FieldX overview

FieldX (also called Field Experience) is SimCare’s field-experience management module. It handles the full lifecycle of practicum and internship training: student clearance, hour logging and approval, site and supervisor management, cohort organization, forms and reports, and program-wide compliance reporting. Access FieldX by clicking Field Experience in the left sidebar after logging in to SimCare. What you see depends on your role — each role has a different dashboard.

The four roles

Student

Students complete their practicum or internship in FieldX. Before anything else, they complete a pre-application (clearance) — a multi-step intake covering track selection, site selection, supervisor addition, and document uploads. A Program Coordinator reviews and approves it. Until approved, hour logging is blocked. Once cleared, students have five tabs:

Tab	Purpose
Timesheet	Log hours (type, date, time, site, supervisor, cohort, notes)
Cohorts	View assigned forms and pending tasks across all cohorts
My Sites	View placement sites and request new ones
Run Reports	Generate reports scoped to your own data
My Dashboard	Clearance status, insurance docs, hours summary, AI activity summary

Site Supervisor

Site supervisors are field practitioners who oversee students at placement sites. They do not log hours themselves — their work is reviewing and signing student timesheets and forms.

Tab	Purpose
Overview	KPI cards + student table with pending action counts
Tasks	Full list of reports and forms to sign, deny, or review
My Site	Site details and student roster
My Profile	Professional credentials for accreditation

Supervisors receive SimCare emails when action is needed. The emails contain direct links — no login required to sign.

Faculty Supervisor

Faculty supervisors are academic staff who monitor student progress across cohorts. They see only students in their assigned cohorts.

Tab	Purpose
Overview	Program KPIs and full student table with detail views
Cohorts	Manage cohort assignments and pending tasks
Sites	View student sites and established program sites
Run Report	Generate reports scoped to your cohorts

Program Coordinator (Admin)

Program Coordinators have the broadest view and manage the entire program.

Tab	Purpose
Overview	Program-wide KPIs, student table, View as Student
Cohorts	Create/edit/archive cohorts, manage members, join codes
Sites	Manage all sites; approve or reject student site requests
Assignments	Create and assign reports and forms to cohorts
Run Report	All program-wide reports (9 report types)
Ask AI	Natural-language analytics — query student data in plain English
Members	Add/remove program members, change roles
Activity Log	Program activity history

Core concepts

Pre-application (Clearance): The mandatory intake wizard students complete before logging hours. Includes track selection, site selection, supervisor addition, document uploads, and optional agreements. Approved by the Program Coordinator. Students can check status at My Dashboard → Profile Details → Clearance Tasks. Placement: A student’s assignment to a specific site for a term. A student can have multiple placements across different terms. Cohort / Track: A program stream grouping students (e.g. by year, specialization, or term). Cohorts contain assigned forms, tasks, and a learning contract. Students enroll via an enrollment code. Hour types: Three categories tracked separately, each with its own minimum requirement:

Type	Definition
Direct	Face-to-face client or patient care
Indirect	Administrative work, documentation, case prep
Supervision	Formal supervision sessions with a supervisor

Reports vs Forms: Reports are built from timesheet data — they summarize hours over a period and go through a multi-party e-signature workflow. Forms are dynamic web forms for evaluations, reflections, and document uploads — also with optional signatures. E-signature workflow: Reports and forms that require signatures use DocuSeal-powered e-signatures. Each required signer (student, site supervisor, faculty) receives an email with a direct link. The item is complete once all parties sign. Term: A date-windowed placement period (e.g. Fall 2025, Spring 2026) that scopes hour requirements and reporting. Students can view hours across multiple terms from My Dashboard → Activity.

Common cross-role scenarios

“I got an email asking me to sign something.”
Click the button in the email — it takes you directly to the item. No dashboard navigation needed. “Where do I find my pending tasks?”
Students: Cohorts tab → Upcoming tasks panel. Supervisors: Overview → N Tasks button next to each student. Faculty: Overview student table or Cohorts tab. Coordinators: Cohorts tab or Overview. “What’s my role?”
Open Field Experience and see what you land on: your own timesheet = Student; a list of students at your site = Site Supervisor; a student overview table with cohort management = Faculty or Coordinator. “FieldX sent me to a ‘get started’ page again.”
Expected. The system detected a new pre-application is needed — either the existing one is in progress, or a new term requires a new one. Click Continue paperwork to resume, or contact your Program Coordinator.

​The four roles

​Student

​Site Supervisor

​Faculty Supervisor

​Program Coordinator (Admin)

​Core concepts

​Common cross-role scenarios