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

Action

Details

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

The following information is required:

- Program Code

- Details of the required correction (claimable number of days or hours, and the Contact Type)

Step 2:    Locate the Program in ‘Correction’ mode

Application:   Medici

Navigation:    Student Placements®Placement Setup®Program Placement Setup

Academic Institution:  

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

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

Select the Search button (or press Enter).

Result:  The Program Placements page is displayed in ‘Correction’ mode.

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

Effective Date:               If required, type or select the [correct date for the Program Placement information].

Question 1: Does Claimable Time need to be added to the Program Placements?

Question

Yes

No

Does Claimable Time need to be added to the Program Placements?

Go to step 3.

Go to question 2.

Explanation:

If Claimable Time needs to be added to the Program Placements, the additional Claimable Time information must be recorded (step 3).

If Claimable Time does not need to be added to the Program Placements, the next step is to determine if existing Claimable Time details need to be deleted (question 2).

Step 3:    Record the Claimable Time details for the Program Placements

Application:   Medici

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

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

In the Claimable Time section, select the Add a New Row button ().  There is no need to insert a new row if there are no existing Claimable Time details.

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

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

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

Note:  If the Contact Type does not yet exist in Medici, email your Placement Administrator to request the Contact Type value be created (if you are a Placement Administrator, create the Contact Type value).  Once the Contact Type value has been created, follow these instructions to record the Claimable Time details for the Program Placements.

Continue to repeat this step until all Claimable Time details have been recorded for all required Contact Types.

Question 2:   Does Claimable Time need to be deleted from the Program Placements?

Question

Yes

No

Does Claimable Time need to be deleted from the Program Placements?

Go to step 4.

Go to step 5.

Explanation:

If Claimable Time needs to be deleted from the Program Placements, delete the Claimable Time information that is no longer applicable (step 4).

If Claimable Time does not need to be deleted from the Program Placements, the next step is to perform any other required changes to the Program Placement information for the same effective date, and then save the record (step 5).

Step 4:    Delete the Claimable Time details from the Program Placements

Application:  Medici

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

If there is more than one Claimable Time record, select the View All link to display all Claimable Time records.

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.

Result:  The selected row of Claimable Time detail is deleted.

Continue to repeat this step until all Claimable Time detail that is no longer required has been deleted.

Step 5:    Save the corrections to the Program Placement information

Application:  Medici

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

If further Program Placement details need to be corrected (eg. Conditions, Required Contact Time, etc), update these details prior to saving the record.

Refer to the relevant process instructions on the ‘Correcting Program Placement Configuration’ process page if required.

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

Step 6:    Send notification that the Program Placement information has been corrected

Action

Details

Advise the authorised person that the Program Placement information has been corrected in Medici.

Send a ‘Reply to All’ response to the email request received in step 1 of this process, and advise that the Program Placement information has been corrected using the details supplied in the request.