Before you can gain access to start creating the form, you must first post in your practicum course; this includes posting in the Main Forum or Class Wall, or submitting an assignment or 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.

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

Depending on how many practicum courses you are completing, there may be multiple links below Document Name. Click on the link with the applicable course name to enter information for that particular course’s practicum.

After clicking on the link to the form associated with your current course, you need to begin by clicking on Add Entry.

On the next page, click on Add a New Facility to enter the information for where the hours were conducted.

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 Save.

Once the information has been saved, you can select the facility multiple times. To select a facility, select the circle next to the appropriate facility and click on Use Selected Facility. The information can also be edited by clicking the Edit icon in the upper right-hand corner.

Enter details in the Field Experience description box including what type of activities were completed, the starting and ending dates of the activities, and how many total hours were completed. While entering the start and end dates, select the calendar to the right of the date field. If you enter the date manually, you may not be able to continue. Please note that there is a 1000 character limit for the description as well. When finished, select Click to Sign.

The hours submitted will be logged and can be viewed on a summary screen.

Once all hours for the course are met, the home page will indicate Requirement Met.

You can download a copy of the completed form by clicking on the Adobe PDF icon under Actions, and you will also receive a copy of the completed form via email.

After clicking on the link to the form associated with your current course, you need to begin by clicking on Add Entry.

On the next page, click on Add a New Facility to enter the information for where the hours were conducted.

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 Save.

Once the information has been saved, you can select the facility multiple times. To select a facility, select the circle next to the appropriate facility and click on Use Selected Facility. The information can also be edited by clicking the Edit icon in the upper right-hand corner.

Select Add a New Mentor and enter the required information. You must use a professional school email for the mentor email address field. When done, click Save.

To select a mentor, click on the circle next to the appropriate mentor and choose Use Selected Mentor. The information can also be edited by clicking the Edit icon in the upper right-hand corner.

Enter details in the Field Experience description box including what type of activities were completed, the start and end dates of the activities, and how many total hours were completed. While entering the start and end dates, select the calendar to the right of the date field. If you enter the date manually, you may not be able to continue. Please note that there is a 1000 character limit for the description as well. When finished, select Click to Sign.

The hours submitted will be logged and can be viewed on a summary screen, along with the status of the document. Initially, the status will appear as Created. If you completed less than the total hours required for the course, for example when separate locations or multiple mentors are required, click on Add Entry to create a new entry to submit the additional hours.

Once the email is sent to the mentor, the status will update to Out for Signature. The screen may need to be refreshed before the change in status is seen. The email that is sent to your mentor comes from GCU Document Center and the email address is [email protected]. It is a good idea to add that email to their safe senders list to ensure they get it!

Mentors have 4 days to sign the form entry. If they do not complete the form within 4 days, the entry will expire. If this occurs, simply cancel the form entry and create a new one. See the heading titled, “Cancelling a Form Entry” for assistance with this process.

If a mentor does not receive the form or the email is invalid, the Status will update to Email Bounced.

If this occurs, you will need to click Add Entry to create a new entry, select the facility you created, and select the mentor. Then, click on the Edit button within the mentor section, change the email address to the correct email, fill out the field experience details, and resend the form. Please note, you will not be able to cancel or edit forms with an Email Bounced status.

The mentor will receive an email titled Please Sign Mentor Form with instructions and a link to access the form. The Document Status on the home page will indicate Pending if the document has been sent to the mentor but not yet signed.

Once the mentor signs and submits the form, the Hours Verified will populate and the Status will update to Completed.

Once all hours for the course are met, the home page will indicate Requirement Met.

You can download a copy of the completed form by clicking on the Adobe PDF icon under Actions, and you will also receive a copy of the completed form via email.

You will be required to upload your completed document to LoudCloud. 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, a confirmation email will be sent to all signers with a copy of the signed PDF attached. You can download a copy of the PDF via this email or through the Document Management in the Student Portal for upload to LoudCloud.

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

After clicking on Remind, a dialog box will appear enabling you to write a brief message. When done, click on Send Reminder. The mentor will be sent a new link to the document.

A form entry can be canceled by clicking on the Cancel icon, which looks like a trash can, under Actions. 

This should be done if:

• The form was completed with errors by either the student or mentor
• The form entry was not signed by a mentor within 4 days, and has therefore expired. (The form submission window remains open for 4 years after the course start date, but individual entries for a form expire if they are not completed within 4 days of submission by the student).

After clicking on Cancel, a dialog box will appear requiring the student to enter a reason for canceling the document. When done, click on Cancel Document.

Once the document has been canceled, the status will update to Canceled.

If you experience any technical issues when filling out the form, 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. See Supported Browsers for more information.
• Try cancelling 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)