PP Organisations
| Site: | learnonline |
| Course: | Student Placement System Help |
| Book: | PP Organisations |
| Printed by: | Guest user |
| Date: | Monday, 25 November 2024, 12:12 PM |
Description
PP Organisations
Create a new Organisation
Go straight to Step by Step Instructions
Process Overview
Placement Administrators and Placement Officers are able to create and update Organisation records, and Placement Administrators are able to correct Organisation records (when required).
Warning: Prior to creating a new Organisation record, you must first perform a thorough search of the existing Organisation records to ensure the required Organisation does not already exist in Medici. Only create a new Organisation record if you fail to find an existing record for the Organisation.
Organisations can be public or private companies, non-profit organisations, associations or clubs that provide industry Placements to UniSA students, and the University of South Australia is also an Organisation in Student Placements in Medici.
In addition to the Organisation’s basic details (eg. Description, Organisation Type, Phone Number, UniSA Custodian, etc), the following information can also be recorded for the Organisation (if applicable):
- Conditions
- Pay Claim Details
Conditions
Warning: Organisations may have Conditions that will apply to all students undertaking a Placement at any of the Sites belonging to the Organisation. For this reason it has become standard business practice to set up Conditions at the Site level rather than at Organisation level. Instructions for how to set up Conditions has been left in this document to provide a complete picture of system functionality.
Conditions attached to an Organisation are in excess of the Conditions attached to a Program or Course, or Conditions attached to the Site; therefore the student must satisfy all conditions imposed at Program/Course level, Organisation and Site. Where a Condition is repeated across the spectrum (eg. the same Condition is recorded for a Program and Organisation), the student must ensure they satisfy all aspects of currency requirements from all sources (if applicable).
When an Organisation Condition is added, the Condition Type must be selected as follows:
- Compulsory: The Condition must be satisfied for the student to be eligible for Placement, and evidence to satisfy the Condition will be processed by UniSA Placement staff.
- Additional: The Condition is not considered ‘Compulsory’ by UniSA, and UniSA Placement staff will not be responsible for processing evidence to satisfy the Condition. The Organisation may consider the Condition to be mandatory and will be responsible for processing the student’s evidence; or it may be that students are encouraged to satisfy the Condition, however the University is unable to enforce the Condition.
Condition values can be configured to flag the Condition as ‘Currency Required’, indicating there is an age restriction to be applied to the evidence students supply to satisfy the Condition.
‘Currency Required’ is flagged when creating or updating a Placement Condition value, and the age restriction for the Condition evidence is then recorded when configuring the Condition for Placement Block(s), Organisations, Sites, Programs, and/or Courses.
Pay Claim Details
Site Contacts for the Organisation may be able to claim payment for supervising UniSA students on Placement. Where applicable, an Organisation’s Pay Claim Details can be recorded as ‘Default Rate for All’, indicating all Site Contacts will receive the same rate of payment, or different Pay Claim Details can be entered for different Contact Types.
Step by Step Instructions
Note: The following instructions assume information has not previously been configured for the Organisation. If the Organisation has previously been configured, and the existing information needs to be updated or corrected, please refer to the process instructions on the ‘Updating an Organisation’ or ‘Correcting an Organisation’ process pages.
Step 1: Record the Organisation details in Medici
Question 1: Does the Organisation have Conditions for placement?
Step 2: Record the Condition(s) for the Organisation
Question 2: Do Pay Claim details need to be recorded for the Organisation?
Question 3: Will all Contact Types receive the same rate of pay?
Step 3: Record the Pay Claim details as ‘Default Rate for All’
Step 4: Record the Pay Claim details for the required Contact Type(s)
Step 5: Save the new Organisation record in Medici
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Application: Medici Navigation: Student Placements®Placement Providers®Organisations |
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| Warning: Prior to creating a new Organisation record, you must first perform a thorough search of the existing Organisation records to ensure the required Organisation does not already exist in Medici. Only create a new Organisation record if you fail to find an existing record for the Organisation.
Result: The Organisations: Add a New Value page is displayed. |
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 Select the Add button (or press Enter).
Result: The Organisation page is displayed. |
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Organisation Details
Status: Select Active (if this value is not already displayed). Description: Type a [description of the new Organisation] (abbreviate if required). Long Description: Type the [full description of the new Organisation]. Org Summary: Type a [brief summary of the Organisation] (if applicable – when entered, this is displayed to students in myPlacement). Organisation Type: Select the [relevant Organisation Type]. ABN Number: Type the [Organisation’s ABN] (Australian Business Number) (if applicable). Phone Number: Type the [Organisation’s telephone number]. Fax Number: Type the [Organisation’s fax number]. UniSA Custodian
Position: Type the [position title of the UniSA Custodian for the Organisation]. Electronic Addresses
Email: Type the [email address of the Organisation].
 Select the Additional Details tab or link.
Result: The Organisations: Additional Details page is displayed. |
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Acad Org: Type or select the [Academic Organisation Code for the UniSA Custodian of the Organisation].
Comments: Type [any comments relevant to the Organisation] (if applicable).
