How to Schedule a Practicum: Comprehensive Guide

Updated: December 2021

Description: This guide provides guidance on how to complete the entire process scheduling Practicum forms.  Prior to following the steps in this guide, you should first create Practicum Form Template(s).

Applicable to: Institutional Admin, College Admin, Department Admin

Step-by-Step... 

Step 1: Log into your AEFIS account

Step 2: Select the three white horizontal lines in the left-hand corner to open the AEFIS Main Menu

Step 3: Navigate to Practicums>Practicums Schedule

Step 4: Select the blue +ADD PRACTICUM SCHEDULE in the top right-hand corner 

Step 5: Fill out the required fields in the Type tab 

• Name of Practicum Schedule 
• Select Term Type 

Step 6: Fill out the required fields in the Settings tab

• Select Instructor Template 
• Select Schedule Type(s)
• Select Student Template (optional) 
• Select Schedule type(s) for student 

Step 7: Fill out the required fields in the Participants tab

• Select the blue ADD PARTICIPANTS button
• Under the +Include Groups column, select the following icon 
• Fill out the following fields 
  • College
  • Department
  • Subject Code 
  • Course (multi-select)
• Select the blue +ADD GROUP button 

Step 8: Fill out the required fields in the Schedule tab

• Select Semester to Schedule the Practicum 
• Select when this form should be completed
• Optional: Enable or disable the "Exclude co-curricular sections" setting

Step 9: Acknowledge Practicum Schedule Notifications in the Notify tab and select the blue NEXT button

Step 10: Select the blue SAVE PRACTICUM SCHEDULE button in the Finish tab

Step 11: The Home page of the newly created Practicum Schedule will populate, from this page you will be able:

• To see Practicum Schedule Stats
• To see Practicum Schedule Status (once schedule is published) 
• To add Action Items, Notes, Documents and Tags (all in the section at the bottom of the page)

Step 12: Select the Settings tab in the panel on the left-hand side, from this page you will be able: 

• To set the Practicum Activation Date 
  • Select from the Offset drop-down
  • Select from the Days or Weeks drop-down
  • Select from the On the Day of the Week drop-down 
  • Select from the the Milestone Event drop-down
  • Select the blue Save button once you have set the Activation Date 
• To Edit Practicum Notifications 
  • Select the blue icon with the white pencil to edit the corresponding notification 
  • Different types of notifications: 
    • Practicum Starts Notification
    • Practicum Ends Notification 
    • Practicum Instructor Inform Notifications 
    • Practicum Instructor Reminder Notifications 
    • Practicum Student Invitation Notifications*
    • Practicum Student Reminder Notifications*
    • Practicum Student Inform Notifications*
• To set either the Middle of Term Practicum Settings of the End of Term Practicum Settings
  • Student Start Date*
    • Select from the Offset drop-down
    • Select from the Days or Weeks drop-down
    • Select from the On the Day of the Week drop-down 
    • Select from the the Milestone Event drop-down
    • Select the blue Save button once you have set the Student Start Date
  • Student End Date*
    • Select from the Offset drop-down
    • Select from the Days or Weeks drop-down
    • Select from the On the Day of the Week drop-down 
    • Select from the the Milestone Event drop-down
    • Select the blue Save button once you have set the Student End Date 
  • Instructor End Date
    • Select from the Offset drop-down
    • Select from the Days or Weeks drop-down
    • Select from the On the Day of the Week drop-down 
    • Select from the the Milestone Event drop-down
    • Select the blue Save button once you have set the Instructor End Date 

Step 13 (optional): Select the Participants Groups tab is where you can edit Participants that are included and excluded from the practicum schedule 

Step 14: (optional): Select the Practicum List tab to view the list of practicums that have generated or will soon generate under this particular practicum schedule

Step 15: Once you have made all necessary inputs, changes, and edits for the practicum schedule, select the blue Publish button in the top right-hand corner 

 * Optional if your schedule does not require student practicum template