Objective

Upon completion of this KB article you will be able to create and edit Experience or Professional Placement reviews

Complexity: MEDIUM

Page Contents

Assumptions

The User has an understanding of Placement reporting requirements within your institution
The user has an understanding of the Australian Tertiary Education System / VET Sector

Key Terms and Concepts

Please note: Any fields that contain drop boxes can be populated / Edited from the Code items options within the System tab

Field	Brief Description
Code	Code given to this placement by the institution e.g. First year, Placement 1
Duration	How long is the placement
School	in which school is the student doing their placement
Grade	What grade will the student be doing their placement with
School Stage	K-6, 7-10, 7-12
School Supervisor	What is the name of the Supervisor at the School
ACPE Supervisor	What is the name of the Institutions Supervisor
Placement Meeting Attended	Did the student attend the placement meeting Y/N
Placement Meeting Date	What date was the Placement meeting held
Procedure Meeting Attended	Did the student attend the Procedure meeting Y/N
Procedure Meeting Date	What date was the procedure meeting held
Registration Form Received	Has the Student received the Placement registration form Y/N
Registration form Date	What date was the registration form sent / given to the student
Confirmation Email Date	Has the placement officer received a confirmation email from the School
School Confirmed	Did the School accept the placement
School Confirmed Date	What date did the school confirm the placement
Placement Start Date	What date will the placement commence
Placement Completion Date	what date will the student complete the placement
Thank you letter Date	What date was the Thank you letter sent to the School
Gift	What gift was sent to the supervising teacher
Gift Ordered	Has a gift been ordered for the supervising teacher Y/N
Gift Ordered Date	What date was the gift ordered
Gift Sent	Has the Gift Been sent Y/N
Gift Sent Date	What date was the gift sent
Comments	Any additional comments about this placement
Associated Enrolled unit	What unit is this placement associated with. Select a unit from drop box with the units that the student is enrolled into
Teaching Material sent Date	Have the teaching materials been sent to the School
School type	What type of School is it DECS, Independent, Catholic,
Associate Home Supervisor	Who is the Students supervisor from the Institution
Associated School Supervisor	Who is the Supervisor of this placement at the School
Associated Secondary School Supervisor	Who is the Secondary Supervisor of this placement at the School
Status	What is the current status of this placement

Workflow

1. How to Create a Experience / Placement Summary Report

Click on the Student tab in the side menu
Click on the Search option in the side menu
Enter at least one of the following options in to the relevant search box:
- Student No,
- Preferred Name,
- Given Name,
- Family Name / Surname,
- Previous Last Name
Click on the Search Student button.
This will show a list of students that meet these criteria
To filter the list of students, in the search box above the list of students, start typing the student's first or given name
When you see the record for the student you are looking for, click on the student number for that student, highlighted in blue in the left column of that row
The student's record has now been loaded into the Student Summary page
Click on the Course Enrolment option in the side menu
Click on the Experience option in the side menu
Click on the New Placement button
Complete the required fields
Click on the Save Placement button

2. How to Edit a Experience / Placement Summary Report

Click on the Student tab in the side menu
Click on the Search option in the side menu
Enter at least one of the following options in to the relevant search box:
- Student No,
- Preferred Name,
- Given Name,
- Family Name / Surname,
- Previous Last Name
Click on the Search Student button.
This will show a list of students that meet these criteria
To filter the list of students, in the search box above the list of students, start typing the student's first or given name.
When you see the record for the student you are looking for, click on the student number for that student, highlighted in blue in the left column of that row.
The student's record has now been loaded into the Student Summary page.
Click on the Course Enrolment option in the side menu
Click on the Experience option in the side menu
Click on the Edit icon next to the placement record to edited
Edit / update the required fields
Click on the Save Placement button

Note

Document and Placement reports can also uploaded here

3. How to Delete a Experience / Placement Summary Report

Click on the Student tab in the side menu
Click on the Search option in the side menu
Enter at least one of the following options in to the relevant search box:
- Student No,
- Preferred Name,
- Given Name,
- Family Name / Surname,
- Previous Last Name
Click on the Search Student button.
This will show a list of students that meet these criteria
To filter the list of students, in the search box above the list of students, start typing the student's first or given name
When you see the record for the student you are looking for, click on the student number for that student, highlighted in blue in the left column of that row
The student's record has now been loaded into the Student Summary page
Click on the Course Enrolment option in the side menu
Click on the Experience option in the side menu
Click on the Edit icon next to the placement record to edited
Click on the Delete Placement button

4. How to Attach Documents to the Placement Record

Click on the Student tab in the side menu
Click on the Search option in the side menu
Enter at least one of the following options in to the relevant search box:
- Student No,
- Preferred Name,
- Given Name,
- Family Name / Surname,
- Previous Last Name
Click on the Search Student button
This will show a list of students that meet these criteria
To filter the list of students, in the search box above the list of students, start typing the student's first or given name
When you see the record for the student you are looking for, click on the student number for that student, highlighted in blue in the left column of that row
The student's record has now been loaded into the Student Summary page
Click on the Course Enrolment option in the side menu
Click on the Experience option in the side menu
Click on the Edit icon next to the placement record to attach the documents to
Scroll to the bottom of the screen and click the Add file Attachment button
Click on the Drop down box next to the Purpose option and select the appropriate option
Click on the Drop down box next to the Category option
Enter the name of the attachment
Enter any important information about the attachment in the description box. Once the attachment has been saved this information will be come visible when hovering over the attachment's name. This will aid in item location when the user needs to view items, this way only the required attachment will needs to be downloaded to viewed
Selected the Status of the item. This will determine if the item is ready for use, or still in draft mode etc.
Select the Permission level. This will determine the lowest permission level that can access this item. Items that are of a confidential nature should be set to a higher level to restrict the number of users who have access to the attachment.
Select the Choose File button and navigate to where the attachment is saved. It is suggested that attachments are saved in PDF format to prevent attachments from being altered or changed
Click the Save File Attachment button

Related Pages

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Experience