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How do I remove a student from a Placement Management Record?
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How do I release a student from a Placement Management Record?
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 Placement Management Record (PMR)?
A Placement Management Record (PMR) is where all information applicable to a student placement is displayed and/or recorded.
Each PMR will have one Site and can have one student allocated to placement at that Site, and will include additional details such as:
- Site Information
- Placement Start and End Dates
- Site Mentor(s)
- Insurance Agreements
- University Resources (University staff assigned to support the Placement Process)
- Student Allocation
- Student Allocation Approval Status
PMRs also support the provision of essential Site Orientation information to the student and reinforces any additional Site Conditions that the student will need to satisfy on the first day of their Placement.
How can I create a Placement Management Record?
There are two methods available to create a Placement Management Record (PMR) in Medici:
- PMRs can be created manually
- PMRs can be created in bulk from Placement Offers records entered for the Placement Block
Manually Create PMR: Placement Administrators and Placement Officers can manually create PMRs via the Placement Management Records page for the Placement Block:
Student Placements > Placement Administration > Placement Management Records
Refer to the following process instructions:
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Creating a Provisional PMR to create a new PMR & allocate a student to the new PMR
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Creating an Unallocated PMR to create a new PMR that is not allocated to a student
Batch Create PMRs Process: Placement Administrators and Placement Officers can create PMRs in bulk via the Create PMRs Process page:
Student Placements > Placement Processes > Create PMRs Process
The Batch Create PMRs process creates PMRs for a Placement Block based on the Placement Offer information entered for the Placement Block.
The process results in the creation of one PMR for each offered place as recorded on the Placement Requests & Offers page for the Placement Block.
Once the Batch Create PMRs process has been run, the Process Output report must be viewed to confirm the PMRs have been created. This report details:
- Number of Placement Offers processed
- Number of PMRs created
- PMRs created with a Status of ‘Pending’ (if applicable)
If the report indicates the creation of one or more PMRs failed, these PMR(s) must be created manually.
If the report indicates one or more PMRs were created with a Status of ‘Pending’, the cause of the ‘Pending’ status must be investigated and resolved and the PMR updated accordingly.
Refer to the following process instructions:
How do I allocate students to Placement Management Records?
There are two methods available to allocate students to Placement Management Records (PMRs):
- Students can be manually allocated to PMRs
- Students can be automatically allocated to PMRs
Refer to the Allocations FAQs for further details.
How do I allocate a student to a Placement Management Record that has already been allocated to a different student?
A student can only be allocated to a PMR that has a PMR Status of 'Unallocated' and only one student can be allocated to a PMR.
If you need to allocate a student to a PMR that has already been allocated to a different student (eg. PMR Status is 'Provisional'), the student currently allocated to the PMR will need to be removed from the PMR and the PMR saved.
Once that student has been removed from the PMR, the PMR Status will be updated to 'Unallocated'. This allows a different student to be allocated to the PMR.
The student removed from the PMR can then be manually allocated to a different PMR if required (this may require a student currently allocated to that PMR to be removed and re-allocated etc).
A student can only be removed from a PMR or allocated to a PMR prior to the PMR Placement Start Date. Once the PMR Placement Start Date has elapsed, students can only be released from the PMR; and students cannot be allocated to a PMR after the PMR Placement Start Date.
Refer to the following process instructions:
How can I update a Placement Management Record?
Placement Administrators and Placement Officers can update a Placement Management Record (PMR) via the Placement Management Records page for the Placement Block:
Student Placements > Placement Administration > Placement Management Records
Never enter a future date in the Effective Date field for a Placement Management Record, irrespective of the information that is being updated in the PMR. There are several pages and processes in Medici that associate with a PMR as at the current date; therefore any future dated PMRs will not be seen or recognised by other pages and processes in Medici.
Refer to the following process instructions:
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Entering/Updating Placement Agreement/FS23 Details for a PMR
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Entering/Updating a Site Report from a Student as 'Received'
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Entering/Updating a Student Report from a Site as 'Received'
I ran the Batch Create PMRs Process and the Process Output report indicates one or more PMRs were created with a Status of 'Pending'. Why is the Status 'Pending', and what do I need to do to update the PMR Status?
Where the Placement Offers data for the Placement Block is complete and valid, the Batch Create PMRs process will create PMRs with a PMR Status of ‘Unallocated’.