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Question 1: Does the Organisation have Conditions for placement? |
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Question |
Yes |
No |
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Does the Organisation have Conditions for placement? |
Go to step 2. |
Go to question 2. |
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Explanation: If the Organisation has specific Placement Conditions, the Organisation’s Conditions must be recorded (step 2). If the Organisation does not have specific Placement Conditions, the next step is to determine if Pay Claim details need to be recorded for the Organisation (question 2). |
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Application: Medici Navigation: The Organisations: Additional Details page will already be displayed as a result of performing step 1 |
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| Warning: Organisations may have Conditions that will apply to all students undertaking a Placement at any of the Sites belonging to the Organisation. For this reason it has become standard business practice to set up Conditions at the Site level rather than at Organisation level. Instructions for how to set up Conditions has been left in this document to provide a complete picture of system functionality |
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Organisation Conditions
Condition Type: Select the appropriate value as follows: - Compulsory (if the Condition must be satisfied for the student to be eligible for Placement, and UniSA staff will be responsible for processing the student’s evidence to satisfy the Condtion). - Additional (the Condition is not considered ‘Compulsory’ by UniSA, and UniSA staff will not be responsible for processing evidence to satisfy the Condition (please note an ‘Additional’ Condition may still be considered mandatory by the Organisation, and the Organisation will be responsible for processing the student’s evidence). Currency: Select the [maximum age of the student’s evidence to satisfy the Condition] (if applicable). If further Organisation Conditions apply:
 Populate the new row in the Organisation Conditions section as follows:
Condition: Type or select the [relevant Condition]. Condition Type: Select the appropriate value as follows: - Compulsory (if the Condition must be satisfied for the student to be eligible for Placement, and UniSA staff will be responsible for processing the student’s evidence to satisfy the Condtion). - Additional (the Condition is not considered ‘Compulsory’ by UniSA, and UniSA staff will not be responsible for processing evidence to satisfy the Condition (please note an ‘Additional’ Condition may still be considered mandatory by the Organisation, and the Organisation will be responsible for processing the student’s evidence). Currency: Select the [maximum age of the student’s evidence to satisfy the Condition] (if applicable). |
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Continue to repeat parts B and C of this step until all Organisation Conditions have been recorded. |
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Question 2: Do Pay Claim details need to be recorded for the Organisation? |
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Question |
Yes |
No |
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Do Pay Claim details need to be recorded for the Organisation? |
Go to question 3. |
Go to step 5. |
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Explanation: If Pay Claim details need to be recorded for the Organisation, the next step is to determine if a default rate of pay will apply to all Contact Types at the Organisation (question 3). If Pay Claim details do not need to be recorded for the Organisation, the new Organisation record can be saved (step 5). |
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Question 3: Will all Contact Types receive the same rate of pay? |
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Question |
Yes |
No |
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Will all Contact Types receive the same rate of pay? |
Go to step 3. |
Go to step 4. |
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Explanation: If the Contact Types at the Organisation will receive the same rate of pay, record the default rate of pay for all Contact Types (step 3). If the Contact Types at the Organisation will receive a different rate of pay, record the different pay rates for the Contact Types (step 4). |
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Step 3: Record the Pay Claim details as ‘Default Rate for All’ |
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Application: Medici Navigation: The Organisations: Additional Details page will already be displayed as a result of performing step 1 or 2 |
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Organisation Pay Claims
Org Pay Rate: Type the [default pay rate for all Contact Types]. Time Period: Select the appropriate value as follows: - Day (if the daily pay rate has been entered in the Org Pay Rate field). - Hour (if the hourly pay rate has been entered in the Org Pay Rate field). |
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Go to step 5. |
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Application: Medici Navigation: The Organisations: Additional Details page will already be displayed as a result of performing step 1, 2, 3 or 4 |
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Select the Save button.
Result: The new Organisation is created in Medici and will be available from the entered Effective Date. The Organisation ID for the new Organisation is displayed at the top of the Medici page. |
Update an Organisation's Conditions
Process Overview
Placement Administrators and Placement Officers have access to update Organisation records as required.
Warning: Organisations may have Conditions that will apply to all students undertaking a Placement at any of the Sites belonging to the Organisation. For this reason it has become standard business practice to set up Conditions at the Site level rather than at Organisation level. Instructions for how to set up Conditions has been left in this document to provide a complete picture of system functionality.
If the Organisation record needs to be updated due to a recent or future change, insert a new effective dated row to update the Organisation record as at the date of the change. If the Organisation record needs to be corrected rather than updated (ie. incorrect information has been entered for the Organisation), the record should be corrected by a Placement Administrator using ‘Correction’ mode (refer to the ‘Correcting an Organisation’ process page).
When an Organisation Condition is added, the Condition Type must be selected as follows:
- Compulsory: The Condition must be satisfied for the student to be eligible for Placement, and evidence to satisfy the Condition will be processed by UniSA Placement staff.
- Additional: The Condition is not considered ‘Compulsory’ by UniSA, and UniSA Placement staff will not be responsible for processing evidence to satisfy the Condition. The Organisation may consider the Condition to be mandatory and will be responsible for processing the student’s evidence; or it may be that students are encouraged to satisfy the Condition, however the University is unable to enforce the Condition.
UniSA Custodian
The UniSA Custodian is the ‘owner’ of the Organisation. Do not update an Organisation’s details prior to liaising with the Site’s UniSA Custodian.
Step by Step Instructions
Note: This process provides instructions on how to update Conditions for an Organisation. Instructions on how to update an Organisation’s Pay Details or basic details (eg. Organisation name, phone, fax, ABN, web address, email address, etc) are available from the ‘Updating an Organisation’ process page.
Step 1: Locate the Organisation, and record the Effective Date
Question 1: Does a Condition need to be added to the Organisation?
Step 2: Record the new Condition(s) for the Organisation
Question 2: Does a Condition need to be deleted from the Organisation?
Step 3: Delete the Condition(s) from the Organisation
Step 4: Save the updates to the Organisation record in Medici
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Select the Additional Details tab or link.
