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Placement Requests - Conditions and Dismiss Features for Placing and Receiving Agencies

Placing & Receiving Agency Related Guide (PARG RARG)

Summary:
Using Conditions and Dismiss features together: Receiving and Placing Coordinators (Destination Coordinators may also add conditions).

Purpose of a Condition:
The Receiving Agency (RC or DC) may add conditions to a placement request for a number of reasons: the placing coordinator needs to respond and indicate the conditions can be met, or if not, the PC could cancel the request:

  • The Receiving Coordinator may add conditions to pre-screen requests before redirecting them to a Destination Coordinator, based on the destination profile. Example: change group size may be selected if the request is for a group of 8 students and the destination profile capacity specifies the maximum size is 6. The RC could withhold (not redirect) and dismiss requests (from the welcome screen) pending the school's response to the condition. The request can be redirected to the destination when it meets the destination profile specifications for consideration.
  • The Destination Coordinator may also add a condition after receiving the request from the RC, such as: Dates of placement need to be changed.
  • A condition may also be added: - to provide further instruction such as accepted, but pending availability of staff (conditional accept)
    • to provide direction to students/instructors 
    • contact facility prior to start. This may be used when a placement is going to a locked down area, such as the operating room, in order for the instructor/student to know who to contact to gain admittance when they arrive.

Process Overview:

  • The Receiving Coordinator adds a condition to a placement request. comment.png

    • (this action suspends all automated messages to the DC regarding this PR; it does not affect the e-mail contact icon email - blue.png ).

  • The RC may dismiss the placement request from the welcome screen (so it is not shown in the preview screen as PENDING – but is still available if filtered to the site, service, and destination inbox). dismiss.PNGDismissing the request from the welcome screen helps ensure the Receiving Coordinator does not redirect the request to the destination until the condition has been met and removed.

  • The school Placing Coordinator receives an alert/link on the welcome screen under Changes/Alerts from Other Agencies indicating a condition has been added to a placement request: 1 new conditions. The placing coordinator can click the link: 1 new conditions to view the Placement Request and the condition added to it. comment.png

  • If the school can meet the condition, the Placing Coordinator can update the placement request to meet the condition (Change group size, add a resume, etc).

  • The PC should then remove the condition in order to alert the Receiving Coordinator that the Placement Request has been updated.

  • The RC receives an alert on the welcome screen under Changes/Alerts from Other Agencies, indicating: 1 Conditions Removed.

  • The RC can click that link to view the placement request.

  • If the condition has been met, the RC can now Redirect the placement request to the destination.

To add a condition: (RC or DC) to a student placement request:

  1. Open the details icon of a placement request. ibubble.png
  2. Go to the comments tab.
  3. Select a condition from the drop down list.
  4. Add text into the Reason box if needed.
  5. Click the green check mark to save the changes.
  6. Use "Close window."

When the condition is saved the condition icon (an orange exclamation mark  comment.png) appears in the details of the PR to the right of the group or individual schedule icon shift sched - no.png comment.png 

How the condition is displayed (RC Screen):
 PC's will get an alert on their welcome screen (illustrated 4 squares below).
In the preview screen the condition icon appears to the far right of the placement request comment.png (beside PR 23308 in the screen capture to the right).

How the condition is displayed (DC View Screen)

Messages Tab:

In the DC View screen, on the Messages tab, the icon appears to the right in the Preview/Pending window when Pending is clicked. 

In Box:

On the left side of the request in the inbox. DC screen example: see request 21272.

Dismiss is a separate feature, but the RC can use it now to hide this request from the list of PENDING requests on the Welcome screen.

On the Welcome Screen, click Pending. The Preview Pending Screen will open.

  • To dismiss the request for 24 hours only: click the dismiss icon on the right side of the request in the Pending Preview screen: dismiss.PNG .

  • To dismiss for longer periods:

    • Click to place a check mark in the box adjacent to the request or select all.
    • From the Action drop down list select: "Dismiss."
    • Another drop down list opens called: "Restoration Date." Select 7, 30, or 60 days.
    • Click "Submit."

Receiving Coordinator Welcome Screen

When an RC has dismissed a request, an icon appears beside pending on the Welcome Screen to indicate there are dismissed requests dismiss - multiple.png







The RC can click the icon (requests dismissed to a future date) dismiss - multiple.png on the Welcome Screen, to view or restore the dismissed requests at any time. If the request was dismissed after the RC added a condition, the RC may want to restore the request once the condition has been met and removed.

To restore dismissed placement requests:

  • Click the icon to open Preview Pending.
  • Click the link restore now beside any request to restore it.
  • Click: restore all at the top of the screen*, *to restore all dismissed requests

How the condition is displayed (PC Screen)

On the Placing Coordinator Welcome screen an alert will appear that a condition has been added.

The PC can click the link to look at the condition, and if the condition can be met.

To enter in Conditions Met:

  1. Make the requested change to the Placement Request.
  2. Remove the condition on the comments tab of the placement request. 1. Open the details icon ibubble.png 1. Select the comments tab. 1. Click to uncheck the box in front of "Show condition Alert on inbox/Outbox." 1. Save the changes with the green check mark save green.PNG .

Removing the condition alerts the RC that the condition has been removed and the RC can review the changes and redirect the request if it is now suitable.

Return to: Placement Cycle Overview for Receiving Coordinators  
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