PP Sites: Correct a Site's Conditions

Correct a Site's Conditions

Process Overview

Only Placement Administrators have access to correct a Site record. If you are not a Placement Administrator, send an email request to your Placement Administrator.

A Site record should only be corrected if incorrect information has been entered for the Site. If the Site record needs to be updated due to a recent or future change, insert a new effective dated row to update the Site as at the date of the change (refer to the ‘Updating a Site’ process page).

When a Site 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 Site 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 Site. Do not correct a Site’s details prior to liaising with the Site’s UniSA Custodian.

Step by Step Instructions

Note: This process provides instructions on how to correct the Conditions for a Site. Instructions on how to correct a Site’s Focus, Pay Details, Orientation Information or basic details (eg. Organisation, UniSA Custodian, Phone and Fax Numbers, etc) are available from the ‘Correcting a Site’ process page.

Step 1: Receive request to correct Site Conditions (if applicable)

Step 2: Locate the Site record in ‘Correction’ mode

Question 1: Does a Condition need to be added to the Site?

Step 3: Record the new Condition(s) for the Site

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

Step 4: Delete the Condition(s) from the Site

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 Site record

Step 7: Send notification that the Site record has been corrected (if applicable)

Step 1: Receive request to correct a Site’s Conditions (if applicable)

Action

Details

Requests to correct a Site’s Conditions 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 Site’s Conditions).

The following information is required:

- Site to be corrected

- Details of the required correction (Condition(s) to be added or deleted, etc)

Step 2: Locate the Site record in ‘Correction’ mode

Application: Medici

Navigation: Student Placements®Placement Providers®Sites

Populate one or more of the following search fields:

Site ID: Type the relevant [Site ID].

Site Type: Type or select the relevant [Site Type].

Description: Type the relevant [Site description].

Long Description: Type the relevant [Site long description].

Organisation ID: Select the relevant [Organisation].

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

Select the Search button (or press Enter).

Result: The Sites: Site 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 Site 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 Site. Do not correct a Site’s details prior to liaising with the Site’s UniSA Custodian.

Site Details

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

Select the Site Additional Details tab.

Result: The Sites: Site Additional Details page is displayed.

Question 1: Does a Condition need to be added to the Site?
Question	Yes	No
Does a Condition need to be added to the Site?	Go to step 3.	Go to question 2.
Explanation: If a Condition needs to be added to the Site, the new Site Condition(s) must be recorded (step 3). If a Condition does not need to be added to the Site, the process continues by determining if a Condition needs to be deleted from the Site (question 2).

Step 3: Record the new Condition(s) for the Site

Application: Medici

Navigation: The Sites: Site Additional Details page will already be displayed as a result of performing step 2

Site Conditions

If there is an existing Condition record:

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

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 Site and the Site 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).

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

Question 2: Does a Condition need to be deleted from the Site?
Question	Yes	No
Does a Condition need to be deleted from the Site?	Go to step 4.	Go to question 3.
Explanation: If a Condition needs to be deleted from the Site, delete the Condition record(s) that are no longer required (step 4). If a Condition does not need to be deleted from the Site, the process continues by determining if the Condition Type and/or Currency of an existing Condition needs to be corrected (question 3).

Step 4: Delete the Condition(s) from the Site

Application: Medici

Navigation: The Sites: Site Additional Details page will already be displayed as a result of performing step 2

Site Conditions

In the Site 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.

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.

Question 3: Does the Condition Type or Currency of an existing Condition need to be corrected?
Question	Yes	No
Does the Condition Type and/or Currency of an existing Condition need to be corrected?	Go to step 5.	Go to step 6.
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).

Step 5: Correct the existing Condition Type and/or Currency

Application: Medici

Navigation: The Organisations: Additional Details page will already be displayed as a result of performing step 2

Site Conditions

Condition Type: If required, select the correct value as follows:

- 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 Site, and the Site 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).

Step 6: Save the corrections to the Site record

Application: Medici

Navigation: The Sites: Additional Details page will already be displayed as a result of performing step 3, 4 or 5

If further Site details need to be corrected (eg. Pay Details, name, phone, email, etc), correct these details prior to saving the record.

Refer to the relevant process instructions on the ‘Correcting a Site’ process page if required.

Once all required corrections to the Site have been completed, select the Save button.

Result: The corrected information will apply to the Site as of the entered effective date.

Step 7: Send notification that the Site record has been corrected (if applicable)
Action	Details
Advise the Placement Officer that the Site record has been corrected in Medici (if applicable).	Send a ‘Reply to All’ response to the email request received in step 1 of this process, and advise that the Site record has been corrected using the details supplied in the request.