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PS Special Circumstances

Site: learnonline
Course: Student Placement System Help
Book: PS Special Circumstances
Printed by: Guest user
Date: Monday, 13 May 2024, 8:09 PM

Description

Summary

Table of contents

Create a Special Circumstances Value

Process Overview

Only Placement Administrators have access to create, update, or correct a Special Circumstance value.  If you are not a Placement Administrator, send an email request to your Placement Administrator.

Students may present with certain allowable Special Circumstances that require consideration when making a Placement choice (eg. Disability Access Requirements).

Where applicable, Special Circumstance values are configured within Placement Blocks, allowing students to select a specific Special Circumstance value(s) for consideration.

Warning:  Prior to creating a new Special Circumstance value, you must first perform a thorough search of the existing Special Circumstance values to ensure the required value does not already exist (this prevents duplicate values).  Only create a new Special Circumstance value if you fail to find an existing value for the Special Circumstance.

Step by Step Instructions

Step 1:            Receive request to create a new Special Circumstance value (if applicable)

Step 2:            Create the new Special Circumstance value in Medici

Step 3:            Send notification that the new Special Circumstance value has been created (if applicable)

Step 1:    Receive request to create a new Special Circumstance value (if applicable)

Action

Details

Requests to create a new Special Circumstance value will be received via email from Placement Officers (assuming it is a Placement Officer and not a Placement Administrator that identifies the need to create the new Special Circumstance value).

The request will contain the following information:

- Special Circumstance value

- Date from which the new Special Circumstance value is to be available (effective date)

- Short description of the new Special Circumstance value

- Long description of the new Special Circumstance value

 

Step 2:    Create the new Special Circumstance value in Medici

Application:   Medici

Navigation:    Student Placements®Placement Setup®Special Circumstance Values

create1

Warning:  Prior to creating a new Special Circumstance value, you must first perform a thorough search of the existing Special Circumstance values to ensure the required value does not already exist (this prevents duplicate values).  Only create a new Special Circumstance value if you fail to find an existing value for the Special Circumstance.

A Select the Add a New Value tab.

Result:  The Special Circumstance Values: Add a New Value page is displayed.

create2

a Special Circumstance:   Type the new [4-character Special Circumstance value] (must be 4 characters).

B Select the Add button (or press Enter).

Result:  The Special Circumstances page is displayed.

create3

Special Circumstance Details


a Effective Date:            Type or select the [date the Special Circumstance value is to be available].

       Status:                        Select Active (if this value is not already displayed).

       Short Description:         Type the [description of the new Special Circumstance value] (abbreviate if required).

       Long Description:          Type the [full description of the new Special Circumstance value].

B Select the Save button.

Result:  The new Special Circumstance value is created in Medici and will be available from the Effective Date.

 

Step 3:    Send notification that the new Special Circumstance value has been created (if applicable)

Action

Details

Advise the Placement Officer that the new Special Circumstance value has been created in Medici (if applicable).

Send a ‘Reply to All’ response to the email request received from the Placement Officer, and advise that the new Special Circumstance value has been created using the details supplied in the request.

Update a Special Circumstances Value

Process Overview

Only Placement Administrators have access to create, update, or correct a Special Circumstance value.  If you are not a Placement Administrator, send an email request to your Placement Administrator.

If a Special Circumstance value needs to be updated due to a recent or future change, insert a new effective dated row to update the Special Circumstance value as at the date of the change.

If a Special Circumstance value needs to be corrected rather than updated (ie. incorrect information was entered when the Special Circumstance value was configured), the Special Circumstance value should be updated in ‘Correction’ mode (refer to the ‘Correcting a Special Circumstance value’ process).

Step by Step Instructions

Step 1:            Receive request to update a Special Circumstance value (if applicable)

Step 2:            Update the Special Circumstance value in Medici

Step 3:            Send notification that the Special Circumstance value has been updated (if applicable)

Step 1:    Receive request to update a Special Circumstance value (if applicable)

Action

Details

Requests to update an existing Special Circumstance value will be received via email from Placement Officers (assuming it is a Placement Officer and not a Placement Administrator that identifies the need to update the Special Circumstance value).

The request will contain the following information:

- Special Circumstance value to be updated

- Date from which the update to the Special Circumstance value is to occur (Effective Date)

- Details of the required update (name of field(s) and content to be updated)

 

Step 2:    Update the Special Circumstance value in Medici

Application:   Medici

Navigation:    Student Placements®Placement Setup®Special Circumstance Values

Update1

A Special Circumstance:   Type the [Special Circumstance value to be updated].

B Select the Search button (or press Enter).

Result:  The Special Circumstances page is displayed.

Update2

Special Circumstance Details

A Select the Add a New Row button (+).

B Effective Date:      Type or select the [date the Special Circumstance value is to be updated].

        [Update the information as required].

C Select the Save button.

Result: The Special Circumstance value is updated as at the entered Effective Date.

