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Adding Experiential Supervisor Information for Placements

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The Adding Experiential Supervisor Information for Placements artcle explains you the steps required to add and manage Experiential Supervisors for your placement in Exxat Prism.
Note:
Experiential Supervisors are referred to by different terms depending on the discipline.
For example:
  • In PT, they are called Clinical Instructors.
  • In PA, they are called Preceptors.
Accordingly, the term used varies by discipline, such as Clinical Instructor, Preceptor, or another applicable term.

Overview

The Add Experiential Supervisor feature lets you assign a Experiential Supervisor to your placement record. Your school may allow you to select an existing supervisor from your school’s database, or add a new supervisor manually, or both.

This feature reduces duplicate entries and saves administrative work. When you select an existing supervisor, the system maps the CI to your placement automatically.

Use this feature when you need to add or update the Experiential Supervisor for your active placement. You can add multiple supervisors in a single session.

Adding a Experiential Supervisor

If your school has enabled this option, you can select a Experiential Supervisor who is already in your school’s database or add a new supervisor.

Only active supervisor associated with your placement site or its parent site appear in the list.

  1. Sign in to Exxat Prism using your university credentials.
  2. From the Exxat Prism Dashboard, do one of the following:
    • In the My Coursework section, click View All Coursework.
      or
    • Go to the hamburger menu (≡) and select Coursework.
  3. In the Coursework page, go to the Require Placement tab, and click on the course name. 

  4. Navigate to the Placement Details tab.
    The Experiential Supervisor panel is located on the right side of the page.
    If your school has already assigned supervisor to your placement, they appear at the top of the Experiential Supervisor list with an Added by School tag.

  5. On the top-right corner on the experiential supervisor card details, click the + icon to add an supervisor to the placement.
    You can search for the existing supervisor to add to the placement, or add a new supervisor.

    Selecting an Existing Experiential Supervisor

    1. In the Search Experiential Supervisor field, enter the supervisor's name.
    2. Select the supervisor from the results, then click Add Experiential Supervisor

    3. After adding the supervisor, click the clipboard icon to add a note for your administrator.

    Adding a New Experiential Supervisor

    1. Click Add New Experiential Supervisor.
    2. The Add Experiential Supervisor drawer opens. Enter your clinician’s first name, last name, email, and phone number.

    3. After entering all the information, click Add Experiential Supervisor.

Note:

  • You cannot edit or delete school-added clinical supervisor. To suggest a change, click the edit icon next to the supervisor's name and enter your comment. Comments are visible to administrators only.
  • If you try to add a supervisor who is already on your placement, the system displays: “This supervisor is already added.” The system checks for duplicates by email address. 

  • To delete a Experiential Supervisor added by you, click the delete icon next to the supervisor's name.

     

Troubleshooting

 

IssueResolution
The Add Experiential Supervisor option is not visible.Your school administrator may not have enabled experiential supervisor addition for your program. Contact your program administrator.
I cannot edit a manually added Experiential Supervisor's details.The administrator has already mapped this Experiential Supervisor. Once a Experiential Supervisor is mapped, the details become read-only. Use the Comment field to request any changes.
I cannot edit or delete a school-added supervisor.School-added Experiential Supervisors are read-only for students. If you need a change, use the Comment field to notify your administrator.
I cannot see any supervisor in the existing list.Only active supervisor associated with your placement site or its parent site appear. If the list is empty, contact your program administrator to verify that preceptors have been added.

 

Frequently Asked Questions (FAQ)

1. Can I add more than one experiential supervisor at a time?
Yes. The Add Experiential Supervisor drawer supports adding multiple supervisors in a single session. You can select supervisors from the existing list, add new supervisors manually, or use both options before clicking Add Experiential Supervisor.
2. What is the difference between selecting an existing preceptor and adding a new one?
When you select a supervisor from the existing list, the system automatically maps the experiential supervisor to your placement and no administrator action is required.

When you add a new preceptor manually, the entry is saved as unmapped and must be reviewed and mapped by your program administrator.
3. Can I see all supervisors in the school?
No. The existing supervisor list displays only active supervisors associated with your placement site or its parent site. If you cannot find the supervisor you need, you can add them manually if your school has enabled that option.
4. Are my comments visible to other students?
No. Comments you add to an experiential supervisor are visible only to administrators. Other students cannot view your comments.
5. What happens if I delete an experiential supervisor from my placement?
Deleting an experiential supervisor removes them from your current placement only. The supervisor's record remains in the school's database and is not affected.
6. Can I edit the details of an experiential supervisor I selected from the existing list?
No. Supervisors selected from the existing list are read-only.

If supervisor information needs to be updated, use the clipboard icon next to the supervisor's name to add a note for the program administrator. You can use this note to suggest changes to the supervisor's details.
7. What if I do not see the Add Experiential Supervisor option at all?
The Add Experiential Supervisor option is available only if your school administrator has enabled it for your program. If the option is not visible, contact your program administrator for assistance.

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1 comment

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  • Alison Rangel

    Would it be possible to create one with specific language and terminology for the various disciplines? For example, OT programs use the term Fieldwork Educator (FWE) instead of supervisor/preceptor/clinical instructor. 

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