How to Schedule a Practicum: Master Guide

Applicable to: Institutional Admin, College Admin, Department Admin, and Program Coordinator
Quick Video… 

Step-by-Step… 

Step 1: Log into your AEFIS account
Step 2: Select the three white horizontal lines in the left-hand corner to open the AEFIS Main Menu
Step 3: Navigate to Practicums>Practicums Schedule
Step 4: Select the blue +ADD PRACTICUM SCHEDULE in the top right-hand corner 
Step 5: Fill out the required fields in the Type tab 

• Name of Practicum Schedule 
• Select Term Type 

Step 6: Fill out the required fields in the Settings tab

• Select Instructor Template 
• Select Schedule Type(s)
• Select Student Template (optional) 
• Select Schedule type(s) for student 

Step 7: Fill out the required fields in the Participants tab

• Select the blue ADD PARTICIPANTS button
• Under the +Include Groups column, select the following icon 
• Fill out the following fields 
  • College
  • Department
  • Subject Code 
  • Course (multi-select)
• Select the blue +ADD GROUP button 

Step 8: Fill out the required fields in the Schedule tab

• Select Semester to Schedule the Practicum 
• Select when this form should be completed
• Optional: Enable or disable the “Exclude co-curricular sections” setting

Step 9: Acknowledge Practicum Schedule Notifications in the Notify tab and select the blue NEXT button
Step 10: Select the blue SAVE PRACTICUM SCHEDULE button in the Finish tab
Step 11: The Home page of the newly created Practicum Schedule will populate, from this page you will be able:

• To see Practicum Schedule Stats
• To see Practicum Schedule Status (once schedule is published) 
• To add Action Items, Notes, Documents and Tags (all in the section at the bottom of the page)

Step 12: Select the Settings tab in the panel on the left-hand side, from this page you will be able: 

• To set the Practicum Activation Date 
  • Select from the Offset drop-down
  • Select from the Days or Weeks drop-down
  • Select from the On the Day of the Week drop-down 
  • Select from the the Milestone Event drop-down
  • Select the blue Save button once you have set the Activation Date 
• To Edit Practicum Notifications 
  • Select the blue icon with the white pencil to edit the corresponding notification 
  • Different types of notifications: 
    • Practicum Starts Notification
    • Practicum Ends Notification 
    • Practicum Instructor Inform Notifications 
    • Practicum Instructor Reminder Notifications 
    • Practicum Student Invitation Notifications*
    • Practicum Student Reminder Notifications*
    • Practicum Student Inform Notifications*
• To set either the Middle of Term Practicum Settings of the End of Term Practicum Settings
  • Student Start Date*
    • Select from the Offset drop-down
    • Select from the Days or Weeks drop-down
    • Select from the On the Day of the Week drop-down 
    • Select from the the Milestone Event drop-down
    • Select the blue Save button once you have set the Student Start Date
  • Student End Date*
    • Select from the Offset drop-down
    • Select from the Days or Weeks drop-down
    • Select from the On the Day of the Week drop-down 
    • Select from the the Milestone Event drop-down
    • Select the blue Save button once you have set the Student End Date 
  • Instructor End Date
    • Select from the Offset drop-down
    • Select from the Days or Weeks drop-down
    • Select from the On the Day of the Week drop-down 
    • Select from the the Milestone Event drop-down
    • Select the blue Save button once you have set the Instructor End Date 

Step 13 (optional): Select the Participants Groups tab is where you can edit Participants that are included and excluded from the practicum schedule 
Step 14: (optional): Select the Practicum List tab to view the list of practicums that have generated or will soon generate under this particular practicum schedule
Step 15: Once you have made all necessary inputs, changes, and edits for the practicum schedule, select the blue Publish button in the top right-hand corner 

 * Optional if your schedule does not require student practicum template

Helpful Tips

If you have any more questions or concerns, don’t hesitate to contact the AEFIS Client Success Team.