PS Program Placement Setup

Create Placement Infomation Configuration for Program Placements

Process Overview

Placement Administrators must record default placement information against Programs that will apply to all Placements for the Program. If you are not a Placement Administrator, send an email request to your Placement Administrator.

Default Program Placement information is entered and updated by Placement Administrators in the Program Placement Setup page in Student Placements in Medici.

The minimum data required to configure default Placement Information for a Program is the myPlacement Enquiry Details.

Warning: The enquiry details for the Program Placements will be displayed to students in myPlacement exactly as they are entered in the myPlacement Enquiry Details field, therefore care must be taken to ensure the information entered in this field is current/accurate and does not contain spelling or grammatical errors.

Further information that can be configured for Program Placements includes:

- Required Contact Time

- Conditions

- Claimable Time

This information can be configured in the Program Placement Setup page to apply to all Placements for the Program; or the Contact Time, Conditions, and Claimable Time can be entered directly into a Placement Block.

Program Placement Conditions may be either ‘Compulsory’ (the Condition must be satisfied for the student to be eligible for Placement), or ‘Additional’ (students are encouraged to satisfy the Condition, however the University is not required to enforce the Condition).

If the Condition value has been configured as ‘Currency Required’, the maximum age of the student’s evidence to satisfy the Condition must also be recorded; therefore a Condition should only be flagged as ‘Currency Required’ if the evidence to satisfy the Condition details an Issue Date or Valid From Date.

If any of the required configuration values are not available or need to be updated (eg. Condition Type, Contact Type, etc), Placement Officers should send an email request to their Placement Administrator to request the required value be created or updated as required. Once the Placement Administrator has created or updated the configuration value, the default Placement information for the Program can be configured.

Step by Step Instructions

Note: The following instructions assume Placement information has not previously been configured for the selected Program. If Placement information for the Program has previously been configured, and the existing information needs to be updated or corrected, please refer to the process instructions on the ‘Updating Program Placement Configuration’ or ‘Correcting Program Placement Configuration’ process pages.

Step 1: Receive request to configure Placement information for a Program

Step 2: Locate the Program and record the Effective Date

Question 1: Is there a Required Contact Time for the Program Placements?

Step 3: Record the Required Contact Time for the Program Placements

Question 2: Does a Condition need to be configured for the Program Placements?

Step 4: Record the Condition(s) for the Program Placements

Question 3: Can a Site Contact claim payment for supervising a student?

Step 5: Record the Claimable Time(s) for the Program Placements

Step 6: Record the myPlacement Enquiry Details for the Program Placements

Step 7: Send notification that the Program Placement information has been configured

Step 1: Receive request to configure Placement information for a Program

Action

Details

Requests to configure the initial Placement information for a Program will be received via email from the Program Director or other authorised source (eg. Head of School, etc).

The following information is required:

- Program ID and/or Subject Area and/or Catalogue Number

- Date from which the Placement information will apply to Placements for the selected Program (Effective Date)

- Required number of contact hours or days if applicable (ie. Student Placement Hours)

- Program Condition(s), including whether each condition is ‘Compulsory’ or ‘Additional’, and the age of the student’s evidence from the Issue Date to satisfy the Condition (eg. National Police Check, First Aid Certificate, etc)

- Claimable number of days or hours, and the Contact Type (if applicable)

Step 2: Locate the Program and record the Effective Date

Application: Medici

Navigation: Student Placements®Placement Setup®Program Placement Setup

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Academic Institution: Type or select UniSA (if this value is not already displayed).

Academic Program: Type or select the [relevant Program Code].

Select the Search button (or press Enter).

Result: The Program Placements page is displayed.

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Program Placement Details

Effective Date: Type or select the [date from which the Placement information will apply to Placements for the selected Program].

Question 1: Is there a Required Contact Time for the Program Placement?
Question	Yes	No
Is there a Required Contact Time for the Program Placement?	Go to step 3.	Go to question 2.
Explanation: If the Program Placements require students to complete a minimum amount of days or hours, and the amount of Required Contact Time is known, the Required Contact Time can be recorded (step 3). If the Program Placements do not require students to complete a minimum amount of days or hours, or the amount of Required Contact Time is not known, the process continues by determining if a Condition(s) for needs to be recorded for the Program Placements (question 2).

Step 3: Record the Required Contact Time for the Program Placements

Application: Medici

Navigation: The Program Placements page will already be displayed as a result of performing step 2

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Required Placement Contact Hours/Days

Required Time: Type the [number of hours or days the student must complete].

Time Period: Select the appropriate value as follows:

- Days (if the required number of contact days has been entered).

- Hours (if the required number of contact hours has been entered).

