Quick start guide field placement

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Quick-Start Guide Field Placement

Field Placement

T 1.800.311.5656 e [email protected] 2

Table of Contents

About Field Placement .................................................................... 3

Field Placement Database Administration ...................................... 4 Field Placement Record Management ............................................ 17

Field Placement Reports ................................................................ 30

Field Placement


About Field Placement

The Field Placement Tools allow you to create repositories of information related to

field placement activities in your organization. This information can include site locations and details where individuals are completing fieldwork requirements, staff

names and credentials associated with those sites, as well as details about the individual placements.

Additionally, you have access to reports that display information on individual

placements, summarize program-wide placement information, and display placement assignments for university supervisors.

For the purpose of generic descriptions, this guide uses default terminology.

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Field Placement Database Administration

Getting Started

From the TS Coordinator page, click the Database Administration link. The system navigates to the database administration screen.

To start a new database:

1. Type the new database name.

2. From the pull-down menu, select a starting template for your database. 3. (Optional) Add a description.

4. Click Create Database.

To edit an existing database that you have created or have been given administrative access to, click Edit.

To change the name of a database, click Rename.

To remove a database, click Delete. If the database is not in use, a pop-up loads

and requests confirmation of your action. The deletion of a database is permanent

You are able to create separate databases for different academic programs or departments. For

example, an Elementary Education program can use one (1) database and the School Psychology

program can use another, specific to its needs. The terminology and fields included in each database can be customized.

If you rename an active database, you can cause disorientation for other

administrators who have access to the database.

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and irreversible. If a database has records associated with it, you cannot delete it

from the database administration screen.

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These are the areas discussed in this portion of the help guide:

Permissions

From the Permissions area, you are allowed to grant permission to other TS

Coordinators to manage the different areas of the field placement database.

Permission Definition

Database

Administration

Provides the manager with access to the database setup,

including the management of permissions, the definitions of custom terminology, select and customize the fields to

include and establish connections between placements and academic programs and courses.

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Management

Allows the manager to add or edit data for the site, staff,

district, and supervisor records in the database and to connect individuals with the appropriate site and staff.

Generate

Reports

Enables the manager to run stock reports on information

collected in the database.

1. To add other TS Coordinators in your organization as managers for the database, from the Permissions tab, click Assign New Managers.

If you need to request additional TS Coordinator privileges for administrators in your

organization, please contact Mentoring Services at [email protected].

mailto:[email protected]

mailto:[email protected]

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2. To locate the individual you need to add, use the Member Locator. You can

search for an individual by first, last or full name. Select the individual(s) you want to add and click Save and Close.

3. Select your choices to add or remove field placement management permissions.

4. Click Save & Continue.

5. (Optional) If you need to remove an individual from the list of database

managers, click Unassign, located under the individual’s name in the table. To confirm the action, click OK.

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Terminology

From the Terminology area, you are able to define the custom terminology that

appears in the field placement database, records, and reports.

Default terms Definition Alternate terms

Academic

Program

Term used to describe the type of

program, department or other area of your organization with which the field

placements in this database are to be associated. By default, it is assumed

that placements occur within the context of Academic Programs.

You can use an alternative

term, such as Discipline, Department, or School.

Category Term used to describe the categorization for the supervisor.

This can also be referred to as Type of Employee, Type, etc.

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General term used to describe the type of information being organized in

the database.

Some programs or departments can refer to this as Field

Experience, Clinical Practice, etc.

Person Term used to describe the type of

individual who is performing the field work.

Alternatives can include

Student, Candidate, Intern, etc.

Placement Generic term used to describe the experience an individual receive in the

field. In the system, you are able to create placements associated with

programs and courses, assign them each a distinct name (e.g., Reading

Lab or Hospital Rotation) and define the detailed information collected

about each placement.

Site Term used to describe the place at which the placements or experiences

occur.

This can also be referred to as Cooperating Schools,

Cooperating Sites, Clinical Sites, etc.

Specialization Term used to describe the topic,

subject matter, or area of specialty for which the placements or experiences

are done.

This can also be referred to as

Unit, Specialty, etc.

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1. To change a term, click the appropriate drop-down menu and select the term(s)

of your choice.


To update the terms that appear in your organization’s database, return to the Terminology tab, at any time. Any changes made to an active database can disorient

users.

If you need to include additional terms that are commonly used by your organization, please

contact Mentoring Services at [email protected] with your request.

Staff Term used to describe the employees,

at the sites, who work with the individuals being placed.

These can be Cooperating

Teacher, Site Personnel, Clinical Supervisors, Preceptors, etc.

Supervisor Term used to describe the individual at

your institution who works with the people being placed.

These can be Advisor,

University Supervisor, etc.

