Once your school or university activates a site placement process, you can access and utilize it through your Site Placement environment and being the application process. The steps below walk you through a typical process, however, your's may vary depending on your university's application requirements.
How to use your school’s new site placement process:
- Log into your Tevera account.
2. Click the My Sites button in your Site Placements tile.
3. This will open your Site Placements workspace, where you can view any sites you are already associated with, such as your school’s campus, and where you can select new sites to apply to.
4. To apply to a new site, click on the Add a Site tile. This will only appear if your program has an active process for you to utilize. If they do not, you will only be able to view a list of approved sites for you program, but not start an application process.
5. A dropdown menu will then appear for you to select a process. Processes will vary by program and permissions, so be sure to select the correct one.
6. When you’ve selected the correct process, click I’m Ready to begin applying for your new site placement.
7. A list of sites will then appear. Any sites with the Start button on the right have already been approved for your program. Any sites with the Decision Pending status have already been suggested for your program by you or other students and are awaiting approval. If you don’t see any sites you would like to apply to on the list, you can suggest a new site by selecting the Suggest a Site button at the bottom.
8. If you suggest a new site, a dialogue box will pop up, asking you to input the name of the site. Once you do so, a list of potential sites will appear underneath. If you still do not see an existing site that you want to apply to, click the Suggest this placement site! button.
9. A list of the tasks you need to complete before the site is approved will then appear. The first task when suggesting a new site is typically a site profile form or a site proposal, which can either be completed by the student or the site’s representative. If the task is to be completed by the student, you would open the task like you would an assignment, fill out the form to the best of your ability, and then submit it for signature.
- If the task is to be completed by an unregistered user (like a new site representative), when you open the task, you will be prompted to email the form to them for completion. You will need to enter the appropriate email in the dialogue box (the site representative’s email) and then click Ask “email address” to start the form.
- You will then receive a pop-up message saying that the form has been sent the specified email to be completed, and the assignment will be marked In Progress once the site representative opens and begins the form.
- The site director/field instructor will then receive a link to complete the form. They must open the link, fill out the form, sign it if their signature is required, and then click Share.
10. Once the form has been completed by either you or the site representative and sent back, you must sign the form if it is required, and then submit the task/form for approval.
11. The task will then go to the Approver/Approver Group for them to review. The status will then change to Waiting On. If everything looks correct, and approval is given, the task will be marked Complete. If the approver requests changes to the document/task, that will also appear in the Status column.
12. When all tasks are completed and approved, you will receive a notification when you open your Site Placement work space.
- Should you wish to withdraw their application to the suggested site at any point in the process, you may do so by clicking the Withdraw button.
- IMPORTANT! Once you click the Withdraw button for a site or site supervisor, you be permanently withdrawn from that application process. Should you wish to re-apply to a site or supervisor after you've withdrawn, you will need to start the entire process and tasks over again from the beginning.
13. Once the site has been approved, you can now suggest/add a site supervisor to be associated with the new site. You can do this by clicking the Add site supervisor icon under the withdraw button or by clicking the plus icon on the newly created site tile.
14. Any approved supervisors already associated with the site would then appear in a list for students to apply for supervision. If there are no supervisors previously approved for the site, you must click the Suggest a Site Supervisor button.
15. A dialogue box will appear for you to input the site supervisor’s first and last names. When done, click the I’m Ready button.
16. A new list of tasks will then appear that the you must complete under the suggested supervisor’s name.
17. The first task will most likely be a supervisor proposal or profile for the student to send to the proposed supervisor to complete.
18. When you send the form to your suggested site supervisor to be completed, you will receive a message that the form has been sent. The status of the task will change to In Progress once the supervisor opens and starts the form.
19. The suggested supervisor will then appear in the new site’s tile with a Waiting On icon until the entire site placement process is given final approval.
20. When the site supervisor completes the form and sends it back, you must then submit the form for signature and approval to the Approver/Approval Group.
21. The status of the task will then change to Waiting On, until the form has been approved.
22. Once the first task has been marked complete, you can begin the second task.
- Whenever filling out forms, the student must be sure to fill out all required fields, especially anything with a red icon box.
23. Once all tasks are submitted and approved, the student will receive a notification that the application process for their new supervisor is complete.
24. When the suggested site supervisor and site are given final approval, both icons will have a green check-mark next to their respective site icons. The new site and supervisor will now appear as options for the student to track time at, submit timesheets to, and submit assignments to.