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PP Agreements

Update a Placement Agreement

Process Overview

Placement Administrators and Placement Officers have access to update Placement Agreements as required.

If the Placement Agreement needs to be updated due to a recent or future change, insert a new effective dated row to update the Agreement record as at the date of the change.  If the Agreement needs to be corrected rather than updated (ie. incorrect information has been entered for the Agreement), the record should be corrected by a Placement Administrator using ‘Correction’ mode (refer to the ‘Correcting a Placement Agreement’ process page).

Warning:  Only attach Organisations where all of the Organisation’s Sites are covered by the Agreement.  If one or more of the Organisation’s Sites are not covered by the Agreement, the individual Sites that are covered by the Agreement must be selected.

Step by Step Instructions

Step 1:            Locate the Placement Agreement record and insert a new effective dated row

Question 1:     Does the Status of the Agreement need to be updated to ‘Inactive’?

Step 2:            Update the Status of the Agreement to ‘Inactive’, and then save the update to the Agreement’s Status

Question 2:     Do the Agreement Type, Agreement Description, UniSA Custodian, or Agreement Dates need to be updated?

Step 3:            Update the Agreement details as required

Question 3:     Does an Organisation need to be deleted from the Placement Agreement?

Step 4:            Delete the Organisation(s) from the Placement Agreement

Question 4:     Does an Organisation need to be added to the Placement Agreement

Step 5:            Add the Organisation(s) to the Placement Agreement

Question 5:     Does a Site need to be deleted from the Placement Agreement?

Step 6:            Delete the Site(s) from the Placement Agreement

Question 6:     Does a Site need to be added to the Placement Agreement

Step 7:            Add the Site(s) to the Placement Agreement

Step 8:            Save the updates to the Placement Agreement

Step 1:    Locate the Agreement record and insert a new effective dated row

Application:   Medici

Navigation:    Student Placements®Placement Providers®Placement Agreements

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A Populate one or more of the following search fields:

           Agreement ID:                  Type the relevant [Agreement ID].

           Description:                  Type the relevant [Agreement description].

           Agreement Type:           Select the relevant [Agreement Type].

           UniSA Custodian:           Type the [Position Title of the current UniSA Custodian].

B Select the Search button (or press Enter).

Result:  The Placement Agreements page is displayed.

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Placement Agreement Details

A In the Placement Agreement Details section, select the Add a New Row button (+).

B Effective Date:        Type or select the [date from which the updates will apply to the Agreement].

 

Question 1: Does the Placement Agreement need to be made ‘Inactive’?

Question

Yes

No

Does the Status of the Placement Agreement need to be updated to ‘Inactive’?

Go to step 2.

Go to question 2.

Explanation:

If the Placement Agreement needs to be made ‘Inactive’, in the Status field select the ‘Inactive’ value and then save the update to the Agreement record (step 2).

If the Placement Agreement does not need to be made ‘Inactive’, the process continues by determining if the Agreement Type, Description, UniSA Custodian or Agreement Dates details need to be added or updated (question 2).

 

Step 2:    Update the Status of the Placement Agreement to ‘Inactive’, and save the updated record

Application:   Medici

Navigation:    The Placement Agreements page will already be displayed as a result of performing step 1

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Placement Agreement Details

A Status:            Select Inactive.

B Select the Save button.

Result:  The Status of the Placement Agreement will be updated to ‘Inactive’ on the entered Effective Date.

End of Process.

 

Question 2:  Do the Agreement Type, Description, Custodian, or Dates need to be updated?

Question

Yes

No

Do the Agreement Type, Description, UniSA Custodian, or Agreement Dates need to be updated?

Go to step 3.

Go to question 3.

Explanation:

If the Agreement Type, Description, UniSA Custodian, or Agreement Dates need to be updated, update these details in the Placement Agreements page in Medici (step 3).

If the Agreement Type, Description, UniSA Custodian, or Agreement Dates do not need to be updated, the process continues by determining if an Organisation needs to be deleted from the Agreement (question 3).

 

Step 3:    Update the Placement Agreement details

Application:   Medici

Navigation:    The Placement Agreements page will already be displayed as a result of performing step 1

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Placement Agreement Details

A Description:            Type a [description of the new Placement Agreement] (refer to the SPS Data Entry Standards for the required format/naming convention).

        Agreement Type:    Select the appropriate value as follows (if applicable):

                                      -   Affiliation Agreement (students covered by an Affiliation Agreement).

                                      -   Memorandum of Understanding (if students will be covered by a MoU).

Agreement Dates

B Approval Date:        Type or select the [date the Agreement was/will be approved] (if applicable).

      Commencing Date:   Type or select the [date the Agreement commences] (if applicable).

        Expiration Date:      Type or select the [date the Agreement expires] (if applicable).

UniSA Custodian

C Acad Org:               Select the [Academic Organisation Code for the UniSA Custodian]
(if applicable).

