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 mceclip0.png
  • 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.

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