Regent University Simplifies Time Tracking for Clinical Hours

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The Challenge

Accurately Evaluating Students’ Progress

Like many schools, before implementing Time2Track, Regent University relied on students to keep track of their own clinical hours using paper forms. Each program in the School of Psychology and Counseling used a different form. “We couldn’t aggregate data or look at trends across all students,” said Jennifer Ripley, Ph.D., director of the Marriage Ministry Assessment Training and Empowerment (MMATE) Center. “It was cumbersome for the student to have to manage all of their training experiences on paper. There was also a wide variety of ways in which they might document their time,” she said.

In addition to a lack of consistency, program directors lacked visibility into students’ progress during the course of each semester. “In the past, students would get to the end of the year and we wouldn’t know they weren’t getting enough training from their practica sites until we had their forms,” said Ripley.

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Results

With Time2Track, Regent University:

Created consistency
in how students track clinical hours

Gained real-time visibility
into whether students are tracking towards goals

Shared insight
into student progress with students, faculty, program directors, and clinical supervisors

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Time2Track has simplified so many things and makes so much data accessible to us that I really can’t imagine managing time tracking any other way.

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The Solution

Consistent Time Tracking and Insight into Trends

Regent University had a special incentive to use Time2Track: the program was created by two of Regent’s doctoral students. “We adopted Time2Track while it was in beta,” Ripley said. While faculty and staff wanted to support alumni, they also wanted to do what was best for students, so they evaluated other solutions as well. “We found Time2Track was simple and we had a good experience with it. We didn’t see any advantage to other solutions,” said Ripley.

The Time2Track system provides guidance for students in how to track their time, allowing them to select from a menu of options. “Some things are very simple to track, like individual psychotherapy. But tasks like clinical research or consultation are harder to document, and the system helps with that,” Ripley said.

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The University’s Outcome

Regent University now has real-time insight into student progress. Linda Baum, Ph.D., director of clinical training and associate professor of psychology, said the system’s reports allow her to easily check progress for individual students and see trends and outliers across the entire student population. Baum said, “I can look at an activity summary and see exactly what’s going on, whether they’re meeting the goals, what types of hours they’re getting. I can quickly determine if they’re meeting the goals in one area but not another, so we can go to the students and discuss any potential problems.”

Baum said the system saves students and staff a great deal of time, particularly when responding to licensure requests. “There’s a big difference in verifying hours when I’m going through paper, trying to add up numbers and figure out how they tracked hours. Now with Time2Track, I just type in a name and the numbers are all there.”

About Regent University

Regent University is a private, non-profit Christian university offering over 128 graduate and undergraduate fields of study. Located in Virginia Beach, Regent enrolls over 10,000 students on campus and online.

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