Overview

Once your site placement process has been built in Experiential Learning Cloud, there are a number of changes you can make on your own as a program administrator! To learn about all of the various parts of this workspace, check out our article on Admins and Site Process Builder. To learn about the specific changes you can make to the process, read on! 

Updating Your Site Placement Process

Whenever you need to view or update the setup of your placement process(es), go to the Program Setup | Admin environment. From there, select the Site Processes option in the sidebar on the left-hand side of the screen. Most of the changes you can make as a program administrator will occur within a specific task.

To access a task in the placement process:

1. Expand the step of the process that the task is found within (e.g. “Pre-App Tasks”).
   • Please note: some tasks are included in multiple steps. You will need to update them in all of the steps in which they occur.  
     • For example, you may have an agreement that needs to be completed whether students are suggesting a new site or if they are choosing an approved site. In this case you will need to update the task settings in both steps.
2. Expand the task settings by click the (+) next to the task in question. 

Once you have opened the desired task, you can make the following changes:

1. Update the Task Name.
   • Click the task name to edit. Select “OK” to save your changes. 
2. Update the Task Instructions.
   • Click the pen and paper or the “…” icon next to Instructions to edit. Select “OK” to save your changes. 
3. Add or Remove Task Prerequisites.
   • Go to the Prerequisites field and click on the blue text to edit your prerequisites. 
   • Select any tasks that should be completed before students can initiate this task. 
     • NOTE: Tasks in the site step of the placement process can only have prerequisites that are also in the site step. Tasks in the site supervisor step of the placement process can have prerequisites from either the site step or the supervisor step. 
     • When setting tasks from the site step as prerequisites to a task in the supervisor step, be sure to include ALL possible prerequisites. The process will only require students to complete the tasks that were available to them, depending upon the workflow they completed.
4. Update who the task is Assigned to. The default is assigned to all placement group members, but you can update this if it is a task that only certain students should complete.
5. Add or Remove Task Reviewers.
   • Go to the approval process section of the task. Click Add (+) to add an individual reviewer or reviewer group. Click the trash can icon to remove a reviewer.
6. Attach Files to Tasks
   • Click Upload in the bottom left corner of the task. Select a file from your computer to attach to the task.
     NOTE: Files that are attached to tasks are visible to anyone completing the task, so it is best not to attach anything with personal information. The best use of this feature is to share helpful reference materials such as a field manual or handbook, or a sample document that will help students complete the task appropriately.