12Twenty’s Experiential Learning module allows Career Center admin users to create customized Experiential Learning questionnaires and upload PDF form documents, which students can then complete and submit for review, along with providing an optional hour log, and any other Career Center documentation.
Pre-Configuration of Module
Before rolling out the Experiential Learning module, you will need to configure your Pick List for Type of Experiential Learning as well as provide your Account Manager / 12Twenty Support Team several elements which will allow for a tailored experience for your students when reporting Experiences. Please note that from the time that your configuration requirements are provided (and clarified) by the 12Twenty team, the estimated completion time for our Team is approximately 2-4 weeks to incorporate into your platform. Areas available for configuration:
The Experiential Learning form is the first thing a student will be completing, so this is your opportunity to gather the needed information in order to approve the Experiential Learning request. If you wish to add questions to this form, please provide your Account Manager / 12Twenty Support Team the following criteria (please note that all of the below criteria must be provided in order to add questions to this form):
How would you like for this question to be worded?
Should this question be required for students to complete?
What type of field is this?
Yes / No radio button
Free response text field
Should this question appear for all types of Experiential Learning, or for a specific type?
What is the visibility of this question?
Student / Admin
If you are a University-Wide school, is this question visible for all College / Schools?
Experiential Learning Site Settings: General
Experiential Learning site settings can be configured by Type of Experience, 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 the following:
Messages: Allows for configuration of banner messaging to your students on various pages / sections of the Experiential Learning module, allowing for you to provide guidance, resources, or any University rules / regulations.
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 to serve as an approver for submitted Experiential Learning requests.
You can specify one or more approvers for both the Initial and Final approval of Experiential Learnings
Initial = Approval of student’s original submission request to partake in an Experiential Learning, giving the student permission to proceed with their Experiential Learning.
Final = Approval of student’s completed Experiential Learning (including submitted forms, hours, documents, etc…).
If multiple approvers are selected as either the Initial or Final approver, then the Experiential Learning will not be marked as “complete” until all approvers have signed off.
NOTE: Any Career Center Admin user who has the credentials “School Admin” will be permitted access to serve as an Experiential Learning approver, and will default to being visible in your “Approval” picklist selections.
Experiential Learning Site Settings: Notifications
Admins may configure the wording of system-generated email messages sent to Students and Admins via the Notification tab. Clicking the ellipsis button, and selecting Edit will allow the user to configure the wording of emails, as well as determining if the email should be enabled or disabled.
Submission of Experiential Learning Request (Student)
Students can submit their request to have their Experiential Learning approved by the Career Center admin team by following the below steps:
Click on “Experiential Learning” on the left hand navigation
Select “+New Experience”
Complete the form
NOTE: If any custom questions were added to the Experiential Learning form by the 12Twenty Data Team, they will display on this form for the student to complete.
The Experiential Learning details are saved in a draft status until the student selects the “Submit for Approval” button, or while in a draft status, the student can select the Action button to Edit or Delete.
Once the student clicks “OK” to submit, the Experiential Learning is marked as “Pending Initial Approval” for the Career Center Admin to approve.
Initial Approval of Experiential Learning Request (Admin)
When the Career Center admin who processes the initial Experiential Learnings is logged in, they can view all of their pending approvals by completing the below steps.
Either click on the Bullhorn icon, and select “Experiences” OR click on Experiential Learning on the left hand navigation, and select the “My Approvals” tab.
From this screen you can click on the ellipsis button to email an individual student, click on the student’s name to navigate to their profile, or click on the Employer name to open the details of the reported Experience.
From the Experience you may review reported details, and by clicking on the “Action” button, you can take the following direction (NOTE: all system-generated email wording can be configured via your Experiential Learning site settings - Notification tab):
Approve - Click to approve the student’s initial Experience request.
Request Additional Information - If you require further details, you can click on Request Additional Details, where you’ll be able to send an email with information needed.
NOTE: If any approver selects “Request Additional Information” the Experience will return back to the student to provided requested details, and the student will have to resubmit their request.
Deny - Denying a student’s Experience request will stop the approval process, requiring the student to submit a new request.
Edit - Modify any of the submitted details.
Delete - Remove the Experience altogether from having been reported.
After all approvers have approved the Experience, the tag will change from “Pending Initial Approval” to “In Progress”.
Completion of Experiential Learning Request (Student)
After a student’s Experience has been approved by all approvers, they will receive a confirmation email (configurable via Site Settings), and they can begin to provide supporting documentation, complete hour logs, and complete forms (as applicable).
Completion of hour log:
Click on Hour Log tab (if Experience type calls for it)
Click “+Add Hours” to provide details of hours worked
Once completed, the student may export their Hour Log to a PDF, or click the ellipsis button to edit or delete logged hours.
Upload supporting documentation/forms:
Click on the “Documents and Forms” tab
Select “Upload File” for any PDFs determined via Admin Site Settings
Complete any forms (as Determined via Pre-Configuration stage)
Submit for Approval:
Once the student has completed their Experience and submitted any supporting documentation, they can click on the “Submit For Approval” button, and confirm in the popup modal.
Upon confirmation, the label for the Experience will update to “Pending Final Approval”, and be sent to the queue for the Final Approving Career Center Admin.
Final Approval of Experiential Learning Request (Admin)
Once the Admin who processes final Experiential Learning approval is logged in, the Experience can be approved by following the below steps:
Either click on the Notification tab, and select “Experiences” OR navigate to the Experiential Learning module, and select the “My Approvals” tab.
Review documents uploaded by student / hour log / student-submitted form by clicking on the Employer name.
Clicking on the “Approvals” tab will display any / all approvers and their approval status.
Click on the “Action” button to take any of the following actions for the submitted Experience:
Request Additional Information
If the approver selects “Approve”, Experience will be marked as “Complete”, and student will receive a confirmation email.
Experiential Learning Status & Triggers
Below is a list of Status and what actions trigger the status change
|Status||User||Action that updates to this Status|
|Draft||Student||When a student initially saves an Experience Request, but has not submit it for Initial Approval yet.|
|Pending Initial Approval||Student||When the student formally submits the Experience Request for initial approval or resubmits an Experience Request for Initial Approval.|
|Needs More Information (Initial)||Admin||During the initial approval process, the admin marks action of "Request Additional Information".|
|Approval Denied (Initial)||Admin||If an Admin deems a student is ineligible for the Experience Request, the Admin can apply this status.|
|In Progress||Admin||When Admin approves an Experience Request from the Initial Approval.|
|Pending Final Approval||Student||When a student completes the experience and is ready to submit the experience for Final Approval.|
|Needs More Information (Final)||Admin||During the final approval process, the admin marks action of "Request Additional Information"|
|Approval Denied (Final)||Admin||If an Admin deems that the student has not completed the requisites for completing the Experience, an Admin can apply this status.|
|Complete||Admin||When the Admin has approved the Final Approval, the experience will be marked as complete.|
Reporting on Experiential Learning (Admin)
Career Center Admin are able to report on student’s Experiential Learning via the Custom Reports, where reports can be run for attributes such as:
Experiential Learning Status (Draft, Pending Initial Approval, Completed, etc…)
Type of Experiential Learning
You can dictate any applicable filters and columns of data you wish to display, as well as save the report if you are running this query periodically, or export to Excel for any further data manipulation needed.
Q: We have added a custom required attribute to our EL module - how will that affect historical experiences and experiences in progress?
A: New submissions will require the attribute. Old experiences will not be affected, although depending on the required status of the field, it may ask you to fill it out when approving or editing.