School of Education Learner Quick Start Guide: Practicum/Internship Application€¦ · · 2016-07-08Learner Quick Start Guide: Practicum/Internship Application Online Experiential

School of EducationLearner Quick Start Guide:

Practicum/Internship ApplicationOnline Experiential Learning Management System

(ELMS)

Quick Start Guide Overview

• This Quick Start Guide provides steps to:– Submit a practicum and/or internship site and/or

supervisor for approval– Submit your online Clinical Experience Application– Attach and upload additional documentation you will

need to complete your fieldwork application:• A current copy of your resume or CV• A Signed Access Agreement • A copy of your student liability insurance (if required by site)

• You will use this Guide’s instructions if you are submitting clinical experience application materials for starting Practicum or Internship, or if you are a currently in fieldwork and are adding a new site and/or supervisor.

• Please become familiar with terms used in CORE ELMS by reviewing the Definitions on the left.Yellow Arrow

Refers to steps that are needed.

Quick Start Guide Introduction

• Welcome!• You will be submitting Clinical Experience Application documents via our online management system: CORE ELMS

• To access CORE ELMS, click on the “Access Now” button on your specialization clinical practice resources page in Campus (iGuide).

Yellow ArrowRefers to steps that are needed.

The first step in the application process is to provide us with your proposed site and site supervisor information. STEP 1: Click on Site Prospector on the left navigation barSTEP 2: Select Submit New Site

See Step 3 on the next slide

Submitting placement information

Step 1

Step 2

STEP 3: Select Rotation Date: Enter the quarter you plan to begin practicum or internship, or if you are a current candidate adding/changing a site, enter the current quarter.

See Step 4 on the next slide


Step 3

STEP 4: Select Rotation Type: Rotation type refers to the internship or practicum course. The drop down menu will provide internship or practicum courses based on your program eligibility.

See Steps 5 ‐ 8 on the next slide


Step 4

STEP 5: Enter Site Name: Enter the name of your proposed fieldwork siteSTEP 6: Enter Preceptor First and Last Name: Enter the name of your proposed site supervisor.STEP 7: In the following six boxes, enter the required contact information for your proposed site and supervisor (preceptor). Be sure the email address you enter is correct!STEP 8: Professional Degree: Enter the supervisor’s degree and credential, for example, MS in Education and licensed reading specialist. See Steps 9 ‐ 12 on the next slide


Step 5

Step 6

Step 7

Step 8

STEP 9: Respond to the three questions to provide an overview of the proposed site. This section is optional. STEP 10: Site Preference: Depending upon specialization and grade levels needed for clinical experience, you may need more than one site. Enter “1” for your primary site location. Continue entering sites only if you will be at more than one site location. For each added site, you will be required to enter a “site preference” number. STEP 11: Click Submit Prospect.


Step 9

Step 12

Step 10

• The information you provide will be reviewed by the school. Please anticipate receiving emails from a school representative regarding next steps. Your prospective site supervisor will also receive communications from a school representative.

• After an initial review of your site information, your prospective site supervisor will be linked to your CORE ELMS account information. When this happens, you will receive a system‐generated email with a subject line including the phrase ‘SITE APPROVED.’

Special Note: This DOES NOT mean your application, site, or site supervisor are approved. This message provides confirmation that you and your proposed supervisor may now begin to complete and submit the online clinical practiceapplication documents. Please check your email for this message.

• When your proposed supervisor is linked with you within CORE ELMS, he/she will receive an email with log in information allowing them to access CORE ELMS and complete the online supervisor portion of the application.

• Please check with your supervisor to make sure this email has been received and that your supervisor understands he/she will need to log into CORE ELMS to complete and submit application materials.

Confirming placement information

• IMPORTANT. Your application will not be reviewed until your supervisor's materials have been submitted (resume, license, and site supervisor application). It is your responsibility to check in CORE ELMS on a regular basis to determine that these items have been submitted. Once your supervisor’s materials have been submitted, you will complete one final step indicating your application file is ready for review.

Here is how to find your supervisor's materials:

Checking for your Supervisor’s Submission

Step 2

Step 1

STEP 1: Click on the Scheduling tab.

STEP 2:, click on Rotation Schedule, and then click on your supervisor’s name (see next slide) to see if your site supervisor has submitted his/her required documentation (i.e., resume and copy of current license, and the supervisor portion of the clinical practice application).

As the deadline approaches, if it appears your site supervisor has yet to submit a document, please check with your site supervisor to be sure he/she has received the login information and understands the importance of submitting all materials before the deadline.