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Question 1: Does a Condition need to be added to the Organisation? |
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Question |
Yes |
No |
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Does a Condition need to be added to the Organisation? |
Go to step 2. |
Go to question 2. |
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Explanation: If a Condition needs to be added to the Organisation, the additional Conditions must be recorded (step 2). If a Condition does not need to be added to the Organisation, the next step is to determine if an existing Condition needs to be deleted (question 2). |
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Application: Medici Navigation: The Organisations: Additional Details page will already be displayed as a result of step 1 |
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Organisation Conditions If there is are existing Conditions attached to the Organisation:
 Populate the new row in the Organisations Conditions section as follows:
Condition: Select the [relevant Condition]. Condition Type: Select the appropriate value as follows: - Compulsory (if the Condition must be satisfied for the student to be eligible for Placement, and UniSA staff will be responsible for processing the student’s evidence to satisfy the Condtion). - Additional (the Condition is not considered ‘Compulsory’ by UniSA, and UniSA staff will not be responsible for processing evidence to satisfy the Condition (please note an ‘Additional’ Condition may still be considered mandatory by the Organisation, and the Organisation will be responsible for processing the student’s evidence). Currency: Select the [maximum age of the student’s evidence to satisfy the Condition] (if applicable). |
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Continue to repeat this step until all Organisation Conditions have been recorded. |
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Question 2: Does a Condition need to be deleted from the Organisation? |
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Question |
Yes |
No |
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Does a Condition need to be deleted? |
Go to step 3. |
Go to step 4. |
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Explanation: If a Condition needs to be deleted from the Organisation, delete the Condition(s) that is no longer applicable (step 3). If a Condition does not need to be deleted from the Organisation, the next step is to perform any other required changes to the Organisation for the same effective date, and then save the record (step 4). |
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Application: Medici Navigation: The Organisations: Additional Details page will already be displayed as a result of performing step 1 |
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Organisation Conditions
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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 Select the OK button (or press Enter).
Result: The selected Condition is deleted. |
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Continue to repeat this step until all Conditions that are no longer required have been deleted. |
) adjacent to the Condition to be deleted.
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Application: Medici Navigation: The Organisations: Additional Details page will already be displayed as a result of performing step 2 or 3 |
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If further Organisation details need to be updated from the same effective date (eg. Pay Details, name, phone, email, etc), update these details prior to saving the record. Refer to the relevant process instructions on the ‘Updating an Organisation’ process page if required. |
| Once all required updates to the Organisation have been completed, select the Save button.
Result: The updated information will apply to the Organisation as of the entered effective date. |
Update an Organisation's Details
Process Overview
Placement Administrators and Placement Officers have access to update Organisation records as required.
If the Organisation record needs to be updated due to a recent or future change, insert a new effective dated row to update the Organisation record as at the date of the change. If the Organisation record needs to be corrected rather than updated (ie. incorrect information has been entered for the Organisation), the record should be corrected by a Placement Administrator using ‘Correction’ mode (refer to the ‘Correcting an Organisation’ process page).
UniSA Custodian
The UniSA Custodian is the ‘owner’ of the Organisation. Do not update an Organisation’s details prior to liaising with the Site’s UniSA Custodian.
Step by Step Instructions
Note: This process provides instructions on how to update an Organisation’s basic details (eg. organisation name, phone, fax, ABN, web address, email address, etc). Instructions on how to update an Organisation’s Conditions or Pay Claim Details are available from the ‘Updating an Organisation’ process page.
Step 1: Update the Organisation’s details in Student Placements in Medici
Populate 
Select the Search button (or press Enter).
).
[Update the Organisation’s details as required].
Once Update an Organisation's Pay Claim Details
Process Overview
Placement Administrators and Placement Officers have access to update Organisation records as required.
If the Organisation record needs to be updated due to a recent or future change, insert a new effective dated row to update the Organisation record as at the date of the change. If the Organisation record needs to be corrected rather than updated (ie. incorrect information has been entered for the Organisation), the record should be corrected by a Placement Administrator using ‘Correction’ mode (refer to the ‘Correcting an Organisation’ process page).
UniSA Custodian
The UniSA Custodian is the ‘owner’ of the Organisation. Do not update an Organisation’s details prior to liaising with the Site’s UniSA Custodian.
Step by Step Instructions
Note: This process provides instructions on how to update Pay Claim Details for an Organisation. Instructions on how to update an Organisation’s Condtions or basic details (eg. organisation name, phone, fax, ABN, web address, email address, etc) are available from the ‘Updating an Organisation’ process page.
Step 1: Locate the Organisation, and record the Effective Date
Question 1: Do Pay Claim details need to be deleted from the Organisation?
Question 2: Are the current Pay Claim Details flagged as ‘Default Rate for All’?
Step 2: De-select the ‘Default Rate for All’ checkbox
Step 3: Delete the Pay Claim Details from the Organisation
Question 3: Do Pay Claim Details need to be added to the Organisation?
Question 4: Will all Contact Types receive the same rate of pay?
Step 4: Record the new Pay Claim Details as ‘Default Rate for All’
Step 5: Record the new Pay Claim Details for the relevant Contact Type(s)
Step 6: Save the updates to the Organisation record in Medici
Select the Search button (or press Enter).
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Select the Additional Details tab or link.
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Question 1: Do Pay Claim details need to be deleted from the Organisation? |
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Question |
Yes |
No |
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Do Pay Claim Details need to be deleted? |
Go to question 2. |
Go to question 3. |
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Explanation: If Pay Claim Details need to be deleted from the Organisation, the next step of the process differs depending on whether the current Pay Claims Details are flagged as ‘Default Rate for All’ (question 2). If Pay Claim details do not need to be deleted from the Organisation, the next step is to determine if existing Pay Claim details need to be added to the Organisation record (question 3). |
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Question 2: Are the current Pay Claim Details ‘Default Rate for All’? |
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Question |
Yes |
No |
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Are the current Pay Claim Details flagged as ‘Default Rate for All’? |
Go to step 2. |
Go to step 3. |
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Explanation: If the current Pay Claim Details are flagged as ‘Default Rate for All’, the ‘Default Rate for All’ checkbox must be de-selected so that a tick is not displayed (step 2). If the current Pay Claim Details are not flagged as ‘Default Rate for All’, the individual Pay Claim Detail record(s) can be deleted as required (step 3). |
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Application: Medici Navigation: The Organisations: Additional Details page will already be displayed as a result of step 1 |
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Organisation Pay Claims
Result: The existing Pay Claim Details are deleted, and the Contact Type field, Add a New Row button, and Delete Row button are displayed in the Organisation Pay Claims section. |
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Go to question 3. |
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Application: Medici Navigation: The Organisations: Additional Details page will already be displayed as a result of performing step 1 |
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| Organisation Pay Claims
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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 Select the OK button (or press Enter).
