PS Course Placement Setup: Update Conditions for Course Placements

Update Conditions for Course Placements

Process Overview

Only Placement Administrators have access to enter, update, or correct Course Placement information. If you are not a Placement Administrator, send an email request to your Placement Administrator.

If Conditions for a Course’s Placements need to be updated due to a recent or future change, insert a new effective dated row to update the Course Placement Conditions as at the relevant date.

Note: Updates to the Course Placement configuration will occur on the entered Effective Date. If the Effective Date is a future date, updates to the Course Placement configuration will not apply in Student Placements in Medici until that date (ie. any Conditions added will not apply to Course Placements prior to the Effective Date, and any Condition that is deleted will not be deleted from the Course Placement configuration until the entered Effective Date).

If the Conditions need to be corrected rather than updated (ie. incorrect Conditions were entered when the Course Placement information was configured, or required Conditions were not entered), the Course Placement Conditions should be updated in ‘Correction’ mode.

Step by Step Instructions

Note: The following instructions assume Placement information has previously been configured for the selected Course, and one or more Conditions need to be entered or deleted from the Course Placement configuration. If Placement information for the Course has not been configured, please refer to the process instructions on the ‘Creating Course Placement Configuration’ process page.

Step 1: Receive request to update Placement information for a Course

Step 2: Locate the Course and record the Effective Date

Question 1: Does a Condition need to be added for the Course Placements?

Step 3: Record the new Condition(s) for the Course Placements

Question 2: Does a Condition need to be deleted from the Course Placements?

Step 4: Delete the Condition(s) from the Course Placements

Step 5: Save the updates to the Course Placement information

Step 6: Send notification that the Course Placement information has been updated

Step 1: Receive request to update Placement information for a Course

Action

Details

Requests to update Placement information for a Course will be received via email from an authorised person (eg. Course Coordinator, Head of School, etc).

The following information is required to update Conditions for a Course:

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

- Date from which the updates to the Placement information will apply to Placements for the selected Course (effective date)

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

Step 2: Locate the Course and record the Effective Date

Application: Medici

Navigation: Student Placements®Placement Setup®Course Placement Setup

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Populate one or more of the following search fields:

Course ID: Type or select the [relevant Course Number].

Subject Area: Type or select the [relevant Subject Area].

Catalogue Nbr: Type the [relevant Catalogue Number].

Select the Search button (or press Enter).

Result: The Course Placements page is displayed.

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Course Placement Details

In the Course Placement Details section, select the Add a New Row button ().

Effective Date: Type or select the [date from which the updated Conditions will apply to Placements for the selected Course].

Question 1: Does a Condition need to be added to the Course Placements?
Question	Yes	No
Does a Condition need to be added?	Go to step 3.	Go to question 2.
Explanation: If a Condition needs to be added to the Course Placements, record the additional Conditions (step 3). If a Condition does not need to be added to the Course Placements, the next step is to determine if an existing Condition needs to be deleted (question 2).

Step 3: Record the new Condition(s) for the Course Placements

Application: Medici

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

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Course Conditions

If there is an existing Course Condition record:

If there is an existing Course Condition, in the Course Conditions section, select the Add a New Row button (). There is no need to insert a new row if there is no existing Condition recorded for the Course Placements.

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

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

Condition Type: Select the appropriate value as follows:

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

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

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

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

Continue to repeat this step until all required Course Conditions have been recorded.

Question 2: Does a Condition need to be deleted from the Course Placements?
Question	Yes	No
Does a Condition need to be deleted from the Course Placements?	Go to step 4.	Go to step 5.
Explanation: If a Condition needs to be deleted from the Course Placements, delete the Condition(s) that is no longer applicable (step 4). If a Condition does not need to be deleted from the Course Placements, the next step is to perform any other required changes to the Course Placement information for the same effective date, and then save the record (step 5).

Step 4: Delete the Condition(s) from the Course Placements

Application: Medici

Navigation: The Course Placements page will already be displayed as a result of performing step 2 or step 3

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Course Conditions

If there is more than one Course Condition record, select the View All link to display all Course Placement Conditions.

In the Course Conditions section, select the Delete Row button () adjacent to the Condition record 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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Select the OK button (or press Enter).

Result: The selected Condition is deleted.

Continue to repeat this step until all Conditions that are no longer required have been deleted.

Step 5: Save the updates to the Course Placement information

Application: Medici

Navigation: The Course Placements page will already be displayed as a result of performing step 3 or step 4

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If further Course Placement details need to be updated from the same effective date (eg. Required Contact Time, Claimable Time, etc), update these details prior to saving the record.

Refer to the relevant process instructions on the ‘Updating Course Placement Configuration’ process page if required.

Once all required updates to the Course Placement configuration have been completed, select the Save button.

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

Step 6: Send notification that the Course Placement has been updated
Action	Details
Advise the authorised person that the Course Placement information has been updated in Medici.	Send a ‘Reply to All’ response to the email request received in step 1 of this process, and advise that the Course Placement information has been updated using the details supplied in the request.