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Select Fields

From the Select Fields area, you are able to determine which data information fields

are collected in the database records. The template you first select when you create the database determines the options you have for these fields. Several fields in the

database are searchable. Once the database has been populated with information, field placement managers with access to the database can conduct basic or advanced

searches. The five (5) main categories of data include Site, Staff, District,

Supervisor, and Person.

1. From the Select Fields tab, select to include or exclude fields.

Identifier Definition Fields

Red Asterisk Icons

Identifies the minimum

requirement for a record.

Site Name, Staff First and Last Name, Course, etc.

Grayed-out Checkboxes

Automatically includes field

in the

record; you do not need

to populate this

information.

Site type, Site Description, and Active, etc.

Standard

Checkboxes

Select any of

the remaining

fields, as

needed.

For Custom Requirement fields, type

the custom field name in the appropriate text boxes.

Enable Attachment

Upload Checkbox

(Optional) Enable this

feature for the record

areas to attach files.

2. To save your selections and/or customizations as you work, click Save Draft.

For more details about the Select Fields areas including template customizations, searchable

terms, and general questions about the set up options, please contact Mentoring Services to set up an appointment with an Implementation Specialist.

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Each field contains a specific response type: Text, Numeric Text, Email, etc.

Additionally, you can collect data via the Custom Drop-Down Response type.

1. To define the options that appear in the drop-down list, in the Response Type column, click Edit next to Custom Drop-Down.

2. Copy and paste list options (from Excel or text document) into the text field provided. Be sure to place each option on its own line in the text box.

3. Click Add Options and Return to Select Fields.

4. (Optional) To continue to add options, click Add Options.

a. (Optional) To change the name of an option, click Rename associated with the option you choose.

b. (Optional) To remove an existing option from the list, click Delete associated with the option you choose.


The fields that you select can be changed at any time (e.g., you can edit which fields to include or exclude even after information has been added to the database).

When you customize the fields included in your database, be sure to

frequently save the changes that you make. Changes that you make to the fields ARE NOT saved automatically.

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Associations

From the Associations area, you are able to establish the associations between placements and academic programs and courses.

1. Click Manage Academic Programs and Courses.

2. Click Create New Academic Program.

3. In the field provided, type the name of the Academic Program.

4. Click Create Program and Finish. Your program is listed under Academic Programs.

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To add a new course:

1. Click Create New Course.

2. Type the Course ID/Block ID.

3. Type the Course Name/Block Name.

4. (Optional) Enter a Description for the course.

5. Select to associate the programs that use this course for Field Placement.

6. Click Create Course and Finish.

7. From the main Associations tab, once you have finished, click Done – Back to

Associations.

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To associate a DRF to your Placement: If you use Directed Response Folio(s) (DRF) to collect and/or track student work and

evaluations associated with field placements, you could associate a DRF to your placement.

1. Click Associate to DRF.

2. From the pull-down menu, select the DRF Template Category.

3. Click Show Available DRF Templates.

4. To select your DRF template, click Select this Template.

The connection of placements with area(s) in a DRF enables you to view

associated student work that could have been collected, as well as the results of related evaluations, directly from the student placement record.

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5. To opt for areas of association from the DRF, select the checkbox next to the

DRF Requirement.

6. Click Associate Selected Areas. The next screen offers you the option to Preview the Structure, Update Associated Areas, and/or Remove the associated

DRF template.

7. (Optional) To change the placement name, click Rename Experience.

8. Once you are finished, click Back to Associations Main Page.

9. To go to the next step, click Save & Continue.

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Activation

By default, your database is set to Inactive. To activate your database, click Change

Status to Active.

To initiate placements entries, click Begin Entering Placements.

In order to activate the database, you must create at least one (1) academic program,

one (1) course and one (1) placement name. Once the database is active, you and other TS

Coordinators, to whom you have given permission to manage the database, can start to enter information.

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Field Placement Record Management

Create a New Site Record

1. From the menu bar, click the TS Coordinator.

2. Click Field Placement Management.

3. Click Sites and Staff.

To create site records, you must be a Database creator or you need to

be assigned Field Placement Management permissions for that database.

The button and link terminology can vary based on the terms selected in

Database Administration setup in Step 2: Terminology.

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4. To create a record for a new school, click Create New Site.

5. Enter information about the site. Depending on how the database was setup, the page to create a new site can be divided into several sections:

Sections Definitions

Site

General/Contact Info

The site name is the only required field for the record;

this allows you to create records quickly. Site records can be edited with more details, if needed.

Site Population Demographics

If the database in which you are working includes site population demographics, you can create new

demographics for the current year or view, edit, and copy site demographics for other years.

Number of Staff If you are required, you can enter the staff population

demographics.

Affiliated Staff Lists the staff that has been affiliated with this site. You

can also create a new staff record.

