Step 2.3: Inviting Students / Trainees

Students may be invited into Supervision Assist and assigned directly to a training plan and faculty supervisor. It is recommended that you gather a list of trainees that are organized by their training plan and faculty supervisor groups. This will allow you to invite and organize your users in one step. 

Use the following steps to invite new students/trainees into Supervision Assist. 

  1. From the main menu, click People, who you will be inviting (Faculty Supervisors, Supervisors, or Trainees).
  2. Under the Invited Trainees tab, click Invite Users. 
  3. The Invite Users modal is then presented
    1. In the Email Addresses text field, enter the trainees' email addresses, one per line. 
      TIP: you may copy and paste a column from an excel spreadsheet to this field. 
    2. In the Note text field, enter any information or message to include for your trainees (optional).
    3. If you'd like to send an attachment along with the invitation, in the Files section, click Include File.
    4. In the Assign Training section, click the Training Plan dropdown and select the training plan you wish to assign to the above trainees (i.e. Fall Practicum 2017).
    5. Verify that the Training Start Date and Training End Date are correct.
    6. From the Faculty Supervisor dropdown, select the appropriate faculty member to assign to the trainees (if the faculty supervisor has not yet joined SA, you may leave this field blank).
    7. When finished, click Send Invitations.
  4. A confirmation message is then presented, listing the emails to which the invitation has been sent; click Close.

The newly-invited students are now listed under the Invited Trainees tab. Once an invited trainee creates an account in SA, he/she will be removed from the Invited Trainees table and listed under the Current Trainees tab instead.

A Tip on Organizing New Trainees: It is sometimes useful for program coordinators to invite new trainees into a training plan labeled "Placement Applicants" that ends before their anticipated  placement/internship  begins. This allows them to organize new trainees in a group, and to assign a faculty supervisor who is responsible for checking on their status. 

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