Importing supervision rules lets you create the connections between students and their site supervisors all at once, instead of building each rule by hand. Once the rules exist, students can track time in Experiential Learning Cloud and submit documents to their supervisors.

When to import supervision rules

Import supervision rules when placements were arranged outside Experiential Learning Cloud and your program isn't using the site placement process to create these connections.

This is most common when a program is new to Experiential Learning Cloud and already has students placed with a site and supervisor. Importing the rules gets everyone connected before students even register.

Note: You do not need to import supervision rules for students being placed through the site placement process. Those connections are created for you.

Before you begin Import your sites and users first. Supervision rules reference records that already exist — if a site or user is missing, that row will fail.

Download the template

1. Go to Program Management | Staff & Students.
2. Click the upload icon in the upper right corner of the Staff & Students table.
3. Select Supervision Rules.

4. Click Download Template. The template downloads to your device as a spreadsheet.

Fill out the template

Caution: Don't add, remove, or rearrange rows or columns. The import matches on column position, so a shifted template will fail.

Seven columns are required. The rest are optional, but the more you fill in, the better your matches will be.

Column	Heading	Required?	What to enter
A	Start date	Required	When the placement with this supervisor begins. Format as YYYY-MM-DD.
B	End date	Required	When the placement ends. Format as YYYY-MM-DD.
C	Supervision type	Required	Your program's term for the supervisor's relationship to the student. See below for how to find your terms. Default options are Site Supervisor / Field Liaison / Task Supervisor.
D	Supervisor Number	Optional	The supervisor's number from their user record.
E	Supervisor Email	Required	The email address on the supervisor's Experiential Learning Cloud account.
F	Student Number	Optional	The student's number from their user record.
G	Student Email	Required	The email address on the student's Experiential Learning Cloud account.
H	Group Course number	Optional	The course number, if this rule is tied to a course.
I	Group Course section	Optional	The course section.
J	Group Course term	Optional	The course term.
K	Program Number	Optional - Alternative to Column L	The program's number. Use this instead of column L if you'd rather match on number than name.
L	Program Name	Required	The program the student belongs to.
M	Site Number	Optional - Alternative to Column N	The site's number, found on the site record. Use this if you're concerned about name-matching errors.
N	Site Name	Required	The site the student is placed at. Must match the site's name in your database exactly.

Tip: match on numbers instead of names. The site name in column N has to match your database exactly, which is the most common source of import errors. If you'd rather not rely on exact name matching, find the Number on the site record and enter it in column M. The same applies to programs — use the program's number in column K instead of its name in column L.

Formatting dates

Columns A and B must use the YYYY-MM-DD format, or the import will return an error.

To change the date format in Excel:

1. Select the date cells.
2. Click More formatting in the number panel.
3. Select Date.
4. Choose the 2012-03-14 format option.

Finding your supervision types

Column C uses your program's own terms for "Site Supervisor," "Task Supervisor," and "Field Placement Intermediary." There are two ways to find them.

Go to Program Setup | Admin, open the Programs workspace, expand your program, and click Program Settings.

Or start a new supervision rule and open the Supervision Type dropdown in the upper right corner of the record.

Upload your file

1. Save your completed spreadsheet. It should save as a .csv file by default.
2. Return to Program Management | Staff & Students.
3. Click the upload icon again.
4. Drag and drop your file into the upload window.

5. Any errors are flagged once the file uploads. You can correct them directly in Experiential Learning Cloud.
6. Click Check for Duplicates.
7. Click Confirm to complete the import.

Related articles

• Importing Data in Experiential Learning Cloud
• Importing Sites
• Importing Users
• Setting Up Supervision Rules
• Direct Supervision Rules: Field Site Supervision
• Class Supervision Rules
• How to Use Mass Update to Assign Direct Supervision Rules and Field Liaisons