 

Step 3:    Send notification that the Special Circumstance value has been updated (if applicable)

Action

Details

Advise the Placement Officer that the Special Circumstance value has been updated in Medici (if applicable).

Send a ‘Reply to All’ response to the email request received from the Placement Officer, and advise that the Special Circumstance value has been updated as per the details supplied in the request.

Correct a Special Circumstances Value

Process Overview

Only Placement Administrators have access to create, update, or correct a Special Circumstance value.  If you are not a Placement Administrator, send an email request to your Placement Administrator.

A Special Circumstances value should only be corrected if incorrect information was entered when the Special Circumstances value was configured.

If the Special Circumstances value needs to be updated due to a recent or future change, insert a new effective dated row to update the Special Circumstances value as at the date of the change.

Step by Step Instructions

Step 1:            Receive request to correct a Special Circumstance value (if applicable)

Step 2:            Correct the Special Circumstance value in Medici

Step 3:            Send notification that the Special Circumstance value has been corrected (if applicable)

Step 1:    Receive request to correct a Special Circumstance value (if applicable)

Action

Details

Requests to correct an existing Special Circumstance value will be received via email from Placement Officers (assuming it is a Placement Officer and not a Placement Administrator that identifies the need to correct the Special Circumstance value).

The request will contain the following information:

- Special Circumstance value to be corrected

- Details of the required correction (name of field(s) and content to be updated)

 

Step 2:    Correct the Special Circumstance value in Medici

Application:   Medici

Navigation:    Student Placements®Placement Setup®Special Circumstance Values

correct1

A Special Circumstance:   Type the [Special Circumstance value to be corrected].

B Correct History:            Select the Correct History checkbox so that a tick is displayed.

C Select the Search button (or press Enter).

Result:  The Special Circumstances page is displayed in ‘Correction Mode’.

correct2

Warning:  The Effective Date field should only be updated in ‘Correction’ mode if the effective date currently entered for the Special Circumstance record is incorrect.  ‘Correction’ mode is generally used to correct information within the other fields on the page ‘as at’ the existing effective date.

Special Circumstance Details

A [Correct any errors as required].

B Select the Save button.

Result:  The Special Circumstance value is updated as at the entered Effective Date.

 

Step 3:    Send notification that the Special Circumstance value has been corrected (if applicable)

Action

Details

Advise the Placement Officer that the Special Circumstance value has been corrected in Medici (if applicable).

Send a ‘Reply to All’ response to the email request received from the Placement Officer, and advise that the Special Circumstance value has been corrected as per the details supplied in the request.

Update the Status of a Special Circumstances Value to 'Inactive'

Process Overview

Only Placement Administrators have access to create, update, or correct a Special Circumstance value.  If you are not a Placement Administrator, send an email request to your Placement Administrator.

If a Special Circumstance is no longer relevant or required, the Status of the Special Circumstance value must be updated to ‘Inactive’.

To inactivate a Special Circumstance value, locate the existing Special Circumstance value in ‘Update/Display’ mode, insert a new effective dated row, and update the Status of the Special Circumstance value to ‘Inactive’ as at the relevant effective date.

Step by Step Instructions

Step 1:            Receive request to update the Status of a Special Circumstance value to ‘Inactive’ (if applicable)

Step 2:            Update the Status of the Special Circumstance value to ‘Inactive’ in Medici

Step 3:            Send notification that the Status of the Special Circumstance value has been updated (if applicable)

Step 1:    Receive request to update the Status of a Special Circumstance value to ‘Inactive’ (if applicable)

Action

Details

Requests to update the Status of an existing Special Circumstance value to ‘Inactive’ will be received via email from Placement Officers (assuming it is a Placement Officer and not a Placement Administrator that identifies the need to inactivate a Special Circumstance value).

The request will contain the following information:

- Special Circumstance value to be updated

- Date from which the Status of the Special Circumstance value is to be made ‘Inactive’ (Effective Date)

 

Step 2:    Update the Status of the Special Circumstance value to ‘Inactive’ in Medici

Application:   Medici

Navigation:    Student Placements®Placement Setup®Special Circumstance Values

Status1

A Special Circumstance:     Type the [Special Circumstance value to be made ‘Inactive’].

B Select the Search button (or press Enter).

Result:  The Special Circumstances page is displayed.

Status2

Special Circumstance Details

A Select the Add a New Row button (+).

B Effective Date:      Type or select the [date the Special Circumstance is to be made ‘Inactive’].

      Status:                  Select Inactive.

Select the Save button.

Result:  The Status of the Special Circumstance value will be updated to ‘Inactive’ on the entered Effective Date.

 

Step 3:    Send notification that the Status of the Special Circumstance value has been updated to ‘Inactive’ (if applicable)

Action

Details

Advise the Placement Officer that the Special Circumstance value has been updated to ‘Inactive’ in Medici (if applicable).

Send a ‘Reply to All’ response to the email request received from the Placement Officer, and advise that the Status of the Special Circumstance value has been updated to ‘Inactive’ as at the requested effective date.