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Placement Requests - Postponing Placements

Placing and Receiving Agency Related Guide (PARG RARG)

Summary:
How to submit placements to a Receiving Agency by postponing existing placements which could not occur at the original time.

Webinar:  Special Webinar for PCs and RCs - New Enhancement Demo: Postponed, Suspended & Partially-Cancelled Placements

Background

  • Active Placements which are cancelled due to unforeseen circumstances may need to be resubmitted on a different time-frame
  • Since availability of the destination and of supervising staff needs to be coordinated on the new schedule, placements need to be accepted again by the receiving site
  • The postponing action may be submitted on placements in all statuses
  • Upon submitting the Postpone action, placements will revert to the Reactivated status unless still in Sent/Pending.
  • In provinces where Automated Cancellation Emails are enabled, a Postpone Email notification is automatically sent to all staff assigned to the placement
  • Reactivated placements function in all ways as Pending placements from the site's point of view; they need to be redirected and accepted again
  • All placement history is retained on the postponed placement

Note: It may be more convenient to create new placements from scratch than to postpone existing cancelled placements. Whether new placements are created and sent or existing placements are postponed, the process for the receiving agency remains the same: the placements appear as Pending and follow the regular placement cycle for coordination with the destination and acceptance/decline by the receiving coordinator.

Review the existing cohort and course setup (Placing Agencies)

  1. Locate the course in which the existing placements are located in the Cohorts screen
  2. If necessary, extend the course dates to cover the new dates for the placements

Note: If placements are postponed past the current course end date, the date will be extended automatically

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Review the placements in the Outbox (Placing Agencies)

  1. Open the Outbox for the course.
  2. Locate the placements which need to be postponed to a later date.
  3. Select the placements to postpone.

Note: It is possible to only postpone a subset of all placements in a course, or to submit the action separately on different sets of placement.

Enter the new dates (Placing Agencies)

  1. Select the Postpone, partially cancel, or suspend placement action.
  2. Enter the new Start and End Date for the placements (The new start date must be later than today's date).
  3. Ensure the POSTPONE report tag is enabled.
  4. Ensure the Re-submit placement for consideration check-box is enabled.

Note: If you have already coordinated new dates and wish to maintain a current status (e.g. Accepted or Confirmed), it is possible to skip the reactivation of the placement requests by clearing the check-box. This should only occur with agreement of the site.

Postpone the placements (Placing Agencies)

  1. Select a reason for postponing.
  2. Click: Submit.

Review and process the new Pending placements in the Inbox (Receiving Agencies)

  1. Access the Welcome screen to view new Pending placements.
  2. New Postponed placements generate an alert under the Partial Cancel/Postpone/Suspend Changes and can be viewed, redirected, and accepted, as regular Pending placements.

Things to remember

  • The Postpone action may be submitted whether placements are cancelled or in an active status (e.g. accepted). By default, they will be Reactivated, reverting to Pending for the receiving site
  • Any preceptor or supervisor previously assigned to the placement is unassigned upon reactivation of the placement, but past assignment can be reviewed in the Placement Request History screen
  • Postponed placements are identified in the Inbox/Outbox, and in the Welcome screen for Placing Coordinators, Receiving Coordinators, and Destination Coordinators with a visual tag
  • The Inbox and Outbox allow filtering of placements with a particular tag, including Postponed placements
  • The Report on Schedule Changes available in the Inbox and Outbox identifies Postponed placements

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