Site Documents

 

When to Add Site Documents

Here are several purposes for adding site documents:

• To track Partnership Agreements between your program and your partnering field sites
• To store site liability insurance
• To store additional site profile information
• To share documents like a pamphlet or brochure with students

How to Add Site Documents

1. Go to the Program Setup | Admin or the Site Management workspace in the supervision environment.  
2. Select the site for the document.
3. Expand the site's information by clicking the plus+ icon.
4. Select the Documents tab.
5. Click the plus+ icon to the upper right of the table to add a site document.
6. Select Form if you would like to fill out a form in Experiential Learning Cloud. 
   1. A menu will appear of all the available site documents. Select one from the dropdown menu and click the Start button.
   2. If you are associated with more than one program, you will be required to select a program for the document to be associated with in order for it to load. Only users associated to the same selected program will be able to view the document. 
   3. The form will then load for you to complete.

If you select form, Authorized Site Representatives associated with the site will also be able to update information on the form.   

1. Select File if you would like to upload a PDF or Word document.
   1.   Upload the document you want to store.
   2.   Select the document type. 
      • Any document types with (Public) in their name will be visible to students if the "Browse Sites" feature for students is enabled. See How To: Enable 'Browse Sites' at the Program Level.  
      • The Site Notes (public) document type will be used most commonly  to share information about the site with students. 

If you are associated with more than one program, you will be required to select a program for the document to be associated with in order for it to load.

Only users associated to the same selected program will be able to view the document.

Students will be able to access public documents from the My Sites list in their Site Placement environment.  

NOTE: When our services team builds your site profile and site partnership agreements in Experiential Learning Cloud, they will set the site profile form document type to public and the site partnership form document type to private, by default.

• The Private vs. Public settings on a document determine whether students are able to see it.
  • Authorized site representatives will be able to view all documents within their site's record. 
• If you would like your site profile form to be private, please submit a service request and we can update the form's document type.
• If you would like your site partnership agreement to be public, please submit a service request and we can update the form's document type.

How to Copy a Site Document 

If your school has multiple programs that share sites, you will need to create an instance of the site's profile form for each program.

1. Open the Site's profile form.
2. Click the Copy icon.
3. Click Copy Form. 
4. Click Yes, Copy.
5. The copy will then open. Click on the information icon.
6. Click on the program name and select the new program for the copy to be associated with.  

Site Documents Types

• Partnership Agreement (Site Version) (Public)
• Partnership Agreement (Site Version) (Private) 
  • When uploading a partnership agreement, you will be prompted to enter an end date. This should be the end date of the agreement between your university and the site. 
     
• Site Profile (Site Version) (Public) 
• Site Profile (Site Version) (Private)
   
• Site Notes (Public) 
• Site Notes (Private) 
   
• Site Liability Insurance (Public) 
• Site Liability Insurance (Private)
  • When uploading a site liability insurance document, you will be prompted to enter an end date. This should be the expiration date on the liability insurance policy.