Course Rotations (Multiple Placement Dates)

Summary:
Course Rotations provide a way to offer two or more optional dates for a placement (in that course), typically during a single Term.

Example One: Course Fun101 has 60 students enrolled in the Fall term. The Placing Coordinator needs to reserve six weeks of practice time for 20 students in each 2-week slot from September 14 to October 26. Each student attends only one of the three 2 week long practicums within the overall 6 week time frame. Actual per student Placement Time: 2 weeks.

Example Two: Three Courses: Fun101R1; Fun101R2 and Fun101R3 have 60 students enrolled in total, because in the real world this course is still Fun101, however this time we want ALL of the students to attend all 3 rotations in consecutive two week placements at 3 destinations over 6 weeks. Actual per student Placement Time: 6 weeks. (The course long name can continue to be Fun101, with all three courses with the different short names: Fun101R1; Fun101R2 and Fun101R3).

Rotations are suitable for any placement type (group or individual).
A course can have as many rotations as needed.
Each rotation can be at the same or a different location.
Students can still only be assigned once per course per term, as in example one above; and the work around is as in example two above
To create alternate course names for one real course for the purpose of scheduling the students as may be needed on HSPnet. (More information: Create A Course).

Contents:

Set up the course to use rotations.
Set up Course Rotations in Cohorts.
Supplemental Information: How to create different days of the week in the same worksheet.\

Course Rotations (multiple Placement Dates)

Set up the Course to use Rotations. Click: Maintenance/Setup/Lookup/Courses.
Click the edit icon for the desired course.
Click to place a check mark in the box in front of: Use Rotations." Click the green check mark to save the changes. For a full set of instructions to create a new course, please click the link.
Setup Course Rotations in Cohorts On the Cohorts screen, any course that is setup to allow rotations will display the Rotations icon plus a counter of the rotations currently setup. Prior to entry of rotation dates, the icon will appear as _0.
Click the Rotations icon to open the Cohort Rotations screen. Click the add icon to enter a new rotation beginning and end date.
Select the first date of the first rotation from the calendar icon. Select an end date for the first rotation from the calendar icon. Save the rotation by clicking the green check mark icon. Add as many more rotations required.
When you have entered all of the rotations you need, use the button: close window.
On the Cohorts screen a small number will display the number of rotations entered, beside the icon. In this example there are two rotations entered: Jan 4 to Feb 4 and Feb 5 to Feb 28.
Creating Rotations in Worksheets Each new space created in a Worksheet (Group or Individual) can select from one of the two rotation options. The default simply inherits the start and end dates for the entire course from the cohorts screen. To select Rotation One or Two, click the Rotn link.
Select R1 from the drop down list. (or R2, or if entered, R3, etc). Click the green check mark icon to save the new rotation dates. This screen continues to display N/A when the selection is made (until the entry is saved).
The saved record on the Group or Individual Worksheet will display N/A if no rotation (Default dates) was selected, or will display the selected Rotation option such as R1, R2, etc. If needed, these dates can be edited later, either in the Worksheet or in Outbox. Reminder: Each student may be assigned once only to a course, into one of the optional rotations. If a student will be placed multiple times (e.g. once each in R1 and R2) then a course for each student assignment must be setup (example: Fun101R1 and Fun101R2).
Supplementary Information
How to Create different Days of the week in the same worksheet. For example: in a group request in the same course you want to create requests students can select different destinations AND different days of the week (or various shifts). The example shown is a group but could also be done for individual placements if desired. Click: Cohorts. Click the edit icon beside the course you want to set up.
Click to place check marks in front of the days W and R (Wednesday and Thursday). The default shift code below is D8 – Days, 8 hour shifts (you can select alternates shifts from the shift code drop down list). Save the changes with the green check mark .
5. Click the enrolment worksheet icon: or
6. Click the Create worksheet icon
7. Click the new go to button to go to the new worksheet.
8. Add the locations for Wednesday and Thursday. Click to add destinations one at a time or search multiple destinations.
9. Select the destinations you would like to use by clicking to place a check mark in the box to select the desired destinations.
10. Enter the group size field and click: Create Worksheet entries. Click: Close window and refresh view.
11. You now have the destinations in the worksheet for Wednesday and Thursday. 12. Click the add icon on the worksheet .
Alternately for step 12 you can go back to cohorts and edit the course days of the week there.
Add in the site, service and destination for your first request. Fill in the group size. Optionally, you can also adjust the shift code. Click to remove the check mark for Wednesdays and Thursdays; click to add the check mark for Tuesdays and Fridays. You also could select different shifts – the shift code below is D8 (days 8 hours) but you could make it E8 (Evenings 8 hours). Click to place a check mark the box in front of: Use this schedule as a template. Save the changes with the green check mark.
The entry made above displays with the days of Tuesday and Friday. It also displays the icon: use this schedule as a template. (You can edit the days of the week again before going to step 18 if needed). 18. Click the location look up or add icon to add new destinations. These new destinations/requests will follow the days of the week: Tuesday and Friday, as per the days shown on the entry with the icon: Use This Schedule as a template.
Perform your location search. Click to place a check mark in the box to select the desired destinations. Entergroup size. Click: Create Worksheet Entries. Click: Close Window and refresh view.
The Tuesday and Friday entries have been added; there is now a mix of Wednesdays and Thursdays, or Tuesdays and Fridays at the same (in this example) destinations that can be sent to the receiving agencies or used in the student site selector.