Result: The selected Pay Claim record is deleted. |
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Continue to repeat this step until all Pay Claim details that are no longer required have been deleted. |
) adjacent to the Pay Claim record to be deleted.
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Question 3: Do Pay Claim details need to be recorded to the Organisation? |
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Question |
Yes |
No |
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Do Pay Claim details need to be added to the Organisation? |
Go to question 4. |
Go to step 6. |
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Explanation: If Pay Claim details need to be recorded for the Organisation, the next step is to determine if a default rate of pay will apply to all Contact Types at the Organisation (question 4). If Pay Claim details do not need to be recorded for the Organisation, the updates to the Organisation record can be saved (step 6). |
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Question 4: Will all Contact Types receive the same rate of pay? |
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Question |
Yes |
No |
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Will all Contact Types receive the same rate of pay? |
Go to step 4. |
Go to step 5. |
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Explanation: If the Contact Types at the Organisation will receive the same rate of pay, record the default rate of pay for all Contact Types (step 4). If the Contact Types at the Organisation will receive a different rate of pay, record the different pay rates for the Contact Types (step 5). |
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Step 4: Record the Pay Claim details as ‘Default Rate for All’ |
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Application: Medici Navigation: The Organisations: Additional Details page will already be displayed as a result of performing step 2 or step 3 |
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Organisation Pay Claims
Org Pay Rate: Type the [default pay rate for all Contact Types]. Time Period: Select the appropriate value as follows: - Day (if the daily pay rate has been entered in the Org Pay Rate field). - Hours (if the hourly pay rate has been entered in the Org Pay Rate field). |
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Go to step 6. |
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Application: Medici Navigation: The Organisations: Additional Details page will already be displayed as a result of performing step 2, 3, 4 or 5 |
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If further Organisation details need to be updated from the same effective date (eg. Conditions, name, phone, email, etc), update these details prior to saving the record. Refer to the relevant process instructions on the ‘Updating an Organisation’ process page if required. |
| Once all required updates to the Organisation have been completed, select the Save button.
Result: The updated information will apply to the Organisation as of the entered effective date. |
Correct an Organisation's Details
Process Overview
Only Placement Administrators have access to correct an Organisation record. If you are not a Placement Administrator, send an email request to your Placement Administrator.
An Organisation record should only be corrected if incorrect information has been entered for the Organisation. If the Organisation record needs to be updated due to a recent or future change, insert a new effective dated row to update the Organisation record as at the date of the change (refer to the ‘Updating an Organisation’ process page).
UniSA Custodian
The UniSA Custodian is the ‘owner’ of the Organisation. Do not correct an Organisation’s details prior to liaising with the Site’s UniSA Custodian.
Step by Step Instructions
Note: This process provides instructions on how to correct an Organisation’s basic details (eg. Organisation name, phone, fax, ABN, web address, email address, etc). Instructions on how to correct an Organisation’s Conditions or Pay Claim Details are available from the ‘Correcting an Organisation’ process page.
Step 1: Receive request to correct an Organisation’s details (if applicable)
Step 2: Correct the Organisation details in Medici
Step 3: Send notification that the Organisation record has been corrected (if applicable)
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Application: Medici Navigation: Student Placements®Placement Providers®Organisations |
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 Populate one or more of the following search fields:
Organisation ID: Type the relevant [Organisation ID]. Description: Type the relevant [Organisation description]. Long Description: Type the relevant [Organistion long description]. Organisation Type: Type or select the relevant [Organisation Type]. Australian Business Number: Type the [Organisation’s ABN].
Result: The Organisation page is displayed in ‘Correction’ mode. |
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Warning: The Effective Date field should only be updated in ‘Correction’ mode if the effective date currently entered for the Organisation record is incorrect. ‘Correction’ mode is generally used to correct information within the other fields on the page ‘as at’ the existing effective date. Warning: The UniSA Custodian is the ‘owner’ of the Organisation. Do not correct an Organisation’s details prior to liaising with the Site’s UniSA Custodian. Organisation Details
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If further Organisation details need to be corrected (eg. Conditions or Pay Claim details), correct these details prior to saving the record. Refer to the relevant process instructions on the ‘Correcting an Organisation’ process page if required. |
 Once all required corrections to the Organisation have been completed, select the Save button.
Result: The corrected information will apply to the Organisation as of the entered effective date. |
Select the Search button (or press Enter).
Correct an Organisation's Conditions
Process Overview
Only Placement Administrators have access to correct an Organisation record. If you are not a Placement Administrator, send an email request to your Placement Administrator.
An Organisation record should only be corrected if incorrect information has been entered for the Organisation. If the Organisation record needs to be updated due to a recent or future change, insert a new effective dated row to update the Organisation record as at the date of the change (refer to the ‘Updating an Organisation’ process page).
Warning: Organisations may have Conditions that will apply to all students undertaking a Placement at any of the Sites belonging to the Organisation. For this reason it has become standard business practice to set up Conditions at the Site level rather than at Organisation level. Instructions for how to set up Conditions has been left in this document to provide a complete picture of system functionality.
Conditions attached to an Organisation are in excess of the Conditions attached to a Program or Course, or Conditions attached to the Site; therefore the student must satisfy all conditions imposed at Program/Course level, Organisation and Site. Where a Condition is repeated across the spectrum (eg. the same Condition is recorded for a Program and Organisation), the student must ensure they satisfy all aspects of currency requirements from all sources (if applicable).
When an Organisation Condition is added, the Condition Type must be selected as follows:
- Compulsory: The Condition must be satisfied for the student to be eligible for Placement, and evidence to satisfy the Condition will be processed by UniSA Placement staff.
