If the question you would like answered or the issue you are experiencing is not listed, please contact the appropriate representative from the Support Matrix.
What is a Student Pool?
A Student Pool is a pool (list) of students to be allocated to a placement within a Placement Block.
Every Placement Block has a Student Pool. Only students listed in a Placement Block's Student Pool can be allocated to a Placement Management Record (PMR) within the Placement Block.
How can I add/load student's into a Student Pool?
There are two methods available to load student records into a Student Pool:
- Students can be manually added to the Student Pool
- Students can be automatically loaded in bulk from an input file
Student Pool Manual Add/Update: Placement Administrators and Placement Officers can manually add students to a Student Pool via the Student Pool page for the Placement Block:
Student Placements > Placement Administration > Student Pool
Refer to the following process instructions:
Student Pool File Load Process: Placement Administrators and Placement Officers can upload students in bulk from an input (.csv) file via the Student Pool File Load page:
Student Placements > Placement Processes > Student Pool File Load
Once the Student Pool File Load process has been run, the Process Output report must be viewed to confirm all students have been loaded to the Student Pool successfully.
If the Process Output report indicates all students have loaded successfully, this should be confirmed by viewing the Student Pool to ensure students selected at random from the loaded file are displayed in the Student Pool.
If the Process Output report indicates one or more students failed to load to the Student Pool, take theappropriate action.
Refer to the following process instructions:
How can I delete students from a Student Pool?
Placement Administrators and Placement Officers can manually delete students from a Student Pool via the Student Pool page for the Placement Block:
Student Placements > Placement Administration > Student Pool
Refer to the following process instructions:
Do I need to update the Student Pool to add/remove students due to changes in enrolments (eg. remove students that have withdrawn from the Program/Course, add students that enrol in the Program/Course after the Placement Block's Student Pool was created)?
There are two methods available to update a Student Pool due to changes in the Program or Course enrolments:
Automated Update (Eligibility Checking Process): Placement Administrators and Placement Officers can turn Eligibility Checking 'On' for a Placement Block's Student Pool via the Student Pool page:
Student Placements > Placement Administration > Student Pool
The Eligibility Checking process considers a student’s eligibility to progress with the Placement process by taking into account the student’s Program or Course status.
With the exception of students that are flagged as ‘Retain’, students allocated to a Placement Block’s Student Pool are subjected to a set of criteria to determine their eligibility as follows:
- Program-based: The student must be ‘Active’ in the applicable Program
- Course-based: The student must be enrolled in the specific Class(es) attached to the Placement
Block for the applicable Study Period(s)
The Placement Block Eligibility Check ensures that all students in the Placement Block satisfy the eligibility criteria throughout the Placement process and will update the Student Pool as follows:
- If a student is no longer eligible to remain in the Placement Block, the student will either be removed from the Student Pool (if they have not been allocated to a Placement Management Record), or an alert will be triggered (if the student has been allocated to a Placement Management Record)
- If a student is eligible and not already within the Student Pool, the student is added to the Student Pool
Refer to the following process instructions:
Manual Update via Student Pool: Placement Administrators and Placement Officers can manually add students to and delete students from a Student Pool via the Student Pool page for the Placement Block:
Student Placements > Placement Administration > Student Pool
Refer to the following process instructions:
I am attempting to run the Student Pool File Load process and Medici advises there are duplicates in the list of students I am trying to upload. What do I do?
Acknowledge the 'Duplicate Record' message (select OK or press Enter) and then delete the duplicate record(s) so that only one instance of each Student ID remains in the list of students to be loaded to the Student Pool. The duplicate record(s) will be highlighted in red.
Duplicate Student ID in the list of students to be loaded is a critical error that prevents the import process from running; therefore the duplicate record(s) must be deleted before Medici will allow the Student Pool Import page to be saved and the Student Pool File Load process to be run.
The duplicate error message will only be displayed if there are duplicate Student IDs within the upload file. If a Student ID is not duplicated in the upload file, but has previously been loaded to the Student Pool, Medici will allow the page to be saved without error at this point, and will allow the Student Pool Import process to be run. It is when the process is run that the duplication will be recognised, and the duplicate student record will fail to load to the Student Pool and will instead be listed in the Process Output report as a ‘Duplicate Entry’.
