Intern Placement Tracking (IPT) Tutorial for Field Instructors

Baccalaureate Social Work ProgramOffice of Field EducationAssistant Dean of Field Instruction:Adrienne Ekas-Mueting, aekasm@umbc.eduShady Grove Field Coordinator:Katie Leiser, leiser@umbc.edu

University of Maryland, Baltimore County (UMBC)

Pretest1. IPT is a web-based field education software program and is secure; your personal information cannot be located through online search engines such as Google.

1. Yes 2. No

2. All information entered into the Organization ID, User Name, and Password fields are NOT upper/lower case sensitive.

1. Yes 2. No

3. The Organization ID for anyone using the UMBC IPT system is: umbc1. Yes 2. No

4. I can change my password from the IPT homepage.1. Yes 2. No

5. The Field Instructor Detail tab is where I would keep my address, phone number, and email up to date.

1. Yes 2. No

Pretest (cont.)6. Under the Field Instructor Detail tab, I can see a list of students that are assigned to me for the semester.

1. Yes2. No

7. My student has to let me know when it is time for me to review and/or sign a form, such as the Learning Contract.

1. Yes 2. No

8. Because I sign the form electronically, it does not constitute a legally binding document.1. Yes 2. No

9. The “My Forms” link on the left hand side of the home page will show me exactly how many forms are waiting for me review and/or signature.

1. Yes 2. No

10. Most problems with IPT occur when users do not “save” their work.1. Yes 2. No

IntroductionThe Intern Placement Tracking (IPT) system is an online field placement monitoring system designed to:Keep track of students in field placements; Allow the Office of Field Education to seamlessly and

concisely meet the CSWE 2008 EPAS requirements;Include the delineation of practice (learning) objectives, activities, and tasks by students within individual field placement settings; and Track and archive the evaluation and documentation of student core competency mastery.

Privacy NoticeIPT is a web-based field education software program,

and it is secure.  Personal information cannot be located through

online search engines such as Google.  For additional security, after signing in, you will be

prompted to create a personal, confidential log-in code, which only you will have access to.

Your demographic information in the software program is viewed by the designated administrative staff within the Field Education program only.  

If you have any concerns about your privacy using the software, please contact the Office of Field Education at (410) 455-2008.

Getting StartedGo to http://www.runipt.com (you may want to bookmark this

page for easy reference);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 UMBC IPT system is:

umbc

Getting Started (cont.)When you first log in to IPT, click on the “Forgot your Username

or Password?” link on the login page; this screen will appear:

Enter “umbc” under Organizational ID (needs to be all lowercase)

Select “Field Instructor/Supervisor” as User TypeEnter your email addressAn email with an IPT link will be sent to your email address

Getting Started (cont.)The link will be valid for the next two hours.Clink on link in your email to access the IPT login

page.Create a new login name and password and SAVE.Your user name and password may be anything that

you like, just make sure to write down the information for future use; the name and password are case sensitive.

Quiz #1 - Testing Your Knowledge

1. IPT is a web-based field education software program and is secure; your personal information cannot be located through online search engines such as Google. 1. Yes

2. No

2. All information entered into the Organization ID, User Name, and Password fields are NOT upper/lower case sensitive.

1. Yes 2. No

3. The Organization ID for anyone using the UMBC IPT system is: umbc

1. Yes 2. No

IPT Home PageEnsure that your name appears in the upper left hand of the

page. If it does not, please contact Adrienne Ekas-Mueting at

aekasm@umbc.edu or Katie Leiser at leiser@umbc.edu. The home page contains two links on the left hand side of the

page: My Forms (detailed later in this tutorial) andChange Password - If you wish to change your password

please use this link.

IPT Homepage (cont.)Located in the middle of the IPT Field Instructor home

page, you will see two tabs with the following links: Home and Field Instructor Detail (this is where you

would keep your address, phone number, and email up to date).

Field Instructor Detail PageThe Field Instructor

Detail page provides the most up to date information about you; please make sure this information is correct and always up to date.

Upload picture: It is not required that you upload a photo, but you may do so if you wish.

Forms: A complete discussion of the forms function will be discussed on the next few slides.

Field Instructor Detail Page (cont.)Internship Assignments:

This section lists all the students who are currently assigned to you and your agency and have you as their field instructor; if you need 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 liaison.

Quiz #2 - Testing Your Knowledge

1. I can change my password from the IPT homepage.1. Yes

2. No

2. The Field Instructor Detail tab is where I would keep my address, phone number, and email up to date.

1. Yes 2. No

3. Under the Field Instructor Detail tab, I can see a list of students that are assigned to me for the semester.

1. Yes 2. No

FormsOne of the most important aspects of the IPT system.It is imperative that UMBC students and field instructors

understand and look for scheduled forms.Forms are online documents that allow students, field

instructors, and the field liaisons to complete fieldwork materials electronically rather than by hardcopy. Several forms will be generated through IPT, and it is each user’s responsibility to complete their portion of a form in a timely manner.