If specific Placement Offers data for the Placement Block is missing or invalid, the Batch Create PMRs process will create PMRs with a PMR Status of ‘Pending’. This will occur if one or all of the following fields are not populated or contain invalid data:
- Placement Start Date
- Placement End Date
- Focus
If the Batch Create PMRs Process Output report indicates one or more PMRs were created with a Status of ‘Pending’, Placement Administrators and Placement Officers can manually enter the required data (Placement Start and/or End Date(s), and/or Focus) for the 'Pending' PMRs via the Placement Management Records page:
Student Placements > Placement Administration > Placement Management Records
Refer to the Update PMR FAQs for further details.
I ran the Batch Create PMRs Process and the Process Output report indicates no PMRs were created. Why?
There are two possible reasons as to why the PMRs could not be created:
- Placement Offer Data has not been recorded
- The Batch Create PMRs Process has previously been run the Placement Block
Placement Offer Data Not Recorded: Placement Offer data must be recorded against the Placement Block in the Placement Request and Offers page prior to running the Batch Create PMRs process.
The Batch Create PMRs process creates PMRs for the Placement Block based on the Placement Offer information entered for the Placement Block.
The process results in the creation of one PMR for each offered place as recorded on the Placement Requests & Offers page for the Placement Block (the number of PMRs created by the Batch Create PMRs process is directly related to the number of Placement Offers recorded for the Placement Block).
Placement Administrators and Placement Officers can manually enter Placement Offer data directly into the Placement Requests & Offers page, and can also load Offers data in bulk via the Placement Offer Import page:
Student Placements > Placement Administration > Placement Requests & Offers
Student Placements > Placement Processes > Placement Offer Import
Refer to the following process instructions:
Batch Create PMRs Process Previously Run: The Batch Create PMR process can only be run once for a Placement Block.
If the Batch Create PMRs process has previously been run for the Placement Block, Placement Administrators and Placement Officers can manually create any additional PMRs that are required via the Placement Management Records page:
Student Placements > Placement Administration > Placement Management Records
Refer to the following process instructions:
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Creating a Provisional PMR to create a new PMR & allocate a student to the new PMR
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Creating an Unallocated PMR to create a new PMR that is not allocated to a student
What is the difference between 'removing' a student from a Placement Management Record and 'releasing' a student from a Placement Management Record?
Placement Administrators and Placement Officers can either 'remove' or 'release' students from a PMR via the Placement Management Records page:
Student Placements > Placement Administration > Placement Management Records
Whether you are required to 'remove' or 'release' a student from the PMR depends on whether the Placement Start Date for the PMR has already elapsed.
Remove Student: Placement Administrators and Placement Officers can remove a student from a PMR prior to the Placement Start Date for the PMR.
Refer to the Remove Student from PMR FAQs for further details.
Release Student: Placement Administrators and Placement Officers can release a student from a PMR after the Placement Start Date for the PMR.
Refer to the Release Student from PMR FAQs for further details.
How do I remove a student from a Placement Management Record?
Placement Administrators and Placement Officers can remove a student from a PMR prior to the Placement Start Date via the Placement Management Records page for the PMR:
Student Placements > Placement Administration > Placement Management Records
When a student is removed from a PMR, the PMR Status is automatically updated to 'Unallocated', allowing a different student to be allocated to the PMR if required (a different student can still be allocated to the PMR as the placement has not yet commenced).
A student cannot be removed from a PMR after the PMR Placement Start Date (if the Placement Start Date has elapsed the student can only be released from the PMR).
Refer to the following process instructions:
How do I release a student from a Placement Management Record?
Placement Administrators and Placement Officers can release a student from a PMR after the Placement Start Date via the Placement Management Records page for the PMR:
Student Placements > Placement Administration > Placement Management Records
When releasing a student from a PMR, it is important to override the PMR’s default Contact Hours/Days record the actual Contact Hours/Days completed by the student.
For example, if the PMR’s default Contact Hours/Days is 20 days, and the student only completed 6 days prior to being released from the Placement, the PMR Contact Hours/Days must be overridden and updated to 6 days. If the student failed to complete any time on Placement and is released from the PMR after the Placement Start Date, the PMR Contact Hours/Days must be overridden and updated to 0 hours/days.
Updating the PMR Contact Hours/Days maintains the integrity of data present in SPS reports and history, and ensures Contacts are not mistakenly over-paid where Contacts can claim payment for supervising the student.
When a student is released from a PMR, the PMR Status is updated to 'Released', preventing a different student being allocated to the PMR (a different student cannot be allocated to the PMR as the placement has already commenced).
A student should only be released from a PMR after the PMR Placement Start Date (if the Placement Start Date has not yet occurred the student can be removed from the PMR).
Refer to the following process instructions: