Effective Strategies for Managing Field Placement Partnerships

Effective Strategies for Managing Field Placement Partnerships

Jan. 16, 2025
Lumivero
Published: Jan. 16, 2025

When you provide your students with field placement opportunities, you and your institution will naturally amass a growing network of key partnerships with sites and supervisors spanning local, regional, or even national levels.

These partnerships aren’t just agreements; they’re collaborative connections between academic and professional environments, giving students real-world experience while supporting organizational goals. Managing these partnerships means recognizing their mutual benefits, aligning site goals with student placement program objectives, and maintaining open communication.

As your network expands, keeping it organized and thriving can prove overwhelming without a centralized platform.

Problem Solved!

With Tevera, you can more easily manage your relationships with sites and supervisors through the various Site Management functions, including:

  • Site Record Creation
  • Site Notes
  • Site Staff Management
  • Field Liaisons
  • An Extensive Communications Hub

Let’s take a closer look at how Tevera uses these features to elevate your relationships with key partners!

How Tevera Manages Key Partner Relationships in Field Placements

Student placement programs can range from teacher education to nursing and social work education, but many of the best practices for managing field experience partnerships remain the same. Some of the best practices for managing field placement partnerships include setting clear expectations through formal agreements, using centralized systems to track key site details, and fostering regular communication.

Tevera can help you manage your site relationships in these five key ways:

Site Record Creation

By creating site records in Tevera, you can keep a comprehensive profile of each site that you are partnering with for student field placements. With several key features, you and your students will be in the know on your institution’s partnerships:

Database Fields

Each site partner will have a unique profile in your database. In this profile, you can edit details to maintain key information that you need to track about your affiliated placement sites including site type, site description, address and phone number, website, services provided, and more!

Example of a site profile in Tevera, showing all the information provided by the site representative or program administrator in one place.

Site Documents

Key documentation such as Partnership Agreements (also known by their other names including Affiliation Agreements or Memorandums of Understanding) are stored directly within the profile for easy completion and access!

Example of site documents for field placement partnerships in Tevera.

Site Approval Status

Depending on where a site is at in the vetting process, Tevera has several approval statuses to keep you organized:

  • Approved: application-ready sites available to students
  • Not Approved: sites that do not meet requirements and are denied partnership
  • On Hold: further information is being gathered about a site
  • Decision Pending: when sites that are suggested by students (if permitted by your program) are ready for review

These statuses help programs maintain and track current and new partnerships in Tevera, and they can be used to guide students toward optimal placement sites as well.

Site Openings

A key piece of the student placement puzzle is understanding the capacity at each of your partnering sites, agencies, or schools. Tevera's site openings tool allows you to collaborate with your partnering sites by sending out opening requests. These requests allow you to identify the placement experiences and timeframes you're seeking for your students, and they make it easy for your sites to respond with the corresponding openings they have available.

As you place students, the number of openings will automatically update in the system, so your placement team can satisfy both your partnering sites and your students' placement needs.

Example of field placement site openings in Tevera.

Site Tags

As students are browsing placement sites and you are reviewing your placement partnerships, it is helpful to know key information about a site at a glance. With tags, you can highlight important, customizable keywords about partners including the use of a color coding system.

Site Notes

In addition to site information, documents, tags, and openings, you may find that you need to share more qualitative information about placement sites amongst your placement team. Site notes allow you to log and share date-stamped notes related to placement sites, so you can keep apprised of any updates related to your partnering sites. With Site Notes, you can build and share institutional knowledge about partnering sites, de-siloing site information so that your faculty and staff can all be on the same page regarding your site partnerships.

Example of site notes for field placement partnerships in Tevera.

Site Staff Management

Each of your site partnerships will have one or more supervisors who take on student supervisees. In addition to providing field supervisors with free access to Tevera functions, Tevera also allows you to maintain a record of who is providing services at your partnerships and their qualifications to do so!

Authorized Site Representative(s)

In addition to supervisors, a site partner might have one or more authorized site representatives at their site. You can designate this status in Tevera which provides that user with additional permissions and communications to better coordinate the development and operations of your partnership.

Point of Contact

When your site partner has multiple authorized site representatives, you also have the option to designate one key point of contact. This way, students know who to reach out to when they are initially applying for a placement with a site!

