Before you can gain access to start creating form entries, you must first post in your practicum course; this includes posting in the Discussion Forums, submitting an assignment, or submitting a quiz. Once a post has been made, an email will be sent within 48 hours from GCU Document Center to your preferred email on file with instructions on how to access and complete the form.

1. In the GCU Portal, click on Document Management under My Apps.
   

2. Depending on how many practicum courses you are completing, there may be multiple links below Name under the Clinical Field Experience Verification Form section. Click on the link with the applicable course name to enter information for that particular course’s practicum.
   

   NOTE You will be able to generate as many form entries as you need until four years (1460 days) after the course end date. Fingerprint clearance required form entries have an expiration policy of four days; if your mentor does not sign your form entry within four days of it being created, its status will update to Expired. If this occurs, create a new form entry and make sure your mentor is able to sign it within four days.

1. After clicking on the link to the form associated with your current course, you can begin by clicking on Add New Entry.
   
2. On the next page, select New Facility to enter the information for where the hours were conducted. If you have previously added a facility, you can select Existing Facility and select the facility that was previously added.
   
3. When adding a new facility, you will be prompted to complete the electronic form with the facility’s information, including the name, address, and district. When you are finished filling out the requested information, click Next.
   

4. Enter details in the Field Experience description box including what type of activities were completed, the Start Date and End Date of the activities, and how many Total Hours Completed. Please make sure that you are entering ONLY numeric values and characters in the Total Hours Completed field of the form. Also, please note that there is a 1000-character limit for the description as well. When done, click Sign.
   

   NOTE If you receive the following error message: "End Date must be greater than start date", you can fix it by making sure you are not putting any dashes (-) in your dates or entering the dates in the wrong order.
   
5. The hours submitted will be logged and can be viewed on a summary screen. If you completed less than the total hours required for the course or if the total number of hours of a single entry exceeds 99, you can click Add New Entry to submit additional hours.
   
6. Once all hours for the course are met, the home page will indicate 100% of the hours completed.
   
7. You can download a copy of the completed form by clicking on the Download icon under Action.
   
8. Once the file is downloaded, you should be able to view it and upload it to your Halo Learn classroom. Your downloaded file should only be one page long that has all the information you provided while filling it out.
   

1. After clicking on the link to the form associated with your current course, you can begin by clicking on Add New Entry.
   
2. On the next page, select New Facility to enter the information for where the hours were conducted. If you have previously added a facility, you can select Existing Facility and select the facility that was previously added.
   
3. When adding a new facility, you will be prompted to complete the electronic form with the facility’s information, including the name, address, and district. When you are finished filling out the requested information, click Next.
   

4. Select New Mentor and enter the required information. You must use a professional school email for the mentor email address field. When done, click Next. If you have previously added a mentor, you can select Existing Mentor and select the mentor that was previously added.
   

   NOTE If you send the form to your mentor with incorrect information, you will need to cancel the entry and create a new entry with the correct information. For more information on how to cancel a form entry, check out the Canceling a Form Entry accordion below.

5. Enter details in the Field Experience description box including what type of activities were completed, the Start Date and End Date of the activities, and how many Total Hours Completed. Please make sure that you are entering ONLY numeric values and characters in the Total Hours Completed field of the form. Also, please note that there is a 1000-character limit for the description as well. When done, click Sign.
   

   NOTE If you receive the following error message: "End Date must be greater than start date", you can fix it by making sure you are not putting any dashes (-) in your dates or entering the dates in the wrong order.
   

6. The hours submitted will be logged and can be viewed on a summary screen, along with the status of the form entry. Initially, the status will appear as Out for Signature. If you completed less than the total hours required for the course (e.g. when separate locations or multiple mentors are required) or the total number of hours of a single entry exceeds 99, click on Add New Entry to create a new entry to submit the additional hours.
   

