Welcome to Experiential Learning Cloud

We are glad to have you join us and are excited to help you learn this new system.

Getting Started

We are going to get started with the Assignments tile in the left column of your homepage. When you click on the Assignments tile, you will be taken to the Assignments Grid of the classes that you have permission to view. 

Assignments Grid

The Assignment Grid will be a central place for you to manage the assignments in your class. Here is an overview of the grid:

 

1. Class Drop-Down: Here you’ll find all the classes you have supervision over. You can quickly move between classes by selecting different ones from the drop-down menu.

2. Student Drop-Down: See a list of the students that are in the selected class. You can start typing and it will search for the student you are typing. When you click on the student’s name, you will be able to see assignments for that specific student only.

3. Add Assignment Plus Icon: When you click this icon, you have the ability to add additional assignments to your class. Learn about building assignments here.

4. Student Icons: These will display the students in the class along with either their initials or their profile photo.

5. Assignment Name: All assignments in the class are listed. If you click on the name of the assignment, you can edit the specific parameters of the assignment, like adding a due date

6. Assignment Review Icon: Clicking on this icon will allow you to review all the assignments “waiting on me” for that particular assignment.

7. Start Assignment Plus Icon: This icon indicates the assignment can be started by you. You are able to click the + icon to open the assignment to complete it for that student.

8. Group Assessment Tool: This icon will allow you to complete rubric assignments for your entire class at once. To learn more about the group assessment tool, click here.

9. Student Review Icon: Clicking on this icon will allow you to review all the assignments “waiting on me” for that particular student.

10. Review All Icon: Clicking on this icon will allow you to review all the assignments “waiting on me” for all students.

11. Status Icons: These are the different statuses that assignments can move through. You can click on any of the icons in the assignments grid to see who the assignment is waiting on, open completed assignments, or view assignments while they are in progress.

Customizing your Classes

When you are managing your assignments, you are able to add and edit assignments in your class. 

Adding a New Assignment

To add a new assignment to your class, start in the supervision grid, and click on the Plus icon in the upper right-hand corner of the class. 

After you click the plus icon, the assignment parameter window will open. From this window, you are able to create a custom assignment for your students. 

Below you will find the basic instructions on adding an assignment to a class or program. If your class has 10 unique assignments, then you will complete the following steps 10 times (once for each assignment in your class). The instructions below are somewhat generic. If you want specific help on a certain assignment type, scroll to the bottom of the page and you will see a set of links to other more specific help files.

1. Click + to open the Assignment Builder Template (shown below).

2. Name: Enter the name of the assignment.

   • BEST PRACTICE: Include the name of the form (the name students will recognize).

   • EXAMPLE: Complete Evaluation Form about your Supervisor.

3. Instructions: Add any additional instructions that students may need to complete the assignment. This is a great place to put:

   • Links to external Videos, Surveys, Quizzes or Help Files

   • Special reminders or details about the assignment

4. Assignment Type: Select the type of assignment. The options are Form, Offline, Report, Track, or Upload.

   • Form - A form is an online document the student will complete within Experiential Learning Cloud, such as a Site Evaluation.

   • 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 a quiz they need to access on the university system.

   • Report - Use this type when the student is required to submit a report within Experiential Learning Cloud, such as the 514 Track Hours Log.

   • Track - Select this option if the course requires that the student record their practicum or intern hours against one of the tracks that have been built inside Experiential Learning Cloud.

   • 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.

5. The form/report/track to be used is: If you select an assignment type of form, report, or track, you will immediately be asked to select the specific form, report, or track that the assignment requires.

6. Prerequisites: If this assignment has prerequisites (assignments that must be completed prior to the student beginning this assessment), select them here.

   • NOTE: The prerequisite assignment must be entered in the assignment builder first before it will appear in this list.

7. Start Date: This field will default to the Start Date of the class. If the student cannot start the assignment until a specific date, enter that date here. 

8. Due Date: This field will default to the End Date for the class or program. If the due date is different from the end date, enter the due date here.

9. Assigned to: This field determines which students will see the assignment in their assignments workspace. Assignments can be assigned to:

   • All class or program members.

   • No class or program members. 

   • Specific class or program members -- If there is a unique assignment that is assigned to only one or some of the students in the class, select this option. 

10. Required or Optional: Assignments can be:

    • Required for all members of the class or program (this is the default setting).

    • Optional for all members of the class or program.

    • Required for specific members of the class or program.

11. About: This field appears for forms, reports, and upload assignments only. Select who the assignment is about -- either the Assignee (the student), their Instructor, or their Supervisor.

    • If the assignment is an evaluation that the student must complete about their Site Supervisor, then select "Supervisor."

    • If the assignment is an evaluation that the Supervisor will complete about the student, then select "Student."

