As a College of Education student enrolled in a course requiring practicum hours, you will need to complete a Clinical Field Experience Verification Form.
There are two versions of the form:
- Clinical Field Experience Verification Form (No Fingerprint Clearance)
- Does NOT require a third-party signature to complete
- Clinical Field Experience Verification Form (Fingerprint Clearance)
- Does require a third-party signature to complete
If you are unsure which form you need, you can contact your instructor or view the requirements by checking your course’s Syllabus. You can check your course's requirement's by navigating to the Path tab. The course requirements will be listed under Details.
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 from 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. Please note that there is a 1000 character limit for the description. When finished, click Sign & Submit.
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 starting and ending dates of the activities, and how many total hours were completed. Please note that there is a 1000 character limit for the description. When finished, click Sign & Submit.
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 submit 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 echosign@echosign.com. It is a good idea to add that email to their safe sender's list to ensure they get it!
If an invalid email address is entered for a mentor, the Status will update to Email Bounced.
If this occurs, you will need to click Add 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.
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 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.
The form can be deleted 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. For example, if you sent a form completed with errors to a mentor, you should cancel the form and correct the errors before sending to your mentor again.
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.
If you experience issues with viewing the completed form after downloading it, we recommend the following troubleshooting options:
Frequently Asked Questions
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. Third party signers may contact Technical Support with any issues accessing the document.
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 LoudCloud. For more information, please see Submitting Your Assignment to LoudCloud.
You should be able to start creating your form 48 hours after your class starts, once you have posted in the course. Once you are logged into the Document Management System through the Portal, click on the link with your course name, and then click Add Entry on the next page to get started. Complete instructions for filling out the form can be found above.
The Document Management System will automatically generate the type of form you need for your course, whether it requires fingerprint clearance and a mentor’s signature or not. If you were issued paper copies and are unsure of which form you need, check your Syllabus or contact your instructor.
For help completing forms other than the Clinical Field Experience Verification, see Document Management Forms.
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, you can cancel the old form and create a new one. Enter the correct mentor email address on the new form and resend it.
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.
For additional resources and assistance completing your practicum, please visit the College of Education section on Practicum/Field Experience in the Student Success Center.