IPT Tutorial for Supervisors
Intern Placement Tracking (IPT) Tutorial for Agency Field Instructors
Introduction
The Intern Placement Tracking (IPT) system is a web-based practicum monitoring system designed to keep track of students placed in practicum with various agencies. The School of Social Work implemented IPT in order to more effectively track student placements while providing students with a valuable tool to research prospective field agencies.
The IPT system allows both Eastern Washington University and field agencies to communicate with students during practicum. Because of this, it is essential for all those involved to keep all information current. Please become familiar with this system and contact our program coordinators (specific to program location) if you have questions.
Privacy Notice
Though IPT is a Web-based system, none of your personal information is available to the general public via search engines such as Google. Your information is password protected and the only people who may view your full information are Field Instructors, Program Directors and the Office of Field staff. Additionally, students you supervise will have access to your phone number only. Students are not able to see your information within IPT. Once you login to the system for the first time, you must change your password to something no one but you will know. If you forget your personal user name and password, you may be able to reset your own password or the Office of Field staff (or part-time program coordinators) can reset your password to the default.
Getting Started
Go to http://www.alceasoftware.com/web/login.php Links to an external site. or www.runipt.com Links to an external site.
On this page, you will find three fields required for login: Organization ID, User Name, and Password. All information entered in these fields is upper/lower case sensitive.
The Organization ID for anyone using the Eastern Washington University IPT service is: ewussw
The School of Social Work will supply all Agency Field Instructors with a unique default user name and password. When you first login to IPT using your default password, you are required to set a new user name and password. Your user name and password may be anything you like, just make sure to write down the information. For security reasons, we cannot retrieve either your user name or password information. If you forget either your user name or password and are having trouble resetting your user name and password, contact our program coordinators (specific to program location) for assistance.
Fill in the required fields to the right and then hit the login button.
You will now be directed to a page asking you to Enter New User Name and Password.
Start by typing in your default password - remember all passwords are upper/lower case sensitive. Next you need to enter your new login name (User Name). Next you will enter your new password and then confirm the password. Both your user name and password may be anything you like, just make sure to write down the information so you will remember it the next time you login. After filling in the required fields, click the save button.
IPT Home page
After you have changed your user name and password you will be directed to answer a security question that will allow you to reset your own password if you have the need to do so.
Agency Field Instructor Home Page
The Home Page contains three links on the left—My Forms, Change E-mail Address, and Change Password. The Change E-mail Address and Change Password links are fairly self-explanatory. It is important to always keep your e-mail address current so the Office of Field is able to communicate any information or any pending actions needed on your part.
Located in the middle of the IPT Agency Field Instructor Home Page is a message board that allows the Office of Field to communicate any important messages or upcoming events. It is here that you will find the AFI Practicum/Seminar Manual for BASW and MSW programs. If your agency would like to submit a message to this board directed either to our students or other agencies, please email the information to sfeatherly@ewu.edu
Located just above the message board, you will see two boxes with the following links: home and Agency Field Instructor detail.
The home link will always return you to this IPT Agency Field Instructor Home Page.
Now click on the Agency Field Instructor detail link to view your detail page.
Agency Field Instructor detail page
The Agency Field Instructor Detail Page serves to provide the Office of Field the most current contact information about you and also allows you access to intern information—both past and present. Any information you provide will not be accessible to your interns—the one exception being that students will be provided with their Agency Field Instructor’s phone number.
On this page, we ask you to enter the following business information:
- Last Name First Name
- Street Address
- City, State, Zip
- Phone
- Fax
- Cell phone
- Training (MSW, BASW, LCSW, etc. please include the year that you graduated with your degree)
After making all of these selections, hit either of the save buttons located at the top and bottom of this page. If you leave this page without saving, the information will not be updated.
Now that you have updated your contact information, a number of other items on this page require further explanation.
Just below the check boxes on the left is the agency field. The Office of Field created this link between you and your agency. Agency Field Instructors are not able to change this field, if this information is incorrect, contact our program coordinators (specific to program location) if you have questions. .
Located on the upper left portion of the page are three links: history, upload photo, and forms. Below is a quick explanation of these links:
HISTORY
The history link provides you access to all the records of all past students you have supervised since the implementation of the IPT system.
UPLOAD PHOTO
If you would like, you may provide a photo of yourself on this page that will be viewable only by the Office of Field. To upload a photo from your computer, click on the Upload Picture link on the top of the page. You will then be prompted to browse your computer and select the picture you wish to upload. After selecting the picture on your computer, click on Upload File. The file will then be uploaded from your computer to the IPT site, resized if necessary, and displayed to you on a confirmation page. Clicking on Accept will assign the picture in your AFI Detail Page. The picture file must be less than 100 MB in size to be uploaded correctly. If your picture is larger than this, you must first reduce its size using a picture editor before uploading it to IPT. If you have any trouble loading the photo, you can email the photo to our program coordinators (specific to program location) if you have questions.
On the lower portion of the page, you will see a section called Internship Assignments. This section lists all of the students who are currently interning with your agency and have you as their Agency Field Instructor. If you need the contact information for these students, click on the View link to the left of their name. You will then be directed to that student's Student Detail page that lists contact information as well as each student's Faculty Field Instructor.
To return to your detail page, click the Agency Field Instructor Detail link located on the top center menu next to the Home link.
Forms
The Forms function is one of the most important aspects of the IPT system and its imperative that all parties involved, including students, Agency Field Instructors, and Faculty Field Instructors understand and look for scheduled Forms.
Forms are online documents that allow students, Agency Field Instructors, and the Faculty Field Instructor to complete fieldwork materials electronically. A number of forms will be generated through IPT and it is each user’s responsibility to complete their portion of a form in a timely manner. The forms that will be scheduled are the Learning Agreement, Time Sheet (each quarter) and Evaluation (each quarter).
Forms work by using a tiered system for electronic signatures. Initially, students must first sign any form; then the it goes to the Agency Field Instructor for signature, and finally to the Faculty Field Liaison or Faculty Field Instructor. When a form has been generated and is waiting your action, an e-mail will be sent to the account you entered in your Agency Field Instructor Detail page. To access or view a scheduled form, click on the My Forms link on the left hand navigation bar on your home page or in the upper left hand section of the Agency Field Instructor Detail page. Also, any Form needing action will be indicated by the View Uncompleted Forms link located on the upper right portion of the screen.
Click on either link to access your Online Form List.
Each scheduled Form will be listed along with information regarding the progress of the Form. Here you will find a variety of summary information for each form, including the name of the form, the student name (along with an e-mail link if you need to ask the student a question regarding the form), the status of the form (whether it is active or complete), whose action is needed (student, AFI, or FFI), and the due date for when the form should be completed.
To complete your portion, click on the View link on the left-hand portion of the page. This will bring up the form along with required fields for you to fill out. After filling out the form, you must electronically sign the document by typing your name. Because IPT is a password-protected site, meaning only you know your user name and password, your electronic signature constitutes a legally binding document.
After signing and saving the form, IPT will automatically generate an email and an on-page notification for the next person in the form queue instructing them to complete their portion of the agreement.
Multiple forms will be generated using IPT, so it's very important that you keep your IPT contact information up-to-date, (especially your e-mail address), to guarantee receiving notifications when forms are generated.
It is the student’s responsibility to make sure that all forms are signed in time to give the student a grade.
Please contact our program coordinators (specific to program location) if you have questions.