6. Click Save Draft. When you add a site to the database, be sure to frequently

save the changes that you make.

7. (Optional) If the database has been set up this section to allow attachments,

you can upload documents from your computer:

In the Attachments section, click Add Attachments. Enter a name for the file you attach.

The information you enter about the site is not automatically saved.

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In the window that appears to locate the document, click Browse.

To upload additional documents, click Add File & Add Another or to return to the site record, click Add File and Finish.

8. To confirm your changes, click Apply Changes.

Create a New Staff Record




To create staff records, you must be a Database creator or you need to

be assigned Field Placement Management permissions for that database.



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4. To create a record for a new staff member, click Create New Staff.

5. Enter information about the individual. Depending on how the database was setup, the page to create a new staff can be divided into several sections:


Staff General/Contact

Info

First and last name are required fields.

Educational Background

If the database in which you are working includes educational background demographics, you can

enter information such as the university name, degree earned, and date the individual began

teaching.

Credentials Specify the grade level and subjects in which the individual is certified.

Affiliations This section lists the sites with which the individual has been affiliated. To add a new

affiliation, click Affiliate with Site.

6. Click Save Draft. When you add a staff member to the database, be sure to frequently save the changes that you make.


you can upload documents from your computer: In the Attachments section, click Add Attachments.


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Enter a name for the file you attach.

In the window that appears to locate the document, click Browse. To upload additional documents, click Add File & Add Another or to

return to the site record, click Add File and Finish.


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Create a New District Record




4. To create a record for a new district, click Create New District.

To create district records, you must be a Database creator or you need

to be assigned Field Placement Management permissions for that

database.



Districts can also be created through the Select Fields page in the Field

Placement Administration Area.

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5. Enter information about the District. Depending on how the database was setup, the page to create a new district can be divided into several sections:


District Contact

Information

District name field is ONLY required.

District

Requirements

Use these custom fields to track what

requirements are needed for individuals to be placed at locations in the district. For

example, you need to note if a background check or fingerprints are needed for

candidates.

Attachments You can upload files such as contracts to the

district record.

If you have enabled the option to upload file attachments in the Database Administration >

Select Fields area, this option appears.

6. Click Save Draft. When you add a district to the database, be sure to

frequently save the changes that you make.


you can upload documents from your computer: In the Attachments section, click Add Attachments.


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Enter a name for the file you attach.




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Create a New Supervisor Record



3. Click Supervisors.

4. To create a record for a new supervisor, click Create New Supervisor.

To create supervisor records, you must be a Database creator or you

need to be assigned Field Placement Management permissions for that

database.



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5. Enter information about the Supervisor. Depending on how the database was setup, the page to create a new supervisor can be divided into several sections:


Supervisor

General/Contact Info

First name, last name, and active fields are

required.

Educational Background

If the database in which you are working includes educational background

demographics, you can enter information such as the university name, degree earned, and

date the individual began teaching.

Credentials Specify the grade level and subjects in which

the individual is certified.

6. Click Save Draft. When you add a supervisor to the database, be sure to

frequently save the changes that you make.

7. (Optional) If the database has been set up this section to allow attachments, you can upload documents from your computer:

In the Attachments section, click Add Attachments. Enter a name for the file you attach.





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Create a Placement Record



3. Click Placements.

To create placement records, you must be a Database creator or you

need to be assigned Field Placement Management permissions for that

database.



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4. To select a person to place (i.e., to create a new placement record in the

database for an individual) Type the person’s name.To locate the individual that you need to add, use the Member Locator. You can search for an individual by

first, last or full name. Select the individual(s) you need to add and click Save and Close.

5. The individual’s name appears in the text area on the main Placements page.

Click the Continue button to add a placement record for the individual.

6. To continue, click Add New Placement.

Depending on how the database was setup, the page to create a new

placement can be divided into several sections:

Placement Definition

Academic Program

Academic program/department associated with the placement.

Course Course associated with the placement.

Site Name Site where the placement occurred or is occurring.

Staff Name Individual(s), at the site, working with the person being placed.

Period Period during which the placement occurred or is occurring (e.g. semester).

Year Year in which the placement occurred or is

occurring.

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Supervising

Faculty

Individual(s), at your organization, working with

the person being placed.

Status Placement status (e.g. completed, current, dropped, or removed).

7. Click Continue.

8. On the resulting page, you could enter additional information for Site/Staff, Details, and Attachments (if the database manager has enabled this option).


If you return to the Field Placement Management area, you can edit the

information in the placement record, at any time.

Click Placement and search for the student; the individual’s name appears

in the text area on the main Placements page. To proceed, click Edit Placement. Make your changes.

Click Apply Changes.

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Field Placement Reports

Generate an Individual Placement Report



3. Click Reports.

To run a report, you must be a Database creator or you need to be

assigned Reports permissions for that database.