- Additional: The Condition is not considered ‘Compulsory’ by UniSA, and UniSA Placement staff will not be responsible for processing evidence to satisfy the Condition. The Organisation may consider the Condition to be mandatory and will be responsible for processing the student’s evidence; or it may be that students are encouraged to satisfy the Condition, however the University is unable to enforce the Condition.
UniSA Custodian
The UniSA Custodian is the ‘owner’ of the Organisation. Do not correct an Organisation’s details prior to liaising with the Site’s UniSA Custodian.
Step by Step Instructions
Step 1: Receive request to correct an Organisation’s Conditions (if applicable)
Step 2: Locate the Organisation in ‘Correction’ mode
Question 1: Does a Condition need to be added to the Organisation?
Step 3: Record the new Condition(s) for the Organisation
Question 2: Does a Condition need to be deleted from the Organisation?
Step 4: Delete the Condition(s) from the Organisation
Question 3: Does the Condition Type or Currency of an existing Condition need to be corrected?
Step 5: Correct the existing Condition Type and/or Currency
Step 6: Save the corrections to the Organisation record
Step 7: Send notification that the Organisation record has been corrected (if applicable)
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Application: Medici Navigation: Student Placements®Placement Providers®Organisations |
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 Populate one or more of the following search fields:
Organisation ID: Type the relevant [Organisation ID]. Description: Type the relevant [Organisation description]. Organisation Type: Type or select the relevant [Organisation Type]. Australian Business Number: Type the [Organisation’s ABN].
Result: The Organisation page is displayed in ‘Correction’ mode. |
| Warning: Organisations may have Conditions that will apply to all students undertaking a Placement at any of the Sites belonging to the Organisation. For this reason it has become standard business practice to set up Conditions at the Site level rather than at Organisation level. Instructions for how to set up Conditions has been left in this document to provide a complete picture of system functionality.
Warning: The UniSA Custodian is the ‘owner’ of the Organisation. Do not correct an Organisation’s details prior to liaising with the Site’s UniSA Custodian. |
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| Warning: The Effective Date field should only be updated in ‘Correction’ mode if the effective date currently entered for the Organisation record is incorrect. ‘Correction’ mode is generally used to correct information within the other fields on the page ‘as at’ the existing effective date.
Organisation Details
Effective Date: If required, type or select the [correct date for the Organisation].
Result: The Organisations: Additional Details page is displayed. |
Select the Search button (or press Enter).
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Question 1: Does a Condition need to be added to the Organisation? |
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Question |
Yes |
No |
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Does a Condition need to be added? |
Go to step 3. |
Go to question 2. |
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Explanation: If a Condition needs to be added to the Organisation, the additional Conditions must be recorded (step 3). If a Condition does not need to be added to the Organisation, the next step is to determine if an existing Condition needs to be deleted (question 2). |
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Application: Medici Navigation: The Organisations: Additional Details page will already be displayed as a result of step 2 |
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Organisation Conditions If there is are existing Conditions attached to the Organisation:
 Populate the new row in the Organisations Conditions section as follows:
Condition: Select the [relevant Condition]. Condition Type: Select the appropriate value as follows: - Compulsory (if the Condition must be satisfied for the student to be eligible for Placement, and UniSA staff will be responsible for processing the student’s evidence to satisfy the Condtion). - Additional (the Condition is not considered ‘Compulsory’ by UniSA, and UniSA staff will not be responsible for processing evidence to satisfy the Condition (please note an ‘Additional’ Condition may still be considered mandatory by the Organisation, and the Organisation will be responsible for processing the student’s evidence). Currency: Select the [maximum age of the student’s evidence to satisfy the Condition] (if applicable). |
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Continue to repeat this step until all Organisation Conditions have been recorded. |
). There is no need to insert a new row if there are no existing Condtions for the Organisation.
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Question 2: Does a Condition need to be deleted from the Organisation? |
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Question |
Yes |
No |
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Does a Condition need to be deleted from the Organisation? |
Go to step 4. |
Go to question 3. |
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Explanation: If a Condition needs to be deleted from the Organisation, delete the Condition(s) that is no longer applicable (step 4). If a Condition does not need to be deleted from the Organisation, the process continues by determining if the Condition Type and/or Currency of an existing Condition needs to be corrected (question 3). |
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Application: Medici Navigation: The Organisations: Additional Details page will already be displayed as a result of performing step 2 |
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Organisation Conditions
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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| Select the OK button (or press Enter).
Result: The selected Condition is deleted. |
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Continue to repeat this step until all Conditions that are no longer required have been deleted. |
) adjacent to the Condition to be deleted.
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Question 3: Does the Condition Type or Currency of an existing Condition need to be corrected? |
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Question |
Yes |
No |
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Does the Condition Type and/or Currency of an existing Condition need to be corrected? |
Go to step 5. |
Go to step 6. |
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Explanation: If the Condition Type and/or Currency of an existing Condition needs to be corrected, update the Condition details as required (step 5). If the Condition Type and/or Currency of an existing Condition does not need to be corrected, the next step is to perform any other required corrections and then save the record (step 6). |
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Application: Medici Navigation: The Organisations: Additional Details page will already be displayed as a result of performing step 2 |
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Organisation Conditions
- Compulsory (if the Condition must be satisfied for the student to be eligible for Placement, and UniSA staff will be responsible for processing the student’s evidence to satisfy the Condtion). - Additional (the Condition is not considered ‘Compulsory’ by UniSA, and UniSA staff will not be responsible for processing evidence to satisfy the Condition (please note an ‘Additional’ Condition may still be considered mandatory by the Organisation, and the Organisation will be responsible for processing the student’s evidence). Currency: If required, select the [correct maximum age of the student’s evidence to satisfy the Condition] (if applicable). |
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Application: Medici Navigation: The Organisations: Additional Details page will already be displayed as a result of performing step 3, 4 or 5 |
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If further Organisation details need to be corrected (eg. Pay Claims Details, name, phone, email, etc), update these details prior to saving the record. Refer to the relevant process instructions on the ‘Correcting an Organisation’ process page if required. |
| Once all required corrections to the Organisation have been completed, select the Save button.
