Links to Examples Below:

Program Supervision Rule Example

Group Supervision Rule Example

Site Supervision Rule Example

Direct Supervision Rule Example

 

Overview

A Program Supervision Rule grants a user visibility across a program: they can view all users associated with that program and access documents created by those users. Use supervision rules to delegate oversight and enable program-level review and support.

Key effects

• Allows the supervising user to see all users enrolled/associated with the selected program.
• Allows the supervising user to view documents created by those program users.
• Rules can include optional name, description, and start/end dates to limit scope or duration.

 

A Group Supervision Rule grants a user visibility across a specific group (e.g., a course or cohort): they can view all users in that group and access documents created by those users. Use group supervision rules to assign oversight by class, cohort, or other groupings.

Key effects

• Allows the supervising user to see all users in the selected group.
• Allows the supervising user to view documents created by those group users.
• Rules can include optional name, description, and start/end dates to limit scope or duration.
• Rules can be scoped to both group and site (e.g., supervise a class only at a particular site).
• To supervise all students in a class and also those at a specific site:
  • create two rules: one for the class (no site) and one for the class with the site specified.

A Site Supervision Rule grants a user visibility over a specific placement site.

• The supervising user can view all users associated with that site and access documents created by those users.
• Use site supervision rules to assign oversight by location, to monitor site-specific placements or to grant site-based document visibility.

Key effects

• Allows the supervising user to see all users associated with the selected site.
• Allows the supervising user to view documents created by those site users.
• Rules can include optional Name, Description, Start Date, and End Date to limit scope or duration.
• Rules may be scoped to program, site, individual student, or class/group combinations as needed.

A Direct Supervision Rules assigns one specific user (typically a faculty or field instructor) to directly supervise another user (typically a student) within a defined scope:

• site, course, program, or always.
• These rules are required for students to submit assignments and timesheets to their designated direct supervisor.

Key effects

• Enables a supervisor to receive assignments and timesheets submitted directly by the specified student(s).
• Grants the supervisor visibility of the supervised student’s records and documents within the rule’s scope.
• Rules can be scoped by Program, Placement Site, Group/Class, or set to Always.
• Use precise scoping to ensure submissions route to the correct supervisor.

 

If a user (faculty, professor, site supervisor) no longer requires supervision privileges, you can edit, inactivate, or remove their supervision rules.

• Use this process to limit visibility, stop routing of submissions, or end temporary assignments.

 

Creating Program Supervision Rules:

Starting with an individual
1. Go to Program Management -> Staff & Students.
2. Search for the user who will act as the supervisor.
3. Click the plus (+) to expand their profile.
4. Select the Supervision Rules tab.
5. In the Supervisees area, click the plus (+) to add a new supervision rule.
6. (Optional) Enter a Name and Description and set Start Date and End Date.
7. Construct the supervision sentence:

• • Format: Username supervises Anyone when Program = [Program Name]
  • Click the blue program text after when to select the appropriate program from the picker.

8. The system autosaves.

• • Close the rule when finished.
  • The rule is applied immediately.

 

Starting with the program
1. Go to Program Setup -> Admin.
2. Select the Program tab.
3. Expand the program by clicking the plus (+) to the left of the program name.
4. Select the Supervision tab for that program.
5. Click the plus (+) in the upper-right of the supervision rules table to add a new rule.
6. (Optional) Enter a Name, Description, and set Start Date and End Date.
7. Click the red text icon box to choose the user who will supervise the program.
8. Keep the pre-set parameters:

• • “supervises Anyone”
  • “when Program = [Program Name]”

9. The system autosaves

• • Close the rule when finished.
  • The rule is applied immediately.

Best practices and notes

• • Use descriptive names and dates when a rule is temporary or role-based (e.g., “Term Supervisor – Fall 2026”).
  • Start-from-user is useful when assigning multiple program rules to one person; start-from-program is useful when adding multiple supervisors to one program.
  • “supervises Anyone” is the intended parameter for program-wide visibility
    • Do not change it unless you need a more restrictive rule and understand the sentence syntax.
  • Rules apply immediately after autosave: no additional activation step is required.
  • Ensure the supervising user has the necessary account permissions to perform the oversight tasks you intend
    • The supervision rule grants visibility but does not automatically grant other administrative privileges).
    • Review and remove outdated rules by editing the supervision rule and setting an end date or deleting the rule.

Troubleshooting

• • If changes aren’t taking effect, confirm the correct program was selected in the supervision sentence and that the rule wasn’t created for a different program.
  • If a supervising user still can’t see expected users/documents, verify their account role and any other system-level permissions that might restrict view access.
  • If you need scoped supervision (e.g., only certain student cohorts), contact support for guidance on building more specific supervision sentences or alternative approaches.