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4. In the Select Report Type area, under Report for a Single Field Placement

Person, click Generate Report.

5. To run a report on an individual click the Select Person button.

Use the Member Locator to locate the individual(s) for the placement. You can search for an individual by first, last or full name via the

Member Search. To display results, click Search. Alternatively, expand the list on the left and locate your individual (in

your learning community) by their organizational area in the hierarchy. To display results, click Search.

To select an individual, select his or her name in the Search Results center column. The name appears checked in the Selected Member(s)

column. Click Save & Close. The individual’s name appears in the

Select Person field.

6. Select the fields to display in your report (e.g., Placement Details, Site

Demographics, Staff Demographics, or Evaluation Data).

7. To generate the results, click Continue.

8. (Optional) Use the Show options to further customize the report’s display default settings.

If collected, this report generates results stored in the database about the site, staff

and placement details, including site and staff demographic. If the institution uses LAT to

evaluate student work associated with the field work, the evaluation status and

corresponding data is included in this report, as well. .

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You can select the demographic data to appear as a count (number), a percentage or a count and a percentage.

You can select to display Additional Placement Details, Evaluation Data, Site Demographics, and/or Staff Demographics.

9. (optional) To generate a print view of this report, click Print View.

10. (optional) To generate an Excel document for further statistical manipulation, click Export to Excel.

To generate a new report, click New Search.

Percentage and the previously selected fields for the report parameters are

selected by default. Deselecting the Field Display removes the corresponding information from the report view.

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Generate a Report on One or More Programs



3. Click Reports.





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4. In the Select Report Type area, under Report on One or More Academic

Program(s), click Generate Report.

5. To run a report on a specific program(s), you need to define the report parameters.

Select Academic Program Enables you to select the programs you need to include in your report. Programs that appear on this list are set up by

the database administrator. Select Fields to Display To include data on sites, staff, and placements

(if applicable). Filter by year Filter the reports by academic year.

Statuses To include program data based on the status of the student’s placement.

6. To generate the results, click Continue.

The terminology and fields available in this report are conditional on the database setup.

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7. (Optional) Use the Show options to further customize the report’s display

default settings.

a. You can select the demographic data to appear as a count (number), a

percentage or a count and a percentage. b. You can select to display Additional Placement Details, Evaluation Data,

Site Demographics, and/or Staff Demographics.

8. (Optional) For more detailed information on a particular site, click the site name

link. A window opens a print view displaying the results for that site.

9. (Optional) To generate a print view of this report, click Print View.

10. (Optional) To generate an Excel document for further statistical manipulation,

click Export to Excel.


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Generate a Report on Supervisors(s)

This report offers two (2) options:

Single Supervisor or All Supervisors with Assignments



3. Click Reports.



The button and link terminology can vary based on the terms selected in Database

Administration setup in Step 2: Terminology.

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4. In the Select Report Type area, under Report on Supervisor(s), click Generate

Report.

Single Supervisor

1. To run a report on a single Supervisor, click the field to select a supervisor (or

the magnifying glass icon). Use the Member search to locate your individual by

first, last or full name. To display results, click Search Supervisor(s). Click the supervisor name link to auto-populate the single Supervisor field.

2. To filter your supervisor records, click Show Advanced Search Options. Displayed are additional search criteria: Grade/Level Certified, Subject(s)

Certified, Category, Site, State/Province, City, District, and Zip/Postal Code.

3. To proceed, click Continue. The results of your search appear at the bottom of

the window.

The search criteria listed is available if activated by the database administrator.

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4. You can filter your results by a specific time frame, or select the All years

and periods option.

5. Click Continue.

6. Select the fields you need to display in your report (eg. Total Number of

Placement(s) Supervised, Site supervised, etc.)

7. Click Continue. Report loads.

8. To generate a print view of this report, click Print View.

9. To generate an Excel document for further statistical manipulation, click Export

to Excel.


All Supervisors with Assignments

1. To run a report for ONLY supervisor with assignment, select the radio button

option.

If collected, this report generates results stored in the database

about the Supervisor assignments, gender, and ethnicity demographics

(if applicable).

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2. To proceed, click Continue.

3. To filter by when the assigned placement occurred and by academic

program(s), otherwise select the all years and all programs option.

4. To proceed, click Continue.

5. Select the fields you need to display in your report (e.g., Total Number of

Placement(s) Supervised, Site supervised, etc.)

6. Click Continue. Report loads.

7. (optional) To generate a print view of this report, click Print View.

8. (optional) To generate an Excel document for further statistical manipulation,

click Export to Excel.


If collected, this report generates results stored in the database about the Supervisor assignments, gender, and ethnicity demographics (if applicable).

Quick start guide field placement

Education

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