Result: The corrected information will apply to the Organisation as of the entered effective date. |
Process Overview
Only Placement Administrators have access to correct an Organisation record. If you are not a Placement Administrator, send an email request to your Placement Administrator.
An Organisation record should only be corrected if incorrect information has been entered for the Organisation. If the Organisation record needs to be updated due to a recent or future change, insert a new effective dated row to update the Organisation record as at the date of the change (refer to the ‘Updating an Organisation’ process page).
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Warning: Organisations may have Conditions that will apply to all students undertaking a Placement at any of the Sites belonging to the Organisation. For this reason it has become standard business practice to set up Conditions at the Site level rather than at Organisation level. Instructions for how to set up Conditions has been left in this document to provide a complete picture of system functionality.
Conditions attached to an Organisation are in excess of the Conditions attached to a Program or Course, or Conditions attached to the Site; therefore the student must satisfy all conditions imposed at Program/Course level, Organisation and Site. Where a Condition is repeated across the spectrum (eg. the same Condition is recorded for a Program and Organisation), the student must ensure they satisfy all aspects of currency requirements from all sources (if applicable).
When an Organisation Condition is added, the Condition Type must be selected as follows:
- Compulsory: The Condition must be satisfied for the student to be eligible for Placement, and evidence to satisfy the Condition will be processed by UniSA Placement staff.
- Additional: The Condition is not considered ‘Compulsory’ by UniSA, and UniSA Placement staff will not be responsible for processing evidence to satisfy the Condition. The Organisation may consider the Condition to be mandatory and will be responsible for processing the student’s evidence; or it may be that students are encouraged to satisfy the Condition, however the University is unable to enforce the Condition.
UniSA Custodian
The UniSA Custodian is the ‘owner’ of the Organisation. Do not correct an Organisation’s details prior to liaising with the Site’s UniSA Custodian.
Step by Step Instructions
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Step 1: Receive request to correct an Organisation’s Conditions (if applicable)
Step 2: Locate the Organisation in ‘Correction’ mode
Question 1: Does a Condition need to be added to the Organisation?
Step 3: Record the new Condition(s) for the Organisation
Question 2: Does a Condition need to be deleted from the Organisation?
Step 4: Delete the Condition(s) from the Organisation
Question 3: Does the Condition Type or Currency of an existing Condition need to be corrected?
Step 5: Correct the existing Condition Type and/or Currency
Step 6: Save the corrections to the Organisation record
Step 7: Send notification that the Organisation record has been corrected (if applicable)
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Application: Medici Navigation: Student Placements®Placement Providers®Organisations |
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Organisation ID: Type the relevant [Organisation ID]. Description: Type the relevant [Organisation description]. Organisation Type: Type or select the relevant [Organisation Type]. Australian Business Number: Type the [Organisation’s ABN].
Result: The Organisation page is displayed in ‘Correction’ mode. |
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Warning: The UniSA Custodian is the ‘owner’ of the Organisation. Do not correct an Organisation’s details prior to liaising with the Site’s UniSA Custodian. |
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Select the Additional Details tab or link. Result: The Organisations: Additional Details page is displayed. |
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Question 1: Does a Condition need to be added to the Organisation? |
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Question |
Yes |
No |
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Does a Condition need to be added? |
Go to step 3. |
Go to question 2. |
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Explanation: If a Condition needs to be added to the Organisation, the additional Conditions must be recorded (step 3). If a Condition does not need to be added to the Organisation, the next step is to determine if an existing Condition needs to be deleted (question 2). |
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Application: Medici Navigation: The Organisations: Additional Details page will already be displayed as a result of step 2 |
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Organisation Conditions
In the Organisation Conditions section, select the Add a New Row button ( ). There is no need to insert a new row if there are no existing Condtions for the Organisation.
Condition: Select the [relevant Condition]. Condition Type: Select the appropriate value as follows: - Compulsory (if the Condition must be satisfied for the student to be eligible for Placement, and UniSA staff will be responsible for processing the student’s evidence to satisfy the Condtion). - Additional (the Condition is not considered ‘Compulsory’ by UniSA, and UniSA staff will not be responsible for processing evidence to satisfy the Condition (please note an ‘Additional’ Condition may still be considered mandatory by the Organisation, and the Organisation will be responsible for processing the student’s evidence). Currency: Select the [maximum age of the student’s evidence to satisfy the Condition] (if applicable). |
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Continue to repeat this step until all Organisation Conditions have been recorded. |
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Question 2: Does a Condition need to be deleted from the Organisation? |
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Question |
Yes |
No |
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Does a Condition need to be deleted from the Organisation? |
Go to step 4. |
Go to question 3. |
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Explanation: If a Condition needs to be deleted from the Organisation, delete the Condition(s) that is no longer applicable (step 4). If a Condition does not need to be deleted from the Organisation, the process continues by determining if the Condition Type and/or Currency of an existing Condition needs to be corrected (question 3). |
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Application: Medici Navigation: The Organisations: Additional Details page will already be displayed as a result of performing step 2 |
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In the Organisation Conditions section, select the Delete Row button ( ) adjacent to the Condition 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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Result: The selected Condition is deleted. |
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Continue to repeat this step until all Conditions that are no longer required have been deleted. |
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Question 3: Does the Condition Type or Currency of an existing Condition need to be corrected? |
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Question |
Yes |
No |
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Does the Condition Type and/or Currency of an existing Condition need to be corrected? |
Go to step 5. |
Go to step 6. |
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Explanation: If the Condition Type and/or Currency of an existing Condition needs to be corrected, update the Condition details as required (step 5). If the Condition Type and/or Currency of an existing Condition does not need to be corrected, the next step is to perform any other required corrections and then save the record (step 6). |
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Application: Medici Navigation: The Organisations: Additional Details page will already be displayed as a result of performing step 2 |
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Condition Type: If required, select the correct value as follows: - Compulsory (if the Condition must be satisfied for the student to be eligible for Placement, and UniSA staff will be responsible for processing the student’s evidence to satisfy the Condtion). - Additional (the Condition is not considered ‘Compulsory’ by UniSA, and UniSA staff will not be responsible for processing evidence to satisfy the Condition (please note an ‘Additional’ Condition may still be considered mandatory by the Organisation, and the Organisation will be responsible for processing the student’s evidence).