   NOTE If your mentor does not receive the form or the email is invalid, the Status may be updated to Email Bounced. If this occurs, reach out to your mentor to verify that the email address you entered is correct. If it is incorrect, check out the Editing Mentor Information accordion below to update it. If the email address is correct, the email may be getting blocked before it reaches the mentor; we recommend having your mentor reach out to their IT administrator to allow incoming GCU emails (If this is not possible, change your mentor's email address to a valid alternate email address). Once troubleshooting is completed, you can restart these steps to create a new form entry, this time selecting your existing facility and mentor. Please note, you will not be able to cancel or edit form entries with an Email Bounced status.
   

7. Your mentor will receive an email titled Clinical Field Experience Verification Form - FPC from no-reply-docmgmt@gcu.edu with instructions and a link to access the form. If they have trouble receiving the email, inform your mentor to add no-reply-docmgmt@gcu.edu to their safe senders list to ensure they get it!
   

   NOTE Form entries expire four days after being created. If your mentor is not able to sign the form entry within four days of the form entry being created, a new form entry will have to be created and sent to your mentor.
8. Once the mentor signs and submits the form, the Hours Verified will populate and the Status will update to Completed.
   
9. Once all hours for the course are met, the home page will indicate 100% of the hours completed.
   
10. You can download a copy of the completed form by clicking on the Download icon under Action.
    
11. Once the file is downloaded, you should be able to view it and upload it to your Halo Learn classroom. Your downloaded file should be five pages long and start with an informational page.
    

You may be required to upload your completed document to Halo Learn. If you were required to fill out mentor information when submitting the form, the mentor will receive an email notifying them that their signature is required. Once the mentor e-signs the document, you will receive an email notifying you that the completed form is available for download in the Document Management App. Access the Document Management App, download the completed form, and then upload it to your Halo Learn classroom. If you need assistance with submitting assignments in your Halo Learn classroom, check out our Submitting Assignments in Halo Learn article.

Whenever it comes to the Clinical Field Experience Verification Form (CFEVF for short), there is a status for the CFEVF itself and there are statuses for the individual form entries submitted for a CFEVF. Below is a list of all statuses for the CFEVF itself and the individual form entries. Open the appropriate accordion below to learn about that status!

CFEVF Statuses

Individual Form Entry Statuses

1. You can send your mentor a reminder email to sign a form entry once every 24 hours by clicking on the Remind icon under Action.
   

   NOTE If the Remind icon is greyed out, that means it has not been 24 hours since the form entry was created or since the last reminder was sent.
   
2. After clicking on Remind, a dialog box will appear enabling you to write a brief message. Once written, click on Send Reminder. The mentor will be sent a new link to the document.
   

1. A form entry can be canceled by clicking on the Cancel icon, which looks like a trash can, under Action. This should be done if the form was completed with errors by either the student or mentor.
   
2. After clicking on Cancel, a dialog box asking you to confirm that you want to cancel the document will pop up. When ready, click Yes.
   
3. Once the document has been canceled, the status will update to Canceled.
   

If you experience any technical issues when handling a form entry, we recommend the following troubleshooting options:

• Clear Your Cache and Cookies
• Ensure that you have entered the information correctly, paying special attention to date ranges entered for Field Experience and that a professional email was entered for your mentor (if applicable).
• Try using a different browser. Check out our Supported Browsers article for more information.
• Try canceling the form entry and creating a new one.

If you experience issues with viewing the completed form after downloading it, we recommend the following troubleshooting options:

• Disabling your browser’s PDF viewer
• Installing Adobe Reader (PC) / Installing Adobe Reader (Mac)

The Document Management System will allow you to reuse previously entered mentor information on all new form entries. Sometimes, you may need to edit your mentors' information, such as their email address or phone number. Follow the steps below to edit your mentors' information.

1. Click on your username in the top right corner.
   
2. Click Mentors.
   
3. You can edit a mentor's information by clicking Edit Mentor under the mentor that you would like to edit.
   
4. Update the information that is listed for that mentor. Once you have made the changes, select Save.
   

The Document Management System will allow you to reuse previously entered facility information on all new form entries. Sometimes, you may need to edit your facilities' information, such as their email address or phone number. Follow the steps below to edit your facilities’ information.

