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Overview


Objective

Upon completion of this KB the user will be able to create /edit Experience or Professional Placement reviews

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


FieldBrief Description
CodeCode given to this placement by the institution e.g. First year, Placement 1
DurationHow long is the placement
Schoolin which school is the student doing their placement
GradeWhat grade will the student be doing their placement with
School Stage

K-6, 7-10, 7-12

School SupervisorWhat is the name of the Supervisor at the School
ACPE SupervisorWhat is the name of the Institutions Supervisor
Placement Meeting AttendedDid the student attend the placement meeting Y/N
Placement Meeting DateWhat date was the Placement meeting held
Procedure Meeting AttendedDid the student attend the Procedure meeting Y/N
Procedure Meeting DateWhat date was the procedure meeting held
Registration Form ReceivedHas the Student received the Placement registration form Y/N
Registration form DateWhat date was the registration form sent / given to the student
Confirmation Email DateHas the placement officer received a confirmation email from the School
School ConfirmedDid the School accept the placement
School Confirmed DateWhat date did the school confirm the placement
Placement Start DateWhat date will the placement commence
Placement Completion Datewhat date will the student complete the placement
Thank you letter DateWhat date was the Thank you letter sent to the School
GiftWhat gift was sent to the supervising teacher
Gift OrderedHas a gift been ordered for the supervising teacher Y/N
Gift Ordered DateWhat date was the gift ordered
Gift SentHas the Gift Been sent Y/N
Gift Sent DateWhat date was the gift sent
CommentsAny additional comments about this placement
Associated Enrolled unitWhat unit is this placement associated with. Select a unit from drop box with the units that the student is enrolled into
Teaching Material sent DateHave the teaching materials been sent to the School
School typeWhat type of School is it DECS, Independent, Catholic,
Associate Home SupervisorWho is the Students supervisor from the Institution
Associated School SupervisorWho is the Supervisor of this placement at the School
Associated Secondary School SupervisorWho is the Secondary Supervisor of this placement at the School
StatusWhat is the current status of this placement


Workflow

How to Create a Experience / Placement Summary report

  1. Click on the Student tab in the side menu
  2. Click on the Search option in the side menu
  3. 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
  4. Click on the Search Studentbutton.
  5. This will show a list of students that meet these criteria
  6. To filter the list of students, in the search box  above the list of students, start typing the student's first or given name. 
  7. 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.
  8. The student's record has now been loaded into the Student Summary page.
  9. Click on the Course Enrolment option in the side menu
  10. Click on the Experience option in the side menu
  11. Click on the New Placement  button
  12. Complete the required fields
  13. Click on the Save Placement  button


How to Edit a Experience / Placement Summary report

  1. Click on the Student tab in the side menu
  2. Click on the Search option in the side menu
  3. 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
  4. Click on the Search Studentbutton.
  5. This will show a list of students that meet these criteria
  6. To filter the list of students, in the search box  above the list of students, start typing the student's first or given name. 
  7. 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.
  8. The student's record has now been loaded into the Student Summary page.
  9. Click on the Course Enrolment option in the side menu
  10. Click on the Experience option in the side menu
  11. Click on the Edit icon next to the placement record to edited
  12. Edit / update the required fields
  13. Click on the Save Placement  button


Document and Placement reports can also uploaded here 

How to Delete a Experience / Placement Summary report

  1. Click on the Student tab in the side menu
  2. Click on the Search option in the side menu
  3. 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
  4. Click on the Search Studentbutton.
  5. This will show a list of students that meet these criteria
  6. To filter the list of students, in the search box  above the list of students, start typing the student's first or given name. 
  7. 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.
  8. The student's record has now been loaded into the Student Summary page.
  9. Click on the Course Enrolment option in the side menu
  10. Click on the Experience option in the side menu
  11. Click on the Edit icon next to the placement record to edited
  12. Click on the Delete Placement button


How to Attach documents to the Placement record

  1. Click on the Student tab in the side menu
  2. Click on the Search option in the side menu
  3. 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
  4. Click on the Search Studentbutton.
  5. This will show a list of students that meet these criteria
  6. To filter the list of students, in the search box  above the list of students, start typing the student's first or given name. 
  7. 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.
  8. The student's record has now been loaded into the Student Summary page.
  9. Click on the Course Enrolment option in the side menu
  10. Click on the Experience option in the side menu
  11. Click on the Edit icon next to the placement record to attach the documents to.
  12. Scroll to the bottom of the screen and click the Add file Attachment  button
  13. Click on the Drop down box next to the Purpose option and select the appropriate option
  14. Click on the Drop down box next to the Category option 
  15. Enter the name of the attachment.
  16. 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.
  17. Selected the Status of the item. This will determine if the item is ready for use, or still in draft mode etc.
  18. 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.
  19. 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.
  20. Click the Save File Attachment button. 


Further reading

Editing Code Items


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