To track time in Experiential Learning Cloud, there are two key pieces: tracks and reports. Tracks allow students to log their hours in Experiential Learning Cloud as they earn them, while reports allow students to compile those hours in an easy-to-read PDF document, which can be shared with supervisors and instructors for review and signature at regular intervals.

Tracks 

What is a Track? 

Tracks determine how students should keep track of their hours, activities, and requirements during their field experience.

In the example below, students are able to add their direct clinical experience, non-direct clinical experience, and supervision hours to their track.

This track also has certain built-in requirements, such as a minimum hour requirement (100 total hours and 40 direct clinical experience hours). These requirements are reflected by the “track progress” widget on the right-hand side of the screen, depicted by the bar graph icon.

Students can return to their track via the timesheets workspace in their accounts as often as they would like in order to add, remove, and update their hours logged. The track is a dynamic workspace designed for continuous use by students throughout their field experience.

How do I get tracks to my students? 

You will first need a track built in your Experiential Learning Cloud database. 

If you would prefer to use a track that you have designed, submit that to our services team so that they can build it for you.

Once you have a track established in your database, you will need to assign it to your students via a track assignment.

 

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Reports 

How do students submit their time for review and signature? 

Students submit their hours to their supervisors and instructors via a report.

While the track is the dynamic workspace in which students track their hours, a report is a static document that reflects the hours logged in a student’s track during a specific time frame.

See an example of a weekly time report (#501 report) reflecting the hours logged in the track video above.

How do I assign reports to students? 

Create report assignments in your field experience classes, depending on how frequently you require students to submit their hours for review.

Examples: 

If a program runs on semesters and they require their students to submit hours weekly, they would need to assign 15 or 16 weekly report assignments. For weekly time reporting, we recommend the #501 report.

If a program runs on semesters and they require their students to submit hours monthly, they would need to assign 4 monthly report assignments. For monthly, quarterly, or semi-annual reports, we recommend the #514 report.

If a program runs on semesters and their students are likely to work with two sites, they would need to assign 8 monthly report assignments (1 report for each site, for each month in the semester). In this case, we recommend the #522 report.

If your program chooses to assign the #514 or #522 report, one of those tracks would replace the 501 in “The report to be used” section of this assignment setup.