Program Checkpoints Connector

The Program Checkpoints connector allows administrators to send forms on for specific programs by setting up schedules for when the form should be sent. The schedule could be aligned with each student's start and end dates or can be set on a specific date. Administrators can also define the timing and frequency for sending the form. This setup enables administrators and instructors to send forms to externship site supervisors at predefined milestones. Once the preceptor completes the form, the administrator or instructor is notified and can approve or reject it. Upon completion by all necessary parties, the student gains access to review the form.

Form Connectors can be applied to your form before or after you have completed building your form.

Add optional Replacement Field(s) if you want prefilled data included in your form upon collection, such as "Program Name," "Student Name," or "Student Email."

Include optional Grade Field(s) on your form for evaluating students. These fields can be customized to fit your grading requirements. Refer to Grade Fields for further information.

 

Step 1 - Add the Connector

Within the form builder, select ‘Add Connector’ to begin to connector setup. From there, select ‘Program Checkpoints Connector.’

Step 2 - Schedule your Connected Form

1. Select (N) Days after student’s start date or Specific Date.

a. If (N) Days after student’s start date is selected, then enter the number of days after a student’s start date in the 'Day Count' field to determine when this form should be sent.
b. If Specific Date is selected, select the date from the calendar for when this form should be sent.

2. Specify the preferred time for sending the form.
3. Decide on the frequency.

 

Step 3 - Add Programs

Select the programs you wish to associate with this scheduled form.

Step 4 - Submit Connector Criteria

Confirm your selections by clicking “Submit.”

 

Step 5 - Publish Your Form

After you’ve completed building your form, select ‘Publish’ to make it available.

The selected grade field will inherit each item’s approval threshold.

Removing Programs

Once your form is published, you cannot make further edits, but you can still remove programs from the schedule. To prevent errors, ensure that the Program Checkpoint Connector is connected to at least one program.

 

Sending Form to Supervisor

Once a student has reached the milestone set within the schedule of the Program Checkpoint Connector, the admin and instructor will receive a notification that the form has an action required. Within the student’s Program Progress page, the admin or instructor will see the corresponding connected form in the Program Checkpoint Forms table with the ability to send the form to the supervisor.

 

The admin or instructor must take the following steps:

1. Select ‘Send to Supervisor’
2. Choose a maximum of 3 supervisors to send this form to
3. Select ‘Send’ to confirm selection

Once the form is sent to the supervisor(s), its status will transition from 'Action Required' to 'Sent.' The selected supervisor(s) will receive an email prompting them to complete the form. After selecting up to 3 supervisors, you cannot change your selection. The link for supervisors to fill out the form will expire after 72 hours, after which you can click to resend the form to those selected supervisors.

Only one of the selected supervisors needs to complete the form. After completion, both the admin and instructor will receive a notification to review the form. They must then either approve or reject it after their review. Once reviewed, the student will receive a notification regarding the approval status of their form and can then access and review the entire form.