Experiential Learning site settings can be configured by Type of Experience, College, or set to a default for all of your system’s types of experiences. From the “General” tab of your Experiential Learning Settings section, you can configure messages, hour logs, and approvals. Additional in-depth site settings for Experiential Learning can be found in our Experiential Learning: Documents and Forms, Attributes and Picklists, and Notifications article.
Sections
General Information
Experiential Learning settings a primarily controlled by "Experience Type," and (sometimes) "College." This allows for finite control of each type of form being submitted by students. Prior to configuring the behavior of Experiences, please ensure you have configured the various "Experience Type" values you will need on your site.
- Navigate through Site Management, Site Settings, and Experiential Learning
- Experiential Learning can be renamed and may be called something else on your site.
- Experiential Learning can be renamed and may be called something else on your site.
- Navigate to Picklists and select Experience Type
- Using the Action button, add new values or use the three-dot action button to the right of a value to modify or delete.
Messages
Allows for configuration of banner messaging to your students on various pages or sections of the Experiential Learning module, allowing for you to provide guidance, resources, or any University rules and regulations.
Messages are controlled by Experience Type and, if applicable, College. Please be sure to make the proper selections in the grey "Experience Learning" section to choose the form the message should appear on. For example, you may want "We look forward to supporting you through your experience" when a student from Arts & Sciences selects the "Co-Op" form, whereas the message may be "Please be sure to inform your Department Chair of your Co-Op" when a student from Engineering selects "Co-Op."
Hour Log
You can determine if you would like for students to submit an hour log for their Experience by toggling the yes / no radio button.
Approval
You are able to select from your Career Center Admin users that have Experiential Learning approval permission access, as well as the Supervisor associated with each experience, to serve as an approver for submitted Experiential Learning requests.
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Initial = Approval of student’s original submission request to partake in Experiential Learning, giving the student permission to proceed with their Experiential Learning.
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Final = Approval of student’s completed Experiential Learning (including submitted forms, hour logs, documents, etc…).
First, choose if you would like to inherit the "default" experiential learning approver settings. If you are configuring the approver settings for a specific Experience Type, choose if the approval is required or not required.
Sequential Approval:
Approvers are sorted into Initial Approval and/or Final Approval, depending on when their approval is required. If your initial approvers may approve in any order, add those approvers to the same step of Initial Approval. For example, if John, Mike, and Kate can approve in any order and then Josh approves, the configuration should appear as follows:
| Initial Approval | ||
| 1st Approver(s) | John, Mike, Kate | |
| 2nd Approver(s) | Josh | |
The same logic applies to the Final Approval.
Approval steps are dependent on the Experience Status:
- Draft = No Approval needed
- Pending Initial Approval = Requires approval from the Inital Approval rules for this Experience Type
- In Progress = No Approval needed
- Pending Final Approval = Requires approval from the Final Approval rules for this Experience Type
For example, you may choose to have the Supervisor be in Initial Approval, followed by two career center admins in Final Approval. The experience will not be marked as “complete” until all approvers have signed off.
- If a Supervisor is chosen as an approver in Initial or Final Approval a Supervisor Approval Policy text box will appear. The policy entered here will be displayed to the supervisor on the approval page. To learn more about supervisor approval, click here.
- Any Career Center Admin user who has the credentials “School Administrator” will be permitted access to serve as an Experiential Learning approver, and will default to being visible in your “Approval” picklist selections.