How Georgetown College saved 1.5 months of manual processes with Experiential Learning Cloud

Introduction

Georgetown College, a private liberal arts institution founded in 1829 in Georgetown, Kentucky, is known for its strong commitment to academic excellence, character formation, and its nationally recognized Education Department that prepares future teachers to succeed in diverse K-12 classroom environments.

To streamline the teacher certification process, Georgetown College modernized its field experience tracking by implementing Experiential Learning Cloud. The platform’s automation not only saves time but also ensures compliance with strict state and federal regulations, supports a range of teaching experiences, and integrates seamlessly with Canvas for comprehensive educational assessments.

By replacing fragmented manual systems with a centralized platform, Georgetown College has significantly improved operational efficiency across students, faculty, and administrators. With reliable, accessible data available at any time, the College is well-positioned for accreditation success and continued program growth without the administrative burdens that once slowed them down.

The challenge

Before Experiential Learning Cloud, Georgetown College faced a fractured, manual process for managing student field experience. Tracking hours was a logistical nightmare: students emailed spreadsheets, scribbled hours on paper, and used Canvas LMS in ways that didn’t easily align with accreditation needs. Certification officers had to comb through emails, reconcile spreadsheets, and manually verify compliance with state and national teaching standards. Mistakes were inevitable, and key documentation risked being lost if a staff member changed roles or left.

Faculty and staff spent more time chasing paperwork than supporting students. Rural candidates did not receive the equitable support they deserved because arranging feedback from an expert external evaluator was difficult and expensive. Meanwhile, looming accreditation cycles only added pressure, with leadership unsure if critical data would be ready when auditors came calling. Georgetown knew they needed a better system—one that provided accuracy, accessibility, and peace of mind.

The solution

Experiential Learning Cloud offered Georgetown College the transformation they needed. As an integrated system for field experience management, accreditation assessments, and feedback, Experiential Learning Cloud became the Education Department’s single source of truth.

With Experiential Learning Cloud, students log field hours directly into the system, ensuring full compliance with state regulations covering experiences like working with students with disabilities and diverse socioeconomic backgrounds. Certification officers no longer waste time tracking down missing paperwork—every field experience is automatically documented and accessible.

Experiential Learning Cloud’s video assessment feature was a game-changer, especially for students in remote areas. Rather than forcing costly, difficult travel for in-person observations, candidates record teaching sessions and receive genuine, detailed expert feedback online.

Additionally, Experiential Learning Cloud complements Canvas perfectly. Canvas handles coursework and day-to-day learning, while Experiential Learning Cloud standardizes the accreditation-related assessments, ensuring that Georgetown College can show growth over time and meet federal and state reporting requirements seamlessly.

The final win? Peace of mind. Data are no longer dependent on individual staff members. They are housed securely in Experiential Learning Cloud, ready whenever they're needed—whether for accreditation audits or internal evaluations. This system shift also opened the door for Georgetown College’s future goals, like fully automating field placement assignments inside Experiential Learning Cloud, eliminating yet another manual process currently living in spreadsheets and emails.

The results

Since adopting Experiential Learning Cloud, Georgetown College has transformed how it manages field experience and accreditation. The platform enabled real-time field experience tracking for 300+ learners, giving students a streamlined, compliant way to log hours and receive expert feedback. Valid and reliable assessments are now seamlessly integrated through Canvas and Experiential Learning Cloud, creating a single source of truth for program administration and accreditation.

Administrators have saved 1.5 months of manual processes, no longer burdened by fragmented spreadsheets or handwritten logs. Everything is centralized, secure, and resilient to staffing changes, keeping critical data accurate and accessible. Experiential Learning Cloud is more than just a tech upgrade—it’s about reinforcing Georgetown College’s commitment to quality education and preparing the next generation of outstanding K-12 teachers.