Checking for your Supervisor’s Submission

Status

Click

STEP 1: Click Requirements tab to SEE the Fieldwork Application Documents in Folder 1.

STEP 2: Click on the Edit button on the far right‐hand side of the row to open an application document. You must complete all documents identified as “School Mandatory. ”

See next slide for step 3.

Submitting Your Clinical Practice Application

Step 1

Mandatory

Step 2

STEP 3: Click Open New Form

See steps 4 & 5 on the next slide

After completing a form, you will return to this page view. See later slides on what is remaining to complete for this page view.

The next 2 slides explain how to complete a form.

Submitting Electronic Forms

Step 3

STEP 4: All fields with “required,” listed must be completed by you.

STEP 5: When the application is complete you can print or save as a PDF doc for your files.

Do not close the application yet…

See steps 6 & 7 on the next slide

Submitting Electronic FormsStep 4

STEP 6: If you need to leave a form before you have completed it, Click on Save Changes.

STEP 7: When the application is complete, Click on Submit.

Submitting Electronic Forms

Step 6

Please Note: You will not be able to make any changes after clicking on the Submit button.

Uploading Documents

Step 1: If the requirement is to upload a document, such as a resume or proof of insurance, click Choose File and locate the file to upload.

Step 2: Once the requirement is complete, enter the date in the Completed On field.

Step 3: select Complete.

Step 1

Step 2

Step 3

Pre‐Clinical Self‐AssessmentLearners are required to complete self‐assessment prior to and at the conclusion of the clinical experience. Self‐assessments are located in the Assessment Library. Complete your specialization’s pre‐clinical self‐assessment and enter your date of completion in the Requirements section.

Click

Click

STEP 1: Click Requirements tab to SEE the Final Fieldwork Application Requirement Folder 2.STEP 2: Once all of your requirements are complete, and your supervisor has submitted all their requirements, complete the Ready to Submit Application for Practicum or Internship.STEP 3: Click on the Edit button on the far right‐hand side of the row.

See step 4 on the next slide

Submitting Final Fieldwork Application

Step 3

Step 1

STEP 4: Click Open New Form

See steps 5 ‐ 6 on the next slide

(Note: It is not necessary to complete the rest of this form)


Step 4

STEP 5: Type in “I agree” in the Required Section Comments text box.

STEP 6: Click on Submit.See steps 7 & 8 on the next slide


STEP 7: Click Export to Word or Print to save a copy for your files.

STEP 8: Click on Close to end.


Step 7

Required Clinical Practice Application Documents

Both you and your site supervisor will be completing application materials in CORE ELMS.

When above documentation is submitted, complete the “ready to submit” form. This will alert us that your whole application file is ready for review.

CORE Application ‐ Learners CORE Application ‐ Site Supervisors Learner Resume/CV Copy of Site Supervisor Resume CV

Clinical Practice ApplicationCopy of Site Supervisor Education License

Clinical Training Plan Site Supervisor ApplicationConduct DisclosureEthical GuidelinesPrevious Field Experiences (R&L and ECE)3rd party releaseSpecialization Self‐Assessment Access Agreement

Final Fieldwork ApplicationMonitoring your Application Status

STEP 1: Once you have completed the Ready to Submit Application for Practicum or Internship requirement, this will inform the school that your application materials are ready for review. STEP 2: During this time, you can click on the Requirements tab to see the status of each document, including if it has been approved by a school representative.

STEP 3: If any part of your clinical practice application is incomplete or incorrect – including any materials that have been submitted by your site supervisor ‐‐ you will receive an email (from the CORE ELMS mail address) informing you of the revisions you need to make.

– You will need to make all corrections before you application will continue to be reviewed. Please check your email on a regular basis for messages from CORE ELMS. Remember to check your junk e‐mail folder to make sure you are receiving emails from CORE ELMS.

– If a representative at your school district would like to speak with someone at Capella about practicum or if the district requires a legal agreement or other application process, please use this webform to initiate communication with your school district: https://www.capella.edu/iGuidePA/forms/learner/clinical_practice_application_form.asp

STEP 4: The final step in the application process is a teleconference involving you, your site supervisor, and a clinical faculty lead. The clinical faculty lead will submit a form alerting Records that your registration for clinical experience is approved.

• If you have questions about the online clinical practice application or the process for completing and submitting your materials, please email the School of Education Fieldwork Office:

[email protected]

• If you are experiencing technical difficulties with CORE ELMS, click on the Help Center tab on the left‐hand side for instructions.

Thank you!!

Questions?