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Placement Requests - Tracking Replacement Placements

Placing and Receiving Agency Related Guide (RARG RARG)

Summary:
How to ensure that all placements created as replacements for cancellations or partial cancellations are tracked for reporting purposes consistently with postponed placements.

Background 

  • When the action of postponing or partially cancelling a placement is submitted, a label is attached to the placement
  • When a placement is postponed, the label identifies it with respect to the original requested dates
  • When a new placement is created to replace a cancellation, by default, the new placement does not reference the original one
  • New placements can be labelled in the same way as postponed placements for consistency

Creating Replacement Placements (Placing Agencies)

There are several ways to create replacement placements, depending on the nature of the original cancellation:

  • If a placement was cancelled, a new placement may be created on the worksheet in either the same or a new course
  • If a placement was partially cancelled, a replacement placement for the missing hours can be created either as a new placement in a new course, or as a split placement in the original course
  • if a placement was postponed, the original placement information is retained automatically

Creating replacements as a splits

Note: The same students assigned to the original placement will be assigned to the replacement split.

  1. Locate the existing placement in the Outbox
  2. Click the Advanced Schedule icon
  3. In the Advanced Schedule screen, click the Add icon to add a new placement
  4. Enter the new destination,  dates, and duration or the new placement and save
  5. Click Return to Outbox

Refer to the Placement Requests - Splitting, Linking and Merging Requests and Placement Requests - Advanced Schedule guides for more details.


Creating replacements as new entries on a Worksheet

 

Note: if entering a replacement for a  partial cancellation, ensure to enter the replacement placement in a new course to allow for student assignment.

  1. Go to Cohort
  2. Locate the Course, identified by its Term and Dates, in which the replacement will be entered
  3. Open the Worksheet
  4. Create a placement with the Add icon and enter the new dates and scheduler copy existing placements
  5. Select the placement and submit the Copy to Outbox action

Note: it may be useful to use the copy from previous feature in the worksheet of a new course to copy all existing partially completed placements in a previous term, then delete any unnecessary copied placements

Marking replacements in Outbox

  1. Locate new placements in Outbox
  2. Select new placements
  3. Select the Postpone, partially cancel, or suspend action
  4. Leave dates and duration as entered when placement was created (either as split in on worksheet)
  5. Click the Report Tag box to add the Postpone tag, and any additional identifying tags such as COVID-19
  6. Enter the reason
  7. Enter notes (e.g. This placement is a replacement for interrupted placements in the previous winter term)
  8. Click Submit

Things to remember

  • The Postpone, Partially Cancel, or Suspend action can be submitted multiple times on the same placement, to update the status or labels without making any other change
  • The COVID-19 label can be applied to placements for tracking and reporting reasons. This label conveys no HSPnet-specific meaning

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