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Keeping Track of Time

• Download the CE_Practicum_Timesheets Excel spreadsheet (linked file after instructions)
  • NOTE:  You can also use Google Sheets to open this file if you do not own Excel or you don’t wish to buy it at the Campus Computer store for just this purpose. Your @utexas account is a UT-branded Google/Gmail service.
• Rename spreadsheet to include the semester in CCYYS format. E.g. CE_Practicum_Timesheets_20179.xlsx.
• Fill in the dates for the semester on each week worksheet (weeks 1-14; or more depending on placement).
• Paper sign-in sheets for site supervisor:
  • Print worksheets for all the weeks you'll be at placement. Remember to fill in the dates in advance. These paper-based sign-in sheets are for the benefit of your site supervisor and are to be kept in a binder with them (or some place at the site).
  • Have your site supervisor “liquid" sign the weekly sign-in sheets.
  • Timesheet tips:
    • Enter your name, site, semester (in CCYYS format), and supervisor name on the week 1 worksheet. The rest of the worksheets are programmed to display this information automatically to save you time.
    • When printing, confirm that the worksheets print in landscape orientation and scale to fit 1 page wide by 1 page tall.
• You'll keep track of your time on both the paper sign-in sheets and on the Excel spreadsheet. You'll submit the completed Excel spreadsheet at the end of the semester via DocuSign to get your site supervisor's electronic signature for the semester.

Submitting the Practicum Timesheets via DocuSign (To be done at end of the semester)
Read the following instructions completely before beginning the submission process. 

1. Inform your site supervisor in advance that you will be submitting an electronic version of the practicum timesheets via DocuSign. The DocuSign notice email will be from "EDP Practicum via DocuSign" from the email address dse@ docusign.net. The email will contain the link to review the document on DocuSign’s website.
2. In order to protect your privacy, your site supervisor will have to enter an access code to view and sign practicum-related documents on the DocuSign website. They don’t have to create a DocuSign account. They just have to enter the code. Your instructor will share this access code with you. Share the code with your site supervisor in advance of you starting the submission process. The code should be shared verbally (in person or over the phone) but NEVER by email.
3. Use the Submit Practicum Timesheets via DocuSign link to begin the submission process.
   CAUTION: Do not click on the link unless you are ready to complete the entire submission process described below. It's a quick process when you have the information required. Stopping before step 4e below will create an abandoned DocuSign PowerForm, one which you will not be able to access again.
4. The submit link launches a webpage called a DocuSign PowerForm. You will need to know the email addresses of your site supervisor and practicum instructor in advance. Enter the required contact information and click the Begin Signing button. You will be redirected to the DocuSign website.
   1. The first time you access the DocuSign website, you will have to agree to the use of electronic records and signatures. Check the corresponding box and click Continue.
   2. Completed the requested data fields.
   3. Click the attachment button to upload your completed timesheet spreadsheet.
   4. Click the Sign button [2] to DocuSign.
   5. Click the yellow Finish button at the bottom of the page. DocuSign will send an email to your site supervisor so that they can complete their part. All parties, including your practicum instructor, can download a copy once the signing process is complete.
      There is nothing else to do after you click the Finish button. Do not log into your DocuSign account on the subsequent window. You do not need a DocuSign account for submitting and singing practicum-related documents.  

Please read the instructions fully before starting the DocuSign submission process.

Email the CE Practicum Evaluation form (file link below instructions) to your site supervisor. They should review the practicum evaluation with you prior to submission.

In order to protect your privacy and the confidentiality of your information, your site supervisor will have to enter an access code to gain entry to the evaluation submission webpage on the DocuSign website. They don’t have to create a DocuSign account. They just have to enter the code. Your instructor will share this access code with you. Share the code with your site supervisor in advance of you starting the submission process. The code should be shared verbally (in person or over the phone) but NEVER by email.

