Clinical Field Experience Verification Form

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 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.

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

On the next page, click on New Facility to enter the information for where the hours were conducted. If you previously added a facility, you can select Existing Facility and select the facility that was previously added.

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.

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. 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 finished, select 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 100% of the hours completed.

You can download a copy of the completed form by clicking on the Download icon under Action.

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

On the next page, click on 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 Next.

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.

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. 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 finished, select 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 Out for Signature. 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 New Entry to create a new entry to submit the additional hours.

The email that is sent to your mentor comes from GCU Document Center and the email address is no-reply-docmgmt@gcu.edu. It is a good idea to add that email to their safe senders list to ensure they get it!

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 edit the mentor’s information. Check out the heading titled, “Editing Mentor Information” to walk through this process. Once you edit the mentor, you will need to click Add New Entry to create a new entry. Select the facility you created, and select the mentor. Then, 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. 

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 100% of the hours completed.

You can download a copy of the completed form by clicking on the Download icon under Action.

You may be required to upload your completed document to the online classroom. 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 application and download the completed form to upload it to your online classroom.

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.

After clicking on Cancel, a dialog box asking to confirm that you want to cancel the document. When ready, click on Yes.

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)

The Document Management System will allow you to reuse previous mentor information on all new forms. Sometimes, you may need edit the mentor information to update the email or name. Follow the steps below to edit the mentor’s information.

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

The Document Management System will allow you to reuse previous facility information on all new forms. Sometimes, you may need edit the facility’s information to update the email or name. Follow the steps below to edit the facility’s information.

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

There are several ways to determine the number of hours required for your course.

• You can contact your Field Experience Counselor. Their contact information is listed on the homepage of the Student Portal.
• Each course will list the practicum hour requirements in the Course Description in the Syllabus.
• Your instructors will also let you know course requirements in each course you attend.

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 area.

If you have completed more hours than what is 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 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.

Under the Future Courses field, 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 reach out to your Field Experience Counselor. 

The Clinical Field Experience Verification form expires 4 years after the course end date allowing you to submit after the course ends. If you need to submit hours after the course ends, you will need to make sure the form is not in the Requirement Met status. If the form is in this status and you need to make changes, you will need to cancel and resubmit the form. 

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

If the document status says Email Bounced, your mentor did not receive the form. Double check the email address you have listed for the mentor is correct. If it is incorrect, edit the mentor’s email address and then create a new form. To see how to edit the mentor information, check out the header “Editing Mentor Information”.

When you click on the PDF icon to download the form, it automatically saves a copy in your Downloads folder and you do not need to save the form again. If you would like to save the form, however, you can still do so. You can safely click on “Save a Blank Copy” without removing any data on the form. To locate the form, navigate to the Downloads folder on your computer and open the document to ensure it is the right version. If so, you will browse to this location and upload this copy when you submit it to Halo. For more information, please see (Halo | Learn) Submitting Your Assignments.

If your class requires Fingerprint Clearance and you sent the form to a mentor, the downloaded file will be 5 pages long and start with an informational page.

If you are not required to complete Fingerprint Clearance, the form will only be 1 page long that outlines all the information provided online.

Unfortunately, the system may not display the proper status after canceling the form. This could be a result of stored temporary files on your computer. We recommend completing basic troubleshooting to try and resolve these display issues.

Mentors should receive an email with a link to whichever form they are responsible for signing. If a mentor is unable to open the form on their work computer, they can try to access the form from a mobile device (smartphone or tablet) or forward the link to a personal computer. 

Some forms are completed by faculty supervisors who have a GCU email address. If this situation applies to you, your faculty supervisor can also access the form they need to sign by navigating to https://documentsign.gcu.edu/. To access the website, faculty supervisors should log in using their @my.gcu.edu or @gcu.edu email address and password.

If none of these steps or situations apply, mentors / faculty supervisors should contact Technical Support for assistance.  

If you were assigned a GCU Site Supervisor and you are completing an internship or student teaching program, your Site Supervisor will need to complete the evaluation(s) for you before you have access in the Document Management System (DMS). Once they complete your evaluation(s), you will have access to download the form in the DMS so you can upload it to Halo. See Document Management Forms for more information.

A student’s form may be marked as canceled before you have had the opportunity to sign it. If the form has been canceled before you can open the form, you will receive the error, “The link is no longer valid! Please contact your assigned Clinical Field Experience Specialist with questions”.

We recommend reaching out to the student to resubmit their form. If the student experiences any problems resubmitting their form, we recommend that they contact their Field Experience Counselor for further assistance.