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

Action

Details

Requests to configure the initial Placement information for a Course will be received from the Course Coordinator or other authorised source (eg. Head of School, etc).

The following information is required:

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

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

- Required number of contact hours or days if applicable (ie. Student Placement Hours)

- 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)

- Claimable number of days or hours, and the Contact Type (if applicable)

Step 2:    Locate the Course, and record the Effective Date

Application:   Medici

Navigation:    Student Placements®Placement Setup®Course Placement Setup

        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].

Result:  The Course Placements page is displayed.

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

Question 1: Is there a Required Contact Time for the Course Placements?

Question

Yes

No

Is there a Required Contact Time for the Course Placements?

Go to step 3.

Go to question 2.

Explanation:

If the Course Placements require students to complete a minimum amount of days or hours, and the amount of Required Contact Time is known, the Required Contact Time can be recorded (step 3).

If the Course Placements do not require students to complete a minimum amount of days or hours, or the amount of Required Contact Time is not known, the process continues by determining if a Condition(s) needs to be recorded for the Course Placements (question 2).

Step 3:    Record the Required Contact Time for the Course Placements

Application:   Medici

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

Required Time:              Type the [number of hours or days the student must complete].

      Time Period:                 Select the appropriate value as follows:

        -    Days (if the required number of contact days has been entered).

        -    Hours (if the required number of contact hours has been entered).

Question 2: Does a Condition need to be configured for the Course Placements?

Question

Yes

No

Does a Condition need to be configured for the Course Placements?

Go to step 4.

Go to question 3.

Explanation:

If a Condition needs to be configured for the Course Placements, select the relevant Condition(s) and Condition Type, and select the Currency if required (step 4).

If a Condition does not need to be configured for the Course Placements, or the required Conditions are not known, the process continues by determining if a Site Contact will be able to claim payment for supervising students on Placement (question 3).

Step 4:    Record the Condition(s) for the Course Placements

Application:   Medici

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

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 Student Placements 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.

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

         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).

                                 - 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).

Continue to repeat parts B and C of this step until all required Course Conditions have been recorded.

Question 3: Can a Site Contact claim payment for supervising a student?

Question

Yes

No

Can a Site Contact claim payment for supervising a student?

Go to step 5.

Go to step 6.

Explanation:

If a Site Contact is authorised to claim payment for supervising students on the Course Placements, and the
Site Contact Type and Claimable Time details are known, the Claimable Time must be recorded (step 5).

If a Site Contact is not authorised to claim payment for supervising students on the Course Placements, or a Contact is authorised to claim but the Site Contact Type and Claimable Time details are not known, the process continues by recording the myEnrolment Enquiry Details for the Course Placements (step 6).

Step 5:    Record the Claimable Time(s) for the Contact Type(s)

Application:   Medici

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

Warning:  Claimable Time must be entered in the same format used to record the Required Contact Time (ie. if contact time is recorded in ‘days’ not ‘hours’, then claimable time must also be recorded in ‘days’ and not ‘hours’).

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).

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

        Claimable Number:        Type the [number of hours or days that may be claimed by the Site 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 exist in Medici or is out of date, email your Placement Administrator to request the Contact Type value be created or updated (if you are a Placement Administrator, create/update the Contact Type value).  Once the Contact Type value has been configured, follow the instructions in this step to record the Claimable Time details for the Course Placements.

If further Site Contacts can claim payment for supervision:

In the Claimable Time section, select the Add a New Row button ( ).

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

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

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

Continue to repeat parts B and C of this step until all Claimable Time has been recorded (details must be recorded for each Contact Type that is authorised to claim payment).

Step 6:    Record the myPlacement Enquiry Details for the Course Placements

Application:   Medici

Navigation:    The Course Placements page will already be displayed as a result of performing step 4 or step 5

 In the myPlacement Enquiry Details section, type the [contact details for student enquiries related to Placements for the selected Course] (maximum of 200 characters – please refer to the SPS Data Entry Standards for the correct format).

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

Step 7:    Send notification that the Course Placement has been configured

Action

Details

Advise the relevant person that the Course Placement information has been configured 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 configured using the details supplied in the request.