Step 1: Creating Training Plans & Levels

Introduction

Training Plans are assigned to trainees in Supervision Assist to define the expectations and requirements for their practicum or internship experience. They serve several key functions:

1. Training Plan Settings:

   Adjust settings for a training plan. This includes adjusting the Activity Log,  removing  placement application requirements, or disabling liability insurance checks.

2. Placement Application Setup

   Designate which forms are required for students to complete and submit a placement application associated with the training plan.

3. Activity Log Setup

   Specify which activity types students may use to log hours during the training period, and set minimum hour requirements as needed.

   (See: Activity Log Customization Guide)

4. Training Evaluation Setup

   Enable or disable required evaluation forms per training plan. Forms can also include due dates to trigger automatic reminders for users. (Feature update coming soon.)

5. Streamlining Reporting & Accreditation

   Training Plans ensure accurate tracking and make it easy to generate reports on hours, forms, and evaluation completion—supporting accreditation and program compliance.

Step 1: Creating Training Levels

Training Levels: Training Plans are organized by training levels. Training levels group training plans into groups, and are used to determine which Agreement forms are required to be completed for each placement application. Practicum and Internship are training levels.

If you wish to add/modify your training levels please follow the steps below:

1. From your dashboard click Training then Training Plans.
2. Make sure you are on the Training Levels tab.
3. Click Create Training Level and name your new training level.
4. Save

Step 2: Creating a Training Plan

1. From the main menu, click Training then Training Plans.
2. On the Training Levels page, select a training level to view its previously-created training plans, if any.

3. Click +New Plan to create a new training plan in the corresponding training level.

4. Once a training plan is created, you can edit its fields again by clicking the Settings button, then Edit. All fields can be customized to meet your program’s unique needs.

   

Step 3: Training Plan Settings

In addition to managing Practicum and Internships several institutions create training plans for courses or to organize applications for practicum or internship. In these instances, a training plan may not require use of activity logs or require activity liability insurance.

1. Navigate to your Training Plan.
2. Under the details page, select Edit Plan.
3. Placement Not Required
   1. Uncheck this box to prevent Trainee's from being prompted to create a placement application to connect to a Supervision Site.
4. Require Insurance
   1. Uncheck this box to prevent Trainee's from receiving messages to update their liability insurance for this training plan.
5. Activity Types: This determines which Activity Types students may enter in hours for a training plan.
   1. Click the dropdown under Add Activity Type to add a new activity type.If you do not see one there, please reach out to us so that we can add this choice in for your school.
   2. Click the X to delete an activity no longer needed in that Training Plan.
   3. Edit the hours in any area to reflect the necessary requirements.
   4. Click Save when finished editing this training plan.

Step 4: Placement Application Form Requirements Setup

Placement Application requirements are setup per Training Level and determine which group of forms are required for Placement Application under that training level. The Active Requirement determines which group of forms will be required for in-progress or new placement applications.

If you wish to change the required forms for current and already completed placement applications follow the steps below.

1. From your dashboard click Training >Training Plans.
2. On the Training Levels tab choose the desired level to work with.

3. Click the Placement Requirements tab.
4. Click Edit.

5. Toggle on required documents and off any unneeded.

   

Step 5: Activity Log Setup

Follow the steps below when students cannot see an activity in the drop down:

1. Click on Training then Training Plans.
2. On the Levels tab click on the affected Training Plan.
3. You will notice that the Training Plan will show a Zero in the middle instead of the necessary activities.
4. Click Edit Plan to the right of the Training Plan.
5. Under Add Activity Type drop down choose the activities to be added and the required times.

6. Click Save

Step 6: Training Evaluation Form Setup

Coordinators now have the ability to toggle forms on and off for all training plans. Follow the steps below to toggle your forms:

1. Click Training then Training Plans.
2. Pick the Training Plan.
3. Click the Training Forms tab.

4. Click Edit Forms drop down.
5. Toggle on or off any forms associated with the chosen training plan.

6. Save

Step 7: Assigning Training Tasks

Training Tasks are used to assign evaluations or general tasks to training plans.

1. From your Dashboard, click Training then Training Plans.
2. Choose a training plan to assign a training task.
3. Click  Training Tasks tab.
4. Click +Create Training Task.
5. Select the type of task General or Evaluation.
6. For General:
   1. Choose what group to assign to.
   2. Fixed due date or weekly.
   3. Give it a title.
   4. Add Assigned and Due Dates.
   5. Submit or Save and Create Another
7. For Evaluations:
   1. Choose the Evaluation.
   2. Fixed due date or Weekly.
   3. Give it a title.
   4. Assigned and Due Dates.
   5. You can choose to add another due date for this same evaluation.
   6. You may also choose to assign this evaluation to co-faculty.
   7. Submit or Save and Create Another

Step 8: Assigning Tasks

To create a task and assign it to someone else:

1. From the Dashboard, select the Tasks tab.
2. Select Assigned to me or Assigned by Me.
3. Select AssignTask.
4. Select the appropriate task type:
• General Task: Enter a description and optionally attach a file.
• Evaluation Task: Select an existing evaluation from the drop-down list.
5. To assign the task to a user, select the Add User drop-down arrow in the Assigned To field.
6. Select the user to assign the task to.
7. To schedule when the task becomes available, select either Publish Now or choose a future date from the calendar.
8. To schedule a due date select a date from the calendar in Due Date.
9. Click Save to create the task, or click Save & Create Another to create additional tasks or to assign the task to other users.

The task is created, assigned to the selected user, and displayed under the Tasks tab on the Dashboard.