Rule Example: 

 Issa Bradshaw is a program administrator with supervision over the DEMO program. 

 

Creating a Group Supervision Rule

Starting with an individual
1. Go to Program Management -> Staff & Students.
2. Search for the user who will act as the supervisor.
3. Click the plus (+) to expand their profile.
4. Select the Supervision Rules tab.
5. In the Supervisees area, click the plus (+) to add a new supervision rule.
6. (Optional) Enter a Name and Description and set Start Date and End Date.
7. Edit the “supervises Anyone” sentence:

• • Click Anyone and select the group/class the user will supervise.
  • Optionally add a site constraint (site = [Site Name]) if you want supervision limited to that site.

8. The system autosaves

• • Close the rule when finished.
  • The rule is applied immediately.

 

Starting with the group
1. Go to Program Management > Staff & Students.
2. Select the Groups tab and locate the class/group you want to supervise.
3. Click the plus (+) to expand the group.
4. Select the Supervision tab for that group.
5. Click the plus (+) in the upper-right of the supervision rules table to add a new rule.
6. Click the red pencil/select control and choose the user to assign as supervisor (type to search).
7. (Optional) Enter a Name, Description, and set Start/End Dates if needed

• • optionally add a site constraint.

8. The system autosaves

• • Close the rule when finished.
  • The rule is applied immediately.

Best practices and notes

• • Use descriptive names and dates when rules are temporary or role-based (e.g., “Course Lead – Spring 2026”).
  • Create separate rules to combine scopes (e.g., one for all students in a class; another for that class at a specific site).
  • “supervises Anyone” should be adjusted to select the intended group
    • do not alter other sentence syntax unless you understand the rule language.
  • Rules apply immediately after autosave; no additional activation step is required.
  • Ensure the supervising user has the necessary account permissions to act on the visibility granted
    • supervision rules provide visibility but do not confer unrelated administrative privileges.
  • Review and remove outdated rules by editing the supervision rule and setting an end date or deleting the rule.

 

Troubleshooting

• • If the supervising user cannot see expected group members or documents, confirm the correct group and optional site were selected in the supervision rule.
  • Verify the supervising user’s account role and system-level permissions that may restrict view access.
  • For complex or highly specific scoping needs, contact support for guidance on constructing targeted supervision sentences or alternative approaches.

Rule Example:

Cienna Avila is the instructor of a Practicum class. 

 
 

 

Create a Site Supervision Rule

Start with an individual
1. Go to Program Management -> Staff & Students.
2. Search for the user who will act as the supervisor.
3. Click the plus (+) to expand their profile.
4. Select the Supervision Rules tab.
5. In the Supervisees area, click the plus (+) in the upper-right to add a new rule.
6. (Optional) Enter Name, Description, Start Date, and End Date.
7. Edit the supervision sentence:

• • • Click the word Always and select the site the user will supervise.
    • Typical sentence for supervising everyone at a site:

Username supervises Anyone when Program = [Program Name] & Site = [Site Name]

 

• • • To supervise a specific student at the site, click Anyone and select the individual student.
      • Anyone can represent one individual student OR a class/group
        • Do not include both in a single sentence

8. The system autosaves

• • • Close the rule when finished.
    • The rule is applied immediately.

Start with the site
1. Go to Program Setup -> Admin.
2. Select the Placement Sites tab.
3. Expand the site by clicking the plus (+) to the left of the site name.
4. Select the Supervision tab for that site.
5. Click the plus (+) in the upper-right of the supervision rules table to add a new rule.
6. (Optional) Enter Name, Description, Start Date, and End Date.
7. Click the red pencil/select control and choose the user who will supervise the site (type to search).
8. (Optional) Adjust the supervisee scope (program, specific student or group) if available.
9. The system autosaves

• • • Close the rule when finished.
    • The rule is applied immediately.

 

Best practices and notes

• • • Use descriptive names and dates for temporary or role-based supervision (e.g., “Site Lead – Summer 2026”).
    • If you need both broad and narrow scopes (e.g., entire site plus a specific student), create separate rules.
    • Remember: “Anyone” can represent either one individual student or an entire class/group in a single sentence.
    • Rules provide visibility but do not automatically grant unrelated administrative permissions.
      • Verify the supervising user’s account roles if additional privileges are required.
    • Only create site supervision rules for users who need site-level visibility
      • limit scope when possible.