Question 2: Does a Condition need to be configured for the Program Placements?
Question	Yes	No
Does a Condition need to be configured for the Program Placements?	Go to step 4.	Go to question 3.
Explanation: If a Condition needs to be configured for the Program Placements, select the relevant Condition(s) and Condition Type, and select the Currency if required (step 4). If a Condition does not need to be configured for the Program Placements, or the required Conditions are not known, the process continues by determining if a Site Contact will be able to claim payment for supervising students on Placement (question 3).

Step 4: Record the Condition(s) for the Program Placements

Application: Medici

Navigation: The Program Placements page will already be displayed as a result of performing step 2

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Program Conditions

Condition: Type or select the [relevant Program Condition].

Condition Type: Select the appropriate value as follows:

- Compulsory (the Condition must be satisfied for the student to be eligible for Placement).

- Additional (students are encouraged to satisfy the Condition, however the University is unable to enforce the Condition).

Currency: Select the [maximum age of the student’s evidence to satisfy the Condition] (if applicable).

Note: If the required Condition configuration values do not exist in Medici or are out of date, email your Placement Administrator to request the Condition value(s) be created or updated (if you are a Placement Administrator, create/update the Condition value). Once the required configuration has occurred, follow the instructions in this step to record the Condition for the Program Placements.

If further Program Conditions apply:

In the Program Conditions section, select the Add a New Row button ( ).

Populate the new row in the Program Conditions section as follows:

Condition: Type or select the [relevant Program Condition].

Condition Type: Select the appropriate value as follows:

- Compulsory (if the Condition must be satisfied for the student to be eligible for Placement).

- Additional (if students are encouraged to satisfy the Condition, however the University is unable to enforce the Condition).

Currency: Select the [maximum age of the student’s evidence to satisfy the Condition] (if applicable).

Continue to repeat parts B and C of this step until all Program Conditions have been recorded.

Question 3: Can a Site Contact claim payment for supervising a student?
Question	Yes	No
Can a Site Contact claim payment for supervising a student?	Go to step 5.	Go to step 6.
Explanation: If a Site Contact is authorised to claim payment for supervising students on the Program Placements, and the Site Contact Type and Claimable Time details are known, the Claimable Time must be recorded (step 5). If a Site Contact is not authorised to claim payment for supervising students on the Program Placements, or a Contact is authorised to claim but the Site Contact Type and Claimable Time details are not known, the process continues by recording the myPlacement Enquiry Details for the Program Placements (step 6).

Step 5: Record the Claimable Time(s) for the Program Placements

Application: Medici

Navigation: The Program Placements page will already be displayed as a result of performing step 4

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Claimable Time

Warning: Claimable Time must be entered in the same format used to record the Required Contact Time (ie. if contact time is recorded in ‘days’ not ‘hours’, then claimable time must also be recorded in ‘days’ not ‘hours’).

Warning: The total Claimable Time for a given Contact Type cannot exceed the Required Contact Time (eg. if the contact time is 25 days, a Site Mentor could claim up to 25 days and a Site Coordinator could also claim up to 25 days, however two Site Mentors can not claim more than a total of 25 days between them).

Contact Type: Select the [Contact Type that may claim time for supervising a student on Placement for the selected Program].

Claimable Number: Type the [number of hours or days that may be claimed by the Site Contact].

Time Period: Select the [same value as the Time Period field in the Required Placement Contact Hours/Days section].

Note: If the Contact Type does not exist in Medici or is out of date, email your Placement Administrator to request the Contact Type value be created or updated (if you are a Placement Administrator, create/update the Contact Type value). Once the Contact Type value has been configured, follow the instructions in this step to record the Claimable Time details for the Program Placements.

If further Site Contacts can claim payment for supervision:

In the Claimable Time section, select the Add a New Row button ().

Populate the new row in the Claimable Time section as follows:

Contact Type: Select the [Contact Type that may claim time for supervising a student on Placement for the selected Program].

Claimable Number: Type the [number of hours or days that may be claimed by the Site Contact].

Time Period: Select the [same value as the Time Period field in the Required Placement Contact Hours/Days section].

Continue to repeat parts B and C of this step until all Claimable Time has been recorded (details must be recorded for each Contact Type that is authorised to claim payment).

Step 6: Record the myPlacement Enquiry Details for the Program Placements

Application: Medici

Navigation: The Program Placements page will already be displayed as a result of performing step 4

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myPlacement Enquiry Details

Type the [contact details for student enquiries related to Placements for the selected Program] (maximum of 200 characters – please refer to the SPS Data Entry Standards for the correct format).

Select the Save button.

Result: The entered information will apply to Placements for the selected Program as of the entered effective date.

Step 7: Send notification that the Program Placement information has been configured
Action	Details
Advise the relevant person that the Program Placement information has been configured in Medici.	Send a ‘Reply to All’ response to the email request received in step 1 of this process, and advise that the Program Placement information has been configured using the details supplied in the request.