1. Click on your username in the top right corner.
   
2. Click Facilities.
   
3. You can edit a facility's information, by clicking Edit Facility under the facility that you would like to edit.
   
4. Update the information that is listed for that facility. Once you have made the changes, select Save.
   

If you have completed more hours than the minimum hours required for your class, the extra hours will appear in the Overages section. For example, if you completed 24 hours instead of the required 20, you’ll see 4 additional hours listed in the Overages section. If you have any questions about completing more hours than what is required or whether this applies to you, please contact your Field Experience Counselor.

In the Future Courses section, you can view your upcoming courses, along with the required hours for the class. Once the course starts, it will be moved to the active assignments list.

Sometimes the classes that you take get updates and those updates change the required hours. When there are updates to the program and required hours, you will see the Equivalent Courses section. If you have any further questions about your program version update and required update, please contact your Field Experience Counselor.

If you have transferred credits from another university, the field experience hours will also transfer. You can find the hours transferred in the Transfer Credits section.

If you switched programs that required field experience hours, you can easily switch between them by clicking the down arrow next to the program name.

The Clinical Field Experience Verification Form expires four years (1460 days) after the course end date, allowing you to submit after the course ends. If you are unable to add a new entry, despite four years having not passed yet, attempt basic troubleshooting. If you are still unable to add a new entry, please contact GCU Technical Support for further assistance.

When you fail, retake, or drop a class the recorded hours will not count towards the hours for the program. You will see the classes that are not counted towards the hours in the Assignments Not Counted section. Additionally, courses with recorded hours from a previous program but are not required in your current program will also be listed here. While you will need to start these classes from scratch for them to count, you can still access previous entries by clicking on the course.

Add the information from the video as it fits best in the form entry. Refrain from using special characters like quotation marks, as this can prevent you from downloading a PDF copy of the form. If you are unsure how to proceed, contact your instructor for more information.

Yes, you are able to submit more than one form entry for each class! If you need to add more hours, an additional facility, or an additional mentor, select Add New Entry and submit the additional hours.

For additional resources and assistance completing your practicum, please visit the College of Education section on Practicum/Field Experience in the Student Success Center.

If you are seeing the message, “No assignments available at this time,” after logging into the Document Management System, a couple of things could be going on. If you see this message and you are unable to access your current class in Halo Learn, please contact your Student Services Counselor for assistance. If you see this message but you are able to access your current class in Halo Learn, please contact GCU Technical Support for assistance.

If you see this message, have been assigned a Faculty Supervisor, and are completing an Educational Administration Internship or Student Teaching program, your Faculty Supervisor must complete your evaluation(s) before you can access the Document Management System (DMS). Once they complete your evaluation(s), you will have access to download the form(s) in the DMS so you can upload it to Halo. Check out our Document Management Forms article for more information.

If none of the above steps work or if none of these situations apply, please contact GCU Technical Support for further assistance.

If you are a mentor, you should receive an email with a link to whichever form you are responsible for signing. If you are unable to open the form on your work computer, attempt to access the form from a mobile device or forward the link to a personal computer.

If you are a faculty supervisor who has a GCU email address and you are unable to open the form, attempt to access the form by signing into documentsign.gcu.edu. To access the website, you should log in using your @my.gcu.edu or @gcu.edu email address and password.

If none of the above steps work or if none of these situations apply, please contact GCU Technical Support for further assistance.

If a student’s form entry has expired or the student canceled the form entry before you had the opportunity to sign it, you will receive the error message, "The link is no longer valid! Please contact your assigned Clinical Field Experience Specialist with questions".

We recommend reaching out to the student to create a new form entry. If the student experiences any problems creating a new form entry, we recommend that they contact their Field Experience Counselor for further assistance.