Issue:

If you cannot track your time in the Timesheets workspace, there could be a number of causes. 

 

Cause #1 - No Active with Connection w/ Site and Supervisor

If you are unable to select your site and supervisor from the Site and Supervisor selects in the Track view of Timesheets:

• There is no active connection with your site and supervisor.

To check the status of your placement:

• Click the tab in the upper right corner of your account to expand the sidebar.
• Click the pin icon. 

 

Placement Statuses

 

1. You have not been placed with a site and site supervisor:
   1. If the Placement tab shows no placements.
2. You have been placed with a site and site supervisor, but your placement has not yet started. 
   1. If the Placement tab shows a current placement AND
   2. The start dates beneath the supervisor's name are for an upcoming date.
3. You have been placed with a site and site supervisor, but your placement has expired:
   1. If the Placement tab will show a withdrawn/expired placement AND
   2. The end date beneath the supervisor's name will be the expiration date of the placement.

Solutions:

1. 1. If Your Placement Dates Are Incorrect

      • Reach out to a member of your program's field team and they can manually update these dates for you.

   2. If You Have Not Been Placed With a Site or Your Existing Placement Has Expired

      • You will need to complete a placement process in Experiential Learning Cloud in order to connect or reconnect with your site and supervisor by following the steps below.

        1. Go to your Site Placements workspace
        2. Click on the tab which best describes your current placement level (e.g. Internship I).
        3. Work through the steps on the left-hand side of the screen, and the tasks within each step to complete your placement process.
        4. Once your placement process is approved, you will be able to log time with your site and supervisor.
           • If you are unable to begin a placement process or you have already completed placement paperwork outside of Experiential Learning Cloud, reach out to your program administrator and they can manually connect you with your site and supervisor.
   3.  If a placement process cannot be started and either:
      1. You get a "Your field experience has not started" error message OR
      2. Placement paperwork was completed outside Experiential Learning Cloud
         1. contact the program administrator to have the site and supervisor manually connected.

 

Cause #2 You Need to Track Time Outside of Your Track's Start and End Dates

When you attempt to log time, you see a message that the date you have selected is prior to the start date on your track or beyond the end date on your track. 

Solution:

1. Click Update within the popup to update the start or end date on the track OR 
   • Click More Actions->Manage Tracks
2. Click on the date
3. Update the "active date" to match the date you need for logging time.
4. If you need to extend the track's end date, update the "inactive date" field. 

Cause #3 - No Access to the Time Track You Need

If you do not see a track which aligns with your field experience level in the "Active Track" dropdown:

1. Add the track by going to More Actions->Manage Tracks.
2. Click Add a Track. 
   • Search through the tracks in use by your program/university and select the one which best fits your field experience discipline and level. 

 

Best Practice: 

Time tracks should be assigned in field experience courses.

• If you need to add your own track and have not been assigned one, let your instructor know as adjustments to the class may be necessary. 

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 Articles:

Applying for Site Placement

Glossary Of Common Terms in ELC