Placement Requests - Splitting, Linking and Merging Requests
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# <span id="title-text"> Knowledge Base : Placement Requests - Splitting, Linking and Merging Requests </span>
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Created by <span class="author"> user-b1fcb</span>, last modified by <span class="editor"> Erik Graham</span> on Jan 09, 2023
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**Placing Agency Related Guide (PARG) <span class="confluence-anchor-link" id="PlacementRequestsSplitting,LinkingandMergingRequests-TopAnchor"></span>****Summary:**
This guide provides scenarios and instructions for Splitting, Linking, or Merging placement requests.- Splitting is done using the Advanced Scheduler. An existing request is modified to add another split placement request (for different destinations or different dates in a rotation). There is another guide in the knowledge base specific to the Advanced Scheduler only. - Merging is taking two independent requests and making them into a split request in reverse (not using the Advanced Scheduler to create the split, but when the merge is complete, the Advanced Scheduler opens to allow the merge to be managed like a split request). - Linking visually "chains" two requests together, for consideration together. **Icons:**** **Advanced Scheduler - no splits exist. Advanced Scheduler - splits exist. Placement Request is split with another request. This icon in the Advanced Scheduler will allow you to unsplit the split. Placement Request is marked for Linking but is not linked yet. Placement Request is linked with the request appearing below/above it in the inbox. Icon used to undo links.
Background:
There are situations where placement requests involve more than one destination, such as:
Split Placement: all students and Instructors assigned to the parent move across all split destinations. | Linked Placement: Instructors move across destinations; students don't! | |
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Splitting a Group across Destinations (Advanced Schedule) | |
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In this example, a group of 6 students will be split so that 4 students are placed in a cardiology unit and 2 students in a clinic, and students will take turns rotating into the clinic (they will move across destinations).
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3. Click Add to create a new split destination: |
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5. In this scenario: do not select the Optional rotation because students will be present in the clinic for all shifts. (see below for definitions of "optional" vs. "mandatory").
8. Click the green check mark to save and continue; |
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9. Click the edit (pencil) icon on the primary (original) placement request in order to: |
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The Advanced Schedule now displays:
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The outbox now displays a small lightening bolt icon, which indicates the second PR 25465 was created from the PR above it: 25464. The other change is that the Advanced Schedule icon has changed from black to red, indicating the advanced scheduler is activated.
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Splitting an Individual Request (Advanced Schedule) An individual placement (e.g. preceptorship) should be split when the student will spend time in more than one destination.
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2. Click the add icon. | 497px700 |
3. Select the appropriate Agency, Site, Service and Destination for the second rotation in this placement.
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The total hours now show in red: the course is only 200 hours long, but our changes now show the added placement has changed that to 400 hours. |
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The hours (250) still show more than the course (200).
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12/ Save the Changes by clicking the green check mark .
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Click: Return to outbox. |
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When you send split requests, you need to send the primary request and all of the splits as each is a separate placement request requiring a response from the receiving agency. |
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**Unsplitting *You do not have to unassign the students before clicking that icon. |
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Click the unsplit icon and you will get this warning message. |
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Once you press OK, the Parent and which ever 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. |
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You will then be able to assign new students to that unsplit placement |
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Linking Requests (available in the Outbox only) | |
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Background and Filters The purpose of linking requests is to signal to the receiving agency that these requests should be considered together, as when one is not accepted, the other request may no longer be viable as both requests are needed. (One instructor is overseeing both groups - if only one group is accepted, that accepted group may need to cancel so the placing coordinator can try again at another facility where both groups can be accepted in proximity to one another).
Linked sets sort to the top of the inbox and Outbox regardless of the sort by setting that is chosen in the Advanced inbox/outbox Filters. A checkbox to display "Group Linked Sets" is available in both the Inbox (Receiving Agency) and the Outbox (Placing Agency), and allows users to display linked sets together (or not).
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Link Requests:
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A green background message proclaims: X Placement Requests were updated as specified - however, the linking has not occurred yet! Instead, at the top of your outbox, a copy of the list of the placement requests marked for linking will be bundled together. You can continue to add to this list by now marking additional placement requests for linking. (Often you may have multiple pages of requests and you may need to filter the outbox to mark other placements in that course). The bundle displaying at the top of the outbox are copies; meanwhile, the rest of the outbox will display the marked for linking icon on the placement requests that are copied to the queue marked for linking at the top of the outbox.Review the bundle of requests marked for linking at the top of the outbox before proceeding. Click the garbage can icon to remove a request from the bundle marked for linking. To start over: clicking the Un-Mark All button, to clear the entire bundle of requests marked for linking.
Caution: Marking one request from a set of split destinations (made with the advanced scheduler) will automatically mark all the split requests in the set for linking; this can result in a cluttered Inbox/Outbox and therefore linking sets of multiple split rotations should be avoided. |
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A green background message will appear that says: The selected Placement Requests have been linked. The bundled list will disappear. In the outbox, (and when sent in the Receiving Coordinators inbox) the requests be joined by the linking icon . |
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6. To remove a request from a linked set, click the Un-link icon. This will only remove the link beside the specific request where you click the icon, and will not un-link all of the other requests in a set of 3 or more. In this example with only 2 linked requests, clicking one of theunlink icons will remove the link entirely. Un-linking may be used when: - One of the linked requests is incorrect or no longer required, and should be cancelled. - One of the linked requests was declined, but the other request(s) in the linked set are still active (e.g. sent or accepted). - A shared rotation (for 2 or more groups) is declined or cancelled, so students in the linked groups will not have access to the rotation. |
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Merging Requests (available in the Outbox only, when filtered to a single course) | |
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Merging placements is done in the Outbox, and allows two separate requests to be combined into a split request with multiple destinations - as if using the Advanced Scheduler in reverse.
Preparation:
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In the Outbox and filtered to a single course:
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If the merge is successful, the selected requests will now be combined in a split set, and the Advanced Schedule screen will launch automatically with the usual red warning to review and adjust dates, destination/total hours, and group sizes as needed. (See above, or for more details please see the document specific to the advanced scheduler. |
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[Return to top of Document](#PlacementRequestsSplitting,LinkingandMergingRequests-TopAnchor) |
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