Administrator Guide Field Placement Set Up &

Transcription

1 Creation Overview Chalk & Wire provides you with a system to create and manage student field placements for your institution. This tool uses acquired student data to provide diversity statistics regarding pre-loaded school information, which can be viewed before a placement is selected. Diversity reporting is also possible and shows the diversity exposure as well as knowledge area coverage of candidates or groups based on previously assigned placements. The diversity reporting tool is available to students, assessors and administrators. The Field Placement feature provides administrators with the ability to create templates in order to save time when creating field placements with similar parameters. In addition, once a field placement has been created, it can be duplicated and then altered. Based on the type of field placements in which students participate and the institutional workflow used to set up field placements, there are several options available for selection. Set up Field Placement Resources Before you can begin setting up field placements you will need to create/add the following resources: Candidate-Institutional Advisor Pairings Site Assessors Journal templates for tracking hours Assessment Instruments Forms/Surveys To begin the set up process for Field Placements resources, use the 'Work' menu to select 'Field Placements'. Creation - 1

2 Step 1: Create Candidate-Institutional Advisor Pairings Before setting up the field placements, you will first want to create a candidate-institutional advisor pairing list in an Excel spreadsheet or Word document so that they are easy to import into your Chalk & Wire system. If you do not have many to enter, you can do this manually if you prefer. NOTE: Institutional Advisors are "assessors" in Chalk & Wire. Candidates are "students". 1. Use the 'Advisors' tab to begin creating the candidate-institutional advisor pairings. 2. Click the 'Bulk Update Pairings' button. 3. Select your delimiter. If you are copying your list from an Excel spreadsheet, select the 'Tab' option. If you wish to type in the pairings manually or if you copying your list from a Word document, you should use the 'Comma' option (ensure that when using the 'Comma' option you do not include any spaces). Creation - 2

3 4. Paste or type your list into the text box. Ensure that you do not include column headers and that there is only one pairing per line. 5. Click 'Import My List'. Creation - 3

4 You will now be shown a review of your pairings. If you notice any errors in the pairings or spelling of the names you can use the 'Go Back and Edit List' option at the bottom of the screen to make the necessary changes. 6. Identify the first column as either being the Student or the Institutional Advisor. 7. Click 'Save List'. Step 2: Add Site Assessors as Guests If the Site Assessors do not work for your institution, but instead are working with/supervising the candidates at the location of the field placement, they do not need assessor accounts in your Chalk & Wire site in order to monitor and assess candidates. You can create 'Guest' accounts for them by adding them to a department contact list. NOTE: If your Site Assessors have already been added to your system as guests in the past OR if they do/will have assessor accounts in your Chalk & Wire site, you can skip this step. Creation - 4

5 To begin adding Site Assessors as Guests, use the 'Contact List Manager' icon at the top of your screen. Add Site Assessors in Bulk If you have a large number of Site Assessors to enter it is best to add them all at once. You will first want to ensure that you have previously created a department contact lists for the department in which these site assessors should become a member. Click on the 'Department Contact Lists' option in the 'Sources' column. If you do not see a contact list below for the appropriate department, click 'New' to create one. 1. Click the 'Import Contacts' button to begin. 2. Select the Contact List Type. 3. Select the Contact List. 4. Click 'Continue'. Creation - 5

6 5. Select the Delimiter. If you are copying your list of site assessors from an Excel spreadsheet, select the 'Tab' option. If you wish to type in the site assessors in manually or if you are copying your list from a Word document, you should use the 'Comma' option (ensure that when using the 'Comma' option you do not include any spaces). 6. Paste or type the site assessors into the text box. 7. Click 'Continue'. 8. Identify each column. 9. Click 'Continue'. The site assessor guest accounts will be confirmed on the next screen. Creation - 6

7 Add Site Assessors Individually If you only have a few Site Assessors to add you can do this manually. 1. Select the 'Department Contacts Lists' option in the 'Sources' column. 2. Select the appropriate department contact list to which this site assessor should be added. NOTE: If you do not have a department list created yet for this department, click the 'New' button at the top right of the 'Sources' column to create one. 3. Click 'Add Guest' in the centre column to add your Site Assessor. 4. Enter the Site Assessor's first name, last name and address. 5. Click 'Save'. Creation - 7

8 Step 3: Create Journal Template(s) for Hours Tracking The Field Placement feature allows candidates to track their hours using a Journal Template. You will need to create this hour-tracking journal template before setting up the field placement. To begin, use the 'Curriculum' menu to select 'Forms'. 1. On the main Forms screen, click 'Create New Form'. Creation - 8

9 2. Enter a name for the form. 3. Select the 'Journal Template' type. 4. Select the department(s) for which the form should be visible. If you would like to only make this journal template visible to specific departments, uncheck the 'Unassigned' option and select the appropriate department(s). If the journal template is generic to any department, leave the 'Unassigned' option checked off. 5. Click 'Done'. You can add any other question types you would like to this form, but if you wish to track hours, you will need to use the 'Hours' question type in order to do this: 6. Use the 'Add Question' option to select the 'Hours' question type. Creation - 9

