Site Management Overview

Users with the Placement Approver role will find this workspace within the Site Placement workspace of the Program Management | Supervision environment. 

See all the sites in the database and their status by program, with various filters to help narrow your search.

• Click the plus(+) icon next to a site to see all of its statuses listed by program.
  • You can also see whether or not a site has valid documentation, specifically an active partnership agreement and profile form.  
• To access it:
  • Click on the site's row
  • Select the row with a check mark in the left-hand column and click Edit # Site at the bottom of the table.

NOTE: A program filter will be applied to the site if you click on that program's row within the site.

• • You can remove the program filter by clicking the X next to the program name.

Side Panel

After clicking on a site from the table in the Site Management workspace you can view and edit site information. The side panel will display the site's contact information and all programs connected to it.

1. Make sure a program is selected at the top.
2. Click on the View Profile button to view the site profile
3. Click the Update Site Status button to approve/not approve the site for a program.
   Tags can also be maintained from the side panel.

 

Details

Organize and store site information in the site record. This includes information such as site name, address, phone number, website, etc.

Attributes

The Attributes tab houses the key attributes related to your site, such as:

• the site's description
• services offered
• populations served
• required application materials
• clearance requirements
• special considerations. 

Site Attributes are displayed on the Site Profile like this:

Students

View the students who are currently placed at a given site, their supervisor and placement dates. 

• Use the filters at the top of the table to see previously placed students and future students.
• See who is supervising the student at the site under the supervisor column.
• Export this table to a spreadsheet by using the export icon  in the upper right corner. 

Staff  

See which supervisors and site representatives are currently associated with a given site.

• Use the filters at the top to narrow your search.
• To affiliate additional existing staff to the site:
  1. click the Add (+) icon in the top-right corner.
  2. Select the individual you want to add from the required drop-down list.
     • You can indicate if this person should be a primary contact.
• Information such as a placement classification, start date, and end date are also available using the more drop-down in the filters

Site Notes

The Notes area lets you add and track any pertinent notes about a site.

Use notes to record key details, notify colleagues, or reply to existing discussions.

Notes are also accessible in the Communications Hub.

Site Notes Access

All site notes are visible to users with the placement approver role.

1. Add a site note without a recipient to log key information for future reference.
2. Specify a recipient to ensure a specific user sees the note.  

Users who do not have the placement approver role will only be able to view site notes if they are added as a recipient on the note. 

• If a group or program they are associated with is included as the note's recipient, they will also be able to view the note in their Communications Hub.
• These notes are also accessible in your Communications Hub.
• Notes can be edited within 24 hours of posting.
• Notes cannot be deleted but can be archived using the Admin Tool in the Communications Hub.

 

Documents

The Documents tab is where documentation about the selected site is available.

You can view, edit, copy, or add site documentation (including a site profile) in this area. 

Adding Site Documents

1. Select the site you wish to add a document to.  
2. Select the Documents tab.  
3. Click the plus (+) icon in the upper-right of the table to add a site document.  

Select Form (to complete in ELC)

1. A menu of available site forms appears.
2. Choose a form from the dropdown and click Start.  
   • If you’re associated with multiple programs, choose the program the form should be associated with before it loads
   • Only users associated with that program can view the form.  
   • Authorized Site Representatives associated with the site can update form information.

Select File (to upload a document)

1. Upload the PDF or Word document.  
2. Select the document type.
   1. Document types labeled "(Public)" are visible to students when the program’s Browse Sites feature is enabled.  
   2. Use Site Notes (public) to commonly share site information with students.  
   3. If you’re associated with multiple programs, select the program for the file.
      • Only users associated with that program can view the file.  
      • Students can access public documents from My Sites in Site Placement.

Openings

Site openings indicate how many students a site will accept for a given placement and can be categorized by student classification or program (e.g., 5 beginning, 10 advanced for Counseling).

• Inputting the number of openings a site has will help you and your students determine where they should apply or be assigned for placement.
• Openings Management must be enabled in Program Settings to use this feature

History 

The History tab shows the activity history for the site.

• See if the site has ever been approved/disapproved for your program and view any notes included in that decision.
• Filter the history for a site by program.

 

Related Article:

Site Management for Authorized Site Representatives

Site Openings Management