Notifications of when forms are generated are sent via email to students and field instructors so it is very important that you keep your email address up to date.

It is the student and field instructor’s responsibility to complete all forms by the scheduled deadlines.

If you have any questions on a form, please contact either Adrienne Ekas-Mueting (aekasm@umbc.edu) or Katie Leiser (leiser@umbc.edu).

Forms (cont.)To access or view a

scheduled form, click on “My Forms” link on the left hand side of the home page or in the upper left hand section of the Field Instructor Detail page. In this example, the field instructor has 2 new forms to review and sign.

Forms (cont.) 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 (under the Form ID column), the status of the Form (whether it is active or complete), whose action is needed (student, field instructor, or field liaison), and the due date for when the Form should be completed.

Forms (cont.)Please note that in most cases, the

student will sign first, the field instructor next, and then the field liaison.

This is an example of two forms that are ready for the field instructor to sign:

Forms (cont.)Click on the View link on the left–hand side of

the page. Complete the required fields of the form.Electronically sign the document by typing

your name.Your electronic signature constitutes a legally

binding document.

Forms (cont.): Time Sheets• This is an example of a time

sheet after the field instructor clicked on “View”.

• The student has already signed and the field instructor will click next to their name to “sign” the document.

• Each “signer” will get an email when it’s their turn to sign the form.

• Once a form has been signed, if changes need to be made, you will need to email Adrienne Ekas-Mueting (aekasm@umbc.edu) or Katie Leiser (leiser@umbc.edu) to request the signature be cleared.

Forms (cont.)Here is a list of documents indicating to the field

instructor that the student needs to sign first:

Experiencing a Problem?For any problems, please report the time,

date, and activity in process when the issue occurred.  

This information is necessary in determining the problem and identifying a solution.  

Please note that most problems occur due to users not SAVING their work regularly.  

IPT Software SupportTo report software problems, concerns, or general comments, please contact the Office of Field Education: Assistant Dean of Field InstructionAdrienne Ekas-Mueting, PhD, LCSW-Caekasm@umbc.edu 410-455-2008

For Shady Grove field placement sites, please contact:Shady Grove Field CoordinatorKatie Leiser, LCSW-Cleiser@umbc.edu 410-375-5719

Quiz #3 - Testing Your Knowledge

1. My student has to let me know when it is time for me to review and/or sign a form, such as the Learning Contract.

1. Yes 2. No

2. Because I sign the form electronically, it does not constitute a legally binding document.

1. Yes 2. No

3. The “My Forms” link on the left hand side of the home page will show me exactly how many forms are waiting for me review and/or signature.

1. Yes 2. No

4. Most problems with IPT occur when users do not “save” their work.1. Yes

2. No

GlossaryCSWE Core Competencies: developed in 2008 by the Council

on Accreditation, through Education Policy and Accreditation Standards (EPAS), these ten core competencies are measureable outcomes comprised of knowledge, values, and skills that students should demonstrate integration and application of in practice with individuals, families, groups, and communities

IPT (Intern Placement Tracking): the online field placement monitoring system designed to keep track of students in field placements and allows the Office of Field Education to meet the new CSWE 2008 EPAS requirements

Technical support for IPT: Adrienne Ekas-Mueting (aekasm@umbc.edu); for Shady Grove – Katie Leiser (leiser@umbc.edu)

umbc: Organizational id for all UMBC userswww.runipt.com: website to access IPT

Post test1. IPT is a web-based field education software program and is secure; your personal information cannot be located through online search engines such as Google.

1. Yes 2. No

2. All information entered into the Organization ID, User Name, and Password fields are NOT upper/lower case sensitive.

1. Yes 2. No

3. The Organization ID for anyone using the UMBC IPT system is: umbc1. Yes 2. No

4. I can change my password from the IPT homepage.1. Yes 2. No

5. The Field Instructor Detail tab is where I would keep my address, phone number, and email up to date.

1. Yes 2. No

Post test (cont.)6. Under the Field Instructor Detail tab, I can see a list of students that are assigned to me for the semester.

1. Yes2. No

7. My student has to let me know when it is time for me to review and/or sign a form, such as the Learning Contract.

1. Yes 2. No

8. Because I sign the form electronically, it does not constitute a legally binding document.1. Yes 2. No

9. The “My Forms” link on the left hand side of the home page will show me exactly how many forms are waiting for me review and/or signature.

1. Yes 2. No

10. Most problems with IPT occur when users do not “save” their work.1. Yes 2. No