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There are two steps to filing practicum agreements and practicum evaluations:

1. Download the documents from DocuSign.
   1. Practicum instructors receive an email from EDP Practicum via DocuSignDocuSign (dse@docusign.net) when all parties have completed/signed the practicum agreements and practicum evaluations. You may need to check your junk/spam folder.
   2. In order to protect the privacy and confidentiality of student information, you will need to enter an access code to view the signed observation in the next step. This access code has been shared with you on the Stache website [1]. You will find the entry by the unique number and semester of the course. The access code itself is in the field called "secret." Retrieve the access code before proceeding to the next step. (Note: The code should never be shared via email as that defeats the purpose of this security step.)
      
   3. Click on the "View Completed Documents" link in the email. You will be directed to the DocuSign website to view the documents.
      
   4. Enter the access code and validate to view the document on the DocuSign website.
   5. Click the download button at the top of the DocuSign webpage. The download button is the paper icon with a down arrow. Choose to download the "Combined PDF."
   6. Rename the document according to the naming convention.
      • Default filenames as downloaded from DocuSign:
        Practicum_Agreement_for_StudentFirstName_StudentLastName.pdf
        Practicum_Evaluation_for_StudentFirstName_StudentLastName.pdf
      • Add the semester immediately after the last name.
        • The semester should be in the CCYYS format where "CCYY" is the year and "S" is the number of the semester, i.e. spring = 2, summer = 6, fall = 9.
        • There should be an underscore between last name and semester.
      • Examples:
        Practicum_Agreement_for_Julian_Chapa_20189.pdf
        Practicum_Evaluation_for_ Julian_Chapa_20189.pdf
2. File the documents into student folders on UT Box.
   1. Accessing UT Box and Practicum Courses folder.
      1. First time UT Box users should first login to UT Box to activate their accounts.
      2. Request access to the EDP Practicum Courses folder, if you have not already been given access to it.
   2. Practicum Courses folder organization
      • Practicum Courses Counseling Psychology (students in this program)
        • Current Students
          • Alphabetical by last name
        • Former Students
      • Practicum Courses Counselor Education (students in this program)
        • Current Students
          • Alphabetical by last name
        • Former Students
   3. Upload the renamed document to the student's individual folder.

[1] Stache is a website that provides secure backup of sensitive data, such as encryption keys, passwords, passphrases, and personal identification numbers. Stache is currently available to active faculty, staff, and students affiliated with the University of Texas at Austin.