Tracking Qualifications

Placement sites often employ supervisors of varying backgrounds and qualifications, so it is important to keep track of the qualifications of individual supervisors to ensure that students are paired with appropriately licensed providers. In Tevera, you can create a list of accepted supervisor qualifications and then track each supervisor’s unique qualifications in their user record. This information can be reported on at any time, but it’s especially handy when reaccreditation comes around!

Example of site staff management for field placement partnerships in Tevera.

Field Liaisons

In some programs, universities have field liaisons or university supervisors who support and coordinate students throughout their placements. In Tevera, you can identify a field liaison for each individual student, or for entire groups of students at once. This way, students will always be able to see who from their university they should contact if they are in need of additional support in their field experience. Site supervisors will also be able to see this individual’s contact information in their own Tevera accounts, so that they know who from the university they should contact in case they need more support in providing supervision to their student.

View of the field placement contact for students and partners in Tevera.

Communications Hub

Consistent communication is essential for successful partnerships between program admins and field instructors and sites, but managing it can quickly overwhelm traditional channels like email. Establishing a designated point of contact and maintaining regular touchpoints helps ensure everyone stays aligned and informed.

Documenting expectations through agreements and guidelines also fosters alignment, while timely updates and shared resources build trust and transparency. These practices create a solid foundation for effective collaboration in field education programs.

With centralized tools like Tevera’s communication hub, managing messages, tasks, and updates becomes streamlined, keeping communication clear, organized, and efficient.

Example of the communications hub in Tevera.

Our Members Say…

Much Simpler for Supervisors

“Our supervisors have said this is a much simpler placement process, especially being able to sign things electronically and keep up with paperwork.”

J.W., Program Administrator

Supervisors Enjoy It Much More

“Everything with Tevera is going really well, our site supervisors are enjoying it much more than what we were doing before.”

Mary, Field Coordinator

Powerful Platform

“Tevera is a powerful platform. It’s very intuitive.”

– M.H., Program Administrator

Centralize Your Partnership Program Today

Field placement program management can quickly become overwhelming as your institution’s networks continues to grow. With Tevera, you can simplify and centralize this web of connections into an intuitive, all-in-one hub – supporting not only your current placement partners, but also allowing you to develop and nurture new partnerships effectively. To learn more, read “The Role of Field Placement Software in Education.

Ready to transform your field placement program management? Schedule an overview to see how Tevera can elevate your partnership management strategy.

Request a Demo

When you provide your students with field placement opportunities, you and your institution will naturally amass a growing network of key partnerships with sites and supervisors spanning local, regional, or even national levels.

These partnerships aren’t just agreements; they’re collaborative connections between academic and professional environments, giving students real-world experience while supporting organizational goals. Managing these partnerships means recognizing their mutual benefits, aligning site goals with student placement program objectives, and maintaining open communication.

As your network expands, keeping it organized and thriving can prove overwhelming without a centralized platform.

Problem Solved!

With Tevera, you can more easily manage your relationships with sites and supervisors through the various Site Management functions, including:

  • Site Record Creation
  • Site Notes
  • Site Staff Management
  • Field Liaisons
  • An Extensive Communications Hub

Let’s take a closer look at how Tevera uses these features to elevate your relationships with key partners!

How Tevera Manages Key Partner Relationships in Field Placements

Student placement programs can range from teacher education to nursing and social work education, but many of the best practices for managing field experience partnerships remain the same. Some of the best practices for managing field placement partnerships include setting clear expectations through formal agreements, using centralized systems to track key site details, and fostering regular communication.

Tevera can help you manage your site relationships in these five key ways:

Site Record Creation

By creating site records in Tevera, you can keep a comprehensive profile of each site that you are partnering with for student field placements. With several key features, you and your students will be in the know on your institution’s partnerships:

Database Fields

Each site partner will have a unique profile in your database. In this profile, you can edit details to maintain key information that you need to track about your affiliated placement sites including site type, site description, address and phone number, website, services provided, and more!

Example of a site profile in Tevera, showing all the information provided by the site representative or program administrator in one place.

Site Documents

Key documentation such as Partnership Agreements (also known by their other names including Affiliation Agreements or Memorandums of Understanding) are stored directly within the profile for easy completion and access!

Example of site documents for field placement partnerships in Tevera.

Site Approval Status

Depending on where a site is at in the vetting process, Tevera has several approval statuses to keep you organized:

  • Approved: application-ready sites available to students
  • Not Approved: sites that do not meet requirements and are denied partnership
  • On Hold: further information is being gathered about a site
  • Decision Pending: when sites that are suggested by students (if permitted by your program) are ready for review

These statuses help programs maintain and track current and new partnerships in Tevera, and they can be used to guide students toward optimal placement sites as well.

