Overview of the Site Placement Process in Experiential Learning Cloud

Background

Use this as a reference for basic information about the placement process such as: 

• Finding and Starting Your Site Placement Process
• Completing Pre-Application Tasks
• Completing the Process
• Canceling the Process
• Troubleshooting in the Site Placement Process
• Updating Your Placement

In addition to these standard aspects of the process, each program may choose to implement slightly different workflows. 

Please note that the site application process in Experiential Learning Cloud is specific to your program’s placement requirements. Your placement site may require additional paperwork or tasks to be completed outside of Experiential Learning Cloud.

IMPORTANT: Be sure to follow your program's guidelines for contacting, applying to, and interviewing with prospective placement sites outside of Experiential Learning Cloud.

Prior to beginning your placement process, your program may allow you to use Experiential Learning Cloud to browse your program's list of approved sites. This option is configurable and may not available to all programs.

Finding your Site Placement Process

Complete all required paperwork for each field experience level, with placement requirements and paperwork organized for you.

1. Click the My site placements button in your Site Placements tile. 
2. Select a classification that matches the field experience you are heading into. 
3. Once you have selected your classification, you may be prompted to select from a list of application processes. 
   • Read the descriptions for each and pick the one you think fits best. If you’re not sure, reach out to your field coordinator or placement administrator. When you’ve selected the correct process, click Next to begin the placement process. 
4. If you are not prompted to choose between processes, that means your program only has one process available for your classification, so the system will select that process for you, by default.
5. After a placement process is selected, you will see a set of steps on the left. Click on each step to complete the required tasks for each step. 

Pre-Application Tasks

If you do not see (1) Pre-Application Tasks on the left side of your site placements workspace, your program may have elected to have these tasks completed outside of Experiential Learning Cloud or outside of the placement process.

Skip to the Program-Specific Workflows section of this article to learn about the next steps in your placement process. 

1. The first step of the placement process is typically Pre-Application tasks. Click on each task to view more information about the task. Click Start when you are ready to initiate each task. You will not be able to move on to subsequent process steps until all required Pre-Application tasks are completed. 
2. Once you've submitted a form or task, the status will then change to Completed or Waiting On. 
   • If a task is "Waiting On" another user, they will need to review or sign the document in order for it to be completed. If they request changes to the document/task, it will return to you so that you can make the necessary changes. 
3. Once your pre-application tasks are completed, you will be able to move on to the next steps of the process.
   • These steps and the manner in which they are completed will differ depending on your program's chosen placement process workflow. Refer to the next section to learn about the various workflow options. 

Program-Specific Workflows

Site Preferences

If you see a Site Preference List step on the left side of your placements workspace, your process utilizes Site Preferences. 

Assigned Site Placements

If see a Select Site step and, upon clicking it, the green box at the center of the screen says “a site and supervisor are being assigned to you. Check back later to complete site placement", then your program will be assigning a site to you. 

Selecting or Suggesting a Site and Supervisor

If you see both a Select Site and Select Supervisor step, your program allows you to identify your own site and supervisor using Experiential Learning Cloud.

Completing the Process

When your site supervisor and site are given final approval by your placement coordinator or field director, both steps will have a green check mark. The site and supervisor will now appear as options for you in Timesheets when the dates of placement occur. You can view the dates of placement within the site and supervisor details under the name for each. 

Canceling a Process

Should you wish to withdraw your site and/or supervisor application at any point in the process, you may do so by clicking the Cancel button within each step or using the 3 dots next to the site name.

You can only cancel a process prior to final approval being granted. 

 IMPORTANT: Once you click the Cancel button for a site or site supervisor, you will be permanently withdrawn from that application process.

• Should you wish to re-apply to a site or supervisor after you've canceled, you will need to start the entire process and tasks over again from the beginning.
• If you cancel a site placement, all supervisor placements for that site will also be automatically canceled as well.

Troubleshooting the Placement Process

Some common issues students encounter in the site placement process are: 

• I am unable to click on a classification in my site placements workspace
  • If none of your classifications are able to be clicked, that means you do not have access to a placement process at this time, likely because your site placement access period has not yet begun, or you have not been added to a site placement access group. 
  • Ask your placement coordinator to help if you think you should be able to access a process, but are unable to. 
• My site supervisor or site representative is not receiving the tasks I have sent via email.
  • This can occur due to strict firewalls blocking emails from Experiential Learning Cloud. As a workaround, you can generate a manual share link and send it to them directly.  

Placement Updates

Once you’ve completed your placement process and final approval has been granted, your program may allow you to complete a placement update process to extend your placement or withdraw from your site or supervisor in the system.