Use the "Initiate Site Supervisor Practicum Evaluation Submission via DocuSign" link above to assist your site supervisor in starting the submission process. The resulting DocuSign PowerForm will require you to enter names and email addresses for yourself, the site supervisor and the practicum instructor. Click the Begin Signing button. Complete the fields at the top of the signature page and click the yellow Finish button at the bottom of the DocuSign window. DocuSign will automatically forward the form to your site supervisor so they can attach the completed evaluation form and sign electronically. Lastly, DocuSign will send a copy to the practicum instructor for their review. You may download a copy of the DocuSigned evaluation for your records once all parties have completed the signing and reviewing process.

CAUTION: Do not click on the DocuSign submission link unless you are ready to complete the entire submission process described above. It's a quick process when you have the information required. Stopping before clicking the yellow Finish button will create an abandoned DocuSign PowerForm, one which you will not be able to access again.

Instructions for Submitting Practicum Evaluation from Site Supervisor's Perspective

Site supervisor, the student will email you a blank practicum evaluation form in advance of the end of the semester. Complete it electronically and discuss it with your practicum student. Your practicum student will initiate the DocuSign submission process. Expect an email from EDP Practicum via DocuSign ( dse@docusign.net ). The email will contain a link to the DocuSign website where you will attach the completed practicum evaluation form and sign electronically. An access code will be required to gain entry to the evaluation submission webpage on the DocuSign website in order to protect the confidentiality of the information. The practicum student has been asked to share this code with you ahead of time. The access code should be shared verbally (in person or by phone) but NEVER by email. DocuSign will automatically forward the form to the practicum student to collect their electronic signature after you sign. Lastly, DocuSign will send a copy to the practicum instructor for their review. You may download a copy of the DocuSigned evaluation for your records once all parties have completed the signing and reviewing process.

Saving Copies for Your Records

If you want to save a signed copy of your practicum forms for your records, follow the “View Completed Document” link in the emails you receive from DocuSign informing you that the document is complete. The link in the email is the only way to access your signed documents. Don’t postpone the download beyond the end of the current semester. The link will eventually expire.

Download the FS Initial Contact Bulk Recipient Template.xlsx file to your computer.

Add the name, email, semester, practicum start date, initial contact date, and field supervisor and email for each student you want to receive the initial contact form. The template has an example row to show how to format the data. Remove the sample row before saving the file.

Note: Do not change any of the template column header names. DocuSign will expect them exactly as they are.

Export the data to CSV format. From within Excel, use the File > Save As command and change the file type/format from the drop-down menu to CSV (Comma Separated Values). You will use this text file as a "merge file" in DocuSign in a later step.

DocuSign Best Practice. Let students know in advance that you will be sending them the Field Supervision Initial Contact form via DocuSign. They should expect an email from “Your Name” via DocuSign (dse@docusign.net). Example: Julian Chapa via DocuSign. They may need to check their junk/spam folder for that email. Students do not need to create or have an existing DocuSign account; however, they will need to adopt (i.e. select) a signature style the first time they sign a document. For their convenience, we recommend they choose one from the ten or so pre-formatted signature styles. Additional help in adopting a signature.

Log into your UT DocuSign account. Contact Julian Chapa if you don't already have a DocuSign account. It may take up to 2 business days to setup up a UT DocuSign account. Please plan accordingly.

From the Home tab, click the yellow New button then select the Use a Template option. In the Select Template window, click the Shared with Me option on the left-hand side menu. Locate and select School Counselor Field Supervision Initial Contact template. Click the Add Selected button at the bottom of the window.

Click the Advanced Edit button at the bottom of the next window. Now click the "Import a bulk list" link in the Add Recipients to the Envelope section. Browse your computer to locate and choose the FS Initial Contact Bulk Recipient Template you saved in CSV format in an earlier step. Review the data in the Review List Preview window to make sure it's correct. Click the Finish Import button if everything looks good. Any issue with the CSV bulk recipient file will need to be corrected before proceeding.