Site Openings

A key piece of the student placement puzzle is understanding the capacity at each of your partnering sites, agencies, or schools. Tevera's site openings tool allows you to collaborate with your partnering sites by sending out opening requests. These requests allow you to identify the placement experiences and timeframes you're seeking for your students, and they make it easy for your sites to respond with the corresponding openings they have available.

As you place students, the number of openings will automatically update in the system, so your placement team can satisfy both your partnering sites and your students' placement needs.

Example of field placement site openings in Tevera.

Site Tags

As students are browsing placement sites and you are reviewing your placement partnerships, it is helpful to know key information about a site at a glance. With tags, you can highlight important, customizable keywords about partners including the use of a color coding system.

Site Notes

In addition to site information, documents, tags, and openings, you may find that you need to share more qualitative information about placement sites amongst your placement team. Site notes allow you to log and share date-stamped notes related to placement sites, so you can keep apprised of any updates related to your partnering sites. With Site Notes, you can build and share institutional knowledge about partnering sites, de-siloing site information so that your faculty and staff can all be on the same page regarding your site partnerships.

Example of site notes for field placement partnerships in Tevera.

Site Staff Management

Each of your site partnerships will have one or more supervisors who take on student supervisees. In addition to providing field supervisors with free access to Tevera functions, Tevera also allows you to maintain a record of who is providing services at your partnerships and their qualifications to do so!

Authorized Site Representative(s)

In addition to supervisors, a site partner might have one or more authorized site representatives at their site. You can designate this status in Tevera which provides that user with additional permissions and communications to better coordinate the development and operations of your partnership.

Point of Contact

When your site partner has multiple authorized site representatives, you also have the option to designate one key point of contact. This way, students know who to reach out to when they are initially applying for a placement with a site!

Tracking Qualifications

Placement sites often employ supervisors of varying backgrounds and qualifications, so it is important to keep track of the qualifications of individual supervisors to ensure that students are paired with appropriately licensed providers. In Tevera, you can create a list of accepted supervisor qualifications and then track each supervisor’s unique qualifications in their user record. This information can be reported on at any time, but it’s especially handy when reaccreditation comes around!

Example of site staff management for field placement partnerships in Tevera.

Field Liaisons

In some programs, universities have field liaisons or university supervisors who support and coordinate students throughout their placements. In Tevera, you can identify a field liaison for each individual student, or for entire groups of students at once. This way, students will always be able to see who from their university they should contact if they are in need of additional support in their field experience. Site supervisors will also be able to see this individual’s contact information in their own Tevera accounts, so that they know who from the university they should contact in case they need more support in providing supervision to their student.

View of the field placement contact for students and partners in Tevera.

Communications Hub

Consistent communication is essential for successful partnerships between program admins and field instructors and sites, but managing it can quickly overwhelm traditional channels like email. Establishing a designated point of contact and maintaining regular touchpoints helps ensure everyone stays aligned and informed.

Documenting expectations through agreements and guidelines also fosters alignment, while timely updates and shared resources build trust and transparency. These practices create a solid foundation for effective collaboration in field education programs.

With centralized tools like Tevera’s communication hub, managing messages, tasks, and updates becomes streamlined, keeping communication clear, organized, and efficient.

Example of the communications hub in Tevera.

Our Members Say…

Much Simpler for Supervisors

“Our supervisors have said this is a much simpler placement process, especially being able to sign things electronically and keep up with paperwork.”

J.W., Program Administrator

Supervisors Enjoy It Much More

“Everything with Tevera is going really well, our site supervisors are enjoying it much more than what we were doing before.”

Mary, Field Coordinator

Powerful Platform

“Tevera is a powerful platform. It’s very intuitive.”

– M.H., Program Administrator

Centralize Your Partnership Program Today

Field placement program management can quickly become overwhelming as your institution’s networks continues to grow. With Tevera, you can simplify and centralize this web of connections into an intuitive, all-in-one hub – supporting not only your current placement partners, but also allowing you to develop and nurture new partnerships effectively. To learn more, read “The Role of Field Placement Software in Education.

Ready to transform your field placement program management? Schedule an overview to see how Tevera can elevate your partnership management strategy.

Request a Demo

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