Overview

Place students with a site and supervisor manually at any time if placement paperwork is not needed or a quick connection needs to be made.

 

When to Manually Place Students

Only place students manually if your program is not utilizing the site placement process, or if a student is exempt from completing the process for any reason. 

 

IMPORTANT: If your program does use a site placement process and a student is manually placed with a site and supervisor, they will NOT be able to complete the site placement process since the system will see that the student is already connected to their site and supervisor.

 

How to Manually Place Students

Step 1: Create the Site Supervisor Record

If the site supervisor already has an account in Experiential Learning Cloud, move on to Step 2: Create the Site Record.

1. Go to the Program Management | Staff & Students environment
2. Select the Staff & Students tab
3. Click the (+) icon in the upper right corner to add a new user. 
4. The details tab will open. Enter the site supervisor's first name, last name, email address, and as much additional information as you are able to provide. 
5. Click the Programs tab. 
6. Click (+) to add the Site Supervisor to the program(s) that their supervisee(s) are a part of. 
7. Click the Roles and Tagstab.
8. Click the Site Supervisor quick add button to assign the site supervisor role. If your program uses the term Field Instructor, this button will say Field Instructorinstead of Site Supervisor.
9. If the supervisor is a task supervisor rather than a site supervisor, click the (+) icon, then select Task Supervisor. Then, click Add. 
10. Return to the Details tab. 
11. Click Send Setup Invitation to invite the site supervisor to register their account in Experiential Learning Cloud. 

Step 2: Create the Site Record 

If the site already exists in Experiential Learning Cloud, move on to Step 3: Place the Student and Site Supervisor at the Site.  

1. Go to the Program Setup | Admin environment
2. Select the Sites tab
3. Click the (+) icon in the upper right corner to add a new site
4. The site details tab will open. Enter the site's name and as much additional information as you are able to provide

5. After completing the site details a section labeled Programs will populate below. Click on the plus icon on the right and add the site to one or more of your school’s program

6. Upon adding the program, the "Site Status" defaults to "Approved." If you would like to change this status, click on Update Site Status

   • Available site status options include Approved, Not Approved, Decision Pending, and On Hold
      

IMPORTANT: Do not forget to associate the site with the program. If a site is not associated with your program, you will not be able to see it when searching through the sites table unless you clear the default filters.

 

Step 3: Place the User(s) at the Site

If the site supervisor has already been placed at the site, they do not need to be placed at the site again. 

1. Go to the Associated Staff & Students tab within the site record
2. Click the (+) icon to add users to the site
3. Select the student's name from the list
4. Select the site supervisor's name from the list if they are not already associated with the site
5. Click Add
6. Click on the student's name and enter the start and end date of their site placement in the Start Date and End Date fields

Step 4: Create a Direct Supervision Rule

1. Go to the Supervision tab within the site record
2. Click the (+) icon to add a new supervision rule
3. The cursor will go to the "Rule Name" field first - this can be left blank. 
4. The name of the site will auto-populate in the rule itself at the bottom of the modal
5. Identify the supervisor, then the supervisee, and then click on the site name and select the program in addition to the site. You should end up with a statement which says: [Supervisor Name] supervises [Student Name] when Program = [Program Name] and Site = [Site Name]
6. Enter the start and end date of the student's placement in the Start Date and End Date fields
7. Optional: Click on Supervision Type to identify the type of supervision provided by this supervisor. If you select a supervision type, this will show up in the #801 Student Supervisor Qualifications report