You are now ready to send the document. Click the Actions button at the top of the webpage and select the Send Now option. DocuSign will address individual documents to each student using the data from bulk recipient file.

Field Supervision Initial Contact Form Sample.docx   (form with no data)

You can check the status of sent documents (envelopes in DocuSign terminology) from the Manage tab > Envelopes menu > Sent folder.

Uploading the Signed Initial Contact Form to the Student's UT Box Folder

You will receive an email from DocuSign as each student signs their form. For the Initial Contact form, this email is for information purposes only. Docusign will automatically save the signed Initial Contact forms to your UT Box EID folder. There is no need to follow the "View Completed Document" link in the emails to download the document.

Locate each file in your UT BOX EID folder. Rename the file by replacing the information in brackets, including the brackets, and adding the semester in CCYYS format to the end of the filename.

Example:
Original name: FS Initial Contact for Julian Chapa [2018-09-06 1ea3fefc.combined].pdf
Renamed: FS Initial Contact for Julian Chapa 20189.pdf 

The S in the CCYYS format represents the semester as a number where spring is 2, summer is 6, and fall is 9 (e.g. Spring 2018 = 20182; Summer 2018 = 20186; Fall 2017 = 20179).

The last step is to move the file within the UT Box folder structure to the Counselor Certification Program Student Folders folder. Each student will have their own subfolder in the Current Students folder within.

See Moving and Copying Files & Folders. Follow the Folder Tree instructions.

Contact Julian Chapa if you do not have access to the Practicum Courses Counselor Education Current Students folder on UT Box.

There are two steps to filing practicum agreements and practicum evaluations:

1. Download the documents from DocuSign.
   1. Practicum instructors receive an email from EDP Practicum via DocuSignDocuSign (dse@docusign.net) when all parties have completed/signed the practicum agreements and practicum evaluations. You may need to check your junk/spam folder.
   2. In order to protect the privacy and confidentiality of student information, you will need to enter an access code to view the signed observation in the next step. This access code has been shared with you on the Stache website [1]. You will find the entry by the unique number and semester of the course. The access code itself is in the field called "secret." Retrieve the access code before proceeding to the next step. (Note: The code should never be shared via email as that defeats the purpose of this security step.)
      
   3. Click on the "View Completed Documents" link in the email. You will be directed to the DocuSign website to view the documents.
      
   4. Enter the access code and validate to view the document on the DocuSign website.
   5. Click the download button at the top of the DocuSign webpage. The download button is the paper icon with a down arrow. Choose to download the "Combined PDF."
   6. Rename the document according to the naming convention.
      • Default filenames as downloaded from DocuSign:
        Practicum_Agreement_for_StudentFirstName_StudentLastName.pdf
        Practicum_Evaluation_for_StudentFirstName_StudentLastName.pdf
      • Add the semester immediately after the last name.
        • The semester should be in the CCYYS format where "CCYY" is the year and "S" is the number of the semester, i.e. spring = 2, summer = 6, fall = 9.
        • There should be an underscore between last name and semester.
      • Examples:
        Practicum_Agreement_for_Julian_Chapa_20189.pdf
        Practicum_Evaluation_for_ Julian_Chapa_20189.pdf
2. File the documents into student folders on UT Box.
   1. Accessing UT Box and Practicum Courses folder.
      1. First time UT Box users should first login to UT Box to activate their accounts.
      2. Request access to the EDP Practicum Courses folder, if you have not already been given access to it.
   2. Practicum Courses folder organization
      • Practicum Courses Counseling Psychology (students in this program)
        • Current Students
          • Alphabetical by last name
        • Former Students
      • Practicum Courses Counselor Education (students in this program)
        • Current Students
          • Alphabetical by last name
        • Former Students
   3. Upload the renamed document to the student's individual folder.

[1] Stache is a website that provides secure backup of sensitive data, such as encryption keys, passwords, passphrases, and personal identification numbers. Stache is currently available to active faculty, staff, and students affiliated with the University of Texas at Austin.