Experiential Learning Cloud: Understanding Roles

Role-based access controls permissions: Admins, Faculty, Field Staff (ASR, Site/Task Supervisors), Students/Alumni: quick-add assigns stacked roles for needed access.

Jul 16, 2026
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Understanding Roles

Experiential Learning Cloud is “role-based,” which means that roles determine what users can do and see within the software.

Each role has specific permissions that control their access and workflows designed to make navigation easier. Role descriptions can be found below within this article.

Quick Add and Assigning Roles

The quick add function allows you to automatically add the necessary roles needed for a particular type of user. This will be the easiest way to add roles when creating new user records manually. When creating a user record you will find the type of user that you are creating within Roles and Tags and click that button. The quick add button will add all of the roles that are needed for that user type.

Additionally, you can assign a new user a role or change the roles of an existing user. Once you have the user located, you will click the plus button to expand their profile. Once you are in their profile, you will click on “Roles and Tags.” To add an additional role, you can use the quick add option, or you can select the roles you would like to add. To select specific roles, you can click the plus button on the right-hand side of the workspace. After you click the plus button, a multi-select menu will pop up that will allow you to choose any of the roles you would like to give a user.

Roles Based on User Persona

Program Administrators

Program Administrators will have the highest level of access within the database as they are in charge of database set-up and management. If using the quick add for “Program Admin”, this user will have the following roles. The roles listed blow "stack" on one another, meaning that a user's access and ability to perform tasks will increase with each subsequent role they are given.

Base
Class Functions: Class functions gives a user the ability see the students in any class that they supervise and only the documents that the students create in association with that class.
Class Functions Plus +: Class Functions Plus + gives the user the ability to see only the students in their active classes, but they can see all of the documents from their classes as well as other classes the student has been in. This allows these users to have a historical record of the students they are working with. Users with this role also need to be given the Class Functions Role.
Student Functions: Student Functions gives the user the ability to see all of the students in the program that they are associated with, as well as all of those students' documents. Users with this role also need to be given the Class Functions and Class Functions Plus + role. This a good role for users who need visibility into all the students in a program, but don't necessarily need to manage user records, class set up, assignment set up, run reports or manage the site list.
Placement Approver: This role will give users the ability to review practicum, internship, or field applications that have been submitted by students to connect with new sites and supervisors. By giving users this role, they have visibility into the "Site Placements" workspace in the Supervision Environment.
Program Administrative Functions: This is the lower-level administrative role. These users are going to be able to add users, sites, and supervision rules. They do not have access to reporting abilities. This role can also be given to students who are helping with administrative duties. Giving students the Student and Program Administrative Functions roles will allow them to be able to work in Experiential Learning Cloud without giving them access to student documents. If these members need to help create courses and course materials (assignments), be sure to also give them the Class Functions role.
Program Administrative Function Plus +: This is the higher-level administrative role. Users will be able to add users, sites, and all other program and class setup duties. These users have access to our reporting abilities in Experiential Learning Cloud.
- - This role role determines eligibility to receive assignment re-open requests when the related program setting is enabled. Eligibility is automatically granted when the user has supervision over the program associated with the assignment's document or subject and the user has the Program Administrative Function Plus + role.
Form Builder Lite: This role will give the user access to the Form Builder Lite tool. They will have the ability to build simple forms. This role also allows users to view all forms in the database in a single space. (NOTE: if a user already has the “Program Setup” role, they will not need this more limited role.)
Program Setup: This role will give the user access to build and edit full-featured “Pro” forms and rubrics, Time Tracks, Site Placement Processes, and Workflows for complete management of their program’s setup in ELC. This role should only be granted to 1-2 expert level users per program.

This user will have the most environments and workspaces to navigate within the database. The video above gives you an idea of a program administrator's access.

Giving a program administrator the Log In As Another User role will allow them to log into a student's or site supervisor's account with a read-only view.

Faculty

Faculty members may have any of the following roles, depending on the level of access they need. The roles listed below "stack" on one another, meaning that users' access will increase with each subsequent role they are given.

Class Functions: Class functions is usually associated with Adjunct Faculty. With this role the user has the ability see the students in any class that they supervise and only the documents that the students create in association with that class.
Class Functions Plus +: Class Functions Plus + is typically associated with Core Faculty. With this role the user has the ability to see only the students in their active classes, but they can see all of the documents from their classes as well as other classes the student has been in. This allows these users to have a historical record of the students they are working with. Users with this role also need to be given the Class Functions Role.
Student Functions: Student Functions is the highest level of permission for a faculty member in Experiential Learning Cloud, this is usually associated with Admin Faculty. With this role the user has the ability to see all of the students in the program that they are associated with, as well as all of those students' documents. Users with this role also need to be given the Class Functions and Class Functions Plus + role. This a good role for users who need visibility into all the students in a program, but don't necessarily need to manage user records, class set up, assignment set up, run reports or manage the site list.

Users with a faculty role will have access to the Program Management | Supervision environment. The video above demonstrates what a faculty user sees in their Experiential Learning Cloud accounts.

Faculty Quick Adds
By clicking the following quick add buttons, faculty members will be assigned the corresponding roles listed below.

Field Staff

Field staff consist of Authorized Site Representatives, Site Supervisors and Task Supervisors. They have access related to viewing and signing documents for their site and supervisees, and communicating with program faculty. A user can have just one role or the other, but sometimes an individual may perform the administrative tasks for a clinical site as well as supervise students - in this case, you’d want to give them both a supervisor role and the authorized site representative role.

Authorized Site Representative: An Authorized Site Representative (ASR) is a user who provides administrative oversight to a site. They have the ability to sign contracts with the university to serve as a placement site. They may also manage the supervisors at that site, or act as a supervisor to students themselves. An ASR can complete and sign paperwork, and communicate with program faculty.
Site Supervisor: A Site Supervisor/Field Instructor is a supervisor working at a clinic that one or more students are placed at for Practicum, Internship, or Field Experience. A Site Supervisor has access to view students they are supervising, can communicate with their students and faculty in their program, sign documentation and time log reports, and review their student’s progress toward graduation.
Task Supervisor: Often occurring in Social Work settings, the task supervisor role is usually needed when a student’s immediate supervisor does not meet the qualifications of a Field Instructor (Site Supervisor) but does handle the day-to-day aspects of supervising their placement.

Site staff have access to the Classroom | Supervision environment. The video above gives you an idea of what a Site Supervisor sees in their Experiential Learning Cloud account.

Students and Alumni

Students and Alumni only have access to their Training environment. In the case that you have a student who is also working as a Graduate Assistant with your program, you can use the Graduate Assistant quick add to give them additional program administrative functions.

Student: Students in your program have access to track hours toward graduation and licensure, send their time log reports for signature, research and apply for practicum, internship, or field placement opportunities, and complete paperwork, assessments, evaluations, and other assignments. Students also have the ability to upload their own documents to store all professional materials in one place!
Alumni: Alumni of your program have access to track hours toward state licensure, print their time log reports for signature, research other available practicum, internship, or field placement opportunities, complete alumni-related paperwork, and complete assessments and evaluations

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