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Application: Medici Navigation: The Organisations: Additional Details page will already be displayed as a result of performing step 3, 4 or 5 |
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If further Organisation details need to be corrected (eg. Pay Claims Details, name, phone, email, etc), update these details prior to saving the record. Refer to the relevant process instructions on the ‘Correcting an Organisation’ process page if required. |
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Result: The corrected information will apply to the Organisation as of the entered effective date. |
Correct an Organisation's Pay Claim Details
Process Overview
Only Placement Administrators have access to correct an Organisation record. If you are not a Placement Administrator, send an email request to your Placement Administrator.
An Organisation record should only be corrected if incorrect information has been entered for the Organisation. If the Organisation record needs to be updated due to a recent or future change, insert a new effective dated row to update the Organisation record as at the date of the change (refer to the ‘Updating an Organisation’ process page).
UniSA Custodian
The UniSA Custodian is the ‘owner’ of the Organisation. Do not correct an Organisation’s details prior to liaising with the Site’s UniSA Custodian.
Step by Step Instructions
Note: This process provides instructions on how to correct Pay Claim details for an Organisation. Instructions on how to correct an Organisation’s Condtions or basic details (eg. organisation name, phone, fax, ABN, web address, email address, etc) are available from the ‘Correcting an Organisation’ process page.
Step 1: Receive request to update an Organisation’s Pay Claim Details
Step 2: Locate the Organisation in ‘Correction’ mode
Question 1: Does the Payment Rate and/or Time Period for existing Pay Claim Details require correction?
Step 3: Correct the Payment Rate and/or Time Period
Question 2: Do Pay Claim details need to be deleted from the Organisation?
Question 3: Are the current Pay Claim Details flagged as ‘Default Rate for All’?
Step 4: De-select the ‘Default Rate for All’ checkbox
Step 5: Delete the Pay Claim Details from the Organisation
Question 4: Do Pay Claim Details need to be added to the Organisation?
Question 5: Will all Contact Types receive the same rate of pay?
Step 6: Record the new Pay Claim Details as ‘Default Rate for All’
Step 7: Record the new Pay Claim Details for the relevant Contact Type(s)
Step 8: Save the corrections to the Organisation record in Medici
Step 9: Send notification that the Organisation record has been corrected
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Application: Medici Navigation: Student Placements®Placement Providers®Organisations |
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 Populate one or more of the following search fields:
Organisation ID: Type the relevant [Organisation ID]. Description: Type the relevant [Organisation description]. Long Description: Type the relevant [Organisation long description]. Organisation Type: Type or select the relevant [Organisation Type].  Correct History: Select the Correct History checkbox so that a tick is displayed.
Result: The Organisation page is displayed in ‘Correction’ mode. |
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Warning: The Effective Date field should only be updated in ‘Correction’ mode if the effective date currently entered for the Organisation record is incorrect. ‘Correction’ mode is generally used to correct information within the other fields on the page ‘as at’ the existing effective date.
Warning: The UniSA Custodian is the ‘owner’ of the Organisation. Do not correct an Organisation’s details prior to liaising with the Site’s UniSA Custodian. Organisation Details
Select the Additional Details tab or link.
Result: The Organisations: Additional Details page is displayed. |
Select the Search button (or press Enter).
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Question 1: Does the Payment Rate or Time Period require correction? |
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Question |
Yes |
No |
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Does the Payment Rate or Time Period of existing Pay Claim Details need to be corrected? |
Go to step 3. |
Go to question 2. |
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Explanation: If the Payment Rate and/or Time Period for existing Pay Claim Details need to be corrected, type or select the correct Payment Rate/Time Period as required (step 3). If the Payment Rate and/or Time Period for existing Pay Claim Details do not need to be corrected, the next step is to determine if existing Pay Claim Details need to be deleted from the Organisation (question 2). |
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Application: Medici Navigation: The Organisations: Additional Details page will already be displayed as a result of step 2 |
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Organisation Pay Claims
Time Period: Select the correct value as follows:
- Day (if the daily pay rate has been entered in the Org Pay Rate field). - Hours (if the hourly pay rate has been entered in the Org Pay Rate field). |
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Question 2: Do Pay Claim details need to be deleted from the Organisation? |
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Question |
Yes |
No |
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Do Pay Claim Details need to be deleted? |
Go to question 3. |
Go to question 4. |
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Explanation: If Pay Claim Details need to be deleted from the Organisation, the next step of the process differs depending on whether the current Pay Claims Details are flagged as ‘Default Rate for All’ (question 3). If Pay Claim details do not need to be deleted from the Organisation, the next step is to determine if existing Pay Claim details need to be added to the Organisation record (question 4). |
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Question 3: Are the current Pay Claim Details ‘Default Rate for All’? |
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Question |
Yes |
No |
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Are the current Pay Claim Details flagged as ‘Default Rate for All’? |
Go to step 4. |
Go to step 5. |
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Explanation: If the current Pay Claim Details are flagged as ‘Default Rate for All’, the ‘Default Rate for All’ checkbox must be de-selected so that a tick (ü) is not displayed (step 4). If the current Pay Claim Details are not flagged as ‘Default Rate for All’, the individual Pay Claim Detail record(s) can be deleted as required (step 5). |
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Application: Medici Navigation: The Organisations: Additional Details page will already be displayed as a result of step 2 |
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Organisation Pay Claims
Result: The existing Pay Claim Details are deleted, and the Contact Type field, Add a New Row button, and Delete Row button are displayed in the Organisation Pay Claims section. |
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Go to question 4. |
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Application: Medici Navigation: The Organisations: Additional Details page will already be displayed as a result of performing step 2 |
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Organisation Pay Claims
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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| Select the OK button (or press Enter).