10 7. Enter text to describe what the candidates should enter to track their hours. You can use the 'Help Text' option as well. 8. Enter an acceptable range for the hours entered as a response. NOTE: Consider whether you will require students to track their hours on a daily, weekly or monthly basis before selecting the range. You can also leave these option blank if you prefer. 9. If you will require candidates to create an entry for each day, week or month (i.e. they will create more than one entry per placement), you will want to select 'Total' for the 'Aggregate in Journals' option. This will allow the system to total the number of hours entered across all journal entries for the placement. 10. If you are using the 'Knowledge Area' feature, select one using the drop-down menu. 11. Make this question required to prevent candidates from leaving this question blank. 12. Click 'Done'. Creation - 10

11 11. Click on the 'Form Settings' tab. 12. Select 'Students' as the Eligible User Type. 13. Select 'Active' under Distribution Settings. 14. Ensure that the form is associated with the correct department. If it is not, then you will need to select the appropriate department(s) now. 15. Click 'Save Settings'. Step 4: Create Assessment Instrument(s) Assessments instruments that will be associated with a field placement must be created before setting up the field placement. Any type of assessment instrument can be used for Field Placements, but they must be set to the 'Manual' regime. You can provide the assessment instrument to the candidate as a self-evaluation or to the institutional advisor Creation - 11

12 and/or site assessor as a regular assessment when setting up the field placement. To begin, use your 'Curriculum' menu to select 'Assessment Instruments'. 1. On the main Assessment Instruments screen click the 'New Assessment Instrument' button. 2. Enter a name for your assessment instrument. 3. Select the department to which this assessment instrument should be associated. 4. Select the 'Scoring Type'. 5. Click 'Save'. Creation - 12

13 6. Add/Edit the Criterion performance levels as necessary. 7. Use the 'Actions' menu to select 'Edit' to add your first criterion by editing the default 'Criterion 1' provided. 8. Use the 'New Criterion' button to add additional criteria to your assessment instrument. 9. Enter a name for your criterion. 10. Use the 'Edit' links to add criterion performance level descriptions. 11. Click 'Save'. Repeat these steps to add the rest of your criteria. Creation - 13

14 12. Select the 'Assessor Enters Scores Manually' option under 'Regime'. 13. Click 'Save'. Step 5: Create Form(s) Form(s) that will be associated with a field placement must be created before setting up the field placement. Only the 'Survey' form type can be used for Field Placements. You can provide the form to the candidate, the institutional advisor and/or site assessor to complete Creation - 14

15 when you are setting up the field placement. To begin, use the 'Curriculum' menu to select 'Forms'. 1. On the main Forms screen click 'Create New Form'. Creation - 15

16 2. Enter a name for the form. 3. Select the 'Survey' type. 4. Select the department(s) for which the form should be visible. If you would like to only make this form visible to specific departments, uncheck the 'Unassigned' option and select the appropriate department(s). If the form is generic to any department, leave the 'Unassigned' option checked off. 5. Click 'Done'. Creation - 16

17 6. Use the 'Add Section Header', 'Add Question', and/or 'Add Grid' options to create your form. You can use any question type provided. 7. Use the 'Test Form' option to see what your users will see when completing the form. 8. When you are finished creating the form, click the 'Form Settings' tab. 9. Select 'Students' and/or 'Assessor's as the Eligible User Type (this depends on who will be responsible for completing this Survey. If you are not sure, select both). 10. Select 'Active' under Distribution Settings. NOTE: You DO NOT want to prevent users from editing completed forms nor make it mandatory, as users will likely be completing the form over the course of the field placement and/or may need to be able to return to it multiple times. Creation - 17

18 11. Ensure that the form is associated with the correct department. If it is not, then you will need to select the appropriate department(s) now. 12. Click 'Save Settings'. Step 6: Gather Details & Set Up Field Placements Things to consider before creating Field Placements: GATHER Details Required for Set Up: Creation - 18

19 Name of Candidate - only required if creating placement for students Location of placement Site Assessor Start and End Dates Length (hours) Department/Course Subject or Discipline Grade/Level Application form - only required if creating vacant placement to which students apply Journal Template (for logging hours) Assessment Instruments and Forms/Surveys (optional) SELECT Set Up Method: 1. Templates: allows you to include variables that will be the same for multiple students/placements. You then use the template to create new placements for which you fill in the remaining student/placement-specific variables. This method will save you time if there are common variables across multiple field placements. 2. New field placement: allows you to create each field placement from scratch. This method would be the best option to use if there are little or no common variables across field placements. 3. Duplicating existing field placements: allows you to take an existing placement and duplicate it to create a new placement. This is a good option if only a few variables differ between the existing and the new field placement you wish to create. In order to duplicate existing placements you will need to use one of the first two options to create an existing placement. Once you have gathered the necessary details required for set up and selected a set up method, locate the appropriate section below to begin. 1. Use Template Option To begin setting up templates which you can then use to create New Field Placements: 1. Select the 'Templates' tab 2. Click 'New Template'. Creation - 19