12. Completed by: Similar to the About field, this field only appears for forms, reports, and upload assignments. Select the person that will complete the assignment -- either the Assignee (the student), their Instructor, or their Supervisor.

    • For evaluations about the student, select the type of person that will be writing the evaluation.

    • If the assignment is an upload a document about the supervisor, select "Assignee" if you expect the student to complete the process of uploading the document. Select "Supervisor" if you expect the Supervisor to log in and upload the document.

    • If you set the assignment to be about the student (assignee) to be completed by their Site Supervisor, students will need to delegate the assignment to the site supervisor. Click here to learn more.

13. Scoring: Select this option if you intend or are required to score the assignment prior to its final approval. NOTE: If you choose to add a score to an assignment, its a good idea to add yourself as the final reviewer of the assignment (see "Add Reviewer" below).

14. Approval Process: Does an assignment require the final approval of a specific user to be complete? This is where you can make that selection.

    • Forms and Reports: If a form or report already has a list of required signatures built into it, then the last signature on the form will be the final step in the "approval" process UNLESS you choose to add an additional reviewer. 

      • Approve by EMAIL: This option appears on Forms Assignments only (assuming the form has a signature built into it). If this field is NOT selected, then all signers that are listed will need to log in to Experiential Learning Cloud to access and sign the form.

      • If you select the email option, however, the student will have the choice of sending the document to the signer by email. This is a great way to make it as easy as possible for supervisors or other users to sign off on important student documentation.            

    • Add reviewer: To add a reviewer to an assignment, click Add Reviewer and then select the specific person that will review the assignment. Multiple reviewers can be added to an assignment if necessary.

    • NOTE: Only users that have a supervision rule for this class or program will appear in these lists.
       

Editing an Existing Assignment

To edit an assignment in your class, start in the supervision grid. Click on the name of an assignment, and the assignment parameters window will open. You can edit the features of the assignment for students. Once a student has started an assignment, it will lock certain features. When this happens, you are unable to change the form or report that students are completing. 

If you change aspects of an assignment, the students that have already started the assignment will complete the assignment with the original parameters that the student started the assignment with. If a student has not started the assignment, they will complete it with the new parameters. 

Reviewing Student Time Reports

In Experiential Learning Cloud, students will record the time that they spend at their field experience placement sites. You will have assignments that require them to create reports of the time they have recorded and submit them to their supervisors, as well as to you To review these time reports, start in the Assignments Grid. When a student has submitted a time report to you, the purple Waiting on Me icon will appear for that assignment. You will click on the purple Icon, then click the Review button. 

After you click Review, you will be taken to the screen to see who has already signed the report, and the PDF of the report itself. Take the time to review the report for accuracy. After you have reviewed it, you can send it back to the student to request changes, or you can sign the report to approve it. You will click the “Sign Here” flag to sign the report. 

You will be prompted to electronically sign the report. You can either sign with your mouse, or you can click the Text icon to type out your password instead. That option will print your name onto the report with a time and date stamp. 

After you are done signing, you can click the back button and continue to review other assignments. The assignment will now have a green completed checkmark by it. 

Completing Evaluations

Do you have to start an assignment or complete an evaluation on a student?

1. To complete an evaluation or assignment on a student you will start in the Supervision environment.

2. You will then go to the Assignments workspace. 

3. In the Assignments workspace, you will select the correct class in the drop-down. 

4. In the assignments grid, you will be able to start any assignment that has a Plus as the icon in the grid or a double blue plus icon on the far right. 

• If there is not a plus sign, you can change the way the assignment is set up to allow you to start it. To change the way the assignment is set up, click on the name of the assignment. 

• You will then go through the details of the assignments to the Completed By section. You will change it to Faculty. Once you select faculty, the plus icon will appear, and you will be able to start the assignments/evaluations by clicking on the plus icons. 

Completing Rubrics

In Experiential Learning Cloud, we are able to build rubrics for your school to utilize to collect data on students and your program overall. 

Many schools will choose to assess students across their program in each of their classes. The rubrics can tie to accreditation standards, program standards, KPIs, or any set of standards you would like. Schools will generally put a rubric or two in each of the classes that are created in Experiential Learning Cloud and the faculty will complete the rubrics in each class.
 

Experiential Learning Cloud has created strong reporting capabilities that will allow you to assess the progress over time on an individual student basis, across classes, programs, and even specific standards.
 

Faculty are able to use the group rubric assessment tool to make filling out the rubrics as seamless as possible. 

Faculty can select the 'i' icon to show more information about the performance levels for each criterion. 

Faculty can select multiple students or multiple criteria to assign a rubric value to all areas at once. 

They are also able to select specific cells in the grid to assign a performance level. 

Once faculty have assigned a performance level to each criterion for the students, they are able to submit the rubrics for individual students, or for all students at once.
 

If you have any additional questions, please reach out to our Support Team They would be more than happy to help you