Experiential Learning Cloud: End of Semester Checklist

End of semester: import classes, end groups, update templates, run reports #801/#802, and guide grads to Alumni (plus passwords if LTI).

Jul 16, 2026
Knowledge

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Overview

Your End of Semester process will differ slightly depending on whether you have an LTI Integration (integration with your Learning Management System), or not. See below for the process that applies to your program.

Without an LTI Integration:

Submit Class Imports for all classes in Experiential Learning Cloud

Go to the Program Management | Staff & Students environment in your Experiential Learning Cloud account
Go to the Groups workspace
Click the upload icon
Click Download Template
Fill in the Attached template and upload it to Experiential Learning Cloud. Learn more about how to complete the template here.

End the previous semester’s classes

Go to the Program Management | Staff & Students environment in your Experiential Learning Cloud account
Go to the Groups workspace
Click the More filter and find the filter labeled Course Term
Enter the previous semester's term into the filter. This should filter the table to only show groups from the current term.
Select all groups by clicking the checkbox in the upper left corner of the table.
Scroll to the bottom of the table and click Edit # Groups.
Enter an End Date. This end date will be applied to all selected groups.

NOTE: Once an end date has been applied to a group, students, site supervisors, and faculty will no longer be able to complete assignments assigned within the group.

It can be helpful to set these dates slightly beyond the end of the semester to give everyone a little extra time to wrap up tasks.

Review and update class templates as needed

Go to the Program Management | Staff & Students environment in your Experiential Learning Cloud account
Go to the Groups workspace
Click the More filter and find the filter labeled Group Type
Select Class Template. This will show you all of your class templates. If any assignments need to be updated before the coming term, update them here, so that they are ready to be copied to courses.

Run Field Placement Reports #801 and #802 to see if any students are still associated with sites and supervisors despite their placements having ended

Go to the Program Management | Supervision environment.
Go to the Reports workspace.
Go to the #801 report and run it for your program, for ALL sites. This will show you all active associations between students and their site supervisors. If you notice anyone whose association with their supervisor should have already ended but hasn't, you can go to their user record in the Program Management | Staff & Students environment and update the end date on their supervision rule so that they are not associated with their site supervisor indefinitely in the system.
Go to the #802 report and run it for your program, for ALL sites. This will show you all active associations between students and their sites. If you notice anyone whose association with their site should have already ended but hasn't, you can go to their user record in the Program Management | Staff & Students environment and update the end date on their site association so that they are not associated with their site indefinitely in the system.

Instruct graduating students to set their graduation date in Experiential Learning Cloud

Share the following article with graduating students so that they can transition to Alumni status within the system, after their graduation date: Setting your Alumni Status

With an LTI Integration: