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Can I allocate a student to more than one Placement Management Record within a Placement Block?
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Can I allocate more than one student to a Placement Management Record?
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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.
How do I allocate students to Placement Management Records?
There are two methods available to allocate students to Placement Management Records (PMRs):
Manual Allocation: Placement Administrators and Placement Officers can manually allocate students to PMRs via the Placement Management Records page:
Student Placements > Placement Administration > Placement Management Records
Refer to the following process instructions:
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Allocating a Student to a PMR if the PMR already exists and has a Status of 'Unallocated'
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Creating a 'Provisional' PMR to create a new PMR and allocate a student to the new PMR
Auto-Allocation: Placement Administrators and Placement Officers can run the automated Placement Allocation process via the Placement Allocation Process page:
Student Placements > Placement Processes > Placement Allocation Process
Student Placements > Placement Processes > Placement Allocation (No Pref)
The Placement Allocation Process can only be run for Placement Blocks that have been configured to allow Auto-Allocation. In the Placement Block the Auto-Allocation checkbox must be selected and the appropriate Allocation Method selected.
If Auto-Allocation details have not been configured for the Placement Block, refer to the Placement Block FAQS for further details.
When the Placement Allocation process is run, students in the Placement Block's Student Pool are automatically allocated to PMRs within the Placement Block:
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If the Placement Block does not allow students to submit preferences or students have not submitted preferences, students will be randomly allocated to a PMR (Placement Allocation (No Pref) option should be used)
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If the Placement Block allows students to submit preferences, students will be allocated to a PMR that best matches the preferences they have submitted (Placement Allocation Process option should be used)
Once the automated Placement Allocation Process has been run, the Process Output report must be viewed to confirm all students have been allocated to a PMR:
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If the Process Output report indicates all students have been allocated, this should be confirmed by performing a PMR Inquiry on the Placement Block to ensure all students have been allocated to a PMR
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If the Process Output report indicates one or more students failed to be allocated to a PMR, view the error message(s) in the Process Output report to indentify the reason(s) why the student(s) failed to be allocated and take the appropriate action
Refer to the following process instructions:
Can I allocate a student to more than one Placement Management Record within a Placement Block?
Yes. Placement Administrators and Placement Officers can manually allocate a student to more than one Placement Management Record (PMR) within a Placement Block via the Placement Management Records page:
Student Placements > Placement Administration > Placement Management Records
Refer to the following process instructions:
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Allocating a Student to a PMR if the PMR already exists and has a Status of 'Unallocated'
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Creating a 'Provisional' PMR to create a new PMR and allocate a student to the new PMR
Can I allocate more than one student to a Placement Management Record?
No. Only one student can be allocated to a Placement Management Record (PMR).
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:
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:
The Allocation Approval person displayed in the Placement Block for the Course or Program does not appear to be the right person? Where can I investigate this further?
The name displayed in the Placement Block's Allocation Approval Required By field is the Primary Name of the Allocation Approval person (which may differ to their Preferred Name).
Placement Administrators and Placement Officers can view the full name of a staff member in the Communication Summary page:
Campus Community > Communications > Person Communications > Communication Summary
In the ID field of the Communication Summary: Find an Existing Value page, type the HRM number of the Allocation Approval person as displayed in the Allocation Approval Required By field in the Placement Block, and then select the Search button (or press Enter). The staff member's full name will then be displayed in the Search Results section.