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If you have any problems with DocuSign or questions about these instructions, please contact the ITO Help Desk, help@education.utexas.edu |
Saving Copies for Your Records
If you want to save a signed copy of your practicum/internship forms for your records, follow the “View Completed Document” link in the emails you receive from DocuSign informing you that the document is complete. The link in the email is the only way to access your signed documents. Don’t postpone the download beyond the end of the current semester. The link will eventually expire.
Counselor Education Practicum/Internship Students
Counselor Education practicum/internship agreement and other practicum/internship-related forms are submitted via DocuSign. Read the following instructions below for each form type completely before beginning the submission process.
NOTE: You do not need a DocuSign account for submitting and signing practicum/internship-related documents when using the DocuSign links below.
CE Practicum/Internship Agreement
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Read the following instructions completely before beginning the submission process.
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- CE Higher Ed Practicum-/Internship Agreement Form (.docx) - (Updated July November 2022)
- Submit CE Practicum/Internship Agreement via DocuSign
CE Practicum Timesheets
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Read the instructions below before starting.
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CE Practicum Evaluation
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Do not start Docusign submission unless you are able to complete the process. Read Instructions the instructions below before starting.
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- CE Site Supervisor Evaluation.docx
- Initiate Site Supervisor CE Practicum Evaluation Submission via DocuSign
School Counselor Field Supervisor
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Download the FS Initial Contact Bulk Recipient Template.xlsx file to your computer. Add the name, email, practicum start date, initial contact date, practicum semester, and field supervisor and email for each student you want to receive the initial contact form. The template has an example row to show how to format the data. Remove the sample row before saving the file. Note: Do not change any of the template column header names. DocuSign will expect them exactly as they are. Export the data to CSV format. From within Excel, use the File > Save As command and change the file type/format from the drop-down menu to CSV (Comma Separated Values). You will use this text file as a "merge file" in DocuSign in a later step. DocuSign Best Practice. Let students know in advance that you will be sending them the Field Supervision Initial Contact form via DocuSign. They should expect an email from “Your Name” via DocuSign (dse@docusign.net). Example: Julian Chapa via DocuSign. They may need to check their junk/spam folder for that email. Students do not need to create or have an existing DocuSign account; however, they will need to adopt (i.e. select) a signature style the first time they sign a document. For their convenience, we recommend they choose one from the ten or so pre-formatted signature styles. Additional help in adopting a signature. Log into your UT DocuSign account. Contact Julian Chapa if you don't already have a DocuSign account. It may take up to 2 business days to setup up a UT DocuSign account. Please plan accordingly. From the Home tab, click the yellow New button then select the Use a Template option. In the Select Template window, click the Shared with Me option on the left-hand side menu. Locate and select School Counselor Field Supervision Initial Contact template. Click the Add Selected button at the bottom of the window. Click the Advanced Edit button at the bottom of the next window. Now click the "Import a bulk list" link in the Add Recipients to the Envelope section. Browse your computer to locate and choose the FS Initial Contact Bulk Recipient Template you saved in CSV format in an earlier step. Review the data in the Review List Preview window to make sure it's correct. Click the Finish Import button if everything looks good. Any issue with the CSV bulk recipient file will need to be corrected before proceeding. You are now ready to send the document. Click the Actions button at the top of the webpage and select the Send Now option. DocuSign will address individual documents to each student using the data from bulk recipient file. Field Supervision Initial Contact Form Sample (form with no data) You can check the status of sent documents (envelopes in DocuSign terminology) from the Manage tab > Envelopes menu > Sent folder. Uploading the Signed Initial Contact Form to the Student's UT Box Folder You will receive an email from DocuSign as each student signs their form. For the Initial Contact form, this email is for information purposes only. Docusign will automatically save the signed Initial Contact forms to your UT Box EID folder. There is no need to follow the "View Completed Document" link in the emails to download the document. Locate each file in your UT BOX EID folder. Rename the file by replacing the information in brackets, including the brackets, and adding the semester in CCYYS format to the end of the filename. Example: The S in the CCYYS format represents the semester as a number where spring is 2, summer is 6, and fall is 9 (e.g. Spring 2018 = 20182; Summer 2018 = 20186; Fall 2017 = 20179). The last step is to move the file within the UT Box folder structure to the Counselor Certification Program Student Folders folder. Each student will have their own subfolder in the Current Students folder within. See Moving and Copying Files & Folders. Follow the Folder Tree instructions. Contact Julian Chapa if you do not have access to the Practicum Courses Counselor Education Current Students folder on UT Box. |
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- CE Site Supervisor Evaluation.docx
- Initiate Site Supervisor CE Practicum Evaluation Submission via DocuSign
Practicum Instructor
Practicum instructors are responsible for filing practicum agreements and practicum evaluations into student folders on UT Box.
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