Overview 

The site process builder is where you can find your program’s site placement processes. This is where the process is built and defined, very similar to how assignments in classes are built and managed. This workspace can be found in your Program Setup | Admin environment.

 

Site Process Details

The information section at the top of each site process definition determines the displayed information for students regarding the process.

1. Name of the process: If no student process description (see #3) is provided, this is what will appear for students when selecting a process.
2. Process builder notes: Notes for the process builder.
3. Student process description: A description to help students know which process to use. This will appear for students in their site placement workspace.
4. Program: The program the process definition is for/associated to.
5. Reviewer: The individual or reviewer group that has access to complete final review on submissions to the site process.
6. Final review step: This toggle indicates if final review must be completed on this process before student's placements are considered finalized. We recommend completing final review as a best practice.

Site Process Placement Groups

Placement groups determine how and when students can use the site process definition.

1. Name: The name should be descriptive, describing the placement level, term, and any other key information that describes the unique placement experience that students from this placement group are applying for. 
2. Classification: Select the classification (typically placement level) that is applicable to the placement group  
3. Access dates: Establish the dates during which students from the placement group should be able to initiate their placement process. 
4. Placement dates: Assign standard placement dates to all members of the placement group. These dates will be applied to all placements created for students within this placement group.
5. Limit to groups: If your placement group should only include students from specified groups, such as classes or cohorts, choose those groups or create them here. If you create a group from this space the group's start and stop dates are automatically filled with the placement group placement dates, if any have been entered.

Pre-App Tasks

The pre-application paperwork step of the site process builder is where you would put tasks that need to be completed only one time per process. Examples of pre-application tasks may include (but are not limited to) student proof of liability insurance, placement preparedness checklists, or uploading a resume. Students cannot move on in the process until all required pre-application tasks are completed.

1. Include Pre-Application Tasks toggle: This is the setting that turns all pre-application tasks on or off. This cannot be changed after a student has started the process.
2. Tasks: This is where all pre-application tasks (assignments) are shown.
3. Add: This button allows a user with the appropriate permissions to create a new pre-application task.
4. Sort: This allows you to change the order of the pre-application tasks. Be sure to click “Done Sorting” after you click and drag the tasks into the desired order to ensure your changes are saved.

Site Paperwork Steps

The site paperwork steps are listed within the site process builder after the pre-application paperwork step. The site steps determine how students can have their sites added and what paperwork they need to complete specific to the site for their program. Not all site step options can be used simultaneously within the same process.

1. 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. If this step option is turned on, the Students can choose an approved site step option must also be turned on.
2. Supervisees can choose an approved site: Students can select from a list of sites approved for their program.
3. 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.
4. Supervisees can create a site preference list: Students can submit a list of preferred sites for their placement approver(s) to review and approve.
5. 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.
6. Enable placement referral: For processes that use "assigned a site", this feature allows your program to designate specific tasks to be sent as a placement referral to a site prior to placing the student there. Learn more here.
7. Paperwork: These are the tasks completed by students or site staff so the student can be placed at the field site.
8. Records Creation: These are the records that are created based on the site paperwork tasks.

Site Supervisor/Task Supervisor Steps

The supervisor paperwork steps are listed within the site process builder after the site paperwork step. The supervisor steps determine how students can have their supervisors added and what paperwork they need to complete specific to each supervisor for their program. Not all supervisor step options can be used simultaneously within the same process. Please note that all instructions here for the Site Supervisor/Field Instructor are true for the Task Supervisor.

1. 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.*
2. 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.
3. 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 Students can suggest a new Site Supervisor and Students can choose an approved Site Supervisor cannot be turned on.
4. Paperwork: These are the tasks completed by students or site staff so the student can be placed with the site supervisor.
5. Records Creation: These are the records that are created based on the site supervisor paperwork tasks.

Site Process Task Settings

Site Process tasks settings are almost identical to assignment settings. Below will outline each section of the task builder in the site process builder. Please note you cannot interact with all steps outlined below.

1. Paperwork: The set of tasks students will need to complete for the selected process step.
2. Add task: Creates a new task for the step.
3. Task: Task definition for the step. Click on the task to open it and view its settings.
4. Delete task: The trash can icon gives you the option to delete the task from the step if you have the appropriate permissions to do so. This option may be disabled depending on your role and if the process has been started by students.
5. Task Name: This is the name of the task.
6. Instructions: Instructions for students regarding the task. These instructions also appear for site staff who are delegated the task.
7. Task type: Determines the type of task being completed. Options are Form, Report, Offline, or Upload.
   1. Form: A form is an online document the student or site staff will complete within Experiential Learning Cloud, such as an application for placement or profile form.
   2. Report: Use this type when the student is required to submit a report within Experiential Learning Cloud, such as the 514 Track Hours Log. Reports are not commonly used in site placement processes.
   3. Offline: An offline assignment is something the students will complete outside of Experiential Learning Cloud. 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 Experiential Learning Cloud.
   4. 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.
8. Prerequisites: Tasks that must be completed prior to the student beginning the next task.
9. 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.
10. Completed by: 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.
    1. 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.
    2. 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.
11. Delegated by: 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.
12. Approval Process: 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.
13. Add a reviewer: This is where you can add individual or a reviewer group to individual tasks. This review will be in addition to final review if that is turned on for the process definition.
14. By email: This is an important setting for new site or supervisor tasks. Checking this option allows the task to be sent outside of Experiential Learning Cloud via their email address to a person who does not yet have a Experiential Learning Cloud account.
15. Refresh signers: This button refreshes the signatures. You can use this to update signatures after a form has been updated.
16. Sort: This allows you to sort the order of reviewers and signers. You cannot change the order of signatures only.
17. Task attachments: Including a file on the task makes it visible to anyone who can see the task instructions.
18. Sort Tasks: This button allows you to change the order of tasks for the step. Be sure to click “Done Sorting” after you click and drag the tasks into the desired order to ensure your changes are saved.

Help Text

The help text section of the process builder is where you can customize the help text messages to assist students through the placement process. Default messages are provided if you do not wish to customize these.

1. Help Text component: Use this dropdown menu to select the message you would like to edit in each space within the site placement process.
2. Preview: This is a preview of the current message that is displayed for the selected component.
3. Editor: This is where you can made edits to the message. Learn more at Editing Custom Help Text.
4. Save: Be sure to click Save to save your message and make it visible to students completing the placement process.
5. Restore Default: Click Restore Default to revert your message back to the original default message provided.

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Activation

The activation section of the process builder is where you can make the process active and available to use or to inactivate it if needed.

1. Test the process: It is best practice to test your site process out as a test student before activating it for student use. Learn more at Testing Your Site Placement Process.
2. Activate: Select the toggle on to activate the process. When the process is active, students will see access period classification tabs in their user interface and can interact with the entire process during an access period date range.