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Placement Requests - Advanced Schedule

Placing & Receiving Agency Related Guide (PARG RARG)

Summary:
The Advanced Schedule allows you to create and manage complex schedules for a placement, by splitting the placement into multiple destinations or time periods.   To see the the advanced schedule video  please click the link.

Associated Icons:

  Advanced Schedule - no splits exits

    Advanced Schedule - splits exits

  Make this the Primary Request

  Unsplit Requests


Background
Some placements are split across multiple locations due to limited capacity for students at a destination, or in order to meet practicum requirements for experience in multiple practice areas. In these situations the placement can be split across multiple destinations or time periods. For example:

  • A group of students can be split into two small groups on different units,  and students will have an opportunity to gain experience on both units;
  • A preceptored student will spend the first few weeks in one practice area, and then move to another area for the balance of her placement;
  • A student will rotate through multiple diagnostic areas during his placement at a site.
  • You can unsplit requests (details at the bottom of this page)

NOTE: Split destinations are appropriate when the assigned student(s) have an opportunity to spend time in all destinations. If a group of students will be split across two destinations but students will stay in one location only, then linked small groups are required. See the Knowledge Base page on on Splitting, Linking and Merging Requests,  for more information.

The Advanced Schedule is accessed from the Inbox or  or Outbox  via the icon for for   (if no splits exist) or  or  (after an Advanced Schedule is created). In the example, a placement request is accepted for a single destination of MU 13 W.

To split this placement into two rotations (e.g. Jan 1- Mar 13 and Mar 16 - Apr 30), click click   to view the the Advanced Schedule  screen, which shows a "Primary Request" only at MU 13 W.

Click Add Add   to split the placement, and specify the new location (site, service and destination). Change the start date to Mar 16 and reduce Duration hours at this location (e.g. half of the course requirement of 96 hours).

Click Save Save   to return to the Advanced Schedule. The new rotation appears under "Other Destinations" and total hours for all rotations are displayed in red because they exceed the course requirement (as as setup in in Cohort Maintenance) of 48 hours.

Click Edit Edit   to update the Primary Request; change the end date to Mar 13 and reduce the Duration hours for the first half of the placement.

  

Please enter the total number of hours hours combined for all students. (or if the length of the shift is entered accurately, you could enter the total number of student shifts - 4 students doing one 8 hour shift each would be entered: 4 x 8; if there were 4 students doing two 8 hour shifts each: 8 x 8).

Click Save Save   to return to the Advanced Schedule. The total hours at all destinations now match the course requirement, so there is no red warning.


Click Click  or  or   to view your changes.


IMPORTANT NOTE for Placing Coordinators -  the split request for the new destination has a status of "New" and is not visible to the Receiving Agency until it is Sent from your Outbox.

You can return to the Advanced Schedule as needed, for example to add another split destination or to replace a rotation that is declined or cancelled. In this example the Primary Request for MU 13 W is now cancelled and replaced with an accepted rotation on MU13 E.

Make this the Primary Request

  

When you create a split request, you can only assign student(s) to the primary or parent request; any students that are/were assigned to the primary/parent request, will automatically be assigned to all of the splits. If the first or primary request you created, is cancelled or declined, (see the instruction frame directly above this one) you can still use the spits if they are accepted. In order to assign the students to any of the splits, you need to swap the placement request reference numbers, as the lower or first created reference number will be the only number you can assign students to on the assignment worksheet.

To "promote" the replacement rotation so that it becomes the Primary Request, click click   and the request reference numbers will be swapped. The new Primary Request will assume the Reference# of the "demoted" request, and the History table of both requests will be updated to reflect the transfer of PR contents and history.

           

Advanced Schedule for Group Placements
For groups there are additional warnings if the total number of students at all Destinations is different from the group size.

Example #1:   "Too many students"

I

n this example a group of 4 students will be split with 3 students in the primary location (MU 13 W) and 1 student in the CCU23. After creating the CCU23 rotation of 1 student, the Primary Destination isn't yet reduced to 3 students so the totals for Size and Student Hours are are red  to warn that total students (4 + 1) is higher than the group size (4). Consequently, the total hours also exceed the course requirement for 4 assigned students.  

Click Edit Edit   to update the Primary Request and reduce the Destination size to 3. The dates and hours would remain the same in this example because all students will be present at the same time.

Click Save Save   to return to the Advanced Schedule and check that all warnings are cleared.

Example #2   "Missing students"  

If a rotation is later cancelled or declined, the Advanced Schedule will show an an adjusting entry  that balances the totals and identifies students who are "unaccounted for" in the placement. For Placing Agencies this appears as a warning with suggestions to add missing destinations if needed:  

For Receiving Agencies, the adjusting entry provides an explanation of handling in activity reports:

If the declined rotation above is later replaced, or if the Primary Request is again increased to 4 students, the adjusting entry will disappear.

On occasion, the number of students at all destinations is intentionally lower than the total group size  – for example when a large number of students will rotate through a destination at different times. In the example below, a class of 18 students will spend one shift each in a clinic, with only one student on site at a time. The other 17 students are not accounted for in split destinations of this placement (i.e. they will remain in class or other non-clinical activity):


The adjusting entry for 17 students ensures that the destination receives adequate "credit" in activity reports, by including a total of 18 students for one 8-hour shift each.

     

Unsplitting

To unsplit a split, go to the Advanced Scheduler for the Parent placement and then look for the unsplit icon icon located on the Child placement area.

*You do not have to unassign the students before clicking that icon.

Click the unsplit icon icon and you will get this warning message.

Once you press OK, the Parent and whichever Child placement that you have chosen to unsplit will then be unsplit. You will then see them as separate placements in the Inbox.

  

You will see that the Child (26503 as example) does not have any students assigned to it as when it was unsplit the students assigned to the Child placement will be unassigned automatically if it is the same Course.  

  

*Students can only assigned to one placement per Course, per Term.

You will then be able to assign new students to that unsplit placement

Things to Remember

  • The Advanced Schedule can be used to add or edit split destinations by either the Placing Coordinator or Receiving Coordinator. However for instructor-led Groups, only the Placing Coordinator can change the schedule information (e.g. dates and shifts/hours).



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