/program#hourTemplates) to build and manage templates.
Required hour totals are configured separately under Terms and Tracks. Creating an activity called “Group Supervision” does not, by itself, set a minimum number of group supervision hours.
Build a custom hour template
- Open Templates and select New template.
- Choose a starting point:
- Describe your program creates an AI draft for you to review.
- Start from a SimCare template copies a provided activity structure.
- Start from scratch opens a starting structure you can customize.
- Enter a Template name that identifies its purpose, such as “CMHC Practicum Hours.”
- In Sections & activities, organize the activities students will log. Add definitions that explain what qualifies and distinguish easily confused activities.
- Check both previews: Student view shows the activity choices and definitions; Hours document shows the document structure.
- Select Create template. When editing an existing template, select Save changes.
Review every AI-drafted activity before saving. The draft does not establish your program’s hour requirements or decide which supervision your program accepts.
Sections, activities, and definitions
Sections organize the template; the activities at the ends of the structure are the choices students log against. Place supervision activities within a supervision category so they are counted as supervision. Use explicit labels and definitions, for example:
For the last example, also select University supervision on the activity. Naming an activity “University” or “Group” alone does not enable the faculty-supervised workflow.
Optional Track Hours Log layout
If your program uses the Track Hours Log report format, the builder also offers Track Hours Log layout. It lets you set the document title, accent color, PNG or JPEG institution logo, table headings and order, whether the site table appears, and whether zero-hour activities appear. You can also organize display labels and groups and map activities into them. Display grouping changes how the document presents activities. Use Sections & activities to change what students can log. Signing roles still come from the report template. Layout edits apply to untouched reports until their first signing document is created. Existing signing documents keep their saved layout. The preview uses sample content; actual PDF page breaks are determined when the document is generated.Assign the template to cohorts
Saving a template makes it available to your program. To use it, choose it when creating a cohort or open an existing cohort’s Cohort Settings and change its hour template. The Cohort Assignments view on the Hour Templates page is a reference list. Search by cohort or template and filter by term or active/archived cohort status. It shows each cohort’s assigned template and whether that template is active. A cohort without a custom assignment shows Default (system template).Group Supervision Hours
Group supervision describes the format of supervision. The person providing it determines whether the student uses a placement site or the university-supervision workflow.Site group supervision versus university group supervision
Both individual and group faculty-supervised activities can use University supervision. It is not a group-only setting.
Configure a faculty-led supervision group
- Create a separate supervision activity, such as University Group Supervision, and select its University supervision checkbox.
- Keep site group supervision as a separate activity if students also receive supervision at their placements.
- Assign the hour template to the cohort that represents the supervision group.
- Confirm each student has one resolvable faculty supervisor. FieldX checks the student’s faculty assignment first, then the cohort’s designated signing faculty, then a sole faculty member in the cohort.
- Open Program Settings → Settings and set University supervision counts toward required hours to match your program policy.
- If you use supervision breakdown reports, configure Supervision activity classification in Settings: classify the activity’s format as group and select the appropriate provider. This reporting classification is separate from the template’s University supervision checkbox.
What students do
Students open Log Hours, select the supervision cohort, and choose the university-supervision activity. FieldX clears the placement-site selection and assigns the cohort’s resolved faculty as supervisor. The student supplies the date, duration, and other entry details. University supervision requires a cohort and an assigned faculty member. It cannot be logged through the “without cohort” path. The entry date must also fit the cohort’s term rules. The entry may display University Supervision where a site label normally appears. This is a label for faculty-supervised hours; it does not create a placement site. Students do not need to add their university as a site for this workflow.How these hours count
University supervision counts toward required hours is on by default.- On: university supervision contributes to counted supervision and total required-hour progress.
- Off: university supervision remains recorded and visible in Total supervision, but is excluded from counted supervision, counted total hours, and pace calculations that use the policy.
Where a display says Indirect (including supervision), its supervision is already included. Do not add the supervision figure again when calculating the total.
The setting does not delete entries or remove their signing requirements. An hour template also does not automatically establish a group-supervision minimum. Configure the relevant hour requirements or reporting requirement set separately.