 

Troubleshooting

• • • If the supervising user cannot see expected users/documents, confirm the correct site (and program/student/group) was selected in the rule.
      • Verify the supervising user’s account role and system-level permissions that might restrict view access.
    • If a site cannot be made supervised due to existing configurations, check for conflicting supervision or supervision rules at the program or group level.
    • For complex scoping questions, contact support for help constructing appropriate supervision sentences.

Rule Example: 

Marlie Tyler is an Authorized Site Representative with supervision over the site Neighborhood Place

 

Create a Direct Supervision Rule

1. Go to Program Management -> Staff & Students.
2. Select the Staff & Students tab and locate the supervisor (the person who will directly supervise).
3. Expand the supervisor’s profile by clicking the plus (+).
4. Select the Supervision Rules tab.
5. In the Supervisees area, click the plus (+) in the upper-right to add a new rule.
6. Construct the supervision sentence.

• • At minimum the rule must include when = Always.
  • For precise routing, include program and site.
  • Example:
    SupervisorName supervises StudentName when Program = [Program Name] and Placement Site = [Site Name]

7. (Optional) Enter a Name, Description, Start Date, and End Date to limit duration or clarify purpose.
8. The system autosaves

• • Close the rule when finished.
  • The rule is applied immediately.

Best practices

• • Be as specific as possible (Program and Placement Site) to avoid misrouting submissions.
  • Use descriptive names and dates for temporary assignments (e.g., “Direct Supervisor – Spring 2026”).
  • If a supervisor needs to supervise multiple students, create a direct rule for each student (or use group rules where appropriate).
    • Confirm the supervising user has the account role/permissions needed to act on submissions
      • Direct supervision grants routing/visibility but not unrelated admin rights.

Troubleshooting

• • If a student cannot submit to the intended supervisor, verify the supervision sentence includes the correct student, program, and site.
  • Ensure no conflicting rules (e.g., broader program/site rules) override or interfere with the direct supervision rule.
    • If the supervisor cannot view or receive submissions, confirm their account role and system-level permissions.
    • For complex routing scenarios or persistent issues, contact support for assistance.

 

Rule Example: 

Armani Marsh has direct supervision over Halle James within the Demo program, at the site Pathways. 

                

 

How to Remove or Change Supervision Rules

Where to manage rules
Program Management > Staff & Students

Understanding the Supervision Rules layout

• • The top section shows rules that give others supervision over the user whose profile you are viewing (incoming supervision).
  • The bottom section shows rules that the user has over others (outgoing supervision).
    • These may include program, group/class, site, or individual student scopes.

Edit a supervision rule
1. Navigate to Program Management -> Staff & Students.
2. Search for and expand the user’s profile (click the plus [+]).
3. Select the Supervision Rules tab.
4. In the appropriate section (incoming or outgoing), find the rule to change.
5. Expand the rule (click the plus [+]) to reveal editable fields.
6. Click the blue text items to modify sentence components (e.g., supervised scope: Program, Group, Site, Student).
7. Optionally add or change Name, Description, Start Date, and End Date.
8. Changes autosave and apply immediately after editing.

Inactivate or remove a supervision rule

• • Inactivate: Edit the rule and enable an inactive toggle (if available) or set a future End Date to cease the rule at that date.
  • Remove: The recommended approach is to set an End Date or mark the rule inactive.
    • Deleting rules outright varies by instance
    • It's better to set an End Date or inactivate so there is an audit trail.

Steps to inactivate or end a rule
1. Open the user’s profile → Supervision Rules.
2. Expand the rule you want to disable.
3. Set an End Date (today or a future date) or toggle the rule to inactive.
4. The system autosaves

• • The rule will stop applying on the End Date or immediately if marked inactive.

Best practices

• • Use End Dates rather than deleting to preserve history and auditability.
  • Give rules descriptive names (e.g., “Adjunct Supervisor – Summer 2026”) so it’s clear why the rule existed.
  • When retiring a user, set an End Date aligned with their departure to avoid orphaned visibility.
  • Review supervision rules periodically to remove outdated or redundant rules that could grant unintended access.

Troubleshooting

• • If a rule appears active despite being edited, confirm you edited the correct rule and that the End Date/toggle was saved.
  • If a user still sees records after inactivation, check for overlapping broader rules (e.g., program- or site-level rules) that may still grant visibility.
  • If you cannot edit or inactivate a rule, verify your account permissions allow supervision rule management.
  • For persistent issues or questions about the best approach (end date vs. inactivate vs. delete), contact support for guidance.

 

Related Article:

Direct Supervision Rules