Overview

Several steps must be completed after a student finishes the site application process before time tracking and reporting at the approved site can begin.

The steps below outline responsibilities and outcomes for students, site supervisors, and program administrators/placement coordinators.

 

Students

1. After all required site placement tasks are completed, the application awaits final approval from a program administrator or placement coordinator.
2. Once final approval is granted, the placement status changes from Decision Pending to Approved and a notification is sent to the student via the Communications Hub.
   
   • After approval, the site and primary site supervisor are associated with the student’s record, enabling time tracking and report routing.

 

Site Supervisors

1. After a supervisee completes placement paperwork and the placement is approved, new site supervisors are automatically invited to register in Experiential Learning Cloud.
   • A registration invitation is sent to new supervisors.
   • Until registration is completed by the supervisor, time reports cannot be routed to that supervisor for signature.
   • Once registration is completed, supervisors can receive and sign student time reports.

 

Program Administrators / Placement Coordinators

1. Final review and approval of student applications is the responsibility of program administrators or placement coordinators.
   • The Waiting on Me status filter on the site process grid can be used to locate applications requiring final approval.
2. When an application is approved:
   • The student is notified that the site placement application has been approved.
   • The site and site supervisor are automatically associated with the student’s record.
     • If the site or supervisor is not already in the database, they are created and the new supervisor receives a registration invitation.

Important: Site supervisors must register in Experiential Learning Cloud to sign off on time reports. Until supervisor registration is completed, student time logs cannot be sent to that supervisor for signature.

 

Terminology Key

Standard Term: Site
Common substitutions: Agency, School, Clinic, Field Agency

Standard Term: Site Supervisor
Common substitutions: Field Instructor, Cooperating Teacher, Preceptor, Primary Supervisor

Standard Term: Task Supervisor
Common substitutions: Backup Supervisor, Secondary Supervisor

 

Standard Term Definitions 

Site: The location in which students are placed for their field experience. 

Site Supervisor: The professional who oversees the student's field experience at their external field site. 

Task Supervisor: An individual who provides on-site supervision for the student field experience, but not as the primary supervisor.

 

Related Article:

Glossary of Common Terms in ELC