20 3. Complete the template by filling in the appropriate fields. NOTE: When using templates, you do not have to fill in all of the available fields. At minimum you must fill in the Placement Name/Title. If you know that there are other variables that will remain the same across multiple placements that will be created from this template you can fill in those fields as well. 4. Click 'Save Placement' when you are finished filling in your template. 5. Click on the 'Templates' tab. 6. Select the template that you wish to use to create a new field placement by clicking anywhere in the row. 7. Select 'New Placement' from the menu. Creation - 20

21 2. Use New Field Placement Option 1. Select the 'Field Placements' tab. 2. Click 'New Field Placement'. 3. Duplicate an Existing Placement In order to use this option, you must have already created a field placement either via templates or the new field placement option. Once a field placement has been created, you can duplicate it to create a new placement. 1. Select the 'Field Placements' tab. 2. Locate the existing field placement that you wish to duplicate and click anywhere in the row for that placement. 3. Select the 'Duplicate' option from the menu. Creation - 21

22 Step 7: Create Field Placements Once you have set up your field placement you will need to decide which workflow you will use to create/assign field placements. SELECT Workflow for Field Placement Creation: Create Field Placements for Students This method requires the administrator to provide all placement details listed above, except for an application form, before the student can gain access to the placement and begin completing it. Candidates also need to be assigned to a specific placement if this option is to be used. Create Vacant Placements to which Students Apply This method requires the administrator to provide all placement details listed above, except for the name of the candidate, before students can search for and apply to the vacant placement. An application form is required for this option. Students Propose their Own Field Placements This method does not require any set up by the administrator. Refer to section "C. Students Propose their Own Field Placements" below for more information about this process. Creation - 22

23 Create Field Placement for Students OR Create Vacant Placement to Which Students Apply You would have used one of the three previously described methods (templates, new field placement or duplicate existing field placement) to get to this screen. You can now complete the field placement and release it to your students: 1. Update the Placement Name/Title, if necessary (if you used a template or duplicated an existing placement the word "copy" will be added to the beginning of the name). 2. Select the Candidate Selection method: A. Create Field Placements for Students - select the "I Will Select the Candidate" option and use the 'Choose' button to select the Candidate B. Create Vacant Placements to which Students Apply - select the "Candidates Will Apply for this Placement" option 3. Select the Site Assessor by clicking the 'Choose' button. 4. Fill in ALL remaining fields (the fields that remain for you to fill in will depend on whether you used the template, new field placement or duplicate option to create this placement and how many fields have already been completed). 5. Click 'Save Changes' or 'Save Placement' (button name will depend on which set up method you used). Creation - 23

24 Scroll to the bottom of the screen: 6. To add Assessments or Surveys to the field placement use the 'Set Up Assessment' or 'Set Up Survey' buttons. NOTE: The 'Import' buttons will allow you to import ALL assessments and surveys from another placement to help save you time. Creation - 24

25 NOTE: This image was taken using the 'Set Up Assessment' option, but the process is the same for setting up surveys. 7. Enter a label/description for the assessment or survey. 8 Select who will assess the candidate or complete the survey. 9. Select the Assessment Instrument or the Survey/Form. 10. Select the date for which the assessment or survey will be available and when it must be complete. 11. Click 'Save'. Scroll to the top of the screen: 12. Click 'Save Changes'. Creation - 25

26 13. Click 'Confirm' in order to release the placement to the student. NOTE: If the 'Confirm' button is disabled, place your mouse over it to see which fields are incomplete. All field placement fields must be complete in before you can confirm the placement and release it to your students. If you wish to wait until a later date to release the placement to the student, you can return to this placement at any time to confirm it. If you are creating field placements for your students, a confirmed placement will allow students to have access to the placement on the My Field Placements screen. From here the student can begin completing it and can review placement details, track and log their hours, and complete self-assessments and surveys associated with the placement. If you are creating vacant placements to which your students will apply, a confirmed placement will allow students to use their Field Placement Finder to search for vacant placements based on their own search parameters. After selecting a placement, students can view the placement summary and complete the application process. They can then track the status of their Field Placement application from the My Applications and Proposals screen. The site assessor is responsible for confirming the application before the student is able to access and begin completing it from their My Field Placements screen. Students Propose their Own Field Placements The third method does not require an administrator to create the field placements for the students. Students use the My Field Placement Finder to propose their own placements based on locations available in the database or pre-selected locations determined by the student. Students specify a location and parameters for their search or enter the specific location they would like to propose. Once the placement is selected and submitted, students can track the status of their Field Placement proposal on the My Applications and Proposals screen. The administrator is responsible for confirming the proposed field placement and filling in the required variables, before the student gains access on the My Field Placement screen. When a field placement is assigned to a student they are paired with an institutional advisor, who can also track the progress of the field placements from within their account. The Field Placements screen in an assessor account allows the institutional advisor to monitor the progress of their students. They can review placement details and hours completed, as well as access and complete assessments and surveys associated with each field placement. Creation - 26