Signature Tags section, review their signature tags
   5. If they have any signer tags aside from core faculty, instructor, or champion, they may have been given a unique signer tag
   6. Click on the blue signature tags and click the x to the left of the unique tag to remove it
   7. Go to the new admin's account. Make sure they have the Program Admin roles and give them the unique signer tag which the previous admin had (if applicable)
6. Review forms 
   1. Go to the Program Setup | Customization environment
   2. Read through your program's forms and check for mentions of the previous admin's name on forms 
   3. Submit form edit request to have the contents of the form(s) updated
7. Check for other mentions of the old admin's name in instructions on assignments or site placement tasks
   • The following article includes an explanation of updating instructions in site placement tasks: Updating Your Site Placement Process
   • To update instructions on class assignments, go to the class record, then to the Assignments tab, click on each assignment to expand it, and click on the Instructions field to review and edit existing instructions 

   • NOTE: Once you have expanded a task or assignment, you will be able to see if it already has instructions in place if there is a (...) after the  instructions label. If you see the pen and paper icon, that means that there are not yet any instructions for that task or assignment.

8. Finally, make the previous admin's account inactive. By making their account inactive, they will no longer be able to log into Experiential Learning Cloud , so only take this step if they are no longer working with your program in any capacity. 
   1. Go to their user record 
   2. Click the active toggle to switch their account to inactive