Field Liaisons in Experiential Learning Cloud

If your program uses individuals to connect students’ field placements with the university, you can assign them to the Field Liaison role to track student progress in Experiential Learning Cloud.

They will be visible in the student placement sidebar with contact info and quick links. The role name is customizable (e.g., Field Liaison for Social Work, University Supervisor for Teacher Education).

 

How to Set Up Field Liaisons

Create an Account for Each Field Liaison

1. If this individual does not have an existing Experiential Learning Cloud account, add them as a user.

2. Use the Field Liaison quick-add button to assign the necessary roles (Class Functions and Class Functions Plus +) and tags (ELC-Field Liaison) to the user.
   NOTE: If your program has customized the “Field Liaison” term, you will see your chosen term on this quick add button and the assigned signer tag.

   TIP: The ELC-Field Liaison tag must be assigned to Field Liaison users and applied to form signatures in order for students to be able to send documents to their Field Liaison for signature.

 

Connect Liaisons to Students
There are 2 different methods to connecting liaisons to your students. Review both methods below to help you decide which one works best for your program.

METHOD 1: Create Individual Liaison to Student Supervision Rules

This method is recommended when a liaison works with a caseload of students who are in different classes, placement levels, etc.
These individual supervision rules will allow students to delegate tasks that are set up to be Completed by: Field Liaison to their liaison and allow the liaison to view each student's progress within the Assignment Grid (see "Additional Information" below).

1. 1. Locate and expand the Liaison's user record
   2. Navigate to the Supervision Rules tab
   3. Within the Students table, click the Add (+) button
   4. Click the Supervision type field and select Field Liaison from the dropdown menu
   5. If applicable, set start dates and end dates to limit the period during which the liaison has supervision over the student
   6. At the bottom, configure the supervision rule as follows: [Field Liaison Name] supervises [Student Name] when [Always]

NOTE: If you need to connect Field Liaisons to many individual students, the quickest way to do so is through a supervision import. 

 

Additional Information

• • • Field Liaisons supervising individual students (not entire classes) can see those students’ classes in the Assignment Grid but only the students they directly supervise.

      • For example, if Freya supervises 3 students in an internship class, only those 3 appear in her grid.

        
         
          

If a Field Liaison doesn’t supervise a class, they can only access assignments requiring their action in the Assignment Grid, but can view all their students’ documents in the Documents workspace.

METHOD 2: Create Liaison to Group Supervision Rules

This method is recommended if a liaison is the instructor of an entire class or needs to supervise a group of students within another group type such as cohort or specialization (see "Additional Information" below if you need help deciding which group type would work best for you).

1. 1. Locate and expand the class or group the Liaison will be supervising
   2. Navigate to the Supervision tab
   3. Within the Supervision rules table, click the Add (+) button
   4. Click the Supervision type field and select Field Liaison from the dropdown menu
   5. If applicable, set start dates and end dates to limit the period during which the liaison has supervision over the group
   6. At the bottom, configure the supervision rule as follows: [Field Liaison Name] supervises [Group Name] when [Always]

Additional Information

Class vs. Cohort & Specialization Group Types

• • • Class: Typically an academic course containing assignments, students, and an instructor
      *Giving a Field Liaison supervision over a class allows them to view the information and assignments of all students in the class. Therefore, giving them supervision over a class is recommended only if they are also the class instructor.
      
    • Cohort/Specialization: Typically a group that is used for grouping students for placements, degree paths, or anything outside of an academic course
      *Giving a Field Liaison supervision over one of these group types only allows them to view information and documents related to the students within the group they supervise. Therefore, giving them supervision over a cohort or group is recommended if they do not supervise an entire academic course of students.
      
      

If a Field Liaison has supervision over an entire class, they will be able to view student progress on assignments in the class they supervise using the Assignment Grid.

Creating Assignments to be Completed by Field Liaisons
If an assignment should be completed by a Field Liaison (e.g. a learning contract, evaluation, or site visit form), you can set the "Completed by" field in the assignment settings to "Field Liaison." This will ensure that the assignment can only be delegated to individuals who have supervision over a student with the "Field Liaison" supervision rule.

Identifying Field Liaisons
With the Field Liaison supervision rule, faculty and site supervisors can easily see the student’s liaison in the placement information widget.

 

Faculty & Program Administrator View

Site Supervisor View

 

Related Articles

Customizing Terms

Create New Users

Assignment Builder

Import Supervision Rules Page