Refer to the following process instructions:
I am about to run the Student Pool File Load process and have noticed a student name is not displayed adjacent to one or more of the student records to be loaded. What do I do?
If an invalid Student ID is listed in the file, the invalid Student ID will be displayed in the list of records to be loaded to the Student Pool however a name will not be displayed adjacent to the invalid Student ID.
If the invalid Student ID is recognised at this stage of the process (identified by the lack of adjacent name), the invalid Student ID can either be overtyped with the correct Student ID to be loaded to the Student Pool, or the invalid Student ID can be deleted from the list of students if it is not required.
If the invalid Student ID is not recognised at this point (and therefore is not corrected/amended), assuming a Student ID is not duplicated in the list, Medici will still allow the page to be saved and the Student Pool File Load process to be run. The invalid Student ID(s) will fail to load to the Student Pool and will instead be listed in the Process Output report flagged ‘The EmplID could not be found’ (EmplID is the field name for Student IDs in some pages within Medici).
Refer to the following process instructions:
I ran the Student Pool File Load process and the Process Output report indicates one or more students failed to load into the Student Pool. What do I do?
Once the Student Pool File Load process has been run, the Process Output report must be viewed to confirm all students have been loaded to the Student Pool successfully.
If the Process Output report indicates all students have loaded successfully, this should be confirmed by viewing the Student Pool to ensure students selected at random from the loaded file are displayed in the Student Pool.
Duplicate Entry: If the Process Output report indicates one or more students failed to load due to ‘Duplicate Entry’, view the Student Pool to ensure the ‘duplicate’ student(s) are already displayed in the Student Pool.
EmplID Could Not Be Found: If the Process Output report indicates one or more students failed to load due to ‘The EmplID could not be found’, locate the correct Student ID and load the student manually via the Student Pool page.
Refer to the following process instructions:
I ran the Student Pool File Load process but the process was not successful. What should I check before attempting to run the process again?
If the Student Pool File Load process fails, check the following prior to attempting to re-run the process:
- Confirm the input file has been saved as a CSV (Comma Delimited - .csv) file
- Confirm the input file does not contain a header row
- Confirm the input file only contains Student IDs, and the Student IDs are listed in column A
- Confirm you are directing Medici to the correct file (correct file location and correct file name)
Once you have confirmed/corrected the above information, attempt to run the Student Pool File Load process again. If the process fails a second time, contact the appropriate representative from theSupport Matrix.
One or more students in the Student Pool will not meet the Eligibility Check criteria, but I need these students to remain in the Student Pool. How do I keep these students in the Student Pool?
Placement Administrators and Placement Officers are able to 'retain' students in a Student Pool when required via the Student Pool page:
Student Placements > Placement Administration > Student Pool
Prior to running the Eligibility Checking process, any students that are to be retained in the Student Pool must be flagged as ‘Retain’ (ie. students not to be removed from the Student Pool irrespective of their enrolment status).
For example, if a student in the Student Pool received an ‘I’ (Incomplete) grade in the previous Study Period, and is not enrolled in the current Classes attached to the Placement Block, the student must be flagged to be retained. This ensures the student remains in the Student Pool when Eligibility Checking is run (the student is not enrolled in the Class attached to the Placement Block and would be removed by the Eligibility Checking process if they are not flagged as 'Retain').
Students are generally flagged as ‘Retain’ when the Student Pool is created; however students can be flagged to be retained in the Student Block at any time prior to the Eligibility Checking process being run. Students are retained in a Student Pool via the Student Pool page in Student Placements in Medici.
Refer to the following process instructions:
How do I turn Eligibility Checking 'On' or 'Off'?
Placement Administrators and Placement Officers can turn Eligibility Checking 'On' or 'Off' via the Student Pool page for the Placement Block:
Student Placements > Placement Administration > Student Pool
Refer to the following process instructions: