Student Learning & Licensure Release Notes for December 19, 2023

A New Admin Experience, Academics & Offices, Now Available to All Clients

To improve the navigation experience and organization of content in Student Learning & Licensure, we have created a new admin experience with the introduction of the Academics & Offices tab. The Academics & Offices tab (A&O) previously only available to clients integrated with System Administration, is now available to all clients! This updated “Home” view for admins will reduce the need to toggle to the “Admin” area in the upper right waffle. As we transition all administrative features from Classic Admin to Academics & Offices, we welcome feedback from administrators so that we can continue to make improvements to navigation, workflows, and overall experience with Student Learning & Licensure. The waffle navigation has been revised to align with the expanded availability of A&O.

From the Academics & Offices tab, you can manage the following: 

  • Standards & Outcomes
  • Rubrics
  • Templates
  • Log Categories
  • Courses

Additionally, utilizing Academics & Offices allows you to take advantage of the following new features: 

  • Bulk Section Close
  • Log Category Types - allows you to organize your log categories into meaningful groups
  • Create and manage Learning Outcomes - create learning outcomes that can be used in rubrics, activities, and reports
  • Filter and Sort the course sections table
  • Enhanced Activity Template History 

To enhance the overall user experience and create a more cohesive workflow, we will be transitioning all administrator functionality to Academics & Offices. This transition will be gradual and advance notice will be provided. As of now, the following tabs in Classic Admin are scheduled for removal in April 2024: Standard, Rubric, Template, and Admin.

The following is an introduction of Academics & Offices functionality and common workflows.

Academics & Offices - Organization & Leads

When you log into your admin account, your homepage will display your hierarchy, now referred to as Organizations & Programs, along with your node admins, now referred to as Leads. 

To manage Admins for organizations or programs, select Assign Leads or select the name listed. 

Navigating to different organizations in your hierarchy will open options to view and manage the Standards & Outcomes, Rubrics, Templates, Courses, and Log Categories (if applicable) for the selected node. 

Standards & Outcomes

We’ve recently added the option to create and manage learning outcomes in SL&L. They function very similarly to Standards and are available for usage in Rubrics, Templates, Reports and Extracts. To learn more about how you can use Outcomes in SL&L, please visit the Watermark Help Center. 

To create a set for Standards or Outcomes, select New Set. Select which Set Type you want to create. Provide a Set Title and Set Abbreviation. 

Once you’ve created a set, you can add either Standards or Outcomes. Depending on the Set Type, select Create New Outcome or Create New Standard. Enter a Title, Identifier, and Description, and select Save. 

Rubrics

Select the Rubrics tab to create, edit, and manage your rubrics. The options for the rubrics area are the same as Classic Admin. 

Templates

The workflow for creating, editing, and managing activity templates are much the same as Classic Admin. However, we’ve added a new view of the Activity History. To access, select View Activity History. 

To view additional details about the sections that were selected for each activity, select View Details. 

Log Categories

With Academics & Offices, you have the option to organize your Log Categories. To get started, select Create Category Type. Give your category type a title and then select save. 

Edit a log category to associate it with a category type. 

Once you’ve added category types to your log categories, students will be able to review logged hours by category type. Additionally, for users with report access, Category Type is included in the Time Log Extracts and Time Log Report. 

Courses

From the courses tab, admins can access all available course sections. The new Academics & Offices Admin area, provides the option to bulk close course sections. 

To close multiple sections at once,select Bulk Section Close

Select the sections you want to close, and select the Close Sections button.

From the Courses tab, you also have the option to enable Internship Features for courses. By enabling Internship features for a course, any future sections will have mentor notifications and time logs enabled by default. Any previously created sections are not affected by the toggle. 

To manage Internship features and other course and section settings select the Course Code. From the Course Sections page, you can access the Activity Templates, Log Categories, and Activity Scheduler tabs. 

From the Sections tab, you have three sorting options. You can sort by Section, Start Date, or End Date. To sort, select the column header. 

Select the pencil icon to Edit Section Settings. 

The Activities and Members areas can be accessed by selecting the Section Title. 

 

Bulk import multiple placements for students from the same course section

With this release, in New Placement Management, placement coordinators will have the ability to bulk import multiple placements for a student in a course section.

As part of the ability to bulk import multiple placements for a student for a section, the placement coordinator will have access to the “Imports” tab. The placement coordinator will be able to download the template as well as import the new CSV file, from the “Imports” tab.

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Workflow to download a template:

1. The placement coordinator can download the template using the Download Template option.

2. A flyout will be displayed on the screen, where the placement coordinator would have the options to:

a. Download all placements

b. Download the list of students enrolled in course sections for a given term (including course sections having no term association).

2.png

 

3. Once the placement coordinator clicks the “Download” button, a loader will be displayed on the screen while the download is in progress.

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4. Once it is generated, the flyout will be closed the downloaded CSV file can now be accessed using the browser download.

 

Workflow to import a CSV file:

1. When a placement coordinator clicks on the “IMPORT NEW FILE” option available under the “IMPORTS” tab, a flyout is displayed on the screen, wherein a placement coordinator can upload a '.CSV' file using the “UPLOAD FILE” option.

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2. Once, a placement coordinator uploads a file the uploaded file will be displayed on the flyout with an icon indicating that the file was uploaded successfully.

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3. After uploading the file, the placement coordinators can click the “IMPORT” button to initiate the placement data import.

4. While the import is in progress, the system will display the “In Progress” status on the screen.

7.png

 

5. Once the import is complete, the status gets changed to “Successfully Uploaded”.

a. In case there are any issues with the import, the status will be updated accordingly and will also display the number of failed rows.

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b. The placement coordinator can click “View Error Details” to view the list of failed rows.

i. Clicking the “View Error Details” displays a flyout listing the rows with errors.

 

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c. NOTE: With this release only the failed row numbers are displayed. However, information related to the cause of the errors/failures will also be included as a future enhancement.

 

Validations for Bulk Import:

  1. While importing the CSV, the user will need to add data to the following columns -
    1. 'placement id' 
    2. 'intern email'
    3. 'term code'
    4. 'course code'
    5. 'section name'
    6. 'site id'
    7. 'mentor email'
    8. 'supervisor email'
    9. 'placement details'
    10. 'content areas'
    11. 'grade levels'
    12. 'start date'
    13. 'end date'
    14. 'notes'
  2. If the “placement ID” value is present in the row,  the system will look for an existing placement with the provided placement ID combined with the provided section name, course code, and term code.
    1. If the system fails to find the provided “placement id value”, it will display an error.  
  3. If the placement ID value is not provided then the system will create a new placement for the given intern (student) in the given section if the other provided details are valid(the system will auto-generate a new "placement ID" for the new placement, per usual).
  4. The system will display an error if “section”, “intern email”, “course code” or one of the required fields for a valid placement is not provided.
  5. The system will display an error if the provided “section name” does not exist.
  6. The system will display an error if the provided “intern email” does not exist.
  7. The system will display an error if the provided “course code” does not exist.
  8. The system will display an error if the provided “term code” does not exist.
  9. The system will display an error if the provided section, course, and term are not related.
  10. The system will display an error if the intern is not enrolled in the section.
  11. The system will display an error if the provided placement ID with the given section does not exist.
  12. The system will display an error if the provided site ID does not exist.
  13. The system will display an error if the provided grade levels do not exist.
  14. The system will display an error if the provided mentor or supervisor is not present.
  15. The system will display an error if the same user is aligned as both mentor and supervisor for the same placement.
  16. The system will display an error if the user to be aligned as a mentor is already present in the section as a supervisor.
  17. The system will display an error if the provided section start date falls after the end date.
  18. The system will display an error if any changes are made to a closed section row. 

 

Multiple placements for students for the same course section

With this release, placement coordinators will have the ability to create more than one placement for a student in a course section in New Placement Management.

As part of the ability to create multiple placements for a student for a section, a PLACEMENT ID will be assigned to each student placement. A placement will be created and assigned a PLACEMENT ID only once a placement coordinator assigns a site/mentor/supervisor or adds Placement Details (like Content Areas / Grade Levels / Start date or End Date / Notes)

  1. Once a placement is created, a Placement ID (a 10-digit number) is generated by the system. The placement coordinator will be able to see the Placement ID on the Placement dashboard (screenshot attached).
  2. Whenever an institution switches from Placement Management Classic to New Placement Management, all existing placements from Placement Management Classic are displayed in New Placement Management, and unique Placement IDs are generated and assigned to those placements.
  3. Similarly, when New Placement Management is enabled for a section with placements created using SL&L’s internal student placement workflow, the system automatically generates Placement IDs for all the student placements from the section.

