Sometimes during the course of a placement term, students need to change placements from one site to another. 

Watch the video below or follow the step-by-step instructions to learn how to do this.

 

Introduction

When a student’s placement changes and they finish earlier than expected before continuing at a different site, the placement officer must update records to reflect this accurately.

This guide explains how to:

• Decide whether both placement records should be retained

• Update placement dates for Site 1 and Site 2

• Manage allocation and position details

• Handle forms and workflows linked to Site 1

• Assign forms and workflows for Site 2

• Communicate changes to relevant roles (excluding those tied to previous dates)

Keeping placement details

• If the student was allocated to Site 1 but never started, or the history is not required, remove the allocation from the Student Allocations page.

• If history must be retained (for example, timesheets or forms were started or completed), keep the allocation and continue with the steps below.

Adjusting placement dates – Site 1

If the placement request has only one confirmed placement and this student is the only allocation:

1. Open the placement group.

2. Go to the Placement Request page.

3. Select the placement request.

4. Click the edit (pencil) icon on the right.

 

5. Adjust the TO date to be the end date of the student’s time at the site 

6. Click OK 

 

7. Save the placement group 

If the placement request had more than 1 Confirmed placements 

If the student was not the only placement in the group, or if the placement request contains multiple confirmed placements, the student’s placement must be separated into its own placement request.

1. Open the placement group 

2. Go to the Placement Request page 

3. Select the placement request 

4. Click the separate icon at the right 

 

5. Set the To date to the student’s final day at the site. Select any additional items to copy if required. The From date will default to the placement group start date.

6. Select the student to be separated

7. Select the site to separate to

   • If the site is not a parent site, only the site name will appear

   • If the site is a parent site, you may choose a subsite

8. Click Separate

 

9. Save the placement group 

10. Go to the Worksheet, and expand the position details to ensure the student’s supervisor and mentor and other position details have been preserved.

Adjust the placement dates of “site 2” 

Ensure the new site exists in the placement group as a placement request.

If the site has one Confirmed placement and the student will be allocated to it, verify that the From and To dates on the placement request correctly reflect the student’s placement dates.

1. Select the placement request 

2. Click the edit pencil at the right 

 

3. Edit the Date and To fields as needed 

 

4. Click OK 

5. Save the placement group 

If the site has more than 1 Confirmed placement 

If the site has multiple Confirmed placements (for example, other students are already allocated) and an Unallocated placement is available, separate that placement to create a new, standalone placement request.

1. Select the placement request 

2. Click the separate icon at the right 

 

3. Adjust the FROM date to be the start date of the student’s time at the site.

   1. The To date will default to be the To date on the placement group. 

4. Select the available placement to be separated.

5. Select the site to separate to.

   1. If the site is not a parent site, only the site name will display. If the site is a parent site, you have the option to separate to a subsite. 

6. Click Separate 

 

7. Save the placement group.

Allocation and position details 

Allocate student to the new site 

1. Go to Student Allocation 
2. Allocate the student to the site, being mindful of selecting the placement with the defined dates 
3. ​​​​​​​A pop-up will appear asking you to verify that it’s OK to allocate the student to a second site. Select OK to this. 
4. Close the Student Allocation window.

 

Define the position details for the new placement 

1. Go to the Worksheet 

2. Click the Search button next to the “Position details” button 

3. Find the new placement (the default order is alphabetical by Site name), and select it 

4. Click the green + at the right to create the position details 

5. Add the mentor, supervisor, and other necessary position details 

 

Forms and Workflows assigned with “Site 1” context 

If the student remains allocated to Site 1, the mentor and supervisor will continue to have access to any forms assigned to that placement.

If a form has not been completed (for example, it does not show a completion status of 3 of 3) and/or has a due date, related notifications will continue to be sent to the relevant roles. To prevent this, you should either:

• • Administratively complete the form, or

  • Remove the form if a record does not need to be retained,

and remove any due dates from the form.

1. 1. Workflows assigned with “Site 1” context 

If the Workflow actions have not been completed, the Workflow can be removed off the student or other role on which it was assigned.

This does not undo actions already deployed; it simply prevents the next actions from occurring. 

Assigning Forms and Workflows with “site 2” context 

When a student is allocated to a new site, they need all applicable forms and workflows to be assigned with the new placement context. 

Depending on the triggers for the Workflow, it may need to be assigned manually. 

1. Open the placement group 

2. Go to the Workflows page 

3. Click the green + at the right 

4. Choose the Workflow 

5. Ensure the Role is Allocated Students or other appropriate role 

6. Select the student, checking the placement context (e.g., student/site/dates) 

7. Click OK 

8. Save the placement group 

If Forms are not assigned via Workflow, manually assign them on the Forms page 

1. Open the placement group 

2. Go to the Forms page 

3. Click the green + at the right 

4. Choose the Form 

5. Ensure the Role is Allocated Students or other appropriate role 

6. Select the student, checking the placement context (e.g., student/site/dates) 

7. Click OK 

8. Save the placement group 

NOTE: If the “site 2” mentor and supervisor were not part of the first placement, they will not be able to see the forms from the first placement, for privacy reasons. 

Communicating with all roles 

Communications sent through the placement group at this point will want to exclude mentors and supervisors who are no longer supervising students. To accomplish this, follow these steps when communicating: 

1. Open the placement group 

2. Click the Communicate button at the top right 

3. Select the role with which to communicate 

4. In the TO field, select Students Allocated 

5. This will display date fields to the right 

6. Enter today’s date in the FROM date field to communicate with mentors or supervisors who are supervising from today forward