Result: The selected Pay Claim record is deleted. |
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Continue to repeat this step until all Pay Claim details that are no longer required have been deleted. |
) adjacent to the Pay Claim record to be deleted.
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Question 4: Do Pay Claim details need to be recorded to the Organisation? |
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Question |
Yes |
No |
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Do Pay Claim details need to be added to the Organisation? |
Go to question 5. |
Go to step 8. |
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Explanation: If Pay Claim details need to be recorded for the Organisation, the next step is to determine if a default rate of pay will apply to all Contact Types at the Organisation (question 5). If Pay Claim details do not need to be recorded for the Organisation, the updates to the Organisation record can be saved (step 8). |
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Question 5: Will all Contact Types receive the same rate of pay? |
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Question |
Yes |
No |
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Will all Contact Types receive the same rate of pay? |
Go to step 6. |
Go to step 7. |
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Explanation: If the Contact Types at the Organisation will receive the same rate of pay, record the default rate of pay for all Contact Types (step 6). If the Contact Types at the Organisation will receive a different rate of pay, record the different pay rates for the Contact Types (step 7). |
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Step 6: Record the Pay Claim details as ‘Default Rate for All’ |
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Application: Medici Navigation: The Organisations: Additional Details page will already be displayed as a result of performing step 2 |
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Organisation Pay Claims
Org Pay Rate: Type the [default pay rate for all Contact Types]. Time Period: Select the appropriate value as follows: - Day (if the daily pay rate has been entered in the Org Pay Rate field). - Hours (if the hourly pay rate has been entered in the Org Pay Rate field). |
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Go to step 8. |
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Application: Medici Navigation: The Organisations: Additional Details page will already be displayed as a result of performing step 3, 4, 5, 6 or 7 |
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If further Organisation details need to be corrected (eg. Conditions, name, phone, email, etc), correct these details prior to saving the record. Refer to the relevant process instructions on the ‘Correcting an Organisation’ process page if required. |
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Once all required corrections to the Organisation have been completed, select the Save button.
Result: The corrected information will apply to the Organisation as of the entered effective date. |
View an Organisation's Details
Process Overview
Placement Officers and Placement Administrators are able to view the following Organisation details:
- Contacts and contact details (Phone, Fax, Email, Web Address)
- UniSA Custodian of the Organisation
- Sites
- Placement Agreements
- Placement Initiatives
- Conditions
- Pay Claim Details
Step by Step Instructions
Step 1: Locate the Organisation record in Medici
Step 2: View the Organisation’s phone and fax numbers, and electronic addresses
Step 3: View the UniSA Custodian of the Organisation
Step 4: View the Organisation’s Comments
Step 5: View the Organisation’s Sites
Step 6: View the Organisation’s Contacts
Step 7: View the Organisation’s Placement Agreements
Step 8: View the Organisation’s Placement Initiatives
Step 9: View the Organisation’s Conditions
Step 10: View the Organisation’s Pay Claim Details
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Step 1: Locate the Organisation record in Medici |
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Application: Medici Navigation: Student Placements®Placement Providers®Organisations |
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 Populate one or more of the following search fields:
Organisation ID: Type the relevant [Organisation ID]. Description: Type the relevant [Organisation description]. Long Description: Type the relevant [Organisation long description]. Organisation Type: Type or select the relevant [Organisation Type]. Australian Business Number: Type the [Organisation’s ABN].  Select the Search button (or press Enter).
Result: The Organisations: Organisation page is displayed. |
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Step 2: View the Organisation’s phone and fax numbers, and electronic addresses |
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Application: Medici Navigation: The Organisations: Organisation page will already be displayed as a result of performing step 1 |
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Organisation Details
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Step 3: View the UniSA Custodian of the Organisation |
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Application: Medici Navigation: The Organisations: Organisation page will already be displayed as a result of performing step 1 |
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| UniSA Custodian
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Step 4: View the Organisation’s Comments |
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Application: Medici Navigation: Organisations: Organisation page will already be displayed as a result of performing step 1 |
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View the Organisation’s Comments. |
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Step 5: View the Organisation’s Sites |
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Application: Medici Navigation: The Organisations: Organisation page will already be displayed as a result of performing step 1 |
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Organisation Links
Result: The Organisation Sites page is displayed. |
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Result: The Organisations: Organisation page is displayed again. |
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Step 6: View the Organisation’s Contacts |
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Application: Medici Navigation: The Organisations: Organisation page will already be displayed as a result of performing step 1 |
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Organisation Links
Result: The Organisation Contacts page is displayed. |
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Result: The Organisations: Organisation page is displayed again. |
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Step 7: View the Organisation’s Placement Agreements |
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Application: Medici Navigation: The Organisations: Organisation page will already be displayed as a result of performing step 1 |
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Organisation Links
Result: The Organisation Agreements page is displayed. |
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Result: The Organisations: Organisation page is displayed again. |
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Step 8: View the Organisation’s Placement Initiatives |
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Application: Medici Navigation: The Organisations: Organisation page will already be displayed as a result of performing step 1 |
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Organisation Links
Result: The Organisation Placement Initiatives page is displayed. |
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Result: The Organisations: Organisation page is displayed again. |
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Step 9: View the Organisation’s Conditions |
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Application: Medici Navigation: The Organisations: Organisation page will already be displayed as a result of performing step 1 |
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Select the Additional Details tab or link.
Result: The Organisations: Additional Details page is displayed. |
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Organisation Conditions
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Step 10: View the Organisation’s Pay Claim details |
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Application: Medici Navigation: If the Organisations: Additional Details page is not already displayed as a result of performing step 9, select the Additional Details tab or link |
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Organisation Pay Claims
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