Assignment workflow when completed by a site supervisor / field instructor

Overview
This article explains how assignments that are about a student (or another assignee) and intended to be completed by a site supervisor or field instructor must be started, routed, completed, and viewed. Follow this workflow exactly so the form remains properly tied to the assignment.

Important note
If a site supervisor also holds a faculty role, they must complete the task in Field Experience | Supervision (their faculty role will not route correctly from the site-supervisor workflow).  
Never start or share the form outside the assignment workflow

• Forms created or started outside the assignment will not be tied to the assignment.

Roles
- Student: initiates (“kicks off”) the assignment and selects the intended completer.  
- Site supervisor / Field instructor: receives the assignment in their task list, starts the form, completes, and submits it back to the student.  
- PFMA / Admin: should not start or share alternate versions of the form if it must remain tied to the assignment.

Step-by-step workflow

Watch the video and/or read the step by step instructions below:

1. Student starts the assignment

1. Student opens the assignment and clicks Start.  
2. The submission window appears.
3. From the first dropdown the student selects who should complete the assignment (the site supervisor/field instructor).  
   1. Selected person’s name auto-fills the signature line.  
   2. Student clicks Submit to send the assignment to the chosen site supervisor.

2. One-time request guideline

1. Students should request the supervisor to start the form only once.
2. The assignment status does not change to “In Progress” until the supervisor opens and starts the form.
3. Students can send a reminder after the request has been submitted.

3. Site supervisor receives the assignment

1. The assignment appears in the supervisor’s task list and in their Communication Hub notifications. 
2. Supervisor opens the task and clicks Start to begin the form.  
3. If the supervisor is associated with multiple programs, they must select the correct program from the dropdown for the form to load.

4. In-progress state

1. Once the supervisor starts the form, the assignment status changes to “In Progress” on the student’s side. 
2. While the supervisor is completing the form, the student cannot view the document.
   1. If the student attempts to open it, they will see a permission message.

5. Supervisor completes and submits the form

1. The supervisor must click the Submit button at the very bottom of the form to complete and share it.  
2. On submission, the task moves to the completed section of the supervisee’s (student’s) task list.  
3. The student’s view will update:
   1. the assignment status will change to
      1.  “Waiting on” the student if further action is required
      2. "Completed" when fully finished.

6. Student access after submission

1. The student can view the completed document only after the supervisor submits it through the assignment workflow.

What breaks the link to the assignment

1. Any of the following actions will cause the form not to be tied to the assignment:
   • Supervisor (with multiple roles) starts the form from the wrong role/environment.  
   • Student creates a new version of the form outside the assignment and shares it with the supervisor. 
   • PFMA or other admin creates/shares a version outside the assignment workflow.  
   • If a form is not started and completed through the specific assignment flow described above, it will not be associated with the assignment record or its task lifecycle.

Troubleshooting tips

• If the supervisor reports not seeing the assignment in their task list:
  • Confirm the student submitted the assignment and selected the correct supervisor.  
  • Ask the supervisor to check the Communication Hub and their Field Experience | Supervision task list. 
  • If the supervisor has multiple program associations, confirm they selected the correct program when starting the form.  
• If the student cannot view the form after supervisor submission:
  • Confirm the supervisor clicked the Submit button at the bottom of the form (not just saved).  
  • Confirm the form was completed via the assignment (not a separately created form).  
  • If an incorrect role was used to start the form (e.g., supervisor used faculty role):
    • The supervisor should discard that version, and the student should restart the assignment properly so it routes to the correct role.  
    • Recreate the assignment flow rather than attempting to transfer or relink forms.

Best practices

Students: request the supervisor only once and wait for the supervisor to open/start the form before sending reminders.  
Supervisors with multiple roles: always complete site-supervisor tasks in Field Experience | Supervision.  
Admins: discourage creating or sharing independent form copies when the assignment flow is required.