Workflow to Create Multiple Placements:

The placement coordinator can create additional placements using the steps listed below:

1. Click on the action button available for each student and select the New Student Placement option. (refer to the screenshot)

10.png

 

2. Once the placement coordinator selects the New Student Placement option, the placement details flyout will be displayed, wherein the placement coordinator can add/enter the desired placement details for the student placement and a new placement will be created with a new Placement ID.

3. The recently created placement will be listed below the first placement. Edits to each of the placement can be made by clicking the student’s name.

 

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Multiple Placements as displayed on the Membership Page:

  1. A new Placement ID column has been introduced on the membership page.
  2. The email column has been removed and now the placement coordinator can view the student email just below their name.

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Impact of Multiple Placements on Internship Type of Activities:

On the Admin and Instructor Side:

The activity submission associated with each student placement is clearly identified / differentiable with the Site Name and Placement ID displayed below the student’s name.

 

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On the Student side:

The Activities tab displays associated placements with the Site Name and Placement ID information displayed below the activity name for each student submission.

 

Impact of Multiple Placements on Reports and Extracts :

1. The activities associated with each student placement are clearly identified / differentiable. A Placement ID column has been included in the extract output right after the activity name.

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Placement deletion in case of multiple placements:

1. If a placement coordinator needs to delete one or more of the multiple placements for a student, they can use the “Delete Placement” option available in the action menu for each student placement.

16.png

 

2. Once a placement coordinator hits the “Delete Placement” option, the system will request the user to confirm the deletion. If the placement coordinator uses the “Delete” option for the confirmation message, the placement will get deleted.

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Condition to Delete a Placement:

  1. A placement coordinator will not be able to delete a placement if a student has submitted a time log entry or an activity associated with the placement.

NOTE:

  1. The multiple placements functionality is available only for placements made from New Placement Management. It is not available for placements made from Placement Management Classic or using SL&L’s internal field placement workflow (i.e. the one available in the Members area for).
  2. The multiple placements functionality is only valid for the internship, internship observational, and internship form submission workflow-type of activities.

 

SL&L Updates to Support Utilizing Outcomes

Now that users are able to add and manage learning outcomes, several areas have been updated to support using outcomes with various features. These areas include:

  • Standards & Outcomes - if you have been using the “Standards” functionality to capture your institutional or programmatic learning outcomes, you now have the option to change a Standard Set to an Outcome Set
  • Rubrics - outcomes can be aligned to rubrics and elements. Once aligned, outcomes can be viewed wherever additional rubric details are available (e.g. View Rubric option when adding a rubric to an activity template)
  • Reports - The “Standards Report” is now the “Standards and Outcomes Report” which gives users the option to report on outcomes that have been aligned to rubrics
  • Extracts - Outcomes are now included in the updated “Standards & Outcomes Data Extract”

 

Introducing Learning Outcomes in SL&L

With this release we are introducing Learning Outcomes in SLL that will allow users to create sets of Learning Outcomes for each program (organization hierarchy node) and align them to Rubrics the same way we used to do for Standards.

 

Time Log Enhancements for Administrators, Faculty, and Students

Administrators - Create Category Types to Organize Log Categories

From the Academics & Offices tab, navigate to the Log Categories tab. To add new Category Types, select ‘Create Category Type”, give your category type a title and then select Save. 

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Edit a log category to associate it with a category type.

 

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Once you’ve added category types to your log categories, students will be able to review logged hours by category type. Additionally, for users with report access, Category Type is included in the Time Log Extracts and Time Log Report.

 

Faculty & Mentors - Full Roster of Students & Logged Hours and Timestamp

Faculty & Mentors will now have a full roster of their students. To view only the students that have pending log entries, toggle “Only Show Awaiting Approval” to ON. To view a student’s logs, select the student’s name. 

 

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To access full details for a specific log entry, select a “Date At Site”. Opening each log’s full details provides additional information, including access to any files the student may have attached to their log entry and a timestamp of the date and time of the student’s submission. 

 

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Students - Log Time for Multiple Placements Within a Section*

With the recent release of the Multiple Placements feature within New Placement Management, students now have the option to designate the specific placement for each time log entry. To indicate placement, the student need only select the Placement dropdown when creating a new log entry. 

 

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The specific placement for each log entry is displayed to the student in their log entry table. Placement information is also included in the Time Log Extract and Time Log Report.

*This feature is only available with New Placement Management. For more information on the newest version of Placement Management, please reach out to your Customer Success Manager or contact Watermark Support.

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