        Position:                 Type the [position title of the UniSA Custodian] (if applicable).

 

Question 3:  Does an Organisation need to be deleted from the Placement Agreement?

Question

Yes

No

Does an Organisation need to be deleted from the Placement Agreement?

Go to step 4.

Go to question 4.

Explanation:

If an Organisation needs to be deleted from the Placement Agreement, delete the Organisation(s) (step 4).

If an Organisation does not need to be deleted from the Placement Agreement, the process continues by determining if an Organisation needs to be added to the Agreement (question 4).

 

Step 4:    Delete the Organisation(s) from the Placement Agreement

Application:   Medici

Navigation:    The Placement Agreements page will already be displayed as a result of performing step 1

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Organisations Covered by Agreement Conditions

A In the Organisations Covered by Agreement Conditions section, select the Delete Row button (-) adjacent to the Organisation to be deleted.

Result:  A message is displayed requesting confirmation the selected row is to be deleted, and advises the deletion will occur when the transaction is saved.

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A Select the OK button (or press Enter).

Result:  The selected Organisation is deleted from the Agreement.

Continue to repeat this step until all Organisations that are no longer required have been deleted from the Placement Agreement.

 

Question 4: Does an Organisation need to be added to the Agreement?

Question

Yes

No

Does an Organisation need to be added to the Agreement?

Go to step 5.

Go to question 5.

Explanation:

If an Organisation needs to be added to the Placement Agreement, add the Organisation(s) to the Agreement (only Organisations where all Sites are covered by the Agreement should be added) (step 5).

If an Organisation does not need to be added to the Placement Agreement, the process continues by determining if one or more Sites need to be deleted from the Agreement (question 5).

 

Step 5:    Add the Organisation(s) to the Placement Agreement

Application:   Medici

Navigation:    The Placement Agreements page will already be displayed as a result of performing step 1

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Warning:  Only attach Organisations where all of the Organisation’s Sites are covered by the Agreement.  If one or more of the Organisation’s Sites are not covered by the Agreement, the individual Sites that are covered by the Agreement must be selected.

Organisations Covered by Agreement

If there is an existing Organisation attached to the Agreement:

A In the Organisations Covered by Agreement section, select the Add a New Row button (+).  There is no need to insert a new row if there are no existing Organisations for the Agreement.

B Populate the new row in the Organisations Covered by Agreement section as follows:

         Organisation ID:          Select the [Organisation where all of the Organisation’s Sites are covered by the Agreement].

Continue to repeat this step until all Organisations where all Sites are covered by the Agreement have been recorded.

 

Question 5: Does a Site need to be deleted from the Agreement?

Question

Yes

No

Does a Site need to be deleted from the Agreement?

Go to step 6.

Go to question 6.

Explanation:

If a Site needs to be deleted from the Placement Agreement, delete the Site(s) from the Agreement (step 6).

If a Site does not need to be deleted from the Placement Agreement, the process continues by determining if a Site needs to be added to the Agreement (question 6).

 

Step 6:    Delete the Site(s) from the Placement Agreement

Application:   Medici

Navigation:    The Placement Agreements page will already be displayed as a result of performing step 1

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Sites Covered by Agreement Conditions

A In the Sites Covered by Agreement Conditions section, select the Delete Row button (-) adjacent to the Site to be deleted.

Result:  A message is displayed requesting confirmation the selected row is to be deleted, and advises the deletion will occur when the transaction is saved.

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A Select the OK button (or press Enter).

Result:  The selected Site is deleted from the Agreement.

Continue to repeat this step until all Sites that are no longer required have been deleted from the Placement Agreement.

 

Question 6: Does a Site need to be added to the Agreement?

Question

Yes

No

Does a Site need to be added to the Agreement?

Go to step 7.

Go to step 8.

Explanation:

If a Site needs to be added to the Placement Agreement, add the Site(s) to the Placement Agreement (step 7).

If a Site does not need to be added to the Placement Agreement, the updates to the Placement Agreement can be saved (step 8).

 

Step 7:    Add the Site(s) to the Placement Agreement

Application:   Medici

Navigation:    The Placement Agreements page will already be displayed as a result of performing step 1

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Sites Covered by Agreement

If there is an existing Site attached to the Agreement:

A In the Sites Covered by Agreement section, select the Add a New Row button (+).  There is no need to insert a new row if there are no existing Sites for the Agreement.

B Populate the new row in the Sites Covered by Agreement section as follows:

             Site ID:           Select the [Site covered by the Agreement].

Continue to repeat this step until all Sites covered by the Agreement have been recorded.

 

Step 8:    Save the updates to the Placement Agreement

Application:   Medici

Navigation:    The Placement Agreements page will already be displayed as a result of an earlier step

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A Once all required updates to the Placement Agreement for the effective date have been completed, select the Save button.

Result:  The updated information will apply to the Placement Agreement as of the entered effective date.