Site Placement Processes

Overview

A site placement process is the workflow that students go through in order to secure a connection with a field site and supervisor.

This workflow ensures that program administrators can seamlessly: 

• Vet new sites and supervisors to ensure they are an appropriate fit for your students 
• Collect all necessary paperwork each time a student connects with a new site and/or site supervisor
• Connect students with sites and supervisors in Experiential Learning Cloud so that they can go on to log their time and complete field related assignments 

At the end of any completed placement process, the following will be established

• The placement site the student will work with. 
• The date range during which the student will work with that site 
• The supervisor students will work with 
• The date range during which students will work with that supervisor 

Where to configure

Program Setup | Admin → Site Processes

• to build and edit placement workflows and tasks.

Program Management | Supervision → Site Placements

• to manage placements, send referrals, update statuses, and perform final reviews.

Placement Process Workflows

There are a number of placement process workflows to choose from, depending on your preference. In general, placement processes are comprised of the same 3 main steps. 

Step 1: Pre-Application Tasks (optional)

Collect information about the student and their readiness for field prior to allowing them to apply to a placement site. 

• Common pre-application tasks include: 
  • Upload Resume
  • Field Application Form
  • Upload Proof of Liability Insurance

Step 2: Select Site

Determine how students will be connected with their site.

• • Students are assigned a site
  • Students are allowed to apply to an approved preference
  • Students can select their site
    • If students are allowed to select their site, you can also decide if you would like them to be able to suggest new sites that are not already on your pre-approved list of sites

Step 3: Select Site Supervisor

Determine how students will be connected with their site supervisor.

• Students are assigned a site supervisor
• Students can select their site supervisor
  • If students are allowed to select their site supervisor, you can also decide if you would like them to be able to suggest new site supervisors that are not already on your pre-approved list of site supervisors

Once you have determined your placement process workflow, you can decide which tasks students need to complete within each step of the process. 

 

Best Practices

• Map real-world workflows before building processes so tasks, prerequisites, and reviewer roles mirror program policies.
• Use regular review cadences for approvals and referrals to maintain momentum.
• Keep attached task documents generic (avoid PII).
• Test process flows in a sandbox or pilot cohort before broad rollout.

If enabling site/supervisor suggestions, ensure you have vetting capacity to review and add new sites/supervisors promptly.